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Pay Annual Dues
Paid the annual dues set by BC Rugby for such membership, or all other monies owed by it to BC Rugby, not later than 45 days after payment is due.
Welcome to the Club Resources page. Here you will find information on Membership dues, Age-Grade Bandings, Sanctioning, Player Clearances and more.
Skip to the relevant sections by clicking on the topics below:
CREATING A NEW RUGBY CLUB
Are you interested in starting a Rugby club? BC Rugby encourages and supports Rugby development across the Province.
If you would like to apply for BC Rugby membership, you must complete a Membership Application Form that requires the following documents:
- The Club’s current By-Laws and/or Constitution
- A list of the Club Executive
- Certificate of Good Standing
- Statement of Accounts
- A copy of the minutes of the most recent AGM
Once the application is received with these documents, the BC Rugby Board will review the application for consideration. Upon approval, the Club Membership becomes effective from the date of the Board decision.
Use this handy drop-down menu for tips, pointers and what to think about before applying to set up a new Rugby Club:
Historical and Stakeholder Review
- Why is there no Rugby Club in the local community?
- Has there been a Rugby Club previously?
- Is there any other type of Rugby in the community (High School, University etc)?
- What is the closest Rugby Club and do people in the community travel to play there?
- What type of Rugby demographic does the community hold (if any)?
- Are there any reasons Rugby could not sustain in the community?
Resource Assessment
- Do we have the right people for the job?
- Do we have access to funding to help us get started?
- What facilities can we use and access?
- What type of Risk Management procedures do we have in place?
Governance Requirements
- Registration as an incorporated society with the BC Societies
- Certificate of Good Standing
- Organization’s Constitution and Bylaws as most recently filed with the relevant authority
- Minutes of most recent Annual General Meeting
- Statement of Accounts
Facilities
- How do we access facilities?
- Are their openings for new groups?
- Are rental fees feasible?
Community Support
- Initial Public Meeting – engage the local community (media, community centres, schools)
- Any municipal grants or funding available?
- What is the fundraising/sponsorship potential?
Strategic Planning
- Once it is decided that the Club will be founded, a Strategic Planning session with the Board and other stakeholders must take place
MEMBERSHIP APPLICATIONS/RENEWAL
Every Member must uphold the BC Rugby Constitution and comply with the BC Rugby Bylaws. Each Member shall be in good standing with BC Rugby provided that such member completes the following:
MEMBERSHIP CATEGORIES AND FEES
Become a Member
BC Rugby Membership is available to any resident of BC. Register as a player, Coach, Official, volunteer, medical staff, or supporter to become a Member. Learn more below on our Membership page.
Membership Types and Fees
Check the below table and boxes for more information on Membership Types and Fees.
The 2023/24 Age-Grade Bandings for Boys and Girls Programs are:
- U14
- U16
- U18
| Membership Type | Role | Birth Year |
|---|---|---|
| Mini | Player | 2012 and younger |
| Junior | Player | 2005-2011 |
| Senior | Player | 2001+ |
| Masters | Player | 1922-1988 |
| Masters 77+ | Player | |
| Coach, Manager, Official, Medical Staff, Volunteer, Board Member | Team Staff/Supporter |
2023-24 Membership Dues
Click to view the 2023-24 BC Rugby Membership Dues
DownloadMembership Definitions
Membership Definitions
Learn More2023-24 Birth Year Chart
Click to view the 2023-24 Birth Year Chart and Age-Grade Bandings
Download2023-24 Play Up or Down Chart - Excluding Front Row
Click to download the 2023-24 Play Up or Down Chart (Excluding Front Row)
DownloadAGE-GRADE AND MINI BANDINGS
The 2023/24 Age-Grade Bandings for both Boys and Girls are as follows:
- U18
- U16
- U14
This decision was approved at the latest BC Rugby Competitions Committee meeting, and will come into effect ahead of the new Fall season.
These bandings align with the 2022 Rugby Canada Age-Grade Law Variations and the current BC Bears Player Pathway.
Mini Rugby Age-Bandings
To align with the changes in the Age-Grade banding, Mini Rugby Age Bandings for the 2022/23 season are:
- U12 (Intro to Contact)
- U10
- U8
- U6
This decision was approved by the BC Rugby Competitions Committee and will come into effect ahead of the new Fall/Spring Season. These bandings align with the 2022 Rugby Canada Age-Grade Law Variations.
MANAGING MEMBERSHIP/REGISTRATION ONLINE
Sportlomo
BC Rugby uses SportLomo to manage Membership and registrations and provides this platform to all Member Clubs (free of charge) to manage their Membership and collect dues. This is for Club administrators and registrars to ensure that you have all the tools and resources you need for a smooth and successful season.
How to Set Up Registration
BC Rugby offers several different Membership types to ensure that everyone who wants to get involved can do so and access insurance coverage. All Members (players, coaches, officials, management, volunteers, medical staff, etc.) must be registered to participate in activities during the season.
A Club’s registrar or administrator will need access to the Club’s SportLomo administration site. If your Club needs assistance logging in, please contact Marga Sison at the BC Rugby Office. Membership types for the upcoming season will be added to your SportLomo account by BC Rugby.
Once the Membership types are in your account, Clubs can create their own Membership types to suit their needs and then proceed to creating Membership packages for Members to purchase for the season.
How to Process Refunds (*NEW*)
SportLomo implemented a new refund process wherein Clubs now have the option to process manual refunds online. By processing manual refunds online through SportLomo, Clubs now have the option to have the refund go directly back to the Member, without having to write a cheque or other payment methods. Clubs will need to set up the Offline Payment option on Sportlomo, using the guide below.
How to Create Team Sheets
Team sheets need to be submitted on SportLomo prior to Kick Off. Any changes and edits can be made up to 48 hours after the match has ended.
A complete team sheet includes all players, coaches, medical staff, import/national team players (if any), and team staff.
How to Export System Reports
Club administrators and registrars can export system reports in SportLomo. Log in to your SportLomo admin account, click System Reports under the Reports heading and select the report you need.
How to Create an Event on SportLomo
Is your Club hosting a fundraiser, Club day or TRY Rugby event? Use SportLomo to manage event registrations and payments.
Use these guides in relation to your SportLomo Account:
Admin-Registration-Guide
Admin-Registration-Guide
DownloadMember FAQ Guide
Member FAQ Guide
DownloadSportlomo Membership Payments Manual
Sportlomo Membership Payments Manual
DownloadSportlomo FAQs
Sportlomo FAQs
Learn MoreSportlomo Membership Services
Sportlomo Membership Services
Learn MoreHow To Create Team Sheets
Download the SportLomo guide on creating team sheets.
DownloadSportlomo Resource Library
Sportlomo Resource Library.
Learn MoreSANCTIONING
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.
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 cannot find the information you are looking for or need assistance with an international clearance, please contact clearances@rugby.ca
How to apply for sanctioning for exhibition matches and tournaments:
PLAYER CLEARANCE & EXEMPTIONS
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:
STEP 1 - Complete Rugby Canada International Clearance Form
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.
STEP 2 - Sign Clearance 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.
STEP 3 - Send International Player Clearance Form
Send your fully completed Rugby Canada International Player Clearance Form to aburley@bcrugby.com, who will process the request and send the form to Rugby Canada for final approval.
STEP 4 - 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:
STEP 1 - Complete International Clearance Form
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.
STEP 2 - Forward form to National Union
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.
STEP 3 - Processing Between Unions
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.
STEP 4 - Review and Clearance
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.
PLAYER EXEMPTION FORMS
Per World Rugby guidelines, this form must be completed and approval sought for players wishing to play with the opposite gender if they are aged 13 and older. This process also applies for age-grade exemptions in the following scenarios:
U19 players wishing to play Senior Rugby
Age-Grade players wishing/needing to play up or down by one birth year
To download the BC Rugby Player Exemption Form, click to view the below PDF and then click the ‘Save’ button in the top right corner:
BC Rugby Player Exemption Form
Click to view/download the BC Rugby Player Exemption Form.
Read MoreSAFEGUARDING YOUR CLUB
Directors And Officers Insurance
Board members and volunteers (in defined roles) have no individual registration dues. Board and Officer Insurance is done as an annual fee to the clubs (this will be waived if the club provides proof of its own Director and Officer’s insurance or if ALL Directors and Officers are current Members in other categories.
BC Societies Act Transition Guide
New legislation is in place that all societies must abide by and BC Rugby’s Governance Committee, with support from Fasken Martineau LLP, created a guide for any Rugby Club or Association to successfully transition in accordance with the new BC Societies Act.
The transition guide contains a step-by-step process for you to follow as well as a ‘Rugbyfied’ bylaws template.
BC Societies Act Transition - PDF
Guidelines for BC Rugby Clubs and Associations.
ViewBC Societies Act Transition - Word
Guidelines for BC Rugby Clubs and Associations.
Criminal Records Checks (Legislated)
All people who work with or may have potential for unsupervised access to children or vulnerable adults need to have a Criminal Record check.
The Government of British Columbia supports non-profit organisations with their Criminal Records Review Program (CRRP).
This allows organisations to apply to the program and then receive free criminal record checks of volunteers who work with children and vulnerable adults.
Club volunteers can submit their request online using a code that is specific for your Club and your Club contact will receive the clearance letter directly. This eases the process of getting this necessary documentation done.
Click here for more information on this program.
Minimum Coaching Standards
Rugby Canada and its Provincial Unions recognise the value of having NCCP certified coaches that are engaged in Professional Development programs which reinforce the values of lifelong learning and sharing amongst the coaching community.
For NCCP certified coaches to maintain their certified status, they will be required to obtain Professional Development (PD) points. PD points can be earned through a multitude of activities that coaches already participate in, including: national and provincial sport organisation conferences and workshops, eLearning modules, NCCP workshops, coach mentorship programs, and active coaching.
In most cases coaches are already earning their required PD points — Maintenance of Certification is simply the policy that has introduced tracking these points and recognising coaches for their efforts.
Log into the Locker for an up-to-date record of your PD points.
For examples of opportunities to accumulate PD points, check out the pages below, and if you still have questions, check out the FAQs!
NCCP Community Initiation
NCCP Community Initiation does not require an evaluation, a coach can only receive a ‘Trained’ status. A certified status is only available if the coaching course offers the opportunity to be evaluated.
An NCCP Community Initiation ‘Trained’ coach is not required to accumulate PD to maintain their certification. If an NCCP Community Initiation ‘Trained’ Coach attends any Professional Development workshops/seminars etc., this will still be recorded on the coach’s transcript on the locker, but as a record of attendance.
NCCP Competition Introduction
The NCCP Competition Introduction context has an evaluation, a coach can be evaluated and to receive a ‘Certified’ status.
An NCCP Competition Introduction ‘Certified’ coach must accumulate 20 PD points over a 5-year period to maintain their certification. If an NCCP Competition Introduction ‘Certified’ coach does not accumulate 20 professional PD with 5 years, this will be reflected on their transcript as ‘Certified Not-Renewed’.
To renew their certification, a coach will have to meet the PD points required. Once they acquire the 20 PD points, their status will be updated from ‘Certified Not-Renewed’ to ‘certified’.
NCCP Competition Development
An NCCP Competition Development has an evaluation, a coach has the opportunity to receive a ‘Certified’ status.
An NCCP Competition Development ‘Certified’ coach must accumulate 30 PD points over a 5-year period in order to maintain their certification. If an NCCP Competition Development ‘Certified’ coach does not accumulate 30 PD points within 5 years, this will be reflected on their transcript as ‘Certified Not-Renewed’.
In order to renew their certification, a coach will have to meet the PD points required. Once they acquire the 30 PD points, their status will be updated from ‘Certified Not-Renewed’ to ‘Certified’.
GRANTS & FUNDING OPPORTUNITIES
Use the below drop down menu to learn about different funding opportunities for Clubs:
A4K
The support of A4K is available Province-wide for children ages 5 to 18 who are currently enrolled in school. Basic registration fees are paid for a multitude of approved sports, up to an annual maximum of $350 per child (which is considerably higher than other sport funding charities).
BC Amateur Sport Fund
The BC Amateur Sport Fund is a gift-giving program designed to provide fundraising initiatives to develop amateur sport on a national level. For more information on how to develop fundraising programs, please visit the BC Amateur Sport Fund page.
HSBC Bank Community Rugby Fund
Applications for the 2023 HSBC Bank Community Rugby Fund are now open!
Click here to learn more and apply!
The HSBC Bank Community Rugby Fund is a program that offers a wide breadth of grants aimed to benefit the sustainability and growth of Rugby across Canada. The Fund, presented in partnership by Rugby Canada and HSBC Bank Canada, allows all registered Rugby clubs, as well as schools and community organizations in Canada, to submit an application for funding based on the guidelines and criteria provided by the program. All submissions will be given equal consideration and recipients of the grants will be announced later this year.
HOW IT WORKS
The Idea
A community organization identifies an opportunity to grow, develop or protect Rugby within their local community.
The Application
A project lead completes the electronic application and submits to Rugby Canada.
The Project
Successful community organizations receive funding to support projects. Rugby Canada will work in partnership with successful projects to promote the great work that is being done to cultivate community Rugby.
ELIGIBLE PROJECTS
Eligible projects include those that cultivate, develop, and protect the community Rugby.
Priority will be given to those Rugby Club, School or Community Organizations that applies for grant funding that focuses on cultivating the community game with special consideration given to projects that:
- Create or develop a school to Club pathway to increase the number of registered Rugby players participating in Club Rugby.
- Creating new programs or the development of existing programs that aim introduce women and/or girls to the game Rugby.
- Build program delivery capacity through the development of Coaches and/or Match Officials within the Rugby community.
I-SPARC
Various grant and funding opportunities: I-SPARC Grants, First Nations Health Authority, Active Living Grants, Foundations/Community and General Grants, including:
Jumpstart – Canadian Tire
Community Development Grants
Community Development Grants have two funding streams. The Operational stream assists organisations with operational and administrative costs, while the Programming stream helps organisations develop or sustain sports and recreational programming for kids aged 4-18 in financial need and youth with disabilities between the ages of 4-25.
Qualified organisations may apply for one or both streams throughout the year. While organisations can apply for both an Operational or Programming Grant within the same period, the requests must be clearly justified, and funding will be dependent on quality of the application and overall demand.
Applications close on March 11th, 2022.
More information on Community Support Grants and how to apply can be found here.
Additionally, visit Jumpstart Canadian Tire for more information on other funding opportunities such as:
KidSport
KidSport provides financial assistance for children 18 and younger from families facing financial obstacles to participate in organized sport #SoALLKidsCanPlay.
For more information on how to apply for assistance, please visit the KidSport BC page.
Rugby Coaching in Schools Applications
Applications are now open for elementary and middle schools to receive non-contact Rugby programming delivered by certified, experienced Rugby Coaches directly linked to local Rugby Clubs in BC, with the aim of introducing students to a new sport that is offered in their local area.
Programming will take place in either Fall 2022 or Spring 2023.
Thanks to funding from World Rugby and Rugby Canada, this programming will aim to bring a new, fun, and safe sport into Physical Education classes and introduce students to a sport that is offered by local BC Rugby Member Clubs.
BC elementary and middle schools are encouraged to complete the online application form below and BC Rugby will be in touch when it has reviewed the application.
More information on the programming and criteria can be found here:
Rugby Coaching in Schools Information Package
Rugby Coaching in Schools FAQs
Any questions about this funding or the application can be directed to BC Rugby Director of Community Rugby, Sam Crawford, at scrawford@bcrugby.com
Deadline: 11:59pm on Wednesday, June 15, 2022 – late applications will not be accepted under any circumstances.
Government Support
Use the below drop down menu to learn about government support for Clubs:
viaSport
BC Ferries Sports Experience Program
BC Ferries and viaSport provide travel support to eligible not-for-profit sport organisations and athletes (12 business days before first day of travel).
LeadForward Grant: Advancing Balanced Representation in Sport
May 2021: aims to strengthen balanced leadership for female coaches, officials or organisational staff throughout BC by supporting their professional development opportunities.
Northern BC Coaching and Officiating Development Fund
(May 2021): to provide support for coaching and officiating development leading up to the 2015 Canada Winter Games and beyond.
Rally Together: Sport Participation Grant
The $2M Rally Together Sport Participation Grant helps organisations build their participant numbers – to recruit players, athletes and participants of all ages, and to offer more inclusive and accessible program options so that more British Columbians can play.
Rally Together: Sport Volunteer Grant
The $2M Sport Volunteer Grant will be open to B.C. based, non-profit provincial sport organisations, disability sport organisations, multi-sport organisations and local sport organisations that have experienced a loss to their volunteer efforts due to COVID-19.
Visit viaSport Website for more information.
viaSport – External Funding Sources
Visit viaSport for external funding sources including:
Active Girls (Victoria)
Denise Coutts Memorial Scholarship
Dream Catcher Charitable Foundation
Good Sports
Community Gaming Grants
Community Gaming Grants provide $140 million annually to not-for-profit organisations in B.C., to support the delivery of ongoing programs that meet the needs of their various communities.
For more information on eligibility and how to apply for funds in 2021, please visit BC Government’s Community Gaming Grant page.
IMPORTANT NOTE: If your Club received a Community Gaming Grant in 2019, the branch will NOT ask you to repay funding for previously approved programming, which is cancelled/postponed as a result of the COVID-19 pandemic.
PROMOTING & MARKETING YOUR CLUB
BC Rugby wants to help promote your Club, Members and Programs through our channels. If you have a great Rugby story to tell, we want to help tell it!
Whether you want to highlight a Member’s achievements, advertise a Club Program or simply recruit new Members – we are here to help amplify the message.
If there is anything that we can help promote or advertise through BC Rugby’s official channels – please fill out this form and email it to media@bcrugby.com with “Club Media Request” in the subject line.
CLUB MARKETING TOOL
Rugby Canada has also produced a Club Marketing Tool resource to assist Clubs with their marketing and communication needs.
The Club Marketing Toolkit can be found on our website HERE. The package includes:
- Generic “Play Rugby” graphics
- “Come Try Rugby” graphics and digital invitation cards
- Club information card template
- “How to” document for paid social ads
- Email templates for club/program registration
- Email template for club “Try Rugby Day”
- Social post templates for club/program registration
- Social post templates for club “Try Rugby Day
- Communication package – “Try Rugby Day”
Rugby Canada will continue to develop and add content to the toolkit in the future.
ADDITIONAL RESOURCES
For more resources to support your Club, viaSport provides a number of helpful toolkits and resources on their website:
Communication Toolkit for Sport
Whether you are just getting your feet wet or are a seasoned communications professional, this toolkit has something for you.
Learn MoreSocial Media ToolKit
The Social Media Toolkit is here to help you - our BC sport partners - navigate the confusing and rapidly evolving world of social media.
Learn More#ERASEbullying Resources
View a list of websites and resources campaigning around erasing bullying in sport.
Learn MoreAboriginal Cultural Relations Module
Celebrating Diversity through sport.
Learn More
BC Rugby
A: 2015 Main Street, Vancouver, BC | V5T 0J8
T: 604.737.3065
E: info@bcrugby.com
BC Rugby gratefully acknowledges that its offices reside on the traditional and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), Stó:lō and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.
