Player Evaluation Policy
Player Evaluation Policy
Purpose
This Policy describes how Bow River South Basketball aims to deliver its Player Evaluation Program, particularly its governing process, tools, and general methodology around player placement.
Commitment
Bow River South Basketball’s Evaluation Program commits to the True Sports Principles.
1) Go for it - Rise to the challenge - always strive for excellence
2) Be Fair - Evaluate honestly and objectively
3) Respect Others - Show respect for everyone involved
4) Keep it Fun - Find the joy of sport - keep a positive attitude
5) Stay Healthy - Place physical and mental health above all other considerations
6) Include Everyone - Share sport with others. Ensure everyone participates
7) Give back - Find ways to show your appreciation to others
Governing Aspects
1) A minimum of 2 evaluation sessions will be held for each Age Group.
2) Wherever possible, the same evaluators will evaluate throughout their sessions.
3) Coaches cannot assess the age group they plan to coach in.
4) Parents cannot assess their children.
5) Placement will be concluded before any coaching assignments are made.
6) In the case of disagreements, the Lead Evaluator will make the final decision.
Roles and Responsibilities
Evaluation Coordinator
- Provide Evaluation Process and Tools
- Ensure Age Group Coordinators have the necessary tools/templates
- Parent/Player communication
- Player Evaluation templates
- Drill Sheets
- Pinnies and Supplies
- Ranking spreadsheet templates
- Assist Age-Group Coordinators in recruiting evaluators
- Assist Lead Evaluators in all cases
- Physically be present in gymnasiums throughout the evaluation process
Lead Evaluators
- Responsible for executing the evaluation process
- Prepare their evaluation support team
- Collect and review session data
- Assign subsequent session rosters
- Confirm placement
- Provide feedback for continuous improvement to the Evaluation Coordinator
Supporting Evaluators
- Run their assigned station
- Fill out the evaluation form
- Support fellow evaluators
- Encourage player participation, drive, and engagement
- Provide feedback for continuous improvement to the Evaluation Coordinator
Age Group Coordinators
- Communication with Parents / Players throughout the Evaluation process
- Recruit the lead and support Evaluators for an Age Group other than their own.
- Support their assigned Lead Evaluator and supporting Evaluation team.
- Approve or Deny Accommodation Requests
- Consult with their VP to confirm team coaches
- Administer the registration & uniform sizing process
- Set up teams and coaching staff in Ramp.
Director of Facilities
- Confirm Gymnasium booking and communicate with Age Group Coordinators
Practice
Bow River South Player Evaluation Process and associated Tools are documented and maintained in the Association’s Google Drive.
Player Placement
Player Placement Practice will be established to determine how players are placed on teams. Considerations will include:
- Evaluation results of each session.
- Player's primary position and team makeup balance (i.e., avoid a team full of guards)
- Previous years' placement/play. Too close-to-call situations the 2nd-year player (if over a 1st-year) wins the tiebreaker.
- If both players are in the same year of eligibility, the Lead Evaluator is the tiebreaker.
Accommodations
Accommodation requests will be reviewed under the following conditions:
- Same-household/blended family situations.
- Requests must be submitted by email to the Age Group Coordinator before the start of Evaluations.
Age Group Coordinators are the decision-makers. Approval will only be given if siblings end up placed two (or fewer) levels apart. In all cases, the higher-ranked sibling must move down.
Special considerations will be in place for:
- players with severe mental/physical conditions requiring “play down.”
- exposing younger kids to the game (e.g. incoming U11/13 girls with little basketball experience who want to play with their friends on lower-ranked teams.
Dispute Resolution
A Player Placement Dispute Resolution Practice will be in place. Upon completion of the Evaluation Process and subsequent Team Placement, parent(s) can trigger a dispute to the Executive Committee.
- Disputes must be submitted within 14 days of initial team placement notification
- Upon dispute submission, all disputes trigger a minimum 14-day review window, during which:
- The Player will be disqualified from practice and gameplay.
- Information gathered throughout the evaluation process will be reviewed
- Age Group Evaluators may be consulted and asked for feedback
- Previous years' placement/play (if available) will be considered
- Decisions by the Executive Committee are final.
Policy Review Period
This Policy will go through a review process at least once every two years.
Refund Policy
BOW RIVER SOUTH BASKETBALL REFUND POLICY & WITHDRAWAL POLICY
As a not for profit organization that runs on a very tight budget, that is based on league fees being charged per team, not players, it is necessary to adopt the following stringent policies for withdrawals. Practice night, times, and locations cannot be confirmed until after evaluations have been completed and teams have been set (usually by the third week of September).
We understand that some children are involved in multiple activities and where possible we will try to accommodate your requests, however, conflicts with these other activities do not qualify as a refund exception.
Please consider your child's schedule and time commitments to other activities prior to completing your registration.
Refund Policy / Withdrawals
All withdrawal and refund requests must be made by email to our Registrar (see below for instructions)
- 50% fees refunded (minus $50 administration fee), prior to August 15, 2026 for U11 to High School Programs.
- 50% fee refund (minus $50.00 administration FEE), prior to September 1, 2026 for Tykes Programs
- No refund will be given after September 2, 2026 for ALL Programs.
- High School Players in Winter session (Jan-Mar) no refunds given after the season starts.
Please note that no refunds will be granted based on player requests not being met (friend requests, practice nights, team placement, etc.).
The only exception to the above-stated withdrawal deadlines would be for players that are found to be medically unable to continue in the program (supported by a current doctor’s note) due to a NEW MEDICAL CONDITION.
These refunds will be prorated based on the date in the season that the injury occurred. No refunds will be given after January 1, 2027.
If you require a refund, please send your request via email to the Registrar at: Bow River Registrar; include the player's name, age, division, complete mailing address including postal code, and the reason for withdrawal, (you will be asked to provide a doctor’s note if the reason is for medical purposes).
Approved refunds will be processed in October only after confirmation that the player’s uniform has been returned to the uniform coordinator.
Policy updated August 2025.