Return to Play: Leaders & Administrators
Returning to rugby
As Saskatchewan eases restrictions and works towards a “new normal” for sport, Provincial Unions, Sub-Unions, Member Clubs, and all members have responsibilities in the return to play.
Saskatchewan Rugby (your PSO): Appointed COVID-19 Manager for the province to manage Return to Play for member organisations. Completed sanctioning with Rugby Canada to be able to sanction local returns to rugby.
Member Organisations (clubs, programs, sub-unions): Appoint COVID-19 Safety Coordinators who will work with each other and the COVID-19 Manager to manage a safe return to rugby. Complete the registration and sanctioning processes with Sask Rugby to receive insurance and support for programs and activities.
This page outlines how we will manage and progress in Return to Play:
Preparing to Return: Completing the sanctioning process and putting safety measures in place as per your COVID-19 Safety Plan. You should take care to identify and mitigate the risks of returning to sport for your all participants and organisers.
Managing Return: Communicating safety measures to your participants so they can make an informed decision on returning to sport and arrive at the first session ready. This includes setting up administrative measures to manage safety procedures such as Sportlomo attestations, agreements, and attendance tracking, cleaning logs, and other responsibilities outlined in the COVID-19 Safety Plan.
Ensuring Safe Return: Staying aware of risks and on-top of any COVID-19 developments such as public health orders, changes to facility access or rules, best practices for rugby training, etc. This includes a check-in with the COVID-19 Manager every 2 weeks to ensure procedures are adhered to. Resources are available on our website and the COVID-19 Manager will stay in contact with Safety Coordinators throughout the season.
Members (players, coaches, volunteers, spectators): Assess your personal and household risk, making an informed decision to return to play. Adhere to all COVID-19 rules and regulations in place from Sask Rugby, Rugby Canada, facilities, local and provincial governments and public health authorities throughout their involvement
Preparing to Return
In preparing to return you should establish a point of contact by appointing a COVID-19 Safety Coordinator, get educated about COVID-19 and returning to sport during a pandemic, then go into risk management and safety planning. As part of the risk management and safety planning process, you will complete all the sanctioning documents identified here.
To complete the sanctioning process, submit all sanctioning documents to covidmanager@saskrugby.com as per their instructions, attaching any other documentation regarding your program (facility booking contract, detailed schedule of activities, etc.) identified in the Safety Plan and Sanctioning Form.
Anyone applying for sanctioning must appoint a COVID-19 Safety Coordinator to act as the first point of contact for members and the COVID-19 Manager regarding Return to Play. Their responsibilities include implementing and managing safety measures as per their COVID-19 Safety Plan, up to handling responses to suspected or confirmed cases of COVID-19 within the program. A full job description is included below.
As part of sanctioning this person’s name and contact information will be posted on the Sask Rugby website and distributed to all registrants of their program.
COVID-19 Safety Coordinator
COVID-19 Manager
Your appointed COVID-19 Coordinator and organisation President (or equivalent) must complete the World Rugby course COVID-19 Return to Play Awareness for Administrators. These certificates will be collected as part of sanctioning.
To encourage awareness, understanding, and safety during Return to Play, Sask Rugby recommends all those involved in rugby activities complete the World Rugby COVID-19 course most relevant to them. If your organisation chooses to have administrators, coaches, players, and/or officials complete this training indicate this in your Safety Plan and attach all necessary certificates.
Your organisation is responsible for identifying and managing all COVID-19 related risks in delivering in-person rugby activities. COVID-19 is not covered by Rugby Canada insurance:
The National Insurance Policy will not cover “Any actual or alleged liability, injury, damage, loss, cost or expense arising directly or indirectly out of, caused by, resulting from, in consequence with or in any way involving or related to any virus or communicable disease.”. This exclusion also applies to Directors and Officers Insurance for Rugby Canada, each Provincial Union, each Sub Union and every Member Club.
To begin this process complete the Risk Assessment Tool to identify the risk level for your organisation and proposed activities. Then begin your COVID-19 Safety Plan, that outlines all necessary precautions to mitigate, transfer or avoid the identified risks both common to all sporting activities and unique to your rugby and facility operations.
Then, download the Enhanced Cleaning Procedures document and log the following:
- Cleaning products being used (Health Canada approved with DIN/NPN)
- Cleaning schedule, ensuring all used equipment is cleaning before, during (as necessary) and after every session
- Hand sanitizing products available at the entrances, exits, and on-field during activities
- Facility owner/operator responsibilities to keep facility clean and equipped
NOTE: Your Sanctioning Form should describe the activities you want sanctioned immediately, for changes to your training plan or progression to other activities contact the COVID-19 Manager.
- Level of contact proposed (indicate if you plan to move to contact training, contact or non-contact competition and leagues, etc.)
- Age of participants (minor, junior, senior)
- Membership categories for registration, see 2021 Membership Categories and Fees: https://www.saskrugby.com/registration/
Schedule of Activities: Provide a tentative list of scheduled sessions. Report any changes to your schedule to covidmanager@saskrugby.com.
The following additional documents will be identified and explained in risk mitigation and planning, resources for developing these tools are available under Resources.
Emergency Action Plan (EAP) for any facility accessed as part of in-person activities
- Clinical features of COVID-19
- Prevention measures (respiratory etiquette, hand hygiene practice, physical distancing)
- At risk population/determining individual and household risk
- Definitions of Quarantine, Self-isolation, Self-monitoring
EMERGENCY ACTION PLAN (EAP)
This plan is essential in identifying and quickly responding to medical and other emergencies, especially during the pandemic when emergencies can arise and develop more rapidly. There are templates for this plan under Resources.
Your updated EAP must include:
- location of first aid kit and supplies on-site,
- Emergency Services access points (i.e. how can paramedics get on the field),
- assembly points,
- addresses and contact information for nearest hospital and clinics,
- COVID-19 First Aid Modifications and contacts,
- your Enhanced Cleaning Procedures document outlining equipment and facility cleanings.
ENHANCED CLEANING PROCEDURES (ECP)
Cleaning is critical during return to play to ensure high-risk touch points such as handrails, taps, shared equipment, benches, etc. are being disinfected regularly to prevent COVID-19 transmission. Download and fill in the ECP log with the products you plan to use at your activities, including their DIN or NPN numbers (explained below).
- Locate the 8 digit number beginning with DIN or NPN on your product
- Look for that number of the Health Canada Lists below:
PUBLIC HEALTH INFORMATION
Organisers of in-person rugby activities must ensure coaches, volunteers, players, and parents are aware of the risks of COVID-19 and measures in place to mitigate. Sask Rugby recommends:
- creating a COVID-19 orientation to share online with members prior to the first day of training,
- assembling a binder of COVID-19 information to keep on-site at training,
- sharing the link to Sask Rugby’s Return to Play for Players page.
Whenever possible, use the Sask Rugby Public Health Information Binder or refer to the sources below. If you are distributing this public health advice always indicate the name of the source.
- Health Canada
- Canadian Medical Association
- Government of Saskatchewan
- Public health agencies
sask rugby rtp supports
FIELD SIGNAGE
For facility owners/operators, Sask Rugby will cover any pre-approved costs of field signage for public health information or traffic flow.
To request field signage contact the COVID-19 Manager prior to submitting your sanctioning application.
PUBLIC HEALTH INFORMATION BINDER
This collection of public health information satisfies sanctioning requirements and includes info sheets and graphics that may be useful.
Sask Rugby COVID-19 protocols (Safety Guide) are included in the binder but we recommend adding:
- your approved COVID-19 Safety Plan
- your approved Emergency Action Plan
- your Enhanced Cleaning Procedures log (or complete the blank log in the binder)
- a detailed attendance log that tracks participant times in and out
- any other relevant documents submitted as part of sanctioning (flow plan, communication plan, etc.)
HAND SANITIZERS
Programs are required to keep hand sanitizer on-site for members, Sask Rugby can provide these free of cost.
Sask Rugby sanitizers and NPNs:
- HealthWorks, hand sanitizer, NPN: 80100811
- Germs Be Gone, hand sanitizer, NPN: 00102627
- Smooth 42 Craft Distillery, CRE8 hand sanitizer, NPN: 80098008
MEDICAL MASKS
Coaches and officials are not considered close contacts (or counted in training group sizes) unless they come within 2m of participants or could potentially come within 2m of participants during an activity. If coaches/officials are instructing contact or unable to remain physically distanced on the field, they must wear medical grade masks.
Sask Rugby will provide medical masks free of cost as necessary. To request medical masks contact the COVID-19 Manager.
managing Return
Once you are approved for sanctioning, you can set up Sportlomo registration, your system for collecting attestations and tracking attendance, and your required COVID-19 update to members.
Once all these systems are in place you are ready to deliver in-person rugby activities according to your sanctioning agreement.
Your sanctioning application will determine the membership categories opened for you on Sportlomo this season. Set up your registration and direct members to the links below. For any help with Sportlomo setup, got to www.saskrugby.com/registration or email memberservices@saskrugby.com.
All participants must be registered on Sportlomo prior to attending any in-person rugby activities. This applies to players, coaches, therapists, and officials. Registration includes a Participant Agreement that has been updated to explicitly address the known risk of COVID-19, it’s most important that registration is completed by the participant or the participant’s legal guardian.
For any in-person activities you must collect pre-activity health checks from all attendees (coaches and players) and track attendance at activities (at both training sessions and competitions).
Attestations: Pre-training health checks to ensure no one with symptoms is coming to activities. These are collected and tracked online using either Sportlomo or Wufoo surveys. Use Sportlomo whenever possible, Wufoo is a backup and you must contact the COVID-19 Manager to be added to the survey and receive the updated link. Daily attestations will be safely store by Sask Rugby and your organisation for at least 2 years.
Attendance Tracking: Record all participants in your group at the facility, including any coaches or officials who are breaching 2m of distance with players. This is part of public health requirements and must be shared with public health authorities as necessary. Use Sportlomo whenever possible, otherwise complete tracking manually, ensuring attendance logs can be shared online with the COVID-19 Manager.
For help setting up Sportlomo:
Before your first session, and ideally before registration, you must share the following with your members so they can make an informed decision about returning and be aware of all guidelines before stepping on the field.
Required
- Self-assessment/screening tool to encourage self-monitoring for symptoms
- Public health information on COVID-19 (outlined in Safety Plan)
- Consequences of non-compliance with COVID-19 rules (outlined in Safety Plan)
- COVID-19 Safety Coordinator and COVID-19 Manager contact details
Highly Recommended
- Sask Rugby Return to Play pages (RTP for Players, COVID-19 Resources)
- your approved COVID-19 Safety Plan
SELF-ASSESSMENT /SCREENING
Provide a COVID-19 self-assessment link to all members upon registration/prior to the first training session (pre-integration). This is to get them thinking about their baseline and be able to more easily identify changes and potential symptoms.
Distribute either of these links to your members:
- Health Canada: https://ca.thrive.health/covid19/en
- Government of Saskatchewan: https://public.ehealthsask.ca/sites/COVID-19/
Anyone with a history of “COVID-19 like” illness or close/sustained contact with someone with similar symptoms should not enter the training environment for at least 14 days after the last contact or 10 days post symptom resolution with medical clearance provided to Sask Rugby.
ensuring safe return
Once you start delivering in-person activities, as per your COVID-19 Safety Plan, you must stay up to date on relevant COVID-19 information (public health orders, outbreaks, changes to best practice), collect attestations, and track attendance.
The COVID-19 Manager will monitor all safety measures to ensure adherence to your Safety Plan, failure to adhere to COVID-19 related rules will result in immediate and complete cessation of all rugby activities and removal of all access to club facilities until rectified.
Your COVID-19 Safety Coordinator has the following responsibilities throughout your season (unless transferred and specified in Safety Plan):
- Monitoring and storing all attestations and agreements
- Ensuring adherence to the approved Safety Plan (i.e. cleaning, group sizes, etc.)
- Acting as first contact for members reporting suspected or confirmed COVID-19 cases
- Notifying COVID-19 Manager of suspected or confirmed cases and helping notify close contacts from activities and any relevant public health authorities as per Safety Plan protocols
- Staying up to date on COVID-19 updates and information (from COVID-19 Manager) and sharing these with the organisation
Safety Coordinators will receive regular emails from the COVID-19 Manager, it is important they review all updates and notify programs of any changes to their Safety Plan. All updates will be posted on the Sask Rugby Return to Play COVID-19 Resources page.
The COVID-19 Manager will monitor all attestations, attendance tracking, and cleaning logs to ensure adherence to Safety Plans. Submit the following to covidmanager@saskrugby.com every 2 weeks of in-person activities:
- Attendance log for sessions
- Attestations from all participants at each session
- Updated cleaning log (enhanced cleaning procedures) showing equipment is being sanitized before and after each session with hand sanitizers on-site
If you are using Sportlomo, you do not have to submit attestations or attendance logs unless specified, these are tracked online. You must still submit the updated ECP.
In the event of missing safety checks or attestations, the COVID-19 Manager will contact your Safety Coordinator and President. Not adhering to COVID-19 related rules will result in immediate and complete cessation of all rugby activities and removal of all access to club facilities until rectified.
Contact tracing is required for all sport activities in Saskatchewan as per government regulations:
“Organizers must keep a record of attendees. All players, spectators, staff and volunteers should be provided with a sign-in on arrival option, with name, phone number and/or email to facilitate contact tracing, if necessary. Records of attendance must be retained for a minimum of one month. Where possible, do not use a common pen. Providing this information is voluntary for attendees and can only be used for the purposes of COVID-19 contact tracing.”
For registered athletes, coaches, volunteers, and match officials: log in to Sportlomo and complete attestations and attendance
For anyone else at your field/facility (spectators, parents): share or post COVID-19 attestation (symptom checker) and collect contact information of individuals for contact tracing in a contact tracing log.