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BC Rugby Clubs & Affiliates

WELCOME TO RESOURCES FOR CLUBS AND AFFILIATES

BC Rugby is the governing body for Rugby Union in the Province, as recognised by Rugby Canada and the BC Government. As a contact team sport, insurance plays a significant role in how the sport is governed and operated. Rugby Canada, through the Provincial Unions, provides a National Insurance Program for all community rugby to access by becoming a member organisation of their Provincial Rugby Union.

On this page, you will find all the information rugby organisations need to become a member, remain a member and how to utilise the benefits of that membership, which include an online registration and payment system, as well as how to access and benefit from a number of Provincial funding sources.

Skip to the relevant sections by clicking on the topics below:

Creating a New Rugby Club

Membership Applications and Renewal

Membership Categories and Fees

Managing Membership and Registration Online

Safeguarding Your Club

Grants and Funding Opportunities

Additional Resources

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.

THINGS TO THINK ABOUT

Use this handy drop-down menu for tips, pointers and what to think about before applying to set up a new Rugby Club:

  • 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?
  • 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?
  • 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
  • How do we access facilities?
  • Are their openings for new groups?
  • Are rental fees feasible?
  • Initial Public Meeting – engage the local community (media, community centres, schools)
  • Any municipal grants or funding available?
  • What is the fundraising/sponsorship potential?
  • 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 AND 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:

  • 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.

  • Deliver the following to BC Rugby

    Not later than 45 days after notice in writing from BC Rugby:

    • Statement of Annual Accounts for the preceding financial year of the Club
    • A certificate of Good Standing issued by the relevant regulatory authority
    • A copy of its current Constitution and Bylaws
    • A certificate of incumbency confirming the names of the persons holding office as directors or officers of the Club

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. Through Membership, we continue to grow, develop, and manage rugby by offering programs for all ages and skill levels (recreational to high performance), educational opportunities and access to exclusive benefits and services.

Membership Registration

BC Rugby offers a place for everyone to get involved. Whether you play, coach, or just love the Club atmosphere on game days, there are endless ways for you to join the game. To get started, register with BC Rugby or with one of our Member Clubs.

  1. Register with BC Rugby: select BC Rugby – No Club Affiliation
  2. Register with a Member Club


Please note that during the 
Return to Rugby phase, only sanctioned clubs can register players. To see a list of currently sanctioned clubs, click here.

If you participated in the previous season as a player, coach, official, or volunteer, log in to your SportLomo account to renew your Membership for the new season. If you are unsure whether you have an account, contact the BC Rugby Office to avoid duplicate profiles in the system. To find out when registration opens for the new season, contact your Club or the BC Rugby Office.

Insurance Programs

Once you are a registered Member, you become insured and covered under Rugby Canada’s insurance policy for the season. This includes Sports Liability Insurance, Sport Accident Insurance, Provincial Excess Medical Coverage, and Travel Coverage while on sanctioned Tours.

Under the insurance program, the activities that are covered include sanctioned or authorized activities, such as games, practices, tournaments, camps, events, and tours. Tours require a separate sanctioning application to access the Travel Coverage in the insurance program.

In BC, we play rugby all year round and there are two different registration seasons to choose from:

August 1, 2021-August 31, 2022 (Southwest BC registration season)

January 1, 2021-April 30, 2022 (Interior registration season)

To access insurance, every individual must register for Membership with a Club. Insurance is valid starting from August 1st of a new season and is activated from the Member’s date of purchase and expires on August 31st of the following year. As a Member, if you have multiple roles with your club (player, coach, manager, etc.), you must be registered in all these categories to be insured for those activities.

Membership Types and Fees

Check the below table and boxes for more information on Membership Types and Fees:

Membership TypeRoleBirth Year
MiniPlayer2009 and younger
JuniorPlayer2002-2009
SeniorPlayer1944-2002
MastersPlayer1922-1986
Masters 77+Player
Coach, Manager, Official, Medical Staff, Volunteer, Board MemberTeam Staff/Supporter

2021-22 Membership Dues

2021-2022 Membership Dues

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Membership Definitions

Membership Definitions

Learn More

2021-22 Birth Year Chart

2021-22 Birth Year Chart

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MANAGING MEMBERSHIP AND 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.

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.

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.

Manual Refunds – Online Guide

Offline Payment Set-Up Guide

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.

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.

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

Download

Member FAQ Guide

Member FAQ Guide

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Sportlomo Membership Payments Manual

Sportlomo Membership Payments Manual

Download

Sportlomo FAQs

Sportlomo FAQs

Learn More

Sportlomo Membership Services

Sportlomo Membership Services

Learn More

How To Create Team Sheets

Download the SportLomo guide on creating team sheets.

Download

SAFEGUARDING 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.

View

BC Societies Act Transition - Word

Guidelines for BC Rugby Clubs and Associations.

Sanctioning

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:

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!

Multi-Sport Modules

Self-Reporting and Active Coaching

Frequently Asked Questions

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.

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’.

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 AND FUNDING OPPORTUNITIES FOR CLUBS

Funding Opportunities

Use the below drop down menu to learn about different funding opportunities for Clubs:

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.

KidSport BC aims to remove financial barriers that prevent children from playing organised sport, because every kid deserves a chance to enjoy the positive experience that sports offers. BC Rugby is a member of Sport BC and therefore, children are eligible to apply for KidSport funding.

KidSport BC provides grants of up to $400 per eligible kid, per year (January 1st – December 31st) towards sport registration fees.

For more information on how to apply for assistance, please visit the KidSport BC page.

Eligibility Requirements

Apply Online

Apply via Paper

Various grant and funding opportunities: I-SPARC Grants, First Nations Health Authority, Active Living Grants, Foundations/Community and General Grants, including:

I-SPARC Equipment Grant Program

BMO Community Giving

Northern Health

Good Sports Equipment Grant

S’cool Life Fund

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).

Applicant checklist

Apply Online

Apply via Paper

Government Support

Use the below drop down menu to learn about government support for Clubs:

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.

Visit viaSport Website for more information.

Visit viaSport for external funding sources including:

Active Girls (Victoria)

Denise Coutts Memorial Scholarship

Dream Catcher Charitable Foundation

Good Sports

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.

COVID-19 Support

Use the below drop down menus for support and advice on COVID-19:

FOR ORGANISATIONS

The BC Government has opened its application for the Provincial $1,000 Emergency Benefit. It may be a benefit that can support some of your Coaches or sport supporters.

Non-profit organisations, like a Rugby Club, are eligible employers for a subsidy of 75% of employee wages for up to 12 weeks, retroactive from March 15, 2020. This wage subsidy will enable you to re-hire workers previously laid off because of COVID-19, help prevent further job losses, and better position you to resume normal operations following the crisis. To learn more, including eligibility and how to apply, visit the CRA Website

Eligible employers who had any drop in revenue can now qualify for the wage subsidy, starting with the claim periods that began July 5. 

The Canada Emergency Business Account (CEBA) will provide interest-free loans of up to $40,000 to small businesses and not-for-profits, to help cover their operating costs during a period where their revenues have been temporarily reduced. To qualify, these organisations will need to demonstrate they paid between $20,000 to $1.5 million in total payroll in 2019.

Applications for a Canada Emergency Business Account are to be made directly through your organisation’s bank or credit union. Learn more about the CEBA loan.

There are currently a few programs of support that are yet to come online, as well as avenues for deferring payments and commercial rent assistance. The Government of Canada has provided a short survey to help you identify your organisation’s eligibility for any COVID-19 support for businesses.

FOR INDIVIDUALS

A new B.C. Emergency Benefit for Workers will provide a tax-free $1,000 payment to British Columbians whose ability to work has been affected by COVID-19.

The benefit will be a one-time, tax-free payment for B.C. residents who are eligible for the new federal Canada Emergency Response Benefit (CERB), including people who have run out of employment insurance (EI) benefits and now qualify for the CERB.

The Federal Government will provide a taxable benefit of $2,000 every 4 weeks for up to 16 weeks to eligible workers who have lost their income due to COVID-19.

Eligibility has been revised and updated recently, so best to visit Government Canada to learn more and to apply. You can also apply over the phone: 1‑800‑959‑2019 or 1‑800‑959‑2041.

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 More

Social 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 More

Aboriginal Cultural Relations Module

Celebrating Diversity through sport.

Learn More