On-Site Services Schedule

This Schedule applies to all on-site services under the Agreement. Quantities, dates, and pricing are stated in the Order Form.

1. SCOPE

1.1  On-site services include the initial baseline assessment, each reassessment cycle, training dates as defined in the Order Form, coach certification delivered in person, and any other attendance the parties agree in writing.

1.2  Provider will supply the assessment equipment and personnel required for each on-site session. The Organization will supply the site and the conditions described in Section 4.

2. SCHEDULING

2.1  Planning. The parties will agree an on-site calendar for the Term within [thirty (30)] days after the Effective Date, covering the baseline assessment, both reassessment cycles, the parent information session, and the introductory training date.

2.2  Lead time. Each on-site session requires at least twenty-one (21) days written notice unless the parties agree otherwise. Sessions are subject to mutual availability.

2.3  Roster confirmation. At least seven (7) days before each assessment session, unless the parties agree otherwise, the Organization will confirm in writing the athletes scheduled to attend and will confirm that a signed Consent Package has been delivered to Provider for each of them. Provider will not assess an athlete not on that confirmed list.

2.4  Session duration and capacity. Where the number of athletes scheduled exceeds that capacity, additional on-site days are required and are chargeable unless included in the Order Form.

3. CANCELLATION AND RESCHEDULING

3.1  By the Organization. The Organization may cancel or reschedule an on-site session on at least seven (7) days written notice at no charge. Cancellation or rescheduling with less notice consumes the session, and where the session was an included item under the Order Form it is treated as delivered.

3.2  By Provider. Provider will use reasonable efforts to avoid cancelling a confirmed session. Where Provider cancels or fails to attend for reasons within its control, Provider will reschedule at no charge within [thirty (30)] days, and the session is not treated as delivered.

3.3  Adverse weather and site closure. Where a session cannot proceed because of adverse weather, site closure, a public health order, or another cause outside either party's reasonable control, the session is rescheduled at no charge to either party and is not treated as delivered. Neither party is liable to the other for costs arising from a cancellation under this Section.

3.4  Insufficient attendance. Where fewer athletes attend a confirmed session than the Organization confirmed under Section 2.3, the session is treated as delivered and Provider is not required to return for the athletes who did not attend, except as part of a subsequent session that the Organization schedules and, where applicable, pays for.

4. SITE REQUIREMENTS

The Organization will provide, at no charge to Provider:

(a)  an indoor space adequate for the assessment stations, with sufficient floor area, controlled lighting, and low ambient noise;

(b)  reliable mains power into the facility;

(c)  network access sufficient to upload assessment data, or confirmation in advance that network access is unavailable so that Provider can plan accordingly; and

(d)  reasonable access for setup and teardown before and after the scheduled session time.

4.1  Suitability. Provider may decline to proceed with a session where the site does not meet these requirements, and the deficiency materially affects the validity of the assessment or the safety of participants. Where Provider declines on that basis, the session is treated as cancelled by the Organization under Section 3.1.

5. CHILD SAFEGUARDING

The requirements in this Section are minimum standards. They do not replace the Organization's own safeguarding policy or any requirement of the Organization's sport governing body, and the stricter requirement applies.

5.1  Screening. Each party will ensure that every individual it sends to a site at which athletes are present has completed a criminal record check under the Criminal Records Review Act (British Columbia) for work with children, or the equivalent requirement in the jurisdiction of the site. Each party will provide evidence of completion to the other on request before the first on-site date.

5.2  Two-adult rule. Provider personnel will not be alone with an athlete at any time. The Organization will ensure that at least one Organization-designated adult who has completed the Organization's own screening is present throughout any session in which Provider personnel interact with athletes.

5.3  Physical contact. Provider personnel will limit physical contact with athletes to what is necessary to fit or adjust assessment equipment, will explain any such contact to the athlete before it occurs, and will conduct it in the presence of the Organization-designated adult. An athlete may decline and may ask that a parent, guardian, or the Organization-designated adult assist instead.

5.4  No private contact. Provider personnel will not initiate or accept private electronic contact with an athlete, including by personal phone, personal email, direct message, or social media. All communication with athletes takes place through the Platform or through the Organization.

5.5  Photography and recording. Provider personnel will not photograph or record athletes on site except with the Organization's prior written approval and only where a signed release is held for each athlete appearing in the material. This Section does not restrict the assessment equipment operating as designed.

5.6  Reporting. Each party will immediately report to the other, and to the appropriate authority where the law requires, any incident, allegation, or reasonable suspicion of harm to an athlete arising in connection with an on-site session. Neither party will delay a report to an authority in order to consult the other.

5.7  Removal. The Organization may require Provider to remove any individual from its site where the Organization has a reasonable safeguarding concern. Provider will comply immediately and will not treat the resulting disruption as a cancellation by the Organization.

6. CONDUCT OF ASSESSMENT SESSIONS

6.1  Voluntariness. An athlete may decline to begin or may stop an assessment at any point without explanation and without consequence. Provider personnel will tell athletes this at the start of each session.

6.2  No results at the session. Provider will not discuss, display, or report an athlete's assessment results at the assessment session. Results are made available through the Platform after processing.

6.3  Withdrawal of consent. Where the Organization notifies Provider that a parent or guardian has withdrawn consent, Provider will not assess that athlete and will handle any data already collected in accordance with the Order Form.

6.4  Athlete wellbeing. Provider personnel will pause or end an assessment where an athlete appears unwell, distressed, or unable to continue, and will refer the athlete to the Organization-designated adult.

7. HEALTH, SAFETY AND INCIDENTS

7.1  Emergency response. The Organization is responsible for first aid and emergency medical response at its sites. The Organization will inform Provider before each session of its emergency procedure and the location of first aid resources.

7.2  Injury. Where an athlete is injured or becomes unwell during a session, Provider personnel will stop the session for that athlete, notify the Organization-designated adult immediately, and follow the Organization's emergency procedure.

7.3  Incident reporting. Each party will report any injury, near miss, or property damage arising at a session to the other in writing within [two (2)] business days.

7.4  Workers compensation. Each party is responsible for workers compensation coverage for its own personnel and will provide evidence of coverage in good standing on request.

7.5  Site rules. Provider personnel will comply with the Organization's site rules and any facility operator's rules made known to Provider in advance.

8. EQUIPMENT

8.1  Ownership and risk. Governed by the Order Form. Provider retains ownership. Risk passes to the Organization only for a period during which the Organization takes custody by agreement.

8.2  Handling. Only Provider personnel, or Organization personnel Provider has trained and authorized in writing, may operate the eye-tracking equipment.

8.3  Hygiene. Provider will clean equipment that comes into contact with athletes between uses in accordance with its documented procedure.

8.4  Data on devices. Provider will not leave Athlete Data on assessment devices after upload and will secure devices in transit and when not in use.

9. GENERAL

9.1  Travel. Travel inclusion and any charge for travel beyond the included area are stated in the Order Form.

9.2  Precedence. The Order Form prevails over this Schedule. This Schedule prevails over the Organization Terms and Conditions to the extent of any conflict concerning on-site services.

9.3  Records. Provider will maintain a record of each on-site session, including the date, location, personnel attending, athletes assessed, and any incident reported.