Members Code of Conduct - Ontario Equestrian Vaulting Association

1. Purpose and Scope

The Ontario Equestrian Vaulting Association (OEVA) is committed to fostering a safe, inclusive, respectful, and ethical environment for all participants in the sport of equestrian vaulting.
This Code of Conduct establishes standards of behaviour consistent with the values, policies, and expectations of Vault Canada and Equestrian Canada. It applies to all OEVA members, including but not limited to:

Vaulters (recreational and competitive)
Coaches and instructors
Lungers
Officials, judges, and volunteers
Board members and committee members
Parents/guardians and supporters participating in OEVA activities

This Code applies to conduct occurring:

At OEVA-sanctioned events, competitions, clinics, and meetings
During training and demonstrations
In online and social media spaces where conduct may affect OEVA or the sport
In any context where an individual represents OEVA

2. Core Values

All OEVA members are expected to uphold the following values:

Respect for individuals, horses, and the sport
Integrity and fairness in all activities and decisions
Safety and welfare of participants and horses
Inclusion and non-discrimination
Sportsmanship and professionalism

3. Standards of Conduct

3.1 Respect and Inclusion

Members shall:

Treat all individuals with respect, dignity, and fairness
Foster a welcoming and inclusive environment
Refrain from discrimination or harassment based on race, colour, ancestry, place of origin, nationality, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity or expression, age, marital status, family status, disability, or any other protected ground

3.2 Athlete and Participant Safety

Members shall:

Place the physical and emotional safety of vaulters and participants above all else
Follow OEVA, Vault Canada, and Equestrian Canada safety policies and Safe Sport principles
Refrain from any form of abuse, neglect, harassment, bullying, or exploitation
Report suspected unsafe behaviour or violations as outlined in this Code

3.3 Horse Welfare

Members shall:

Treat horses humanely and ethically at all times
Follow Equestrian Canada and FEI horse welfare standards
Never subject a horse to abuse, neglect, or inappropriate training practices
Respect decisions made in the interest of horse welfare

3.4 Integrity and Sportsmanship

Members shall:

Act honestly, fairly, and in good faith
Respect officials, judges, volunteers, and organizers
Accept decisions respectfully and without retaliation
Avoid conflicts of interest or disclose them where they exist

3.5 Conduct Toward Officials and Volunteers

Members shall:

Address concerns through appropriate channels rather than public confrontation
Recognize the essential role of volunteers in the sport
Refrain from harassment, intimidation, or abuse toward Board members, officials, volunteers, or event staff

3.6 Volunteer Expectations

Members acknowledge that participation in OEVA-sanctioned vaulting shows requires volunteer participation from each stable. Volunteers are expected to:

Attend assigned duties punctually
Perform duties professionally and respectfully
Communicate conflicts in advance

Failure to meet volunteer obligations may affect eligibility for participation in future OEVA-sanctioned events.

3.7 Social Media and Public Communications

Members shall:

Avoid public statements that may harm, defame, or discredit the sport or its governing bodies
Understand that online conduct may be subject to this Code
Use respectful and appropriate language when referencing OEVA, Vault Canada, Equestrian Canada, officials, or participants

4. Prohibited Conduct

The following behaviours are strictly prohibited::

Abuse, harassment, bullying, or intimidation
Discrimination or hate speech
Retaliation against individuals who report concerns
Conduct that compromises safety or horse welfare
Deliberate violation of OEVA, Vault Canada, or Equestrian Canada policies

5. Complaint and Reporting Procedure

5.1 Filing a Complaint

Any member, volunteer, participant, parent/guardian, or official may submit a complaint.
Complaints must be submitted in writing to:
kendrawheeler@live.com and/or hiskemackay@gmail.com
Complaints should include:

Names of individuals involved
Date(s), location(s), and description of the incident
Any supporting information or witnesses

5.2 Confidentiality

OEVA will handle complaints confidentially to the extent reasonably possible. Information will be shared only with those necessary to investigate and resolve the matter.

5.3 Initial Review

Complaints will be acknowledged by the President or Vice President
If the complaint involves either officer, it will be referred to another Board member or the Board as a whole

6. Warnings and Disciplinary Process

OEVA uses a progressive discipline approach, except in cases of serious misconduct.

6.1 Informal Warning

Verbal or written notice for minor or first-time issues
Expectations for corrective behaviour communicated
May be documented internally

6.2 Formal Written Warning

Issued for repeated or more serious violations
Includes description of violation and consequences of further misconduct

6.3 Disciplinary Action

May include:

Temporary suspension of membership or participation
Removal from events, clinics, or volunteer roles
Restrictions on participation
Revocation of membership

6.4 Immediate Action

OEVA reserves the right to impose immediate disciplinary action without prior warning in cases involving:

Serious misconduct
Safety concerns
Abuse, harassment, or threats
Horse welfare violations

6.5 Minors and Parent/Guardian Presence

For members under the age of eighteen (18), a parent or legal guardian must be present for any formal conversations, meetings, or communications relating to:

Complaints or concerns
Investigations or fact-finding
Warnings or disciplinary matters
Outcomes or decisions arising from a Code of Conduct matter

OEVA will make reasonable efforts to ensure that a parent or legal guardian is included in all such communications involving a minor member.
Nothing in this section prevents OEVA from taking immediate action where required to protect the safety or welfare of participants, horses, or others. In such cases, the parent or legal guardian will be notified as soon as reasonably possible.

7. Decision and Authority

Disciplinary decisions are made by the OEVA Board of Directors
Members will be notified in writing of decisions
Board decisions are final, subject to applicable external Safe Sport or governing body processes

8. Acknowledgement and Signature

By signing below, the undersigned acknowledges that they have read, understand, and agree to comply with the OEVA Members Code of Conduct, as adopted by the Board of Directors of the Ontario Equestrian Vaulting Association (OEVA).
The undersigned understands that:

Compliance with this Code of Conduct is a condition of OEVA membership and participation in OEVA-sanctioned activities
This Code of Conduct applies to conduct occurring at OEVA events, activities, training, meetings, and in any context where an individual represents OEVA
Failure to comply with this Code of Conduct may result in disciplinary action, up to and including suspension or revocation of membership

This Code of Conduct is effective immediately and remains in force unless amended or replaced by the OEVA Board of Directors.

Members Under 18 Years of Age

For members under the age of eighteen (18), a parent or legal guardian must review and sign this Code of Conduct as well as the member. By signing below, the parent or legal guardian acknowledges that:

They have read and understand the OEVA Members Code of Conduct – Full Policy
They agree to support and ensure the minor member’s compliance with this Code of Conduct
They understand that the minor member is subject to disciplinary action for violations of this Code of Conduct

Member Information

Name(Required)

First Last

Email

Date(Required)

Member Signature(Required)

Parent/Guardian Information

If member is under 18

Name

First Last

Date

Parent/Guardian Signature

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