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Intramural Guidelines of Operation

The governing body of Intramural Athletics at Queen’s will be the Intramural General Assembly, which is comprised of student representation from across campus and representatives from the Intramural Operations Group. The Intramural Assembly is the decision-making body for all operational issues and program changes in Intramurals. The Executive Council is designated as the ‘executive’ of the Assembly, and will be charged with the responsibility of making decisions related to the ongoing delivery of the Intramural program - men’s, women’s and coed components - and to make recommendations to the larger body of Intramural representatives on operational issues and major program decisions.

1.0 Intramural Assembly
2.0 Executive Council
3.0 Operations Group

For the purpose of participation, the Intramural program is divided into a number of faculty units based on the existing academic structure of the University. At the current time, the number of Intramural faculty units is 11. These faculty units are as follows:

Arts & Science, Commerce, Concurrent Education, Education, Engineering, Grads / MBA/MPA, Law, Medicine, Nursing, Phys Ed, Rehabilitation Therapy

Each faculty unit elects student representatives to the Intramural positions of Faculty Stick and Unit (or Year Stick), who represent the interests of their academic unit on the Intramural Assembly. Individuals are elected to these positions within their own academic faculty according to the constitution of each governing society (eg. Engineering Society, Grad Students Society, etc.) Each faculty unit will designate one male and one female as a Faculty Stick, with the exception of Nursing, who will name a female Faculty Stick only. These individuals will be responsible for coordinating all unit or year reps within their faculty, for being the primary liaison between the Intramural Office and their entire faculty, and be eligible to run for one of the four Faculty Representative positions on the Executive Council. The total number of Faculty Sticks is 21.

In addition, some faculty units are further subdivided for the purpose representation on the Intramural Assembly and competition in Intramural sports. These competition units are outlined in Table 1. Currently, the number of competition units within the men’s program is 23 and within the women’s program is 14.

1.1 Composition of the Intramural Assembly

1. Student representation (Unit or Year Sticks and Faculty Sticks) from the designated competition units: one vote per unit
2. Operations Group: Officials Coordinator, Publicity/Tournament Coordinator, Awards Coordinator, Scheduling Coordinator, Faculty Liaison: one vote per portfolio
3. One appointed faculty or staff member from the School of Physical & Health Education: full voting privileges
4. Intramural Coordinator: non-voting executive officer of the Assembly

1.2 Meetings

The Intramural Assembly will meet three times per year: The first Monday of classes in September (or the evening prior to Athletic Information Night) and at the end of each of the fall and winter terms. Two thirds of the Sticks will be required for quorum. Each faculty stick and unit/year stick will have full speaking privileges on the Intramural Assembly. Although each of the competing units may have more than one representative on the Assembly, only one vote per unit will be allowed on all issues. The Intramural Coordinator (as Executive Officer) will act as chairperson of all meetings of the Intramural Assembly

1.3 Sub-Committees

The following sub-committees of the Intramural Assembly will be formed:

• Awards Sub-committee
• Protest & Discipline Sub-committee
• Program Review Sub-committee

1.3.1 Awards Sub-committee

Composition:

• Four Faculty Representatives (2 male/2 female)
• Awards Coordinator (chair)
• Intramural Coordinator (ex-officio)

The primary responsibilities of this sub-committee are:

• Selection of major individual Intramural award winners (annually)
• Organizing the year end Awards ceremony
• Ongoing evaluation of the awards system (eg. changing or introducing new awards, adjusting point levels, etc.) and bringing forth recommendations from this sub-committee to the Executive Council

Quorum will consist of 3 voting members.

1.3.2 Protest & Discipline Sub-committee

Composition:

• Two male and two female Faculty Representatives
• Officials Coordinator (chair)
• Chief Official of sport involved
• Intramural Coordinator (ex-officio)

The primary responsibilities of this sub-committee are:

• To make decisions regarding the application of penalties and suspensions in the men’s women’s and coed program areas.
• Act as the peer review board that hears all cases not carrying an automatic penalty as outlined in the Intramural Code of Conduct andTable of Penalties & Suspensions.
• Ongoing review of all Protest and Discipline general matters, including the definition of penalties and suspensions, Fair Play, eligibility, etc. and bringing forth recommendations from this sub-committee to Program Review and Executive Council.

Quorum will consist of 4 voting members.

1.3.3 Program Review Sub-committee

Composition:

• Two female and two male Faculty Representatives
• Scheduling Coordinators (one to be assigned as the subcommittee chair)
• Officials Coordinator
• Publicity/Tournament Coordinator
• Intramural Coordinator (ex-officio)

The primary responsibilities of this sub-committee are:

• To review and suggest changes (when necessary) to the rules of all Intramural sports.
• To review recommendations from the other sub-committees for program changes
• To review the total program offerings on an annual basis and make recommendations to the Intramural Assembly in March regarding the Intramural activities to be included for the following year.
• Consider requests for additions (expansion) to the Intramural program.

Quorum will consist of 5 voting members.

Table 1: Faculty Units For Representation To The Intramural Assembly & Competition Purposes

The primary role of the Executive Council is to make decisions related to the ongoing delivery of the Intramural program and to make recommendations to the larger body of Intramural representatives (ie. the Intramural Assembly) on operational issues and major program decisions. All members will have full voting privileges with the exception of the Intramural Coordinator, who is the non-voting Executive Officer of the Council.

The mandate of this Council is to govern the Intramural Athletics program at Queen’s by:

1. Ensuring that the Intramural program is carried out successfully and in the best interest of all students.
2. Submitting budget requests to the University Council on Athletics, as designated by the UCA or Chair of Athletics and Recreation, through the Intramural Coordinator (Executive Officer).
3. Making suggestions regarding the purchase and use of equipment for Intramural Athletics to the Intramural Coordinator (Executive Officer).
4. Make recommendations for revisions to the Operating Guidelines of the Intramural program.
5. Altering the Intramural program as annual requirements dictate.

2.1 Composition of the Executive Council

The Executive Council will be comprised of:

• 4 Faculty Representatives
• 2 Reps to the University Council on Athletics
• 2 Faculty Reps at Large
• 4 Operations Coordinators (as described in section 3.0)
• One faculty or staff member appointment from the School of Physical & Health Education
• Intramural Coordinator, as Executive Officer

2.1.1 Faculty Representatives

Elections for the positions of Faculty Representatives on the Executive Council will take place at the first meeting of the Intramural Assembly, usually the first Monday of classes in September. Two of the four positions will be the held by the individuals (one male and one female) elected to represent Intramurals on the University Council of Athletics. Two additional faculty reps (one male and one female) will be elected at large from the Assembly to the Executive Council.

2.1.2 Operations Coordinators

The four Operations portfolios of Officials, Awards, Scheduling and Publicity/Tournaments will be represented on the Executive Council by the respective Coordinators (see Section 3.0.) In addition, the Faculty Liaison is expected to be in attendance at all Executive Council meetings in a non-voting capacity. The Scheduling and Publicity portfolios will have only one vote.

2.1.3 School of Physical & Health Education Appointments

The appointed faculty or staff member from the School of Physical & Health Education (non-coaching appointment) will represent the Intramural Executive Council as a voting member of the University Council on Athletics.

2.2 Meetings

The Executive Council will meet approximately once per month and will report each term to the Intramural Assembly. The chair of the Executive Council will be elected from the membership at the first fall meeting of the Council. Quorum will consist of 5 voting members (excluding the chair, who will only cast a vote for tie-breaking purposes.)

2.3 Sub-Committees

The Budget Sub-committee will be composed of the two Faculty Reps at Large, the appointment from the School of Physical & Health Education and the Executive Officer. This sub-committee is responsible for making recommendations to the Executive Council on matters pertaining to the Intramural program budget.

The Operations Group is responsible for the ongoing day-to-day administration and delivery of the program in cooperation with the Intramural Coordinator. Each of the Operations positions are paid student positions. The four units included in the Operations Group are described below.

3.1 Publicity

The Publicity portfolio consists of the Coordinator who oversees four assistants in the roles of Faculty Liaison Officer and three Program Promotions Officers, as well as coordinating the tournament convenors.

3.1.1 Publicity/Tournament Coordinator

The Publicity/Tournament Coordinator is a voting member of the General Assembly and sits as a voting member on the Executive Council, Program Review and Operations.

Working in cooperation with the Intramural Coordinator and Assistant Coordinator, the Publicity/Tournament Coordinator oversees the promotions and faculty liaison officers, and trains the tournament convenors. The publicity group is responsible for planning and implementing publicity and promotion of the Intramural program to Queen’s students, and to facilitate the liaison between the Intramural office and the faculty/year representatives sitting on the General Assembly. The Publicity/Tournament Coordinator will liaise on a regular basis with Tournament Sport Convenors and Evening Supervisors, and advise the BEWIC Sports Days Coordinators on scheduling matters.

3.1.2 Faculty Liaison

The primary responsibility of the Faculty Liaison is to inform the Faculty and Unit/Year Representatives about important program details (such as entry deadlines, managers’ meetings, bond payments, etc.) as well as provide the direct link from the Executive Council to these reps. The Faculty Liaison will also develop ways to enhance communication with managers and participants in the BEWIC component of the program. Specifically, this will include distributing agendas, minutes or meeting summaries, sub-committee reports, etc. via e-mail and the more traditional mailbox and bulletin board methods.

The Faculty Liaison will sit on the Executive Council as a speaking, but non-voting, member of the Council.

3.1.2 Promotions Officers

The Promotions Officers will assist the Publicity Coordinator in promoting and publicizing the Intramural program in general, as well as specific events in the Intramural calendar. This includes such things as maintaining up-to-date information about sports and major events on all Intramural bulletin boards in the PEC and about campus; preparing and providing flyers and other promotional information to Faculty and Unit/Year reps and the Residence Life Office for display and/or distribution; merchandising ventures; advertising BEWIC Sports Days and the end of year Awards Ceremony; presentations and displays as required; and any other promotional undertaking that could benefit the program.

3.2 Scheduling

The Scheduling Coordinator positions oversee the components of the BEWS, WIC and BEWIC leagues. They may vary from year to year, but are usually assigned by facility: arena sports, pool sports, Bews Gym, field sports and Ross/Bartlett gyms. All sit in the Executive Council, and carry one vote for the group. Scheduling Coordinators.

The Scheduling Coordinators will ensure the smooth operation of Intramural leagues by providing the Chief Officials with up-to-date schedule information, current league standings, and play-off details. It will be their responsibility to ensure that eligible teams are aware of play-off dates and times. The Scheduling Coordinators will also respond to all rescheduling requests, prepare and distribute weekly master schedules, and assist with managers’ meetings and the collection of entry bonds. The Scheduling Coordinators will sit on the Program Review Sub-committee, with one of the Coordinators acting as the chair of this sub-committee.

3.3 Awards Coordinator

The Awards Coordinator is a voting member of the Executive Council. The primary mandate of this position is to administer the Intramural awards and participant recognition systems. The Awards Coordinator will sit on the Awards Sub-committee in the capacity of Chairperson.

3.4 Officials Coordinator

The Officials Coordinator is responsible for ensuring a high standard of officiating the the Intramural program. The criterion of evaluation is based on 1) the SAFETY of the participants, 2) the PROMOTION of the participatory philosophy of Queen’s Intramurals, and 3) the administrative and technical SUPPORT of officials. The Officials Coordinator will oversee and and assist the Chief Officials with the fulfilment of their responsibilities, and work closely with the Evening Supervisors and Tournament Sport Convenors in matters pertaining to officiating. The Officials Coordinator will chair all meetings of the Protest and Discipline Sub-committee and act to enforce any ruling on disciplinary matters made by on-site officials or this sub-committee.