ASAA Bylaws & Policy
The online Policy Handbook is updated regularly and should be referenced above the print version.
AD Resources
Welcome to your new role as an Athletic Director!
As the AD for your school, it will be your role to liaise with the ASAA office and ensure that your school is in accordance with all ASAA Bylaws and Policies. We reccommend that you start off with these tasks:
- Contact the ASAA office - ensure that your information is added to the SRS (Sport Registration System) and that all details for your school are correct
- Familiarize yourself with the Sport Registration System (SRS) - The SRS is the database that you will use to register all of your school teams and students for high school athletics. To view the various features of the SRS, be sure to check out our SRS Help Document
- Familiarize yourself with the ASAA Bylaws and Policies - Each member school will receive a hard copy of the ASAA Policy Handbook at the start of each school year. To view an online version of the handbook, Click Here
- Review the Registration Deadlines - Ensure that you register all school teams and student athletes on time! The deadlines are listed in the Policy Handbook, in the SRS, and on the annual ASAA Calendar of Events. Check them out and make sure to mark them on your calendar.
The ASAA staff are here to assist you so do not be afraid to contact us with any questions.
Information for Hosting a Provincial Championship
Procedure for Bidding to Host ASAA Provincial Competitions
Submit a Bid
- Bids for spring sports for 2025 (badminton, basketball, cheerleading, curling, rugby, team handball, wrestling) will be reviewed and voted on at the 2023 Annual Planning Meeting (APM). The deadline for bids prior to this meeting is November 1.
- Bids for fall sports 2025 (golf, cross country, and volleyball) will be reviewed and voted on at the Annual General Meeting (AGM) held in June 2024. The deadline for bids prior to this meeting is April 1.
- Submit bids to both the ASAA and the Zone.
- If there is more than one bid from a Zone, the Zone will inform the ASAA office of their choice immediately following their respective Zone meeting.
- Bids will only be considered and voted on one year at a time.
- A bid form must still be submitted for events that are in rotation.
- All bids received by the deadline will be reviewed by the ASAA Executive at a meeting prior to the APM or AGM as appropriate. The ASAA will work with bid applicants to ensure bids are complete.
- The Executive will either accept or reject applications. Accepted applications will be forwarded to the ASAA Board for ratification at the appropriate meeting (APM or AGM).
- If the Board has no concerns with bid applications accepted by the Executive, those championships with only one bid by the respective deadline will win the right to host by acclamation and no presentation by the host is required.
- In those championships where more than one acceptable bid application has been received, a written ballot of the Board will determine the winning bid following a five-minute presentation. Note: AV Presentation can be powerpoint or video; the 5 minute timeline will be strictly observed.
- Commissioners and the Executive Committee cannot speak to support a particular bid but may speak to address concerns they may have about the ability of a school to host a particular provincial championship.
If there are vacant bids following the APM or AGM the Executive Committee will seek potential hosts via zone secretaries or other means and will review applications at a subsequent Executive meeting. At that point, the Executive Committee may accept a bid without approval of the Board, provided they feel the bid applicant has the submitted the bid through their zone, and has the ability to successfully host provincials. If more than one bid is received, the schools bidding have the option to submit a 5 minute AV presentation as noted in C above.
Note: Bids From The Floor Will Not Be Accepted
Successful bids will be published on the Provincial Championship Dates tab. It will be accompanied by the school and zone that has been granted the specific championship.
Appeals
The appeals process to the ASAA Executive Appeal Committee (EAC) is in place to provide an opportunity for member schools to appeal ASAA eligibility and other policies.
The deadline for submitting an appeal, and uploading all documents for that appeal, is one week prior to the appeal hearing date. The process for appealing an ASAA policy is located in the ASAA Policy Handbook. Dates are subject to change based on Appeals Committee Members availability.
Q. What is the process for submitting an appeal to the ASAA Executive Appeal Committee?
A. There are several key things to note:
- The member school must submit an appeal following the process outlined in the ASAA policy handbook. The process for appealing an ASAA policy is located in the ASAA Policy Handbook.
- All communication prior to the appeal hearing comes from the school that is appealing an ASAA policy; appeals are usually on behalf of a student regarding eligibility.
- The school must submit the required documents via the SRS which is located on the ASAA website and accessible only by the school Principal and Athletic Director.
- Please note that both the Letter of Appeal to the Executive Director and the Letter of Appeal to the EAC MUST be signed by school administration.
- The deadline for submitting an appeal, and uploading all documents for that appeal, is one week prior to the appeal hearing date.
Q. How much does it cost to submit an appeal?
A. The Notice of Appeal must be accompanied by a $300 fee of which $100 will be a non-refundable processing fee and $200 will be refunded if the appeal is upheld.
B. In the event that the applicant member wishes to proceed by special conference call meeting, the applicant member shall pay to the ASAA a deposit in the amount of $800 of which $300 is non-refundable if the appeal is successful. If you require an appeal to be heard outside any of these dates you may request a special conference call appeal.
Please contact the ASAA office for more information.
Coaching
With over 10,000 high school coaches in Alberta, the ASAA works to ensure that they all have access to quality educational training opportunities.
Coaching Requirements for Alberta High School Coaches
The ASAA requires the following courses, all available in The Locker on coach.ca:
- Safe Sport Training - this module is required for one team official of each coaching staff.
- ASAA Coach Information - Each registered team needs to have one team official complete this course.
- Making Head Way - this course is required for every coach on every registered team
- Coaching School Sport: Redefining Winning - Every school must have one staff member complete this course.
Begin your coach training today by visiting https://thelocker.coach.ca/
The National Coaching Certification Program (NCCP)
The NCCP is the flagship program of the Coaching Association of Canada and is the largest adult continuing education program in Canada. For additional information on the NCCP, visit the CAC website.
If you have any questions about coaching at the high school level in Alberta, please contact Brad Van Raalte
CIAAA
In 2008, the ASAA launched Canada’s first professional development association for Athletic Directors, the Alberta Interscholastic Athletic Administrators Association (AIAAA).
With growing national support, the AIAAA partnered with Saskatchewan in 2013 to create the Canadian Interscholastic Athletic Adminsitrators Association (CIAAA). Today, the AIAAA and CIAAA host events around the province and country to provide professional development opportunities to ADs everywhere.
For more information about the CIAAA and its offerings for Athletic Directors, please click the link below:
Events
Forms
Notice of Motion Submission
- Association bylaws can only be changed by a special resolution of the members. Amendments to these Bylaws may be made by a 75 per cent majority vote of the Board in attendance at a duly constituted meeting.
- Amendments to Bylaws may be submitted by Zones, schools or the Executive Committee. Schools submitting such amendments must advise their respective Zone Executive.
- All items under Policy may be amended by a majority vote of the Board of Governors. Proposed amendments must be submitted to the ASAA office by April 1. The amendments to be considered will be posted on the ASAA website and available to all member schools at least three weeks prior to the Annual General Meeting. Proposed amendments of an emergent nature to be considered at the Annual Planning Meeting, must be submitted, in writing, to the ASAA office by September 1.
- Notices of motion to amend the Bylaws may be waived where such an amendment is clearly of a housekeeping nature and does not change the intent of the Bylaws.
At the 2016 AGM, the following proposed Notice of Motion was voted on and passed:
The principal of each school shall be responsible for the eligibility of the school’s competitors for any competition. The following rules regarding eligibility will apply to all ASAA sponsored activities.
- School Eligibility
- The Principal will require each student and their guardian to complete and sign an Acknowledgement and Agreement Form confirming that all required parties are aware of ASAA Bylaws and Policies; will accept that any application for a review of an outcome of an appeal process of the ASAA or the respective zone by a Judge in a court of law must be brought by the administration of the school and not by the student/guardian. These forms must be completed and kept on file, with copies being provided to the ASAA only if requested, and for a reasonable purpose.
- The Principal of each school will sign an Acknowledgement and Agreement Form which: confirms their membership in the ASAA; that school coaches will abide by ASAA Bylaws and Policies; that membership in that school’s zone and the ASAA is a privilege, not a right; that the outcome of any appeal process of the ASAA or zone is final and binding on the administration of the school; that violation of Bylaws or Policies of the zone or ASAA or the Acknowledgement and Agreement Form may be cause for expulsion of the school from the zone or the ASAA.
Please note:
Schools are responsible to keep all Student/Guardian Acknowledgement Forms.
Principal Acknowledgement Forms must be signed and sent to the Zone Secretary.
Each student only needs to sign one copy of the Student/Guardian Acknowledgement Form for their high school athletic career. If a student changes schools and/or guardianship, then a new form must be completed.
Schools are responsible for updating the year on both forms to reflect the current school year
As per ASAA policy:
ASAA member schools traveling to an out of province or country event must ensure that the event in question is sanctioned by the ASAA through its respective counterpart (Province/State) via being posted to the ASAA website. Further, such schools must complete a “Travel Permission” form at least 30 days in advance of the event. Failure to complete this form at least 30 days prior to travel will result in a $200 late “Travel Permission” fee.
Please find below the ASAA Travel Permission Electronic Form. If you have any questions please contact info@asaa.ca
Sanctioning
As the governing body for high school sport in Alberta, ASAA holds the responsibility for the sanctioning of high school sporting events that involve its member schools.
Sanctioning is required under the following situations:
- Invitation to a tournament involves one or more teams from out of Province
- When an ASAA member school travels to an out of Province and/or an out of Country event in the activities of the ASAA
- When a non-ASAA member institution or organization wishes to host a high school event in one or more of the activities of the ASAA
Information:
Schools can compete in ASAA sanctioned out of Province events in ASAA activities. If you do not find the event listed in the ASAA tournament listings, please contact the host of the event to follow the procedure to get their event sanctioned. Once sanctioned the school wishing to attend needs to complete the “Permission to Travel Form” at least 30 days prior to their event. Failure to complete this form at least 30 days prior to travel will result in a $200 late “Travel Permission” fee.
Q: Can my team and I attend events that are not sanctioned by the ASAA?
A: No. If an event requires sanctioning and the event host fails to obtain sanctioning, ASAA member schools can not participate at that event.
Q: Whose responsibility is it to obtain sanctioning?
A: It is the responsibility of the event host to apply for sanctioning. We ask that all sanctioning requests are received at least 30 days prior to the event. A $200 late sanctioning fee will be assessed to the host school or institution, if sanction form is not submitted in time.
Instructions for Sanctioning:
To obtain sanctioning you need to complete the following steps:
- Ensure that your event is in accordance with all ASAA bylaws and policies, including meeting all requirements for interschool competition and invitational events.
- Complete the appropriate sanction form and submit at least 30 days prior to your event. A $200 late sanctioning fee will be assessed to the host school or institution, if sanction form is not submitted on time.
- Await confirmation from the ASAA office that your event is sanctioned. Note that all sanctioned events will be posted on the ASAA website under “Tournament Listings”.
Forms
!mpact Student Leadership
Leadership Training for High School Student Athletes and Advisors
The !mpact Student Leadership Conference is a leadership initiative for high school student athlete leaders and advisors where participants will discuss topics related to leadership, mental health, respect, and positive values. The goal of this conference is to help attendees develop skills that will make them better leaders in their schools and communities. Highly esteemed guest speakers will be attending and providing valuable knowledge and information that attendees can use to further develop themselves and their peers.
When: TBA
Where: TBA
Cost: TBA
Deadline to Register: TBA
Deadline to Book Accommodation: TBA
Steps To Register:
TBA
Booking Accomodation
TBA
Please email shelbea@asaa.ca if you have any questions regaring the conference or registration