- 01 | Board of Directors
- 02 | Organization and Mandate
- 03 | Membership Related
- 04 | JFKW Overseas Regulations
Section No. 1.00: GOVERNANCE |
Policy No. 1.01: Board of Directors |
Page 1 of 3 |
Position Descriptions and Legal Requirements |
Approval Date: June 2020 |
Revised: |
POLICY
Canada Zenkuren Wado Karate Association (CZWKA) operates in accordance with its constitution and Bylaws under the Societies Act through a governance model implemented by an elected volunteer Board of Directors.
PROCEDURES
The Board of Directors will comply with policies and procedures within the guidelines of the British Columbia Societies Act and with the following:
- Rights of the members
- Confidentiality requirements
- Reporting requirements
- Financial reporting and audits
- Contractual agreements
- Licensing requirements
- Corporate responsibility
- Risk management
- Health and safety
Specific job descriptions of Board positions are developed to support board performance. The Board of Directors will maintain legal compliance with all applicable statutes and provisions of the Societies Act. The Board will be comprised of members that are elected by the membership for a three year term on alternating years to ensure continuity. The Board will meet at least twice each year or as required, at the request of the President or any two Directors.
The Board of Directors has direct responsibility for:
- Establishing and maintaining the legal existence of CZWKA
- Maintaining the integrity and technical quality of Wado Karate
- Ensuring the creation, implementation and evaluation of the Strategic Plan
- Annual review, approval and evaluation of status with respect to the Strategic Plan
- Formulating policy
- Developing and implementing funding strategies
- Approving the budget and overseeing financial accountability
- Promoting CZWKA and its programs
- Supporting the CZWKA membership
- Establishing regular board and committee meetings to accomplish the work of CZWKA
- Supporting promotional projects, special events and fund-raising activities
- Responding to communications and complaints that have passed through due process such as member grievances and ethics violations
- Periodically reporting activities and outcomes to the membership
Board of Directors Roles and Responsibilities
President
- Represents CZWKA with the public, Provincial Government, Karate Canada, Japan
Karate Federation Wado Kai, sport, recreation groups and other stakeholders
- Ensures that CZWKA responsibilities and objectives are implemented
- Makes decisions in emergency situations
- Coordinates the development and implementation of goals and policies
- Chairs and conducts the Annual General Meeting and all Board of Directors meetings
- Is an ex-officio member of all committees and/or sub-committees
- Summarizes points of discussion and states the correct wording of all formal motions that are voted on at board meetings and the AGM
- Signs legal documents and cheques along with the Treasurer on behalf of CZWKA
- Represents CZWKA at official functions and acts as a spokesperson
- Maintains close ties with the Committees regarding ongoing operations
- Submits a written Annual Report for the AGM
Membership Director
- Gathers feedback from members
- Coordinates registrations with Martial Member for CZWKA clubs
Treasurer
- Maintains full and accurate accounts of all CZWKA receipts and disbursements
- Disbursement of CZWKA funds as directed by the Board of Directors
- Maintains accurate records for auditors.
- Provides interim financial reports as required.
- Provides detailed financial information for grant applications as required.
Secretary
- Prepares Annual General and Board of Directors meeting minutes in consultation with the President.
- Prepares the annual report and grant application forms under the direction of the President and in consultation with the Treasurer.
- Collects agenda items from the Board, at least 7 days before a regular meeting
- Facilitates communication among members of the Board
Directors-at-Large (maximum three)
- Committed to the purpose, policies and programs of CZWKA
- Attends regular board meetings and participates in achieving the goals of the Strategic plan
- Serves on committees as required
- Maintains confidentiality regarding the business of the Board
- Understands their legal responsibilities under The Societies Act
- Assumes responsibility and accountability for tasks assigned by the Board of Directors.
Code of Ethics
All CZWKA Board members will be required to sign a Code of Ethical Conduct agreement within one week of being elected to the board.
Board of Directors Requirements for Election
Director candidates will be members in good standing with CZWKA. Good standing refers to having submitted a clear criminal check and up to date membership dues.
Membership of CZWKA shall be defined as per CZWKA bylaws under the Societies Act of British Columbia.
Responsibility of: Board of Directors
Monitored by: Executive Director
References: CZWKA By-laws
Societies Act of British Columbia:
http://www.bclaws.ca/civix/document/id/complete/statreg/96433_01
Policy: 1.03 Board of Directors Code of Ethical Conduct
Appendix: 1.03 Board of Directors Code of Ethical Conduct Agreement
Click here for a downloadable Microsoft Word version of this file.
Section No. 1.00: GOVERNANCE |
Policy No. 1.02: Policy Manual |
Page 1 of 2 |
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Approval Date: June 2020 |
Revised: |
POLICY
CZWKA will maintain a Policy and Procedures Manual that codifies the policies and procedures of CZWKA and is accessible, readable and amendable to all members.
PROCEDURES
Approval/Amendment Process
CZWKA members can suggest new policies/procedures and/or revisions to the Policy and Procedures Manual by presenting them in writing to the Board of Directors.
Any knowledgeable person within the organization can propose new policies, procedural guidelines or amendments to existing policy and/or procedural guidelines. Changes will be approved by the President and presented to the Board of Directors as part of the annual review.
The Secretary is responsible to ensure that manuals and electronic files of policies and procedures are updated and that President is knowledgeable about amendments to the manual
Policy Review Process
All policies and procedures will be reviewed as required and at least annually by the President to ensure validity, applicability and relevance. Policies, procedures and appendices will be available to all members on the CZWKA website.
Temporary or Intermediate Policies
Situations may arise that will require the immediate issuance of a policy and/or procedures to address exigent circumstances.
Upon receipt of such directions the responsible party receiving these directions will consider them “temporary” and will collate them in one file, exclusive to that purpose pending resolution of the situation.
Should the situation be resolved in the short term, and the directions rescinded by the issuing authority, the directions will be removed from the “Temporary Policies” file (or from the manual itself) leaving the policy and/or procedural guidelines in the manual unchanged.
Should the circumstances of the situation warrant a change to existing policy and/or procedural guidelines, the temporary policy will remain on file, in effect at the discretion of the issuing authority, while the proposed changes are in the process of approval.
Responsibility of: Board President
Monitored by: CZWKA Board of Directors
References:
Policy:
Appendix:
Section No. 1.00: GOVERNANCE | Policy No. 1.03: Board of Directors Code of Ethical Conduct |
Page 1 of 2 | |
Approval Date: June 2020 | Revised: |
POLICY
The Board of Directors commits to ethical, professional and lawful conduct, including the proper use of authority and appropriate behavior when acting as members.
PROCEDURES
Board members must make decisions based on the purposes of the society: to remain un-conflicted by loyalties to staff, other organizations, and any personal interests.
Board members will avoid conflict of interest with respect to their fiduciary responsibility, which is a trust -like responsibility and includes these guidelines:
- Board members will refrain from self-dealing within the organization. Members will disclose their involvement with other organizations, with vendors, or any associations that might be or might reasonably be seen as being a conflict, whether a conflict of interest or conflict of duty.
- When the Board is to decide upon an issue, about which a member has an unavoidable conflict, that member shall absent her or himself from not only the vote, but also from the deliberation.
- When a Board member is uncertain in determining whether something is a matter of conflict or confidence, that member will seek direction by way of a decision of the Board of Directors.
- Members will not disclose any confidential information gained through the position of Director unless authorized by the Board. This applies throughout a Director’s term on the Board, or while a member of the Organization, or after leaving CZWKA.
- Board members may not attempt to exercise individual authority over the organization.
- Members’ interaction with other club members, public, press or other entities must recognize the same limitation and the inability of any Board member to speak for the Board except to repeat explicitly stated Board decisions.
Board members are expected to:
- prepare for Board meetings by reading all materials circulated in advance
- attend all Board meetings
- direct all operational queries to the President
- comply with the values represented by CZWKA
- respect confidentiality as required by the Personal Information Protection Act
- make decisions in the interest of all members and stakeholders
- act as ambassadors for CZWKA
- sign the code of ethical conduct agreement
If a Board member does not meet any or all of the above expectations the Board will review the continued participation of such member.
Responsibility of: Board of Directors
Monitored by: Membership Director
References:
Policy:
Appendix: 1.03 Code of Ethical Conduct Agreement
Section No. 1.00: GOVERNANCE | Policy No. 1.04: Signing Authority |
Page 1 of 2 | |
Approval Date: June 2020 | Revised: |
POLICY
CZWKA will establish a signing authority that will delineate an approval process to sign documents or cheques on behalf of the organization.
PROCEDURES
The President together with the Treasurer have the authority to authorize capital expenditures within policy limitations set by the Board of Directors. Funds for contracted goods and services will be expended appropriately for an intended purpose.
Contracts and signing authority
The President with the Treasurer may sign as an authorized signatory on behalf of CZWKA on contracts for services with federal, provincial and municipal governments and other funding organizations provided that the program initiatives are consistent with the mission of CZWKA. In the absence of the Treasurer and President the Board of Directors will delegate an alternate signing authority from among the directors as required
Contracts will be managed to ensure compliance with policies, applicable laws, regulations and CZWKA policies. Operations will protect the organizations name, image and reputation.
Check-signing authority
Checks will require the signature of both the Treasurer and the President for amounts equal to or in excess of $1000.
Checks will require the signature of either the Treasurer or the President for amounts below $1000.
Expense Approval
Expense approval is required from the Board of Directors for amounts exceeding $1000. Accurate documentation is required in the form of original receipts for all reimbursement of expenses. Expenditures may include equipment, honoraria, mileage/travel, accommodation and meals.
Responsibility of: President and Treasurer
Monitored by: Board of Directors
References:
Policy:
Appendix:
Section No. 1.00: GOVERNANCE | Policy No. 1.05: Financial Planning, Annual Budget and Investments |
Page 1 of 2 | |
Approval Date: June 2020 | Revised: |
POLICY
Financial planning for the fiscal year or the remaining part of any fiscal year shall reflect the desired outcomes of the Board regarding priorities derived from the Strategic Plan.
An annual budget will be developed by the Treasurer and approved by the Board of Directors.
PROCEDURES
The Treasurer will:
- Include credible projections of revenues and expenses, separation of capital and operational items, cash flow and disclosure of planning assumptions.
- Ensure that any investments made on behalf of CZWKA or Society programs are approved and reviewed for effectiveness by the Board on a regular basis.
- Plan the expenditures in any fiscal year for more funds than are conservatively projected to be received in that period.
- Ensure that a financial review is completed and presented to the Board of Directors annually.
BUDGET APPROVAL
The annual budget will include a description of financial goals of the organization and how they will be implemented. The Board of Directors will approve the annual budget.
The President and Treasurer may make revisions to budgets and offset budget variances provided that:
- Revisions and variances are not significant
- The organization is meeting financial goals and projections
With respect to the actual, ongoing financial condition and activities, the President and Treasurer shall not:
- Cause or allow the development of fiscal jeopardy or a material deviation of actual expenditures from budgets,
- Expend more funds than have been received in the fiscal year to date,
- Allow any government-ordered payments or filings to be overdue or inaccurately filed,
- Make a single purchase or commitment that has not been budgeted unless approved by the Board,
- Fail to observe any restrictions or requirements placed on CZWKA by funders or donors on funds received or by lenders on funds borrowed.
INVESTMENTS
Funds may be invested at the discretion of the Board of Directors based on the safest and most prudent considerations to maintain the security, capital and reserves of CZWKA.
Responsibility of: President, Treasurer
Monitored by: Board of Directors
References:
Policy:
Appendix:
Section No. 1.00: GOVERNANCE |
Policy No. 1.06: Bank Accounts |
Page 1 of 1 |
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Approval Date: June 2020 |
Revised: |
POLICY
Cash flow in the operational budgets will be managed through reconciliation of bank accounts.
PROCEDURES
The President and Treasurer approves the establishment of bank accounts.
The President and Treasurer will have signing authority for the account and checks will require one signature for banking transactions not exceeding $1000. For transactions equal to or in excess of $1000, two signatures will be required.
Accounts will be monitored by standard accounting practices and improper transactions will be immediately investigated, reported, and addressed by the Treasurer.
Responsibility of: President, Treasurer
Monitored by: Board of Directors
References:
Policy:
Appendix:
Section No. 2.00: ORGANIZATIONAL | Policy No. 2.01: Mandate |
Page 1 of 2 | |
Approval Date: June 2020 | Revised: |
POLICY
CZWKA is a non-for-profit society registered with Corporations Canada by Letters Patent (1998) and governed by its constitution, by-laws policies and the Societies Act.
PROCEDURES
CZWKA is the national governing body for Wado Kai Karate in Canada registered with the federal government. It is responsible for the growth, development and preservation of Wado Karate style across Canada. CZWKA is an association that is recognized by Karate Canada, the national sport governing body for Karate approved by the Canadian Olympic Committee, the World Karate Federation and the government of Canada
CZWKA is directed by a volunteer Board of Directors and supported by volunteer standing committees. The model of governance adopted by CZWKA is a Policy board.
Responsibilities
- To maintain the organizational status, authority and areas of responsibility,
- To conduct strategic planning to provide vision and overall leadership to enhance the prosperity and long-term viability of CZWKA,
- To monitor and evaluate strategic goals and objectives with respect to outcomes,
- To continuously monitor and make decisions based on the content of the by-laws policies, systems and practices to ensure that they meet the needs of the organization,
- To establish mechanisms to engage members with the goal of enhancing the prosperity and long-term viability of the organization
- To facilitate effective and timely communication among the Board, members and stakeholders
Governance Style
The Board of Directors will:
- Set policy and procedures for the effective operation of CZWKA, mindful of the CZWKA vision, mandate and the current strategic plan
- Cultivate a sense of group responsibility for excellence in governing
- Focus on strategic planning to achieve its goals
- Implement and review strategies to further the goals and objectives of the strategic plan
- Gather information from the members and other stakeholders to further the goals and objectives of the organization
- Establish operating procedures to reinforce attendance at its own meetings, preparation for meetings, policy-making principles, respect of roles, and ensure the continuance of governance capability
- Provide an orientation for new members to the governance process of the Board of Directors and ensure periodic evaluation for process improvement
- Monitor and evaluate outcomes of strategic directions on a quarterly basis
Monitoring
The Board of Directors will conduct and document an annual review of policy and procedures. Quarterly written progress reports of the strategic plan will be shared with the membership. Meeting minutes will document all Board of Director decisions. Committee reports will be written and shared with the membership. An annual professional financial review will be conducted.
Responsibility of: President
Monitored by: Board of Directors
References: Societies Act of British Columbia
Policy: 3.04 Code of Ethical Conduct
Appendix: 3.04 Code of Ethical Conduct Agreement
Section No. 2.00: ORGANIZATIONAL | Policy No. 2.02: Organizational Structure |
Page 1 of 1 | |
Approval Date: June 2020 | Revised: |
POLICY
The CZWKA organization comprises an elected Board of Directors, club instructors and members. Ad hoc standing committees may be formed by the Board of Directors comprising board members and volunteers for activities and events.
PROCEDURES
Organizational Chart
BOARD OF DIRECTORS
STANDING COMMITTEES | CLUB INSTRUCTORS |
Business Development | |
Disciplinary | |
Finance | |
High Performance/Coaching | MEMBERSHIP |
Marketing, Communications, Awards | |
Medical | |
Officials | |
Technical | |
Tournament |
Responsibility of: Board of Directors
Monitored by: Board of Directors
References:
Policy:
Appendix:
CZWKA Strategic Plan
Board Approval Date: April 21, 2024
Effective Dates: March 2023 to March 2026
Vision Statement
Canada Zenkuren Wadokai Association (CZWKA) is the premier JKF Wado Kai organization in Canada and is recognized for providing the Highest Quality of Technical Training/Support, Products and Solutions to all of its members.
Mission Statement
The CZWKA is committed to Increasing the number of clubs and the membership by providing the Highest Level of Advanced Technical skill training, promoting its member clubs and providing organizational support and communication about provincial, national and international events, technical seminars and competitions.
Organization Value Statement
The CZWKA Core Values are ingrained principles that guide the actions and behavior of all our members.
Integrity
Act and communicate honestly and transparently with all members, parents, officials, coaches, and others.
Inclusion
We actively encourage participation for all.
Life-long Learning
We continually strive to improve technical understanding and impart learning to others.
Mutual Respect
We respect and accept each other as individuals and recognize that different and unique perspectives can result in completeness.
Benevolence
Promote positive aspects of individual wellbeing, community and social involvement generated through participation in karate.
Communication
Continually strive to provide and apply 7 principles of communication: clarity, timeliness, coherence, conciseness, correctness, courtesy and completeness by listening, clarifying, understanding and confirming.
Goals and Plan of Action
Objective | Plan of Action | Prime Lead |
---|---|---|
Development | Advance technical skills of Individuals and the association as a whole |
Simon |
Strengthening Connections | Improve Internal and External Communication |
Murray |
Events | Promote activities that provide positive experiences to members |
Suzanne |
Capacity Building | Take steps to ensure leadership succession to promote the technical stye of Wado |
Norma |
Growth | Take steps to grow the membership | Volunteer Required |
The prime lead for each objective and plan of action has identified a number of actions required within their respective area of responsibility. Club leads and members of the CZWKA are encouraged to contact prime leads regarding any questions, concerns, suggestions and/or to volunteer to assist.
Section No. 2.00: ORGANIZATIONAL | Policy No. 2.04: Risk Management |
Page 1 of 2 | |
Approval Date: June 2020 | Revised: |
POLICY
CZWKA will strive to minimize risk at all times through risk assessment and planning.
Safety will be a priority for all CZWKA member clubs and organizational sponsored events and activities.
PROCEDURES
CZWKA will ensure that measures will be taken to ensure that all member clubs maintain safe practices for all. Procedures for conducting risk assessments and implementing risk control measures are in place at all clubs.
Risk Assessment
CZWKA complies with applicable laws and regulations by assessing risk and implementing risk control measures at least on an annual basis. The Board of Directors will review potential risk and identify areas of concern quarterly as part of strategic planning process to reduce loss exposure. Additional risk assessments and risk control measures may be implemented if a significant change in the environment presents new hazards. Risk management strategies may include modifications to activities, implementing specific procedures and training. Shared liability with another contractors or organizations and contracting the service to another appropriate business or services may be considered to minimize risk.
Member clubs must participate in risk assessments and the implementation of risk control measures.
Risk is assessed as follows:
- Potential risk of injury due to practice or in competition
- Effectiveness of procedures to prevent injury
- Potential risk from hazardous materials and substances
- Health, environmental, and structural conditions
- Equipment
- Potential risk of aggression and/or harassment
- Safe training and coaching
Risk Controls
Risk control measures will be identified to offset risks found through risk assessments. Action plans will be developed to implement the recommended measures.
All events such as seminars and tournaments will be planned and executed with member safety as a priority. This includes the following:
- Ensuring that insurance coverage is adequate to protect the board of directors, members, volunteers and visitors while engaging in CZWKA classes, events and activities
- Considering safety as the priority in all decisions regarding the ability of an injured student competitor or athlete to continue training or competing
- Ensuring all member clubs have adequate liability insurance
- Ensuring that all training areas are clean, safe and appropriate for training,
- Ensuring that all members clubs have an emergency plan in place to deal with unforeseen circumstances that might arise during routine training,
- Ensuring that all training venues have a basic First Aid kit on hand,
- Ensuring that at least one person in each CZWKA club has valid basic First Aid, Sport Aid and CPR certifications
- Providing competent medical practitioners for the diagnosis, treatment and management of medical and psychological problems of students, competitors and athletes while engaging in CZWKA activities
- Ensuring that any member who has suffered a medically confirmed concussion has signed authority from a physician allowing them to return to activity.
Responsibility of: All Members
Monitored by: Board of Directors
References: Karate Canada Concussion Policy
https://karatecanada.org/safe-sport/
Policy: 3.04 Harassment and Bullying
Appendix:
Section No. 2.00: ORGANIZATIONAL | Policy No. 2.05: Privacy of Information |
Page 1 of 4 | |
Approval Date: June 2020 | Revised: |
POLICY
All members of CZWKA will comply with the provisions for maintaining confidentiality of information.
PROCEDURES
The CZKWA Board of Directors will protect the personal information of its members with appropriate security safeguards. These will include protecting the confidentiality of personal information when dealing with other organizations. Provincial legislation and guidelines for the protection and release of personal information will be adhered to.
CZWKA will not collect, use or disclose personal information except for the purposes and in the time frames that it is collected. Personal information refers to factual or subjective information that might identify an individual. It does not include publicly available information about the names of members, titles and business contact information. Personal information can be in written, oral, or electronic form.
Personal information will be accurately maintained and updated as necessary. Members may request access in writing to their personal information at any time.
CZWKA club instructors will inform its members and their families of practices regarding policies for privacy of information during orientation to clubs or services.
All members have the right to refuse any disclosure of their personal information by informing the Membership Director in writing.
Collection and Use of Personal Information
Personal information will be collected by fair and lawful means. CZWKA will limit the collection and use of personal information from individuals to that which is required by law, and to that which is required to effectively plan and provide services.
Personal information will be collected directly from members via their instructors. Member registration will be on an electronic platform called Martial Member.
A member may withdraw consent to the collection, use or disclosure of personal information at any time. Such withdrawal of consent may be subject to legal or contractual restrictions and reasonable notice. CZWKA will inform the member of the consequences of a withdrawal of consent in a way that is relevant and meaningful to the member. CZWKA will inform the member that the withdrawal of consent may result in the possible termination of services provided by CZWKA because of the inability of the organization to administer its contractual or service delivery responsibilities.
CZWKA will only collect information for purposes such as:
- To determine the suitability of services for members and to evaluate access to services,
- To understand the needs and objectives of club members and instructors,
- To plan and/or deliver services to club members and instructors,
- To fulfill the CZWKA requirement to provide service outcomes outlined in its contracts with funders,
- To keep individuals, members and other stakeholders informed of CZWKA activities.
Disclosure of personal information to third parties
Personal information about members will not be disclosed to third parties without express consent from the member. Members will be informed of the purpose for disclosing the information and its implications in an appropriate manner.
The member will also be invited to participate in disclosures if they are interested in doing so.
CZWKA will not disclose information that it deems unnecessary or irrelevant to the stated purpose of information requests.
Disclosures to Family Members
CZWKA recognizes the role that family members play in the lives of children and youth but also values their right to have their information kept private and disclosed only with their consent.
CZWKA may share information with family members when it is in the best interests of the members and obtain written informed consent from an adult individual when required.
CZWKA club instructors will disclose information to family members if they feel that the health and safety of a member might be at risk.
Protection of personal information
The Board of Directors will assign the Membership Director as the Privacy Officer for the organizations who will oversee all CZWKA practices, procedures and decisions related to information privacy.
CZWKA takes reasonable steps to protect personal information in all formats against theft, unauthorized access, disclosure, copying, use, modification or disposal.
Consents
Written consent is required for the use and disclosure of personal information to third parties. CZWKA accepts written consent to the use of personal information in the form of emails, letters, designated forms, or facsimiles from members and club instructors.
Consent will be specific with respect to the information that can be disclosed and to whom the information can be disclosed.
Consent for Minors
A parent or legal guardian must provide consent for the participation of children or youth who are considered as minors for all programs, activities and events.
Use of photography or publication
Authorization and consent must be obtained from children and youth to use any videotapes, audiotapes, motion pictures, photographs or other materials involving their likeness and voice. This will be documented on the “Authorization and Consent for Use of Photographs and Publication” form (See Appendix).
Circumstances where consent is not required
CZWKA may lawfully collect, use or disclose information without the knowledge or consent of the individual where:
- Information is clearly in the interests of the member and timely consent cannot be obtained
- Required and considered reasonable for purposes of an investigation or legal incident,
- Required and considered reasonable for investigation of a law that might have been or is about to be broken
- Information is publicly available
- Required or authorized by law (e.g. to comply with a subpoena, warrant or order issued or made by a court, person or body with valid jurisdiction)
- To respond to an emergency that threatens the life, health or security of a member
Accuracy of Records
CZWKA will make every reasonable effort to ensure that the personal information it collects and uses is accurate and complete. Electronic files and records will be held secure and confidential, except with respect to authorized access through policy or by statutory authority.
Club instructors are responsible for updating member information as soon as it changes. Members may request changes to applicable records when they believe that the information is inaccurate. CZWKA must be satisfied that incorrect information already exists before replacement with new information.
Access to Records
CZWKA will limit access to member data on a “need to know” basis. The Board of Directors have access to member information. A member has the right to view their own data. Reasonable effort will be made to provide members with information when requested.
The Martial Member Administrator will have access to compile, classify, interpret, read, retrieve, transfer or destroy data as directed by the Board of Directors.
Responsibility of: Board of Directors
Monitored by: Privacy Officer
References:
Policy:
Appendix: 2.05 Authorization for the Use of Photographs and Publications Form
Section No. 2.00: ORGANIZATIONAL | Policy No. 2.06: Communication |
Page 1 of 2 | |
Approval Date: June 2020 | Revised: |
POLICY
CZWKA will maintain communications within the organization to keep all members and stakeholders up to date.
All files and records will be held secure and confidential.
PROCEDURES
CZWKA will maintain communications within the organization to keep all members and stakeholders up to date utilizing a public website, meeting minutes, annual reports, posted notices, electronic mail and the martial member platform in a timely manner.
Policies, procedures, supporting documentation, forms and reports accessible through a secured portal are for the sole use of club members.
Social Media
Members will refrain from using technology to disseminate information through social
networks using the Internet without prior approval from the Board of Directors.
The use of social media by club members will respect the confidentiality rights of CZWKA
while upholding copyright laws, privacy laws, and human rights legislation.
At no time will the personal information of be members shared on a social media site. The confidentiality obligations to the organization include use of social media. This includes when making public statements and commenting on blogs, articles and other news sites.
Members will advise the Board of Directors of any incidents or events that they feel violate their personal confidentiality, privacy, or security.
Electronic Records
Files and records will be held secure and confidential, except with respect to authorized
access through policy or by statutory authority. All pertinent files concerning members will be stored electronically for a specified period of time.
Responsibility of: All Members
Monitored by: Board of Directors
References: Federal Legislation – Personal Information Protection and Electronic Documents Act (PIPEDA)
British Columbia Legislation – Personal Information Protection Act (PIPA)
Policy:
Appendix:
Section No. 2.00: ORGANIZATONAL | Policy No. 2.07: Communication with Media |
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Approval Date: June 2020 | Revised: |
POLICY
Public statements and marketing communications will be approved by the Board of Directors.
PROCEDURES
The Board of Directors will approve all public statements in a manner that protects the integrity of the organization and its members.
All requests for public statements will be referred to the Board of Directors who will identify the most appropriate person to respond. All media enquiries will be directed through the Board and granted only upon proof of authorization. Public statements or responses will be carefully edited and approved to ensure accuracy and to limit opportunities for misrepresentation.
The Board of Directors will designate persons authorized to communicate with media personnel.
Photographing of minors or their families will not be permitted except where a parent or guardian, or an adult representative of the family provides written informed consent
CZWKA will safeguard member information from unauthorized access, disclosure, copying, use or modification of statements. Personal information will not be disclosed for purposes other than those for which it was collected, except with the consent of the individual when permitted by law, or as required by law for marketing purposes.
Responsibility of: All Members
Monitored by: Board of Directors
References:
Policy: 2.06 Communication
Appendix:
Section No. 2.00: ORGANIZATIONAL | Policy No. 2.08: Information Technology |
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Approval Date: June 2020 | Revised: |
POLICY
CZWKA is committed to providing members with computer information technology systems to meet their needs.
The organization will ensure that electronic information is handled in accordance with all regulations and legal guidelines pertaining to confidentiality and data security.
PROCEDURES
A member of the Board of Directors will be assigned for delegating the technical expertise necessary to certify the integrity of the stored electronic data, and its availability, security and confidentiality by routinely performing a technical evaluation of the network in accordance to the assigned maintenance schedule
CZWKA WEBSITE
The CZWKA website is a public source of information about the association. It will show how to contact member clubs and instructors, and will provide the membership with access to forms, policies and procedures, meeting minutes. Members may post information about events they are hosting on the front page of the site.
MEMBER CLUB WEBSITES
Member Clubs will have access to links to their clubs on the CZWKA website.
MARTIAL MEMBER WEBSITE
CZWKA contracts with Martial Member to manage the association’s membership, registrations, club renewals, invoicing, payments and club tracking. Martial member can be accessed on electronic devices such as smart phones, tablets, and computers.
All communications with Martial Member are encrypted. Usernames and passwords are protected.
CZWKA FACEBOOK SITE
This will serve as the communication site for CZWKA members. Information that the clubs wish to share, such as text, photographs, videos may be shared with the appropriate permissions where appropriate.
Responsibility of: Communications Director, Website Manager
Monitored by: Board of Directors
References:
Policy:
Appendix:
Section No. 2.00: ORGANIZATIONAL | Policy No. 2.09: Volunteers |
Page 1 of 1 | |
Approval Date: June 2020 | Revised: |
POLICY
CZWKA involves volunteers to achieve the goals and objectives of the organization and to operate activities and events.
PROCEDURES
As a volunteer-based organization, every effort will be made to recruit volunteers with a wide range of skills and experience.
Volunteers are accountable to the CZWKA Policies and Procedures and established standards of professional conduct. Volunteers will be required to sign a Code of Ethical Conduct.
Volunteers will be provided with an orientation and clear directions as to their responsibilities. They will be assigned a designated supervisor. Volunteers working with children and youth will require a completed Criminal Records Check. The cost associated with obtaining a Criminal Records Check will be the responsibility of the instructors.
If any concerns are raised regarding the performance or suitability of a volunteer for a specific task, the designated supervisor will dismiss the volunteer from duties.
Responsibility of: Designated Volunteer Supervisor
Monitored by: Board of Directors
References:
Policy: 3.04 Code of Ethical Conduct
3.05 Criminal Records Check
Appendix: 3.04 Code of Ethical Conduct Agreement
Canada Zenkuren Wado Kai Karate Association | CZWKA
Article 1
These regulations are based on the bylaws of the WADO-KAI rules Article 6, 3rd revision. and are written for the WADO-KAI members who reside outside of Japan (hereinafter referred to as “overseas members”). The purpose of WADO-KAI Overseas Regulations is to address the following issues:
Requirements and standards for acquiring various ranks, licenses and titles.
1.2 Defining the procedures for establishing a branch and/or a country headquarters. The ultimate objective is to create a viable international organizational system that will contribute to the global promotion and development of Karatedo.
Article 2
These regulations shall apply to the overseas members with the exception of specific provisions that are otherwise indicated.
Article 3
The organization consists of individual units of branches that are created in accordance with Article 7 and a country headquarters, that is established in accordance with Article 9. Both of these entities are subject to the authority of the WADO-KAI Headquarters (hereinafter referred to as “the Headquarters”).
Article 4
4.1 Individuals wishing to be overseas members of WADO-KAI must complete a membership application and submit it along with the required application fee to either a branch or a country headquarters. The application and fee will be sent to the WADO-KAI Headquarters in Japan for review and approval
4.2 The Headquarters will issue a membership card upon approval of the application.
4.3 When neither a branch nor a country headquarters has been established, the application must be sent directly to the Headquarters.
Article 5
5.1 Those wishing to resign from the organization must submit a letter of resignation to the Headquarters through a branch.
5.2 Individuals who resign automatically forfeit their rights and privileges as members.
Article 6
Members shall be granted the following rights and privileges.
6.1.1 Participation in any athletic meets, competitions, seminars, training camps, and/or any other events that are sponsored by the Association ( these activities include those held in countries and districts outside of Japan).
6.1.2 Acquisition of dan grades, titles, instructor certification, referee certification and other such qualifications issued by the Association.
6.1.3 Receive priority distribution of bulletins, newsletters, instructional videos and other such articles made by the Association.
6.2 Members must abide by the agreement and regulations set forth by the Association.
Article 7
If a member wishes to establish a branch, the following procedure must be followed:
7.1.1 In principle, a branch should consist of at least 10 members, one of whom must hold a dan grade.
7.1.2 A facility for regular training must be secured or owned.
7.1.3 No concurrent membership in any other style association or involvement with other styles of karate is allowed.
7.2 Those satisfying the above criteria who wish to establish a new branch in accordance with the provisions stated above, shall petition for registration by submitting the designated form to the Headquarters through their country headquarters.
When a country headquarters has not been established at the time of application, such petition shall be sent directly to the Headquarters.
7.3 When a petition for a new branch establishment is accepted and recognized, the Headquarters shall issue a Certificate of Branch Recognition.
7.4 The branch name cannot contain as a prefix, or as any part of its name or description, the name of the country in which the branch is located.
7.5 Individual branches will be responsible for its own regulations regarding the organization and operations of its routine business.
Article 8
The branch will have the following functions:
8.1.1 To conduct Kyu gradings and award the achieved grade to its members.
8.1.2 To participate in group competitions or meets.
8.1.3 The branch representative being the branch leader, must be registered with the Headquarters.
8.2 The branch representative must observe the regulations and any other agreement with the Association and also diligently provide guidance for its members and supervise their technical instruction.
Article 9
9.1 Any country containing more than two branches may establish a country headquarters.
9.2 The establishment of a country headquarters shall require a written petition to the Association and the Association will make the final decision regarding approval of the request.
9.3 With respect to the organization and operation of the country headquarters, each country may establish its own regulations based on the consensus of its branches and within the scope of the rules and regulations of the Association, and within the laws of that country governing such activities.
Article 10
The country headquarters will have the following functions:
10.1.1 To conduct dan examinations for both practical and recommended grades up to and including 5 dan.
10.1.2 To recommend suitable candidates for titled positions
10.1.3 To conduct examinations for 2 and 3 kyu instructors and also for 2 kyu referees.
10.1.4 To conduct examination for 2 and 3 kyu examiners.
10.1.5 To hold seminars on techniques and officiating, athletic meets and any other events.
10.2 The country headquarters to maintain a roster of all registered branches within that country, collect annual membership dues as appended and forward payments to the Headquarters by the due date.
10.3 Each country headquarters shall appoint a General Manager as its representative.
Article 11
Members wishing to acquire dan grade, titles or other qualifications must satisfy the prerequisites stipulated in the tables below:
Dan Grades (Practical and Recommendation)
Practical Dan | Prerequisite | Dan by Recommendation | Prerequisite |
Shodan (1 Dan) |
Must be 1 kyu | Shodan (1 Dan) | Trained in karate for at least 5 years |
Nidan (2 Dan) |
Shodan holder | Nidan (2 Dan) | Shodan for 3 years or more |
Sandan (3 Dan) |
Nidan holder | Sandan (3 Dan) | Nidan for 3 years or more |
Yondan (4 dan) |
Sandan holder | Yondan (4 Dan) | Sandan for 4 years or more |
Godan (5 dan) |
Yondan holder | Godan (5 Dan) | Yondan for 5 years or more |
Titles
Title | Prerequisite |
Renshi | 4 Dan for at least 2 years and at least 35 years of age |
Kyoshi | (Renshi for at least 5 years) or (6 Dan or higher and at least 45 years of age) |
Hanshi | (Kyoshi for at least 10 years) or (8 Dan or higher and at least 55 years of age) |
Instructor Certification
Qualification | Prerequisite |
2 Kyu Instructor | 4 Dan or higher |
3 Kyu Instructor | 3 Dan or higher |
Referee Certification
Qualification | Prerequisite | |
2 kyu Referee | Kata | 4 Dan or higher |
Kumite | 3 Dan or higher |
Qualification Examiner
Qualification | Prerequisite |
2 kyu Qualification examiner | 5 Dan or higher, at least 40 years of age, and (2 kyu Instructor or 2 kyu Referee) |
3 kyu Qualification examiner | 4 Dan or higher, at least 30 years of age and (3 kyu Instructor or 2 kyu Referee) |
Article 12
When a country headquarters decides to exercise the rights granted in the first paragraph of Article 10 (items 1 thru 4), stipulations regarding the board of qualification examiners provided below must be followed regardless of whether the candidate is undergoing a practical examination or is being recommended for a grade or title. The Headquarters has established an official “Dan examination procedure system” and a “Title acquisition procedure system” that must be followed.
Dan Grade Examination Procedure
Dan Grade | Minimum number and level of Qualification Examiners |
Shodan (1 Dan) |
Three 3 kyu Qualification examiners |
Nidan (2 Dan) |
One 2 kyu Qualification examiner , two 3 kyu Qualification examiners |
Sandan (3 Dan) |
One 2 kyu Qualification examiner, three 3 kyu Qualification examiners |
Yon-Godan (4 thru 5 Dan) |
One 1 kyu Qualification examiner, three 2 kyu Qualification examiner |
Title Acquisition Procedure (Done through recommendation)
Title | Minimum number and level of Qualification Examiners |
All titles | One 1 kyu qualification examiner, three 2 kyu qualification examiner |
Instructor and Referee Examination Procedure
Qualification | Minimum number and level of Qualification Examiners |
2 kyu Instructor | One 1 kyu Qualification examiner, three 2 kyu Qualification examiner |
3 kyu Instructor | One 2 kyu Qualification examiner, three 3 kyu Qualification examiner |
2 kyu Referee | One 1 kyu Qualification examiner, three 2 kyu Qualification examiner |
Qualification Examiner
Qualification | Minimum number and level of Qualification Examiners |
2 kyu Qualification examiner | Two 1 kyu Qualification examiner, three 2 kyu Qualification examiner |
3 kyu Qualification examiner | One 1 kyu Qualification examiner, three 2 kyu Qualification examiner |
Article 13
13.1 When a decision has been rendered regarding candidates who have been examined by the procedures dictated in the preceding articles, the applications must be promptly sent to the Headquarters. If the application is not received by the Headquarters then the grade or license acquired by the candidate will be considered null and void.
13.2 A Qualification examiner certification is valid for a period of three years. After three years, the certification is no longer valid. However, the certification can be renewed and in the instance where the certification is renewed in each country, this provision does not apply.
13.3 The renew policy for an instructor’s certification or a referee certification will be determined by each country. If a country decides to have an expiration policy then they must have a renewal examination or technical course where the candidates can renew their certification.
Article 14
The following table lists the authority and term limits of the Instructors, Referees, and Qualification examiners.
Position | Authority | Term Limit |
2 kyu Instructor | National instructor | Determined by each country |
3 kyu Instructor | Branch instructor | Determined by each country |
2 kyu Referee | National Referee | Determined by each country |
2 kyu Qualification examiner | Authority to recognize 5 dan or lower and conduct examinations for 2 and 3 kyu Instructors and 2 kyu Referees | Three years after qualification |
3 kyu Qualification examiner | Authority to recognize 3 dan or lower and to conduct examinations for 3 kyu Instructors | Three years after qualification |
Article 15
15.1 A country headquarters may not engage in any activities outside the scope of the first paragraph (items 1 through 4) of Article 10.
15.2 If a country headquarters engages in any activities that are outside the scope of their authority, the central Technical Committee will oversee an investigation of the activities of that country headquarters.
Article 16
16.1 Regulations concerning the election of Standing Directors, Directors and Branch Representatives, as well as “Principles for Branch and District (Prefecture) Headquarters establishment and regulations on registration of members” established by the Association do not apply to Overseas members who are subject to the rules and regulations stated in this document.
Article 17
17.1 Any qualification or certification acquired by a member prior to the implementation of these regulations is deemed to be acquired in compliance with these regulations. However, with respect to the status of 1 and 2 kyu Qualification examiners, the Central Technical Committee reserves the right to hold a separate review and evaluation of the Qualification examiners.
Article 18
Once in force, these regulations supersede the following:
E Regulations in other countries regarding officially recognized technical instructors and applicants for promotion@(October 1, 1993)
E Certification standards of qualifications for official WADO-KAI instructors and referees (August 26, 1994)
E Foundation standards for WADO-KAI branches and headquarters in foreign countries (August 26, 1994)
Article 19
19.1 Any issue that cannot be resolved by these regulations or any doubts that surface regarding any of the information contained in the articles will be resolved by the Headquarters.
19.2 If a discrepancy arises in the text between Japanese and English version of the regulations, the Japanese version and its interpretation will supercede the English version.
Article 20
20.1 These regulations may be amended or modified only when General Meeting is convened by the Headquarters and a majority decision is reached to do so.
Supplementary Provisions
(Enacted) August 26th, 1999 These regulations will be implemented as of July 27th, 2002