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BC Rugby Sanctioning

SANCTIONING EXPLAINED

Sanctioning is the process where Rugby Canada’s accident and general liability insurance coverage is extended to Rugby events outside of league play. The practices and league matches of registered Clubs are the only competitions considered sanctioned and insured by default when all athletes, team management and staff and all participants (volunteers, organising committee/board of directors) are registered within the current membership year.

Any other event may seek sanctioning by an authorised representative of a member organisation and thus Rugby Canada Insurance can be extended by following the relevant application instructions.

INTERNATIONAL PLAYER CLEARANCE

Outbound Players

For Canadian players wishing to play Rugby in another Union.

In accordance with World Rugby Regulation 4, when moving to another country all players (both youth & adults) are required to obtain international clearance from their current Union to play Rugby for a Club in another Union.

Each Union has its own International Clearance Application form, which is tailored to their specific processing requirements. Rugby Canada will request its own International Clearance Form to be completed. The incorrect form being submitted will cause a delay in your processing times.

If you are currently registered as a Rugby player in Canada and are planning to play in another country, you will need to be cleared out of Canada and into your new Union. To do this:

Please fully complete the Rugby Canada International Clearance Form.

You are responsible for ensuring that your current Rugby Club and Provincial Union sign the form.

If you are eligible to play international matches for a Union other than Canada or the Union which you are going to, you are responsible for ensuring that Union signs the Clearance Form, ‘Other Union’, prior to submitting a fully completed form to Rugby Canada.

Send your fully completed Rugby Canada International Player Clearance Form to msison@bcrugby.com, who will process the request and send the form to Rugby Canada for final approval.

If all is in order Rugby Canada will clear you out of Canada and then email a copy of the Form to your new Union in order that you can be cleared into that country.

NOTE: Rugby Canada receives a considerable number of requests for clearance at the end of the Provincial domestic season. Rugby Canada will aim to return your clearance form within 14 business days.

Inbound Players

It is recommended that players moving to Canada to play Rugby obtain a copy of their Unions international clearance from via their Club or Union. Players will need to complete and submit this form prior to their departure to Canada.

Rugby Canada can only accept approved clearances directly from the Union of the country you are leaving. Once we receive an approved clearance from another Union, you will be notified by Rugby Canada.

Follow the steps below:

Complete as far as possible the International Clearance Form provided by your current national Union. This is normally downloadable from their website. If this is not available, your current Union may accept the standard clearance form attached as Appendix 1 to World Rugby Regulation 4.

Forward the form to the individual responsible for administration at your current club. Ask them to forward the Form to your current national Union, confirming that you are under no contractual obligation to the club. We recommend that you ask to be copied in on this correspondence.

Your current Union will then complete the process of clearing you out of their Union. They will send a copy of the Form to Rugby Canada at clearances@rugby.ca.

Rugby Canada will review your clearance form and providing everything is in order, we will then clear you to play in Canada. At this point, Rugby Canada will send a copy of the completed clearance form and a covering letter by email to the secretary of your Canadian Club and/or Provincial Union.

The Club Secretary should provide you with a copy of the correspondence for your own records.

PERSONAL ACCIDENT INSURANCE

When you leave Canada to play in another Union you will cease to be covered under the National Insurance Program. All players planning to play Rugby outside of Canada are advised to research the insurance arrangements in their new Union. 

Please note that the insurance coverage in some Unions may be significantly less than that provided in Canada. In addition, in some countries, injured players will be required to pay for any medical treatment they receive.

If you can not find the information you are looking for or need assistance with an international clearance, please contact clearances@rugby.ca.

GOING ON TOUR

Use the drop-down menu below for more information on outbound, inbound and interprovincial touring:

For clubs and schools wishing to tour in another Union, in accordance with WR Regulation 16, all tours travelling outside of Canada must be sanctioned by BC Rugby and Rugby Canada. International Unions and World Rugby require that all teams must have National Union Sanctioning prior to the departure date.

All high schools, colleges, universities or any other third-party organisation travelling outside of Canada to play Rugby must provide adequate insurance coverage. Emergency Travel Medical and Sports General Liability Insurance Coverage (which covers contact sports) from the school/school board or third party must be presented prior to departure.

Application Process:

Submit a sanctioning application at least two weeks in advance of departure date. An expedite fee will be assessed to late applications that do not meet the two-week submission deadline

Application Form Checklist:

  • A fully completed tour roster which includes all players, coaches and support staff (all listed participants on the roster must be registered and active, for the duration of the tour, on SportLomo)
  • Details of your match itinerary must be outlined in your application
  • Your Provincial Union will also be required to approve your tour, prior to Rugby Canada providing clearance

All finalised rosters must be submitted to tours@rugby.ca 2 weeks prior to the departure date. In exceptional circumstances should the roster change please email tours@rugby.ca

All tours travelling to Canada must be sanctioned by Rugby Canada and the destination Province and subsequent Provincial Union(s). Furthermore, World Rugby requires that all teams must have Home National Union Sanctioning Approval prior to touring.

Accidental Death and Dismemberment (AD&D), Travel Medical and General Liability Insurance Coverage from the inbound tour must be presented prior to departure.

NOTE: Either the Club, the school, a liaison officer, or the touring team can initiate the process to secure tour approval for an incoming tour.

All tours wishing to travel to another Province within Canada need to be sanctioned by the home Provincial Union and the destination Provincial Union.

All registered players travelling within Canada are covered under their Provincial Health Care’s Insurance Policy. However, Rugby Canada’s accident and general liability insurance coverage is only extended to a Rugby event which is sanctioned.

The practices and league matches of registered Clubs are the only competitions considered sanctioned by default when all athletes, team management and staff and all participants (volunteers, organising committee) are registered within the current Membership year.

EVENT SANCTIONING

The following events require a sanctioning application to access Rugby Canada’s accident and general liability insurance coverage:

Exhibition games: any game organised between two Clubs that is not part of the official league schedule.

Try Rugby: a come and try event hosted by a Club or organisation.

Rugby camp: a camp or program organised by a Club or organisation.

Tournament: any tournament organised by a Club or organisation that is not part of the official league schedule.

SANCTIONING APPLICATION DEADLINES

FormSubmission DeadlineApplication Processing Cut-Off DateForm
International Tours2 weeks prior to the departure date3 business days prior to departure$50.00
Interprovincial Tour2 weeks prior to the departure date3 business days prior to departure$50.00
Exhibition Game2 weeks prior to the departure date3 business days prior to departure$0.00
Try RugbyMust be confirmed and emailed to Rugby Canada 48 hours prior to departure48 hours prior to departure$50.00
TournamentMust be confirmed and emailed to Rugby Canada 48 hours prior to departure48 hours prior to departure$0.00
CampsMust be confirmed and emailed to Rugby Canada 48 hours prior to departure24 hours post event$0.00
International Player Clearance$50.00
Tour Roster List$25.00
Event Club Team List$25.00
Event Roster List$25.00