Policies and Procedures2023-11-06T13:15:24-05:00
1.01 Board of Directors2022-09-05T20:19:23-04:00

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



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.


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


  • 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


  • 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.


  • 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:


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.

1.02 Policy Manual Board Meetings and Minutes2022-09-05T20:19:23-04:00

Section No. 1.00: GOVERNANCE

Policy No. 1.02: Policy Manual

Page 1 of 2

Approval Date: June 2020



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.


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




1.03 Board of Directors Code of Conduct2022-09-05T20:19:23-04:00

Section No. 1.00: GOVERNANCE

Policy No. 1.03: Board of Directors Code of Ethical Conduct

Page 1 of 2

Approval Date: June 2020



The Board of Directors commits to ethical, professional and lawful conduct, including the proper use of authority and appropriate behavior when acting as members.


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



Appendix: 1.03 Code of Ethical Conduct Agreement

1.04 Signing Authority2022-09-05T20:18:47-04:00

Section No. 1.00: GOVERNANCE

Policy No. 1.04: Signing Authority

Page 1 of 2

Approval Date: June 2020



CZWKA will establish a signing authority that will delineate an approval process to sign documents or cheques on behalf of the organization.


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




1.05 Financial Planning, Annual Audit, Budget and Investments2022-09-05T20:18:47-04:00

Section No. 1.00: GOVERNANCE

Policy No. 1.05: Financial Planning, Annual Budget and Investments

Page 1 of 2

Approval Date: June 2020



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.


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.


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.


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




1.06 Bank Accounts2022-09-05T20:18:47-04:00

Section No. 1.00: GOVERNANCE

Policy No. 1.06: Bank Accounts

Page 1 of 1

Approval Date: June 2020



Cash flow in the operational budgets will be managed through reconciliation of bank accounts.


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




2.01 Mandate2022-09-05T20:18:00-04:00

Section No. 2.00: ORGANIZATIONAL

Policy No. 2.01: Mandate

Page 1 of 2

Approval Date: June 2020



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.


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.


  • 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


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

2.02 Organizational Structure2022-09-05T20:18:00-04:00

Section No. 2.00: ORGANIZATIONAL

Policy No. 2.02: Organizational Structure

Page 1 of 1

Approval Date: June 2020



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.


Organizational Chart




Business Development



High Performance/Coaching


Marketing, Communications, Awards





Responsibility of: Board of Directors

Monitored by: Board of Directors




2.03 Mission Statement2022-09-05T20:18:00-04:00

Section No. 2.00: ORGANIZATIONAL

Policy No. 2.03: Mission Statement

Page 1 of 1

Approval Date: June 2020



CZWKA supports the development of Wado Kai Karate in Canada and the aspirations of all members through actions based on our values, vision and mission statements.


CZWKA offers opportunities, programs and services across Canada.


  • To provide inclusive karate programs and activities
  • To govern with integrity
  • To listen to and reflect the voices of the members
  • To empower members to grow and achieve personal goals


  • Strategic Plan

Responsibility of: All Members

Monitored by: Board of Directors

References: Strategic Plan



2.04 Risk Management2022-09-05T20:18:00-04:00

Section No. 2.00: ORGANIZATIONAL

Policy No. 2.04: Risk Management

Page 1 of 2

Approval Date: June 2020



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.


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


Policy: 3.04 Harassment and Bullying


2.05 Privacy of Information2022-09-05T20:18:00-04:00

Section No. 2.00: ORGANIZATIONAL

Policy No. 2.05: Privacy of Information

Page 1 of 4

Approval Date: June 2020



All members of CZWKA will comply with the provisions for maintaining confidentiality of information.


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.


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



Appendix: 2.05 Authorization for the Use of Photographs and Publications Form

2.06 Communication2022-09-05T20:18:00-04:00

Section No. 2.00: ORGANIZATIONAL

Policy No. 2.06: Communication

Page 1 of 2

Approval Date: June 2020



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.


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)



2.07 Communication with Media2022-09-05T20:18:00-04:00

Section No. 2.00: ORGANIZATONAL

Policy No. 2.07: Communication with Media

Page 1 of 1

Approval Date: June 2020



Public statements and marketing communications will be approved by the Board of Directors.


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


Policy: 2.06 Communication


2.08 Information Technology2022-09-05T20:18:00-04:00

Section No. 2.00: ORGANIZATIONAL

Policy No. 2.08: Information Technology

Page 1 of 1

Approval Date: June 2020



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.


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


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 Clubs will have access to links to their clubs on the CZWKA 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.


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




2.09 Volunteers2022-09-05T20:18:00-04:00

Section No. 2.00: ORGANIZATIONAL

Policy No. 2.09: Volunteers

Page 1 of 1

Approval Date: June 2020



CZWKA involves volunteers to achieve the goals and objectives of the organization and to operate activities and events.


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


Policy: 3.04 Code of Ethical Conduct

3.05 Criminal Records Check

Appendix: 3.04 Code of Ethical Conduct Agreement

3.01 Member Application2023-12-25T08:02:09-05:00


Section No. 3.00: MEMBERSHIP

Policy No. 3.01: Member Application

Page 1 of 5


Approval Date:


Membership to CZWKA is open to all clubs who practice Wado Karate defined as a martial art of
Japanese origin according to the vision of the JKF WADO KAI and CZWKA bylaws under the BC
Societies Act.

Clubs will remain in good standing and abide by the bylaws, policies and procedures of CZWKA.

Wado Karate is distinguished from other styles of Karate by its foundation and development in Japan, where it is now regarded as a Modern Budo (Martial Art). According to the terms of membership, members are required to abide by the technical, behavioural and ethical standards of the CZWKA.

The key requirements for new membership in CZWKA are that a Chief Instructor:

  • Undertakes a practical review by the CZWKA Technical Committee to demonstrate that Wado Karate of Japanese origin is practiced and taught in their club, thus ensuring that technical standards are met and maintained.
  • Provides a current Criminal Records Check upon registration and then subsequently maintains the Criminal records Check within required timeframes,
    Obtains basic NCCP certification within the first year to comply with provincial guidelines.
  • Signs and upholds CZWKA Code of Ethical Conduct upon being accepted as a member.

The Secretary will send a Membership Application form to a club that has expressed interest in membership to the CZWKA,

  • The prospective member will return the completed application form to the CZWKA Secretary
  • The Secretary will send a letter acknowledging receipt of the application stating that it will be processed within 30 days,
  • Applications will be forwarded to the Membership Director, who will have 14 days to approve the application or express any concerns to the Secretary,
  • The Secretary and the Membership Director will make recommendations to the Board regarding membership eligibility, which will make the final decision regarding acceptance of the application.
  • The chief instructor of the prospective club will include with the application, a copy of a practical (not honorary) black belt certificate at a minimum of 1st Degree with  brief history of their lineage and a satisfactory, current Criminal Records check.
  • The Chief instructor will be expected to demonstrate their Wado technical competence before the CZWKA Technical Committee in a proscribed format provided to the candidate by the CZWKA Technical Committee
  • If accepted, the Chief Instructor is required to become NCCP Instruction Beginner Certified within the first calendar year of membership.
  • The Chief Instructor will be required to sign a Code of Ethical Conduct (See Appendix).
  • The Chief Instructor will receive a copy of the Policy and Procedures and be required to sign an acknowledgment of compliance.


  • Upon acceptance, the new member club will have access to all services of CZWKA and may participate in any capacity at CZWKA events and vote at the AGM. New members may run for elected positions on the CZWKA Board from the start of their second year of membership.
  • All new Chief Instructors will submit copies of all pertinent black belt certificates including their current and previous Dan ranks to CZWKA Membership Director and inform the Membership Director of any Dan upgrade to ensure records are updated in the CZWKA database.
  • Acceptance of a club means that all of its members are members of CZWKA and are obligated to pay annual dues to CZWKA.
  • The Chief Instructor will be required to read the CZWKA Policy and Procedures Manual.
  • The Chief Instructor must register all club members on Martial Member. Unregistered members may be suspended for a defined period, suspended indefinitely, or their membership may be revoked. An exception is seasonal programs and camps of up to seven days.
  • A new club will be expected to have its members participate in a seminar conducted by a member of the CZWKA Technical Committee within one year.
  • The Secretary will inform the new club of its confirmed status as a full member of CZWKA.
  • When a Chief Instructor of a club for which membership was previously suspended or revoked applies for re-admission to CZWKA, the application will be sent directly to the CZWKA Board of Directors for review.


  • When there is a change of Chief Instructor, a club representative will inform the Membership Director of CZWKA in writing and provide the name, black belt certificate copy and Criminal Records Check of the new Chief Instructor.
  • The time period for the completion of NCCP certification may be extended by the CZWKA Technical Committee in the event of a change in Chief Instructor. SUSPENSION OF PRIVILEGES
  • Chief Instructors are required to present a copy of updated black belt certificates during annual member registration of any given year. Failure to do this may result in fines or probation until the appropriate document is presented.
  • Chief Instructors who operate several clubs must register each separately. Failure to do this may result in result fines or probation.
  • Clubs on probation due to non-compliance with CZWKA policies will receive a warning either electronically or by post warning them that all privileges for all members of the club will be suspended for X amount of time Members who do not respond to this communication will receive a second warning, either electronically or by post informing them that all privileges will be revoked and their membership in CZWKA will be cancelled starting from the following fiscal year.


A Wado Ryu black belt certificate is considered credible when it is obtained by practical examination conducted by the JKF Wado Kai Technical Committee or the CZWKA Technical Committee.

A Wado Kai black belt certificate is considered credible when it is obtained after practical examination conducted by an official grading board of Wado Kokusai (Suzuki) or Karatedo Wado Ryu Jujutsu Kenpo (Ohtsuka).


  • All new applicants regardless of the source or degree of their black belt must undergo practical review by CZWKA Technical Committee.
  • A Karate Canada black belt certificate is accepted without practical examination at the level stated on the certificate. Should other members of a new club wish to be recognized at a specific black belt level then they must undergo a CZWKA Dan test.
  • All students of a new club with black belts must meet the guidelines for black belt verification within two years.
  • Applicants may be accepted on a provisional basis upon compliance with any of the above but must obtain a JKF WADO KAI SHODAN within the first year of membership.

All Chief Instructors must register their club(s) and members online using Martial Member.
The log in will be provided by the Membership Director.

The Membership Director will notify the members to renew their membership at the start of each calendar year and include a fee due date. Clubs registering before the due date will benefit from a 10% reduction in individual member dues.

Instructors and their students are required to purchase a CZWKA passport valid at any CZWKA club. The passport is proof of CZWKA membership and a personal record of achieved ranks. It should be presented at all Kyu and Dan tests and is signed and dated by the club Chief Instructor up to and including 1st Kyu. Thereafter, the CZWKA Technical Committee chair or the JKF Wado Kai Technical Committee representative will sign and date passports belonging to successful Dan candidates. CZKWA passports or replacements can be purchased from the Membership Director at any

Club instructors may conduct kyu examinations up to and including 1st Kyu at their own discretion, but usually no more than three per year.
Club instructors must sign and award CZKWA Kyu certificates to successful candidates. Kyu certificates can be ordered from the CZKWA Membership Director at any time, including at annual member registration.

The Membership Director will monitor payment of club fees and contact any clubs in arrears in writing electronically, notifying them of penalties that have been levied for missing the deadline.
Membership in CZWKA may be suspended until such time when dues are paid. A copy of this communication may be forwarded to any employers, community centers, recreation centers or private clubs where CZWKA clubs operate.

Clubs with outstanding fines not paid within 90 days will be suspended for the balance of the membership year.
Responsibility of: Technical Committee, Membership Director
Monitored by: Board of Directors

References: Societies Act of British Columbia http://www.bclaws.ca/civix/document/
Policy: 3.01 Member Application
3.03 Member Registration
3.04 Code of Ethical Conduct
3.04 Policy and Procedures Acknowledgement
Appendix: 3.01 Membership Application


3.02 Member Services2022-09-05T20:18:32-04:00

Section No. 3.00: MEMBERSHIP

Policy No. 3.02: Member Services

Page 1 of 3


Approval Date: June 2020



CZWKA will provide its members with standards, support and opportunities to enhance growth, development and safety in all facets of Wado Karate.


CZWKA will provide access to a range of nationwide Wado-related programs, services and technical support that are accessible to all.

CZWKA instructors will demonstrate high technical standards in all facets of karate and expect high behavioral standards of their members. The following measures will assist them to deliver karate programs according to current guidelines governing safe sport development. The CZWKA Technical Committee will ensure that Club Instructors have sufficient technical knowledge and understanding of Wado karate to be able to teach it effectively. They will be obligated to achieve specified levels of National Coaching Certification (NCCP) relative to the nature of the club they operate. Chief instructors will also be expected to adhere to the guidelines of the Sport Canada Long-Term Athlete Development (LTAD).

Insurance and Safety

All CZWKA karate clubs must partner with their provincial sport governing bodies (PSO) to obtain liability insurance up to $5,000,000 for all members. This is included in the annual membership fees of PSO. All members of CZWKA in a registered club are automatically insured when registered with their PSO and in good standing. Other liability insurance of equal coverage will be acceptable.

Coverage must include legal liability for injury to participants, personal injury including libel and slander, a non-owned automobile and coverage for practices, competitions and team travel for all participants including managers, coaches, executives and officials throughout the entire year.


CZWKA will offer technical seminars for the following:

  • High-performance seminars for kata and kumite athletes, coaches, officials to improve understanding of the sport aspect of karate
  • Non-competitive Wado technical kata and kumite seminars to deepen understanding of the Japanese Budo aspect of Wado karate
  • Shindo Yoshin Ryu seminars to deepen understanding of the technical foundation of Wado karate
  • Self-defense seminars for the practical applications of classical karate
  • Camps and seminars for youth and children


CZWKA partnering with PSO provides opportunities to participate in:

  • Regional, Provincial and National Championships that are organized, sanctioned and run according to WKF rules with local modifications.
  • All Karate referees and judges at the above events will be least provincially qualified and certified and are supervised by those having Pan American Federation (PKF) or World Karate Federation (WKF) licenses.

Team Opportunities

Participation in competitions at the Zone level will provide opportunities for athletes to enter local training sessions and competitions as well as Provincial competitions and the possibility of becoming a provincial team member.

Provincial team members participate in National Championships, where the Canadian National Team is selected. Membership in the provincial team provides province-wide opportunities to engage in high-performance growth and development through access to current sport models and the best karate coaches and managers.

Canadian National Team members can participate in Pan American Karate Championships and WKF events (subject to selection and performance outcomes).

The provincial team travels to competitions across Canada where they can test their skills against athletes from other provinces.

Community Programs

CZWKA partners with community-based programs.

Fit for Defense: PowerED Programs

These programs are offered in the community for children, youth and seniors. They are anti-bullying and violence prevention programs that teach assertiveness, self-protection and fitness as means to improve safety, build confidence, and develop life skills. The program offers certification training for martial arts instructors at discounted rates for CZWKA members.

Sports on Mats

Introduces karate to young school children.

Para Karate Program

Fosters the growth and development of athletes with physical or mental challenges

Provincial Athlete Assistance

Supports high-performance athletes to represent the provinces and Canada in international competition

Responsibility of: Board of Directors and Technical Direction
Monitored by:
Board of Directors


References: Provincial Team Handbook

Policy: 3.01 Member Application


3.03 Member Registration2022-09-05T20:18:32-04:00

Section No. 3.00: MEMBERSHIP

Policy No. 3.03: Member Registration

Page 1 of 1

Approval Date: June 2020

Revised: January 2022


All members of all CZWKA will be required to register their club memberships and pay annual dues to the association.


The Membership Director sends annual membership renewal notices and information electronically, accepting and processing payments and communicating with members.

CZWKA clubs are required to register all their members every year as a condition of good standing. The Chief Instructors of all clubs are responsible for registering their membership online at Martial Member, ensuring that their club databases are current and that all their members pay dues in a timely fashion to remain members in good standing. The deadline for registration and payment of annual dues is midnight January 31 of each year unless otherwise indicated by the Membership Director. Late fees will apply. Exceptions will be approved by the Membership Director.

Clubs that do not register all their members every year will be considered non-compliant and withdraw from CZWKA. The Chief Instructor would notify CZWKA in writing regarding the circumstances within 30 days.

A club with revoked membership standing will reapply to the Membership Director for membership renewal consideration.

Responsibility of: Membership Director

Monitored by: Board of Directors



Policy: 3.02 Member Services


3.04 Code of Ethical Conduct2022-09-05T20:18:31-04:00

Section No. 3.00: MEMBERSHIP

Policy No. 3.04: Code of Ethical Conduct

Page 1 of 4

Approval Date: June 2020



The CZWKA Code of Conduct will govern behavior and relationships between instructors and students, officials and athletes, coaches and athletes and officials and coaches.


CZWKA is committed to providing a sport environment that reflects CZWKA values of community, personal development, sportsmanship, ethical conduct and technical excellence.

Ethical Conduct

All members are responsible for interacting in an ethical manner. CZWKA requires the highest possible ethical standards from its instructors. They will be required to agree to and sign a written Code of Ethical Conduct (See Appendix). The expectation is that Chief Instructors lead by example and demonstrate behaviors related to exemplary ethical conduct with club members, families and community partners.

Chief Instructors and other Instructors will sign the Code of Ethical Conduct (See Appendix) each year at the time of member Registration.

A club operated by a Chief Instructor who chooses not to sign the Code of Ethical Conduct will be considered as non-compliant with the ethical standards of CZWKA and will forfeit all rights and privileges of membership, unless the Code is signed by the Chief Instructor within three (3) months of receiving the membership package. Signing the Code of Ethical Conduct (See Appendix) indicates acceptance of the Society By-Laws, standard practices and policies and procedures of CZWKA.

The following Code of Ethical Conduct has been developed to govern the behaviour of instructors, officials and coaches to allow them to assist students, competitors and athletes in becoming well-rounded, self-confident and productive human beings who feel they derive a benefit from practicing karate.

I understand and respect the human rights of each person (students, families, fellow instructors, coaches, officials, governing sport representatives and community members) and will ensure that no rights are violated or denied.

I will treat everyone fairly within the context of their activity, regardless of gender, place of origin, colour, sexual orientation, religion, political belief or socio-economic status.

I will respect the individual dignity of students, competitors and athletes refraining from verbal or physical behaviour which constitutes harassment or abuse of any kind. I will refrain from using profane, insulting, harassing or otherwise offensive language.

I respect the privacy and confidentiality of each person.

I will maintain the confidentiality of students but follow confidentiality and disclosure policies when appropriate and I recognize the differences.

I will utilize technology for purposes of communication with students in accordance with policy and legal guidelines pertaining to confidentiality, security and etiquette.

I am aware of the profound social responsibility involved in karate instruction because I might deeply impact the lives of those I guide. I will not use my position or relationships for purposes that could violate any ethical, moral or legal standards.

I will abstain from the use of tobacco products while in the presence of students, competitors and athletes and discourage their use by other individuals.

I will abstain from the excessive consumption of alcoholic beverages when working with students, competitors and athletes discourage the excessive use of alcohol in conjunction with social activities associated with karate. This includes ensuring under-age students, competitors and athletes are not provided with alcohol.

I will not advocate or condone the use of drugs or any other banned performance enhancing substances.

I will avoid intimacy or any form of sexual involvement with students, competitors and athletes.

I will take actions necessary to ensure the safety of students, competitors and athletes at all times.

I will ensure that training and activities are suitable for the age, experience, ability and fitness level of students, competitors and athletes and educate individuals about their responsibility in contributing to a safe practice or performance environment.

I will place the best interest of the athlete first in recognizing when to refer students, competitors and athletes to other instructors, officials or coaches.

I will act in the best interests of CZWKA with respect to all matters relating to any personal interest or the interests of any other organization of which I may be a member, officer or employee.

I will refrain from publicly representing CZWKA in presentations and print/media promotion without prior approval by the Board of Directors.

Definition of Harassment

Harassment is generally defined as inappropriate behaviour including comments and/or conduct that are considered insulting, intimidating, humiliating, hurtful, malicious, degrading or otherwise offensive to an individual, or group of individuals, or which creates an uncomfortable environment. Harassment may include but is not limited to:

  • Written or verbal abuse or threats
  • Sexually oriented or directed comments
  • Racial or ethnic slurs
  • Unwelcome remarks, jokes, innuendoes, or taunting about a person’s body, attire, age, marital status, ethnic or racial origin, religion
  • Displaying of sexually explicit, racist or other offensive or derogatory material
  • Sexual, racial, ethnic or religious graffiti; practical jokes which cause awkwardness or embarrassment, endanger a person’s safety, or negatively affect performance
  • Unwelcome sexual remarks, invitations or requests whether indirect or explicit, or intimidation
  • Leering (suggestive staring), or other obscene or offensive gestures
  • Condescension, paternalism or patronizing behaviour that undermines self-respect or adversely affects performance or working conditions
  • Physical contact such as touching, kissing, patting, pinching
  • Vandalism
  • Physical assault

All complaints of harassment will be investigated immediately and responded to in writing within two weeks of the complaint by a Harassment Committee formed by the Board of Directors.

Responsibility of: All Members

Monitored by: Board of Directors

References: CZWKA By-Laws

Policy: 3.01 Member Application

3.04 Code of Ethical Conduct

3.05 Harassment and Bullying

3.07 Dispute Resolution

Appendix: 3.04 Code of Ethical Conduct Agreement

3.05 Criminal Records Check2022-09-05T20:18:31-04:00

Section No. 3.00: MEMBERSHIP

Policy No: 3.05: Criminal Records Check

Page 1 of 2

Approval Date: June 2020



All instructors of Canadian Zenkuren Wado Karate Association (CZWKA) will undergo a thorough vulnerable sector, background and criminal records search by an authorized organization.

The Membership Director or designate, will review the information and will keep the information confidential.


CZWKA registered karate instructors, including assistant instructors, over the age of 16, are required to complete criminal records and vulnerable sector checks to operate under this organization. This will be at the expense of the instructors.

In the event that an instructor becomes involved in a criminal investigation, the instructor will be required to immediately notify the Membership Director in writing. The Director will inform the Board of Directors which will decide the eligibility of the instructors to continue teaching at a CZWKA registered club.

The Membership Director may view/ modify all club instructors and view the status of the police checks. The Membership Director will apply the following criteria to determine the employment eligibility of the prospective instructor where a criminal record exists:

Physical/Sexual Assault/Abuse

Any record of physical violence, sexual abuse/assault or offences relating to pornography is grounds for expulsion from CZWKA.

Other Records

Other criminal records will be assessed as grounds for rejection using the following criteria:

  • The number and type of charges, convictions and diversions.
  • The length of time between past and present criminal activity.
  • The age and circumstances of the perpetrator at the time of the offence.
  • The conduct and circumstances of the perpetrator since the offence.
  • The likelihood of the perpetrator repeating the offence.

New Clubs

All Chief Instructors must complete and submit Criminal Records Checks and Vulnerable Sector Checks to the Membership Director prior to membership registration.


Martial members will notify instructors at 90 days and again at 30 days before the expiry of their police checks.

Criminal record checks will be renewed by all instructors every three years and/or in accordance with their provincial legislation stated under the Criminal Records Review Act. All criminal record checks conducted by a local police detachment must be completed every three years. This check should include criminal convictions, outstanding criminal charges, conditional or absolute discharges and information located on police computer systems.

Original and completed criminal and vulnerable sector records checks will be sent to the Membership Director electronically or by mail with receipt of payment if a fee is charged. Only the date of completed records checks will be documented on Martial Member to protect confidentiality.

Responsibility of: All Member Instructors

Monitored by: Membership Director



Appendix: Provincial Legislation

Consent for Criminal Record Check Form

3.06 Harassment and Bullying.2022-09-05T20:18:31-04:00

Section 3.00: MEMBERSHIP

Policy No. 3.06: Harassment and Bullying

Approval Date: July 4, 2021

Final: July 2021


CZWKA is committed to promoting an environment in which all members are treated with dignity and respect, free from harassment and bullying. Facilitating a safe environment is the collective responsibility of all individuals. This Policy sets out the minimum expectations for acceptable behaviour for all individuals. CZWKA anticipates and expects that the conduct of all members will exceed these minimum standards.

Any reported behaviour that contravenes this policy is unacceptable and will be investigated and remedied where such contraventions occur. Failure to report a violation of the law or this Policy is in itself a violation of this Policy and may result in disciplinary action.




The individual(s) alleging an infraction or contravention of any of the applicable policies and/or

standards of conduct. This includes any individual acting on behalf of a member, namely in the case of minors.


The individual(s) alleged to have engaged in misconduct.

Case Manager

An individual appointed by CZWKA to receive, advise, investigate, and/or direct certain complaints under this Policy. The Case Manager should be a disinterested and neutral individual

and must not be a member of CZWKA.


Personal harassment and/or bullying is objectionable conduct or comment, directed towards a specific person, which serves no legitimate purpose and has the effect of creating an intimidating, humiliating, hostile and offensive environment. Personal harassment and bullying includes, but is not limited to:

  • All conduct determined as sexual harassment, which is defined as any unwelcome or unwanted advances, requests for sexual favors and any other verbal, visual, or physical conduct of a sexual nature.
  • Sexual harassment is conduct that substantially interferes with an individual’s performance or creates an intimidating, hostile or offensive sport environment or where submission to, or rejection of, by an individual is used as a factor in affecting decisions such as inclusion, grading, promotions and team selections.
  • Any conduct that constitutes discrimination under the Canadian Human Rights Act and any applicable provincial legislation.
  • Any conduct or comment that constitutes a violation to the Ethical Code of Conduct.
  • Unwanted actions, derogatory or demeaning comments, jokes or slurs.
  • Derogatory or demeaning images, including digital and analog formats posters, pictures, cartoons, graffiti or drawings.
  • Taunting or ostracizing behaviors, malicious gestures or actions.
  • Verbal aggression, yelling, innuendos, threats or coercion.
  • Humiliating initiation practices or hazing.
  • Spreading malicious rumors.


This consists of the abusive, unfair, or demeaning treatment of a person, or group of persons, that has the effect or purpose of unreasonably interfering with their status, or performance, or creating a hostile or intimidating sport environment, when such treatment:

  • Abuses the power that one person holds over another, or misuses authority.
  • Has the effect or purpose of threatening or intimidating a person.
  • Includes threats, bullying or coercion.



Any grievance or complaint of harassment or bullying will be reported immediately to a club instructor, or in the case an instructor is named, directly to a member of CZWKA Board of Directors. It is encouraged that initial complaints be made in writing, but a complaint can also be made verbally.

If CZWKA receives a complaint that involves allegations that may be of an illegal nature, such allegations will immediately be reported to the appropriate law enforcement and/or child welfare authorities. In that event, CZWKA will cooperate fully with, and take direction from, the authority with which jurisdiction over the allegations resides.


The first step in resolving a complaint will be to initiate a meeting, if deemed safe for the complainant, between the Complainant, the Respondent and an objective third party. If the grievance remains unresolved or the meeting deemed unsafe, a written complaint will be forwarded to the CZWKA Membership Director within fourteen (14) days of the date on which the initial communication of the complaint occurred.

The Membership Director will appoint a Case Manager to investigate and to resolve the complaint. The Case Manager will reply to the Complainant and to the Respondent, in writing, within fourteen (14) days of receipt of the complaint, confirming reception of the complaint and outlining the steps that will be taken to investigate and to resolve the issue.

For complaints of abuse, harassment, or any other serious complaint thought to require the involvement and expertise of a third-party investigator, CZWKA will engage a qualified external expert to investigate the circumstances of the complaint. The investigator’s findings will be made available to the Case Manager for inclusion in the Case Manager’s Report, and if appropriate, will be shared with the police and other law enforcement officials.

In the case of an alleged abuse by a member of the board of directors is reported, they will be suspended from board duties until the outcome of the investigation is determined.


The Case Manager will conduct an investigation into all allegations concerning the complaint. Information will be gathered on the complaint and include all relevant details. Interviews will be conducted with all persons involved, including the Complainant, the Respondent and witnesses, to provide all involved persons the opportunity to make general observations, comments, and to ask clarifying questions. Additionally, evidence in the form of photographs, handwritten notes, electronic, and any other types of relevant communications submitted will be collected and reviewed.

If a Respondent attempts to circumvent the process by failing to respond to a complaint in a thorough or timely fashion or at all, or if the respondent refuses to participate in the investigation process, the Case Manager shall nonetheless proceed based on the information made available to them by the Complainant and any witnesses interviewed as part of the process.

The process will be fair, impartial, and sensitive to the interests of all parties involved. Confidentiality will be maintained to the extent possible throughout the course of the investigation.


An Investigation Report will be prepared by the Case Manager with clear recommendations to remedy the complaint and determinations with respect to any harassment/bullying violations, unsafe conditions, acts, policies or procedures that might have in any manner contributed to the grievance. The Case Manager’s report will make one of three recommendations:

  1. the complaint should be dismissed as it is unsubstantiated, trivial, or vexatious; or
  2. the complaint is substantiated and should be referred to a Discipline Committee to take appropriate disciplinary and corrective action.
  3. The complaint is substantiated and is beyond the authority of the CZWKA and should be referred the matter to provincial or federal bodies.

The Report is submitted to the Membership Director who will inform the Complainant and Respondent in writing of the results of the investigation and of the recommendations set out in the Case Manager’s Report. Depending on the recommendations found in the Case Manager’s Report, the Membership Director may convene a Discipline Committee, made up of members of the Board of Directors, for appropriate disciplinary and corrective action to be taken.

If applicable, the report will provide recommendations for corrective actions to prevent further bullying and harassment.


When deciding disciplinary sanctions, the Discipline Committee may consider the following options, singly or in combination, depending on the nature and severity of the harassment:

  • verbal apology;
  • written apology;
  • letter of reprimand from CZWKA;
  • referral to counseling;
  • removal of certain privileges of membership;
  • temporary suspension;
  • expulsion from membership;
  • publication of the decision; and
  • any other sanction that the Panel considers appropriate in the circumstances.

Responsibility of: All Members

Monitored by: Membership Director

References: Canadian Human Right Act, Provincial Human Rights Codes

Policy: 3.04 Ethical Code of Conduct


3.07 Dispute Resolution2022-09-05T20:18:31-04:00

Section No. 3.00: MEMBERSHIP

Policy No: 3.07 Dispute Resolution

Page 1 of 4

Approval Date:



CZWKA will provide a procedure for the effective resolution of disputes in a timely manner.


A Dispute Resolution Working Group comprising the Board of Directors and/or designated specialists will oversee and manage complaints and disputes related to the Codes of Ethical Conduct. This will include investigation and communication with the complainant(s). The procedures are as follows:

  • The parties will be advised of the provisions of this policy,
  • The parties will be given an opportunity to present evidence in writing in support of their positions and to defend themselves against allegations,
  • The issues will be clearly and concisely stated so that the parties are aware of the allegations,
  • The parties will have the right to be represented at any stage of the process at their own expense,
  • The parties will receive copies of all notices, statements, reports and decisions within a specified time frame,
  • The decision-makers have a duty to listen fairly to both sides and to reach a decision untainted by bias,
  • The parties have the right to an appeal pursuant to the provisions of the appeals policy.

The resolution of disputes and appeals should proceed as expeditiously as possible within the specified time limits.


Any and all information, oral and written, created, gathered, received or compiled during and through the course of a dispute will be treated as confidential by all involved.

If the person making a complaint or dispute is a minor or someone otherwise unable to speak for him or herself, a proceeding may be brought forward by a parent, guardian or other adult of the person’s choice who may speak on behalf of a minor party as an advocate. They will have the right to act on behalf of the minor party throughout the proceeding.

Dispute Resolution Procedures

This Policy applies to members in CZWKA and all individuals participating in activities of CZWKA, including without limitation, athletes, coaches, officials, directors, officers, team managers and families.

This policy does not apply to matters that involve doping offences, which are dealt with through the Canadian Anti-Doping Program.


A Complainant seeking resolution of a dispute shall provide a written statement to the President of CZWKA or any board member. It must be submitted by the Complainant within 30 days of the date of the matter giving rise to the dispute.

The Dispute Resolution Working Group will investigate the complaint and seek to facilitate an informal or formal resolution. They will make recommendations to the Board of Directors of CZWKA for resolution of the dispute and any further actions required.

The Board will make a decision on the Dispute Resolution Working Group’s recommendations and will respond in writing within two weeks of receiving the complaint. Arrangements will be made if any further actions are required.

Should the Dispute Working Group be unable to informally resolve the dispute to the satisfaction of the parties, external advocacy resources will be recommended.

The Dispute Working Group will provide a written report to the Board of Directors of CZWKA with the outcomes and may recommend measures requiring considered appropriate, including disciplinary action or external advocacy to resolve the dispute. The Board of Directors of CZWKA will determine and communication decisions to all parties within seven days.


Any Member who is affected by a decision of the Board of Directors, based on the recommendations of the Dispute Resolution Working or of any individual who has been delegated authority to make decisions on behalf of the Board of Directors, will have the right to appeal that decision, provided there are sufficient grounds.

This right to appeal will not apply to decisions relating to:

  • Infractions for doping offences, which are dealt with through the Canadian Anti-doping Program
  • Matters of budgeting, budget implementation, or operational structure
  • Matters that are decided by the general membership of CZWKA
  • Commercial matters for which another dispute resolution process exists under a contract or applicable law, including employment law
  • The rules of the sport of Karate

Notice of Appeal

Members who wish to appeal a decision will have 30 days from the date on which they received notice of the decision, to submit in writing a Notice of Appeal to the Dispute resolution Working Group and/or the President of the CZWKA Board.

The Notice of Appeal will contain the contact information, grounds for the appeal, a summary of the evidence that supports these grounds, and the remedy or remedies requested.

Screening of Appeal

Within seven days of receiving the Notice of Appeal, the Dispute Resolution Working Group will determine whether the right of appeal is brought with adequate information and on appropriate grounds.

If the appeal is denied on the basis that there is no right of appeal, that the appeal is not timely, or that the appeal is based on insufficient grounds, a member of the Dispute Resolution Working Group will notify the Appellant of this decision in writing, giving reasons. This decision is at the sole discretion of the Board of Directors based on recommendations from the Dispute Resolution Working Group and may not be appealed.

Appeal Hearing

The Dispute Resolution Working Group will determine the format of the appeal hearing, which may involve an oral hearing in person, an oral hearing by telephone, other electronic means, a hearing based on written submissions, or a combination of these methods.

The Dispute Resolution Working Group will govern the hearings as it sees fit. The Appellant and Respondent will be given reasonable notice of the hearing and will have the right to present documents, evidence and arguments before the Dispute Resolution Working Group.

Appeal Decision

Following the hearing, the Dispute Resolution Working Group will issue its written decision, with reasons within 7 days of the appeal hearing. A copy of the decision will be given to each of the parties and the Board of Directors. The decision will be binding.

Responsibility of: Dispute Resolution Working Group

Monitored by: Board of Directors




3.08 Equity and Access2022-09-05T20:18:31-04:00

Section No. 3.00: MEMBERSHIP

Policy No. 3.08: Equity and Access

Page 1 of 1

Approval Date: June 2020



CZWKA will ensure that equity is a key consideration when developing, updating or delivering programs, policies and projects to ensure equal access for all members.


CZWKA will not discriminate against any member based on characteristics such as socioeconomic status, race, color, ancestry, place of origin, religion, sexual orientation, marital status, physical disability or mental disability.

The Board of Directors is committed to ensure that CZWKA clubs promote environments where all are treated with fairness and justice. The interpretation of equity is not necessarily that all persons will be treated exactly the same. People may need to be treated differently to be treated fairly.

Gender Equity

CZWKA will ensure equal opportunities for and participation by females at all levels of leadership. Equality implies that females at all levels of the karate system should have an equal opportunity to participate, compete, coach, officiate, administer, organize, lead and instruct karate.

CZWKA will develop and provide a comprehensive coordinated system of programs to improve the quality and quantity of participation opportunities for females by advocating for changes in the provincial and national competition structure to create equitable programs of events in karate competitions.

CZWKA will increase the exposure, and build awareness, of females in all aspects of karate within the karate community. Females of all ages will be represented as intelligent, responsible, decision-makers, capable, independent, equal, creative and aspiring.

Responsibility of: All Members

Monitored by: Board of Directors




JFKW Overseas Regulations2022-09-05T21:52:59-04:00

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
(1 Dan)
Must be 1 kyu Shodan (1 Dan) Trained in karate for at least 5 years
(2 Dan)
Shodan holder Nidan (2 Dan) Shodan for 3 years or more
(3 Dan)
Nidan holder Sandan (3 Dan) Nidan for 3 years or more
(4 dan)
Sandan holder Yondan (4 Dan) Sandan for 4 years or more
(5 dan)
Yondan holder Godan (5 Dan) Yondan for 5 years or more


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
(1 Dan)
Three 3 kyu Qualification examiners
(2 Dan)
One 2 kyu Qualification examiner ,
two 3 kyu Qualification examiners
(3 Dan)
One 2 kyu Qualification examiner,
three 3 kyu Qualification examiners
(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

Go to Top