Convenor Guidelines (Streetsville Hockey League)

PrintConvenor Guidelines

House League Convener’s Guidelines

What is needed to be successful Convener

The following information is provided as a guideline to the role and responsibilities of an S.H.L. House League Convener. These guidelines are not all inclusive but are intended to provide a good idea of what is needed to be successful in the role. Much of the material in this guide is common to that provided to Coaches in the "Coach Guidelines". Conveners should be familiar with the contents of the "Coach Guidelines" as well and use them as a regular reference source for their Team Officials.

S.H.L. House League Convener Guidelines



The convener’s role is fundamental to the successful operation of the S.H.L. House League program, and in reflecting and promoting the League’s values:


“to providing our members of all ages and skill levels the opportunity to play minor hockey for their enjoyment and improvement, in a safe and fun atmosphere in which our players support and respect each other.

We encourage and expect our members and players to exhibit good sportsmanship, fair play and respect for their opponents, coaches, referees, and all other participants.

Our league is dependent upon the commitment and dedication of our many volunteers, as we interact with one another with courtesy and respect.”

The following information is provided as a guideline to the role and responsibilities of an S.H.L. House League Convener. These guidelines are not all inclusive but are intended to provide a good idea of what is needed to be successful in the role. Much of the material in this guide is common to that provided to Coaches in the "Coach Guidelines". Conveners should be familiar with the contents of the "Coach Guidelines" as well and use them as a regular reference source for their Team Officials.


Under HOCKEY CANADA regulations, Conveners are required to complete the "Speak Out" Anti Bullying Abuse and Harassment training program.


The HOCKEY CANADA has mandated that as of December 31st, 2001

all coaches or individuals involved in any dispute resolution process must have completed the “Speak Out” anti harassment and abuse training program. This program is mandatory for all Team Officials in our program.



  1. Always use common sense.


2.          Do not get involved in any heated discussions with spectators, coaches, players, parents, or officials. As the convener, you are the official representative of the Streetsville Hockey League and are expected to conduct yourself in a manner consistent with that responsibility. Avoid confrontations or “contentious” public discussions and use the SHL's office to have the appropriate conversations.


3.         In performing their duties, Conveners should apply the same two "best practices" applied to all Team Officials:


a.       Use the 24-Hour Rule - When emotions or tempers are "high", suggest and enforce a 24-hour cooling off period before discussing or attempting to resolve a conflict.


b.       Remember "Two Deep" - Like Team Officials, conveners should never put themselves in a position of risk by being alone with a minor in the S.H.L. office, dressing rooms or other "private" area. If you need to discuss a situation with a player, ensure that a parent, Team Official or other responsible adult is present to witness the situation.

This is for your protection!

4.          You are expected to adhere to and apply all policies, procedures, rules, regulations, and suspensions.

NoteConveners do not have the authority to alter the playing rules, or modify

suspensions. Conveners need to be familiar with these issues so that they can 

explain / clarify them as appropriate. Any questions or concerns about playing rules or suspensions should be referred to the Vice-President House League.

Before the Season


  1. Ensure you are familiar with the basic rules of hockey (HOCKEY CANADA, OHF and GTHL) and with the SHL Rules of Operations including the Playing Rules.


Note: The S.H.L. Playing rules are intended to supplement the Hockey Canada,

O.H.F., and G.T.H.L. playing rules to reflect any additional regulations of the League. It may not always be explicit in covering all situations and may end up “dated” relative to changes implemented by the parent / partner associations or our own Executive Committee. Conveners, Coaches and other Team Officials and participants must realize and accept that rule application and interpretation will be towards the best “interests” of all players as outlined in the values presented earlier.

  1. Ensure that you are familiar with all the information and “rules” outlined in the “Coach Guidelines” especially as it relates to the draft and player protection. The Coach Guidelines document outlines several requirements and expectations for our coaches and as such you should be familiar with all its content. There is also information in the Coach guidelines that is more up to date or detailed than the Rules of Operations and Playing Rules.


  1. In conjunction with the divisional Convener and the Vice-President House League, and the Director of Conveners will supervise the drafting of teams or the placement of players on to teams as well as any subsequent player movement required to balance those teams in accordance with the S.H.L. playing rules.


  1. As appropriate, based on prior experience and knowledge of the individuals, Conveners will be encouraged to assist in the recruitment and assessment of coach candidates and to provide input into the selection of the coaches for their division.


Before the Game(s)

9.  It is essential (required) that there is an on-site convener for every game. Normally this will be the assigned divisional convener. However, if the divisional convener cannot be present, a clearly identified replacement must be arranged and in attendance.


This replacement could be the Director of conveners, another convener, a qualified SHL member or if necessary, a coach, or a parent from the division.


Normally, a coach should not act as convener for their own division or game.



After one warning the coach will be suspended for 1 game, second infraction the suspension will be 3 games and any subsequent infractions will result in a discipline hearing.

This practice cuts into snack bar revenues and a directly impacts the SHL ice rates.



9.1. Arrive at the arena at least 30 minutes prior to the scheduled start of your first game.


9.2. Make sure that everything is in place at the arena and check with the arena staff regarding any concerns or issues that you or they may have. Make a note of and report any outstanding problems or unresolved difficulties to your senior convener.


9.3. Check and assign the dressing rooms. Dressing room assignments should be clearly posted at the rink and should take ice access and egress into consideration to avoid potential team / player confrontations.


9.4. Rescinded

9.5. Look for and deal with any information or updates that have been left in the SHL office for you and, or your coaches.


9.6.  Rescinded


9.7.  Make sure that team officials sign the game sheet, that players not present are not listed, and that any suspensions being served are indicated in the appropriate area.


9.8.  Only players and authorized team officials (listed on the game sheet) are allowed on the bench. This should be a maximum of (3) three Team Officials allowed on the bench for any game. Parents need to be kept off, and away from the bench areas as well as any non- participant siblings.


9.9. Any individual less than 16 years of age MUST wear a CSA approved helmet with face shield when on the bench.


9.10.  When checking game sheets, make sure that any players currently under suspension are indicated in the suspended players section of the sheet with the appropriate game count indicated so that there is a record of the served suspension.


9.11. Check to see if there are referees and a timekeeper available as game time approaches (10 - 15 minutes prior). Check to ensure that everyone is ready 10 minutes before the scheduled start.


  1. If there are no referees available, call the referee scheduler's number. If he is not available, leave a detailed message (time, arena, level) that would allow for emergency rescheduling. If possible, check with officials doing the current game to see if they can stay until a replacement arrives.


  1. If there is no timekeeper, see if the current timekeeper can stay. Please note, you cannot oblige a timekeeper to stay if he/she has completed their scheduled assignment.


  1. However, timekeepers are encouraged to be accommodating where possible and most will stay for at least the start of the next game. As with the referees, call and leave a detailed message with the House League Timekeeper Scheduler outlining the coverage missed.


  1. It is a good idea to familiarize yourself with the operation of the clock so that you can either fill-in in an emergency or give a quick demonstration to a volunteer.


  1. Take time early in the year to find out through your coaches or parents at the arena any parents, or player siblings who are capable of timekeeping so that you can recruit them if the need arises.


  1. Another good practice is to keep a copy of your division’s timekeepers’
    1. schedule with you and phone to confirm them either the day before or earlier on game day.


  1. Report any difficulties with either the timekeepers or on-ice officials to either the HL Timekeeper or Referee Schedulers so that appropriate action can be taken. Remember, especially at the lower levels, we are trying to develop these individuals to support our future so try to work with them in a positive and constructive manner.


For ALL situations where there is a missed assignment by either the referees or timekeepers, please complete an incident report of the date and time(s) that were missed and forward this information to the Vice President, House League at the S.H.L. office.

This information can be dropped off as hard copy, faxed to (905) 826-8945 or emailed to Programs Manager at [email protected]


9.12. Make sure games begin and end on time. It is very important that you manage this effectively to ensure that all games and divisions stay on schedule with the time available. Start the season with the recommended game times. As your teams get used to the schedule and you help them manage their time effectively, you may be able to extend the third and possibly second period.

If you are running behind, catch up as quickly as possible by:

  1. Shortening the warm-up times,
  2. Shorten the lengths of the period(s),
  3. Run the clock at the end of the third period
  4. If these actions are not successful or implemented in time, you may need to curfew a game - generally not a popular decision.

During the Game


10. Stay on Time.

Encourage and remind coaches to maintain a quick tempo during the game to

maximize ice time utilization. Quick line changes and period transitions will help to ensure that every team gets their maximum playing time and potentially permit longer games.

Period transition “coaching” breaks and “time-outs” are NOT allowed in House League play.

Referees will be instructed to assess a bench minor “delay of game penalty” for abuse of this rule.


11. Pay close attention to the game.

Watch for injuries and, or the nature of play. It is important that you have an

assessment of the nature of the flow of the game in the event of an injury, a major penalty or suspension. Your description of what happened, or the lead up to an event is important information in determining whether any additional league action is needed.


12. In the event of an injury or accident, the convener must be prepared to support the implementation of an “Emergency Action Plan”. The convener is the person in charge from the SHL perspective. In most cases however, the convener's role would more likely be that of the “Control Person” as the Coach or Trainer of the injured player would most likely assume the role of the “Person in Charge”. As the “Control Person” your role would be to:


  1. Discuss the plan with the other people involved
  2. Ensure that teammates and spectators do not get in the way of the “person in charge”
  3. Ensure that the route for the ambulance crew is clear and available
  4. If directed by the person in charge, determine if there are trained medical

personnel available.


The convener should also ensure that there is access to a telephone and that he / she has all the appropriate emergency numbers (Ambulance, Fire Department, Police).

Note: Any EAP calls should be made from a land line whenever possible as

this allows for improved call routing / dispatch and removes risk of lost signals or poor reception.

Any serious injuries must be reported via the Hockey Canada Injury report. Conveners must ensure that this report is completed and “delivered” to the SHL office within 48 hours of an injury incident – do not send it directly to the GTHL. Make sure you are familiar with this form. Copies are in the Programs Managers office.


13. Watching your games closely will also assist you in getting to know the players and coaches which are important for both balancing and year-end player evaluations.


14. As convener you are responsible for ensuring that fair play practices are followed both in terms of playing time and the fixed playing structure.

Coaches not adhering to these rules are subject to both forfeiture and suspension.

  1. Should you have concerns in this area that you are having difficulty addressing, refer the situation to your Director of Conveners. Under no circumstances is this type of behavior to be ignored or condoned.


15. Make sure that the coaches and players are prepared for the next game so they can take the ice immediately after the current game and keep your time block on schedule.


16. Notify coaches of any delays or problems that may affect the schedule.

At the end of the Game / Game(s)


17. Ensure that players, coaches, and officials leave the ice in a safe and supervised manner. While the responsibility rests with the coaches to control their players,


Conveners should be alert to “tense” situations and do what they can to defuse the situation. As examples:


a.       Position yourself either between the two exit gates or dressing rooms to ensure the teams remain separated on the way to their respective rooms.

b.       Encourage the on-ice officials to go straight to their dressing room between games and keep them away from spectators.

c.       Keep the spectators away from the players, coaches, and officials as much as possible. Sticks, skates, and frustrations are not a good mix and even accidentally can be dangerous.


18. Rescinded


19. Review the game sheet to determine that it has been fully completed.


20. Ensure that any major penalties or suspensions are clearly marked and that you understand what has been assessed and the impact of those calls – clear up any confusion immediately with the game officials prior to distributing or discussing with the coaches. Do NOT be reluctant to go back to the referees and make sure that you AND they are clear on what has been called and or assessed. This can save confusion and problems later.


Conveners must ensure that a copy of the game sheet that carries any "suspension infraction" is submitted to the VP House League / S.H.L. office within 48 hours. The League monitors and reviews all suspensions.


Conveners (and Coaches) are reminded that the S.H.L. operates under the auspices of the O.H.F. and the G.T.H.L. and is therefore governed by their rules.

Specifically, as it relates to game suspension infractions, the S.H.L. follows the O.H.F. / G.T.H.L. suspension list for related offences A copy of the current suspension list is available on the SHL website  

All suspensions will be forwarded to the VP House League for confirmation and tracking purposes. Minimum suspensions attributed to physical infractions, or non-physical suspensions limited to one game are not normally subject to review or appeal.

This is clearly a more stringent practice than what is currently outlined in the “Playing Rules" and takes priority over those rules.


Coaches should clearly understand that any carryover or “outstanding” game suspension penalties incurred in Tournament or Exhibition play MUST be reported and served in subsequent league play regardless of any games already served.

Under GTHL rules, serving game(s) suspension(s) in subsequent tournament games may reduce or eliminate the need to serve game(s) in league play. This needs to be carefully monitored to ensure that all suspensions are fully served in sequential games and that "double" suspensions do not occur.

Failure to report or comply with this rule will result in additional game(s) suspensions for both the coach and player(s) involved.


21. Distribute the appropriate copies to the coaches (not a parent). The game sheets are marked accordingly. Make sure coaches are aware of any suspensions that are pending because of the penalty calls.

Note: Any referee’s report should be written on the back of the top copy and is confidential information that is NOT to be shared with anyone else (including coaches). If there is a referee’s report completed, the Director of Conveners must be notified, and the top copy dropped off at the SHL office.


22. Occasionally, coaches may question the award of scoring points on the game sheet. Normally the game sheet should stand as the official game record. However, where you can validate the change either through your own observation, or the recognition of an obvious error, the correction may be made. Normally these "changes" should only be made immediately following the game and all Coaches / Team Officials should be aware of this requirement.


23. Please remember that the duly signed game sheet becomes the only officially

recognized game record. It is important that this sheet be complete, legible and

accurate. In the event of any dispute or subsequent challenges or issues the game sheet will be used as the official record.


24. Rescinded


25. Check to see that teams that have finished playing vacate their dressing rooms as soon as possible and that they leave them in good shape for the next team. "Trashing" dressing rooms will not be tolerated and will lead to discipline or suspension. In addition, coaches should be clear that any damages will be charged back to the team.

General / Administrative


26. Conveners are no longer required to keep statistics for their league. These statistics will be kept by the SHL web site software.

Team Rosters & Bench Staff

27. Once teams have been set and players, coaches and other bench personnel established, Conveners will compile and submit a complete list by team to the Director of Conveners for league administration. This information will be used to:


  1. Manage the player and registration. All teams MUST submit this information in complete detail as soon as balancing is completed.
  2. Check submission of required security clearances. Convener to follow-up with and if necessary, remove delinquent bench staff.
  3. Provide S.H.L. administration with league data to "double check" registration information.
  4. Assist in the “carding” process

All S.H.L. bench staff or on ice practice personnel MUST file the appropriate security clearance with the S.H.L.


28. These clearances are maintained on a confidential basis and administered under SHL guidelines. Should a Team's Official have any questions or concerns about their eligibility for acceptance, please have him/her contact and review their concerns on a confidential basis with the Vice President, House League, or the President.


  1. Clearances for the current hockey season must be dated on or after April 30, of the year in which the season starts.

  1. These clearances must be received in the S.H.L. office by October 1st of the current season and must be the original "embossed" copy.

  1. Failure to provide a security clearance will result in suspension and removal from the bench and team roster.


A:         Any bench or on ice staff failing to provide a valid clearance by the due date will be suspended from all team activity until a valid clearance is provided.

B:         Any bench or on ice staff member whose clearance does not meet the

SHL guidelines will be removed from their role.

29. The S.H.L. requires a current Security Clearance for every team official.

If you have any concerns about your ability to qualify on this basis, contact the Vice President Admin, House League, or the President for a confidential assessment.


  1. The S.H.L. has registered with the Peel Regional Police to have all volunteer coaches checked through police records that will include a national as well as local records check.


  1. The appropriate form (Criminal Record Check) can be filled out at the Police station.


  1. These checks are not free and SHL volunteers will be reimbursed by the League.


  1. Please note that these clearances will be mailed directly to your indicated home address NOT to the S.H.L. office. It is your responsibility to ensure that these clearances are submitted to the S.H.L. This procedure allows you the opportunity to deal on a confidential basis with any issues that may arise.


  1. S.H.L. House League teams are permitted to have a maximum of three Team Officials on the bench for any game.

Player Evaluations

30.        Conveners will work with their coaches to ensure that player evaluations are completed on each player in a consistent and objective manner.

These evaluations MUST be completed and submitted prior to the completion of the season. The convener’s role is not complete until these evaluations are finalized, submitted, and checked by the Director of Conveners and VP House League.


Note: Coaches not completing or submitting these evaluations as directed will be

suspended and or denied coaching privileges in the following season.

Normally a first "draft" of these ratings will be completed before the first playoff game to afford the convener and coaches an opportunity to review the contents and have time to revise any inconsistent results.

Coach Evaluations

31.        Conveners must complete an evaluation on each coach / bench staff member active with each team at the conclusion of the season. As these are an important tool for the following year’s selection process it is important that conveners evaluate their coaches’ performance on an ongoing basis throughout different situations during the year.


Coaches Meetings

32.        It is highly recommended that conveners hold periodic meetings with their coaches to make sure everyone is informed of any issues that impact their league. At minimum, conveners should hold meetings with their coaches at the appropriate times to cover:


  1. The draft / team allocations (required and arranged)
  2. All security clearances / police checks must be in the SHL office by October (Key Dates)
  3. There are several key issues and date requirements that must be reinforced with coaches to ensure that divisions and the league run smoothly (Key Issues and Dates)
  4. Start of Season – establish the ground rules for working with you, the rules that relate to your division, key S.H.L. issues fair play – code of conduct etc., a get to know each other . . .
  5. Balancing – after initial games to identify and deal with any issues.
  6. Mid-season – pre-Christmas break to make sure everyone is in shape.
  7. Pre-Playoff – Make sure everyone knows the playoff rules and format, especially the tie-breaking format and re-enforce the fair play requirements.
  8. Player Evaluation session – leave lots of time to complete and get finished before the playoffs start. Can be combined with playoff meeting.


Convener Kit (Something to consider)

33.        There are several items that conveners may need at the arena that can be included in either your Convener Binder or as part of a Convener Kit.

Within the binder there should be:

• Blank Timekeeper/Referee pay sheets

• Blank SHL Incident/HC accident forms

• Key contact phone numbers - referees / timekeepers / SHL officials

• Schedule (full year - games and practices)

• Team officials and complete team / player list

• Copies of any "handouts"

• General information releases

• SHL and GTHL/HC Forms including

• Incident reports

• Game reports

• Team Official Information

Additional "items" to carry:

• Extra game sheets - "one" week supply in case arena supply is exhausted

• Clipboard (legal size) to use with game sheets for coaches to complete

   timekeeper may have one as well

• Pad of notepaper or notebook

• Dry erase markers and brush/cloth for notice boards (chalk?)

• Push pins for posting stats on bulletin boards

• Supply of pens / pencils / markers - they always go missing

• Stapler / staples to keep materials / hand-ins together

• A couple of Manila envelopes to put things in.

• Some tape (for emergency use) - transparent / shin pad / black

• Green Book / SHL Supplementary Playing Rules

"Nice" to haves

• If you are a "trainer" - your trainer kit

• Stopwatch (in case "clock" goes out!

• Hockey Canada rulebook

• Scissors, knife, or utility tool

• Screwdriver with interchangeable bits