Sanctioning

Step 1: Identify the Participating Clubs 

Timeline: Prior to applying for sanctioning. 

Using whatever process you choose, as the tournament host you need to identify the list of clubs who will be entering teams in the tournament. If 2 or more clubs are combining to enter a single team, only one of the clubs needs to be named (whichever one the team will be listed under – henceforth referred to as the “lead club”). Please finalize this list before applying for sanctioning. 

Step 2: Apply for Sanctioning via PlayHQ 

Timeline: At least 2 weeks prior to kickoff of the tournament. 

Use the sanctioning request tool within PlayHQ to submit your application for sanctioning. List the participating clubs on the application. Rugby Alberta will invite the listed clubs to the Rugby Alberta – Provincial Competition and create a tournament grade within PlayHQ upon receipt of the sanctioning application. 

Step 3: Prepare the Clubs to Participate 

Timeline: Once sanctioning is requested & prior to approval (at least 1 week prior to kickoff of the tournament). 

Guide the participating clubs to the Rugby Alberta sanctioning page and ensure that they complete the required steps to set up their teams for the tournament. Lead clubs that are adding players from other clubs will need to permit players from the other clubs into their own club during this process and permit all of their players into the Rugby Alberta – Provincial Competition. Clubs will need to set up a unique team within their club & the Rugby Alberta – Provincial Competition for the tournament. 

Step 4: Sanctioning Approval 

Timeline: Once all teams have been created and allocated to the competition. 

Once Rugby Alberta has been able to add all of the participating teams into the tournament grade, it will approve the sanctioning request. 

Step 5: Finalize Tournament Rosters 

Timeline: Prior to the kickoff of the tournament. 

Once teams have been allocated to the tournament grade, each club is responsible for allocating the correct players to the correct team & providing their team list to the tournament organizer. Clubs should only allocate the specific players who will play in the tournament to this team. The list provided to the tournament organizer must be exported from PlayHQ (view the team page showing the players allocated to the team & either take a screenshot or download the page as a .pdf). Game-specific team sheets are not required. 

Closing the Loop 

Provided that no issues arise during the tournament (including roster changes), the process is considered to be complete once rosters are provided to the tournament organizer. Any roster changes that happen during the tournament must be captured in PlayHQ by the club amending their allocated players to reflect any changes. 

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 Rugby Alberta 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.

Visit here more information and details on how to apply for Outbound Team Tour Sanctioning 

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.

Click here for more information

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.

Click here for more information

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.

RUGBY CANADA INTERNATIONAL CLEARANCE

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.

INBOUND CLEARANCE PROCESS