Covid-19 Player Policy

Policy Objective

The aim of this policy is to create the safest possible tournament experience by minimising COVID-19 risks for all involved.

This policy applies to all North Harbour Hockey Association (NHHA) Representative teams including players and/or guardians, coaches, managers, and support staff (“participant”) attending tournaments.

Policy Purpose

This policy outlines the NHHA’s protocols and obligations, recognising the responsibilities of all those attending representative tournaments.

Policy

Policy Application

This policy applies to all personnel listed above who undertake paid or unpaid work or activities at a representative tournament.

The policy owner is the NHHA Hockey CEO and Board.

Overview

With COVID-19 creating so much uncertainty participants in representative tournaments need to be aware of the potential impact from any number of scenarios that may have financial or other consequences on participants and/or their families.  

Pre-tournament plan

A participant that has had a positive COVID-19 test at any point in the campaign must inform the NHHA immediately. The NHHA will ask all team participants whether they have had COVID-19 within 90 days of the tournament start date to support efforts to mitigate risks of COVID-19 spread at the tournament.

Prior to travelling with the team, participants must undertake the following:

  • 3 days prior to leaving all team members and management need to complete the pre-screen form  Pre-screen Form
  • 24 hours before departure,all participants will need to complete a negative Rapid Antigen (RAT).
  • During the tournament, each morning, all participants will need to complete the Daily Health Screening formbefore leaving their room      Daily Health Screen Form

Any participant who displays any COVID-19 symptoms 48 hours prior to departure must notify the NHHA immediately. The participant, at the sole discretion of the NHHA, may, or may not be allowed to travel with the team.

Symptoms may include any of the following:

  • New or worsening cough
  • Sneezing or runny nose
  • A fever
  • Temporary loss of smell or altered sense of taste
  • Sore throat
  • Shortness of breath
  • Fatigue / Feeling of tiredness

Less common symptoms:

  • Diarrhoea
  • Headache
  • Muscle pain or body aches
  • Nausea
  • Chest pain
  • Joint pain

Any participant that develops symptoms and tests positive within 7 days of travel will not be able to travel or represent NHHA at the National Tournament.

Any participant that develops symptoms and tests positive for COVID-19 within 7-14 days of travel with the team will have a meeting with NHHA and parent/caregiver to ensure that well-being and a plan to ensure a safe return to play is in place before confirming the participant’s attendance at the National Tournament.

Any additional costs associated with changing a participant’s flight to enable them to join the team later than the originally scheduled departure will be the responsibility of the participant.

Participants are expected to avoid or minimise involvement at/in social gatherings, large events etc, for at least two weeks prior to tournament departure dates.

NHHA reserves the right to withdraw any participant from a tournament, if they disregard instructions or protocols to minimise COVID-19 risks. In the event a participant is withdrawn prior to or during a tournament, they will be responsible for all costs incurred up to that point and/or sent home at their own expense.

It is the responsibility of each participant to bring medication they may require to manage their symptoms. The NHHA is unable to supply or administer medication.

During Tournament plan

Should a NHHA participant test positive for COVID-19 at the National Tournament, the NHHA will take the following approach:

  • The NHHA will arrange for the participant and their roommate/s (close contact/s) to isolate as per Government guidelines for 7 days.
  • All participants accept they must follow any Ministry of Health, or Government guidance related to pandemics, including isolating. Expenses related to this will be on-charged to the participant.
  • If participants need to isolate, we will liaise with parents/guardians if required, and will put in place a support plan for them. This may include moving to a separate room, ensuring a parent/guardian joins the player, and any additional support that is agreed.
  • If the roommate/s has had COVID-19 within 90 days of the positive case and return a negative RAT and display no symptoms, they will be able to continue to play in the tournament as per Government guidelines.
  • If the roommate/s hasn’t had COVID-19 or was positive outside the 90 days, they will need to isolate.
  • The NHHA encourages the use of masks (provided) in close-proximity situations such as team talks, during the National Tournament to avoid the potential spread of COVID-19 and will take every opportunity to maximise ventilation.
  • The NHHA always encourages safe hygiene practices including regular hand washing, hand sanitising, and social distancing where practicable.
  • In the case of a positive case in the team, each participant will take a RAT (provided by NHHA) each morning to ensure that it is safe to compete in the Tournament.

Cancellation of Tournament plan

Should the tournament be cancelled when the team is already in attendance, NHHA will take the following approach:

  • Localised Travel (travel via van/car) – Teams that have travelled by vehicle will depart at the earliest practical opportunity.
  • Non-Localised Travel (travel via plane) – The NHHA will book participants on the next available flight that does not cost more than $200 additional per person. By signing this Policy, the participant agrees for the NHHA to invoice an additional maximum of $200 per participant to cover the cost of getting a participant home. This cost will be shared across all participants.

If the flight change is over $200 the participants may be required to stay for the duration of the tournament and return to Auckland on their pre-booked flight.

If the NHHA is able to recuperate any costs (e.g. for reducing the accommodation stay), these will be refunded to those players.

  • Own arrangements – If a participant or guardian wishes to arrange their travel/flights outside of the team arrangements NHHA will assist in amending the booking, with any additional costs to be covered by the participant.

Post Tournament plan

Any participant that tests positive for COVID-19 during the tournament will have a meeting with the NHHA and parent/guardian after returning from the tournament to check in on the participants personal well-being.

Feedback from this meeting will also be used to gain valuable insights for the NHHA to plan for future tournaments.

Our Commitment

The NHHA will take all reasonable steps and actions to minimise risk to participants.

The NHHA will provide face masks and Rapid Antigen Tests (RAT’s) for participants and management.

While at the tournament, team managers will take all reasonable steps to limit indoor gatherings on rest days to reduce the potential spread of COVID-19.

This COVID-19 Policy applies to the management of any NHHA Representative tournaments and teams and will be reviewed at the completion of each campaign.

Additional Costs

All tournament expenses are spread equally across all participants/representative teams and a portion of these costs attributed to administration and overheads, are unfortunately non-refundable. If a participant is unable to attend the tournament or the tournament is cancelled, there may also be costs unlikely to be recoverable, and therefore not refundable.

While every effort will be taken to minimise tournament costs, unforeseen circumstances may result in additional expenses. These may include costs incurred by participants following any Ministry of Health, or Government requirements, such as the need to isolate, which may be on-charged to the participant.

NHHA reserves the right to charge additional expenses up to the value of $200 per participant. Any unrecoverable expenses greater than $200 will be discussed with the players parent/guardian prior to any further expenses being on-charged.   

Should the U18/NHC National Tournament or any U16 Tournament experiences be cancelled when the team is already in attendance, NHHA will take the following approach:

Localised Travel (teams that left Auckland via van/car)

Teams that have travelled by vehicle will depart at the next most appropriate time.

Should the U18/NHC National Tournament or any U16 Tournament experiences be cancelled when the team is already in attendance, NHHA will take the following approach:

Localised Travel (teams that left Auckland via van/car)

Teams that have travelled by vehicle will depart at the next most appropriate time.

Non-Localised Travel (teams that fly)

Teams that have travelled by flight will have the following approach applied if NHHA involvement in the tournament is compromised. The Covid-19 Level combined with the stage of the tournament has been considered to create the following management approach to provide transparency:

Cancelled before Day 4 of tournament Play (U18/NHC) and Day 3 of Tournament Play (U16):

For any change in level that sees the tournament cancelled (Level 2-4) NHHA will book the participants on the next available flight that does not cost more than $200 additional per person. On agreeing to the T&C’s you approve that NHHA can invoice retrospectively an additional $200 per person to cover the cost of getting any team home. This cost is shared across all participants.

If a player wants to arrange their flight outside of the team arrangement:

NHHA will assist in seeing if the allocated flight cost can be amended and then will charge the new booking, but any increased cost will be that of the participant. Any increased cost in doing so will be at the expense of the participant.

If the flight change is over $200 the participants will stay the duration of the tournament and return to Auckland on their pre- booked flight.

Cancelled on or after day 4 of tournament play (U18/NHC Only):

Cancellation at Level 2 – the team will stay the remainder of the Tournament and return on their scheduled flights.

Cancellation at Level 3 – NHHA will book the participants on the next available flight that can be achieved if there is no additional transfer cost. If there is an additional cost, the team will remain at the location for the rest of the tournament duration and return on thier original flight.

Cancellation at Level 4 – NHHA will book the participants on the next available flight that does not cost more than $200 additional per person. On agreeing to the T&C’s you approve that NHHA can invoice retrospectively an additional $200 per person to cover the cost of getting any team home. This cost is shared across all participants.

I accept that I must follow any MOH, or Government guidance related to pandemics. If I am required to isolate, any expenses related to this will be charged directly to me as the participant. The individual’s management needed to isolate will be discussed with parents, and a plan will need to be put in place to support the participant.

I also accept that NHHA reserve the right to charge any other additional expenses up to the value of $300 per participant that sit outside of the initial campaign charge that is incurred due to a pandemic response management strategy. Any expense above $500 will be discussed with parents/guardians and will be at the cost of the individuals/teams impacted. The cost would not be covered by participants/teams that are not required

Example: A Team is required to stay an additional night at the location awaiting covid-19 test results. This expenditure would be shared across the participants/teams impacted.

This Covid-19 Management Policy Clause applies to the management of the U18/NHC Campaign and has been signed off by the NHHA CEO. It will be reviewed at the completion of each campaign.

In the event of Cancellation of the tournament due to impacts of Covid-19 NHHA will negotiate with suppliers in an attempt to secure refunds. 

Where suppliers provide refunds, these will be averaged across all participating teams. Participants who elect to stay in the venue/region will have the additional cost deducted from their share of any refund received from suppliers. 

Where participants elect to stay at the venue/region the costs associated with this will be the responsibility of the participant. 

For the purposes of cancellation and refunds the decision of the team manager is final and will be the decision of the team that NHHA accepts. No individual arrangements will be accepted. 

Should no refund from suppliers be achieved NHHA will not be obligated to provide any refund to any participant or team for any costs associated with either the tournament, transport , accommodation or any other costs associated with the campaign. 

AGM Notice & Board Nomination

TO: All members of North Harbour Hockey Association DATE: 01 July 2022 RE: Notice of Annual General Meeting – North Harbour Hockey Association Incorporated To all interested parties,

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