Bye Policy

GENERAL RULES

Athletes who are unable to compete at Provincial Winner/Championships or Provincial Team Trials due to injury, illness, bereavement or other extenuating circumstances may apply for a Bye to the next level of competition.

An athlete granted a Bye does not count towards the number of berths available to his/her province.

Each Bye Request shall be submitted, reviewed and voted upon separately. Each Bye Request must be considered on its own merits – no previous Bye Request decision shall be construed as setting precedent. In general, Bye Requests submitted on a good faith basis, exemplifying due care, consideration and forethought from the Applicant, should be approved.

 

CBTF BYE REQUEST COMMITTEE (“COMMITTEE”)

The CBTF Executive, the Competition Director(s), and the Host Province Coordinators for the applicable national event (ie: Canadian Winner/Championship, Canadian Team Trials) shall form the Bye Request Committee which shall deal with all Bye Requests for that national event. If the two provincial events are held on separate dates and the request is for both, then both national Competition Directors and both Host Province Coordinators shall be on the Committee.

The Technical Chairperson shall act as Committee Chair and shall only vote to break a tie or defeat a motion. The CBTF President shall be an “ex officio” member of the Committee in an advisory capacity with no voting rights.

If the President has withdrawn or is the subject of a Conflict of Interest challenge, then the line of succession for replacement shall be:

  1. 1st Vice-President
  2. 2nd Vice-President
  3. Treasurer
  4. Secretary
  5. Past-President

The replacement shall fulfill all duties on the Bye Committee normally fulfilled by the President.

If the Technical Chair has withdrawn or is the subject of a Conflict of Interest challenge, then the President (or replacement) shall appoint a Committee Chair from the remaining Committee members.

If any Committee member believes they have a conflict of interest, they shall withdraw from the Committee. The Bye applicant may also challenge any Bye Committee member for a Conflict of Interest – the challenged member must withdraw unless the President and Committee Chair unanimously agree that no conflict exists.

The Committee Chair, in consultation with the President (or replacement), shall fill all vacancy(ies) from CBTF Board members.

 

WHO MAY APPLY FOR A “BYE”?

Providing all Bye application time frames have been met and the necessary documentation has been satisfied & submitted, the following may apply for a Bye:

  • Canadian Winner/Championship Bye - Any athlete unable to compete at their Provincial Winner/Championships may apply for a Bye to the Canadian Winner/Championships.
  • Canadian Team Trial Bye - Any athlete unable to compete at their Provincial Team Trials may apply for a Bye to the Canadian Team Trials.

An athlete may request a Bye for their own individual events, any Duet/Pair events of which they are a member, and any team(s) or group(s) of which they are a competing member. They may not request a Bye for any team(s) or group(s) of which they are an alternate member.

 

CBTF “BYE” POLICY PROCEDURES

  1. The athlete’s coach shall provide a letter, and all supporting material, requesting a Bye for their athlete to the CBTF Technical Chair as soon as possible but no later than 5 days following the close of the Provincial Qualifying Competition
  2. The following information must be provided in the Bye Request before the application will be acted upon:
    • Athlete’s name, Date of Birth and CBTF membership number
    • Coach’s name, CBTF membership number, email address and phone number
    • Parent/Guardian’s name, email address and phone number
    • The entry deadline, competition date(s) & location(s) of the Provincial Team Trials and/or Provincial Winner/Championships
    • A list of the age division(s)/level(s)/event(s) for which the athlete is requesting a Bye
    • The Canadian competition(s) for which the athlete is requesting a Bye
    • The reason for the Bye Request
    • Any additional information the coach or athlete may wish to provide
  3. The letter shall be accompanied by documentation to support and validate the reason for the Bye request. The nature of the documentation shall be considered on a case-by-case basis, but Bye Requests for medical reasons must always include:
    • The date of examination
    • A full description of the athlete’s illness or injury
    • The doctor’s recommendation as to when the athlete may resume baton activities
    • The examining physician’s name, contact details, and accreditation
  4. Upon receipt of all documentation, the Committee Chair shall contact the members of the Bye Committee and provide each with all the submitted documentation. Committee members must treat all documentation as private and confidential.
  5. The Committee Chair may contact the coach, or other persons as may be necessary and appropriate, to verify the request or obtain further information.
  6. The Bye Committee must review all material and render and communicate its decision within 5 days. They may vote by email or teleconference, as determined by the Committee Chair.
    • If the Bye Committee fails to render its decision and notify the applicant within that timeframe, the Bye Request shall be automatically approved without condition.
    • If the Bye Request is denied and the Provincial Qualifying Competition has not yet begun, the Competition Director of that competition shall be required to accept a late entry from the athlete for the events specified in the Bye Request. The athlete must submit their entry within 5 days of being notified that their Bye Request was denied, but no later than 3 days before the Provincial Qualifying Competition opens.
  7. Immediately following the Committee’s decision, the Bye Committee Chair shall contact the following with the results of the Committee’s decision:
    • the coach of the athlete
    • the Provincial Technical Chair of the athlete’s province
    • all Bye Committee members
    • the CBTF President (if they had withdrawn)
    • the CBTF Technical Chair (if they had withdrawn)

If the Bye Request was denied and the Provincial Qualifying Competition has not yet begun, the Bye Committee Chair shall also include the Competition Director of that competition in the communication and shall indicate that they are required to accept a late entry from the Bye Applicant.

NOTE: Electronic copies of all documentation and letters at all stages of the process are acceptable.

Revision 5b - November 2016

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