Barrhaven Scottish RFC Registration Policy 2021

This Registration Policy outlines the details for registration with the Barrhaven Scottish RFC (BSRFC), including:

  • Player, Coach, Team Manager and Executive Committee Registration
  • Registration Dues
  • Player Registration Payment Plan
  • Late Registrations
  • Refunds
  • Recruitment Incentive Program

All registration issues, questions, and requests should be emailed to the Director Registration and Club Secretary and not to any of the other Executive Committee, a Team Coach or Team Manager.

1. Player, Coach, Team Manager and Executive Committee Registration 

1.1. All players who wish to be considered full members of the BSRFC must be registered online with Rugby Canada and pay the appropriate registration fees prior to taking any part in training sessions or playing any matches for the Club.

1.2. All volunteers who wish to be a Coach, a Team Manager, and/or an Executive Committee (Board or Director) member of the BSRFC must be registered as such online with Rugby Canada and pay the appropriate registration dues.

1.2.1. All registered Club coaches must also send the following certificates and documents to the Director Coach Development prior to the start of the season: 

      • World Rugby online Rugby Ready, COVID-19 Return to Play Awareness for Coaches & Players, and Concussion Management for General Public Certificates; and
      • Police Records Check for Vulnerable Sector.

1.3. Club Registration dues for 2021 summer season are as follows:

  • Minors U8 and U10 – non-contact – $175
  • Minors U12 introduction to contact – $200
  • Juniors – U14s, U16s, and U18s – $200
  • U19s playing senior – $200
  • Senior Women and Men – $200
  • Old Boys (over 35s) – $125
  • Coaches – $71
  • Team Managers – $51
  • Executive Board and Directors and Club Volunteers- Free

1.4. Club Player Registration Payment Plan

The Club offers the opportunity for Senior and Junior players or parents of Junior players under 18 years of age to pay the Club dues in three installments.

1.4.1 All requests to pay the Club dues in installments must be made, via email, by the player or parent/ guardian, of a player is under 18 years of age, to the Director Registration and Club Secretary. Once approved, a registration discount code will be provided to the player or parent/ guardian, if the player is under 18 years of age, which will permit the player to be registered online with Rugby Canada and pay only the Rugby Canada insurance and Rugby Ontario portion of the dues. The Club portion of the dues will be waived when using the discount code. This payment will be considered the first installment.

1.4.2. The Club portion of the dues must be made directly to the Club by cheque or e-transfer.

  • Installment #2 due by: 11 June, 2021
  • Installment #3 due by: 9 July, 2021

Payment Method:

If paying by cheque: the player or parent of player under 18 years of age must send two posted dated cheques (dated no later than the installment dates above) to the Club within 2 weeks of receipt of the discount code. See Club Contacts section 6.

If paying by e-transfer: the payments must be sent to the VP Finance by the Installment dates, noted above. See Club Contacts section 6.

1.4.3.  Under no circumstances may a Team Coach or Team Manager approve the use of a discount code or confirm with a player or parent/guardian that any portion of the Club dues be waived. This decision is strictly reserved to the Club Executive Board.

2. Late Registrations 

2.1 Any player who registers after the 2 July, 2021 may be entitled to a 25% discount in the Club portion of the Club dues. There will be no discount of the Rugby Canada and Rugby Ontario insurance fees. 

2.2. A player who registers late is not entitled to pay in installments, registration fees must be paid in full at the time of registration. 

3. Refunds

3.1. A refund may be made to a player who has registered and paid Club dues but who wishes to withdraw from training and playing matches. A refund of the Club portion of the registration dues will be based on Sections 3.2 to 3.4. A refund of the Rugby Canada and Rugby Ontario dues will be based on the Rugby Canada and Rugby Ontario Refund Policy 2021.

3.2. If a player has not trained and played with the Club, prior to the request for a refund, a refund of 100% of the Club portion of the dues will be provided.

3.3. If a player has participated in more than one training sessions and/or played in a match on or before 30 June, a refund of 50% of the Club portion of the dues will be provided. There will be no refunds for the Club portion of dues after this date.

3.4. Should a “Stay at Home” order be imposed by the Ontario Government in which all organized group sporting activities are suspended and Rugby Ontario guidelines do not permit activities, the Executive Board will review the option of a refund of the Club portion of the dues to members. Any refund provided would be made at the end of the summer season.

How to Request a Refund

3.5. All requests for refunds must be made via email by the player or parent/guardian, if the player is under 18 years of age, to the Director Registration and Club Secretary. 

3.6. If the request is approved, the Director Registration or Club Secretary will contact the player or parent/guardian, if a player is under the age of 18, with instructions on how to request the refund on the SportLomo registration system. 

3.7. If the request is not approved, the Director Registration or Club Secretary will inform the player or parent/guardian, if a player is under the age of 18, of the reasons for the request being denied.

NB:  Refunds that are applied for via the online SportLomo system may take up to 4 weeks to process.

4. Recruitment Incentives Program

The Recruitment Incentive Program provides a returning registered Junior or Senior player with different levels of incentives for recruiting one or more players to the Club for the 2021 season. The Program only applies to new players joining the Club for Junior and Senior level programs.

To qualify for the Program, the two sets of criteria below must be met by the playing member applying for the incentive and the new Club playing member.

4.1. The player applying for the incentive must:

  • have been a registered player with the Club for the 2019 or 2020 season;
  • be a registered player with the Club for 2021 season;
  • be in good standing with the Club; 

and

  • have encouraged another player, who was not registered with the Club for the 2019 or 2020 season, to register and play with the Club for the 2021 season.

4.2. The new player must:

  • be registered with the Club in the category applicable to their age group; 

and

  • play and remain a registered playing member of the Club for the 2021 season.

Should the member applying for the incentive meet the above criteria then they shall receive ONE of the following incentives:

  • One player = $25 refund on Club dues or a credit towards club merchandise.
  • Two players = $50 refund on Club dues or a credit towards club merchandise.
  • Three players = $100 refund on Club dues or a credit towards club merchandise.

To apply for the Recruitment Incentive Program, the playing member or parent of a player under 18 years of age must complete the Recruitment Incentive Program Application Form and return it to Club Secretary by 31 July 2021. All applications will be reviewed and approved by the Club Executive Board and confirmed with the applying member in August 2021.

5. Club Executive Decisions 

The Club Executive has the final authority to make all decisions and will exercise its discretion on all matters relating to player registration.

6. Club  Contact Details

Director Registration: Amanda Jung – email: bsrfc.register@gmail.com

Club Secretary: Barb Gillie – email: bsrfc.secretary@gmail.com

VP Finance: Paulina Karwowski – email: bsrfc.vpfinance@gmail.com

Club Address: Suite 352, 900 Greenbank Road, Ottawa ON  K2J 4P6

Full Executive Board and Directors contact details can be found on the Barrhaven Scottish RFC website: 

https://barrhavenscottish.com/contacts/