2018 19 Club and Individual Membership Registration Handbook
TABLE OF CONTENTS Section Page A. Letter from the President 3 B. Membership Benefits 4 C. 2018 19 Membership Fees & Penalties 5 D. Club Registration Process 5 E. Registration Period 6 F. Individual Member Registration Process 6 1. Registration Form 6 2. Computerized Online Entry 7 3. Payment Procedure 7 4. Refund of Judo BC Membership 7 5. Promotion to Ikkyu 7 6. Recognition of Foreign Black Belt Promotion 7 7. Applying for a Judo Canada Passport 8 G. One Day Event Registration 8 H. 2 Week (In Club) Trials 9 I. Judo BC E Newsletter Registration 9 J. Important Deadlines 10 2018 19 Club Registrar Handbook Page 2
A. LETTER FROM THE PRESIDENT Dear Club Registrar, Thank you for volunteering within your club, and by extension within Judo BC. As Club Registrar, you are key to the management of the Judo BC s membership database. Your assistance in ensuring the complete and accurate submission of membership information helps our association: increase its communication with all members; ensure complete and accurate reporting and compliance with our funding partners expectations; and ensure everyone within your club in registered with both Judo BC and Judo Canada therefore ensuring their access to all programs and benefits including insurance. The Club Registrar Handbook was developed to provide you with an overview of the membership policies and required forms to ensure the complete and accurate submission of both the club and individual membership registration forms. Please review the entire document before the start of the season to ensure your club s compliance with modifications that have been made at the provincial level. Do not hesitate to contact our office should have you have questions or require assistance. We can be reached at info@judobc.ca or 604 333 3513. Regards, Sandy Kent President 2018 19 Club Registrar Handbook Page 3
BENEFITS OF MEMBERSHIP Members in good standing of Judo Canada entitled to a complete range of benefits and services including, but not limited to: CLUBS: Direct club communication including: email (including bi weekly e newsletter), phone and mail and website. Club Registrar Handbook with information pertinent to the current season A dedicated full time Executive Director & full time Sport Development Director/Provincial Coach and volunteer Board of Directors. Partnership management with the Government of BC (ViaSport BC, Gaming Branch, Team BC Programs, Canada Games, Sport BC, Canadian Sport Institute Pacific & the Regional Alliance, BC Judo Funding for one representative to the Judo BC Annual Conference Coverage through Judo BC s sport accident and liability insurance program for sanctioned events in and outside of club facilities ($5 million). Also included is coverage for Directors and Officers ($2 million) Access to the National Sport Trust Fund (donation processing for club based fundraising projects; tax receipt provided for $100 and above) Access to program grants (i.e. viasport and other sport sector grants) NCCP Coaching Development courses & Coach Development Professional Development Referee Development events Involvement with the Judo BC Schools Program Judo promotional materials Judo Club resources including fundraising guide, risk management guide PARTICIPANTS: Eligibility to access the BC High Performance Program Eligibility to access athlete support from the Canada Sport Institute Pacific Eligibility to access KidSport grants Eligibility to access Travel Subsidies/Grants (i.e. BC Ferries: Sporting Life of the Coast, etc.) Eligibility to access the External Sport Credits Program school credits for High Performance Judo Participation Eligibility to compete in Invitational and Provincial competitions and programs Funding support for athletes attending Championships and selected International Competitions Coverage through Judo BC s sport accident and liability insurance program Access to Judo BC sanctioned events such as competitions, clinics and camps Kata Clinics & Black Belt Grading An open line of communication with the Judo BC office Membership with Judo Canada Access via email Judo BC s bi weekly e newsletter when email address and consent is provided at registration. Eligibility for Judo BC & Judo Canada recognition awards COACHES & OFFICIALS: Access to Coaching/Refereeing and Judo BC Program Courses or Clinics Access to subsidies for Coaching/Officiating Courses/Clinics/Evaluations. Coverage through Judo BC s accident and liability insurance (volunteer coaches & officials only) Access via email Judo BC s bi weekly e newsletter when email address and consent is provided at registration. Membership with Judo Canada 2018 19 Club Registrar Handbook Page 4
C. 2018 19 MEMBERSHIP FEES & PENALTIES 1. Membership Fees Membership Type Age Birth years Judo BC Fee Introductory+ Any age $10 Preschool - U5 3-4 2015 & 2016 $10 U8 5-7 2012, 2013 & 2014 $80 U10 8-9 2010 & 2011 $80 U12 10-11 2008 & 2009 $80 U14 12-13 2006 & 2007 $80 U16 14-15 2004 & 2005 $80 U18 16-17 2002 & 2003 $80 U21 18-20 1999, 2000 & 2001 $80 21 + 21 and older 1998 - $80 65+ 65 and older 1954 - $25 School* 5-17 2014-2002 $5 Volunteer Any age $0 Club Charter ** $125.00 + First time participants only, 15 weeks maximum, white belts only no grading, no competitions * Programs running in Elementary & High school only white and yellow belts only ** New Club Application Fee is $50 due upon application. Club Charter due once new club approved. NOTE: 1. The Judo Canada membership fee is included in the total for the Judo BC fee. 2. The membership type (division) is calculated based on the age of the member on December 31, 2019, as per Judo Canada 2. Penalties A penalty of $20.00 may be levied against a competitor at any sanctioned tournament if the current year's Judo BC fee has not been paid. The competitor may not compete until the Judo BC fee, plus the fine, has been paid. 3. Outstanding Debts Clubs who have outstanding debts with Judo BC will not be eligible for membership for the ensuing year until all debts have been paid in full. By extension, their individual members will not be eligible for membership for the ensuing year until all debts have been paid in full. D. CLUB REGISTRATION PROCESS 1. The Annual Club Registration must be completed each year by clubs. A unique link will be send directly to each club to register by mid August 2018. More information will be provided with the link. 2018 19 Club Registrar Handbook Page 5
The online registration needs to be completed by a representative of the club (i.e. head sensei, club president, board member, registrar or owner) who is authorized to agree to the compliance statements on behalf of the club. The deadline for submission is on or before September 1, 2018. 2. The 2018 19 club registration fee is $125. This fee can be paid online at the time the club is registered, or by selecting the Other payment options, clubs can select to pay by cheque. 3. Refer to Section 1 of the Judo BC Policies and Procedures for details on the conditions for club membership http://www.judobc.ca/governance/bylaws and policies/ E. REGISTRATION PERIOD 1. Membership year is September 1, 2018 to August 31, 2019. 2. A member must be registered for the current membership year in order to have access to services. This includes but is not limited to competitions, passport, grading and other Judo BC programs and services. 3. Clubs are required to register with Judo BC ALL INDIVIDUALS who participate in any judo related activities with their club within 30 days of the start of their participation which includes the two week trial period. 4. In preparation for the Annual General Meeting no membership forms will be processed during the period from Nov 15th until the Annual General Meeting. Therefore, in order to be considered a member in good standing with the organization at the Annual General Meeting, membership forms must be received by the Judo BC office on or before Nov 15 th. The processing of membership forms by the organization will return to its normal schedule following the completion of the Annual General Meeting. F INDIVIDUAL MEMBER REGISTRATION PROCESS 1 Registration Form: a) Each Individual Member must provide, to the club they wish to become a member of, all the information on the Judo BC Individual Membership Registration Form. Clubs may choose how they collect this information paper, online etc... b) Individual members who are under the age of majority will require the signature (or online agreement) of a legal guardian to complete their registration. 2018 19 Club Registrar Handbook Page 6
c) Clubs are required to retain (hard copy or electronic) copies of registration data, appropriate waivers & releases of all individually registered members. This information must be kept on file for a minimum of 5 years. d) Registration of Yudanshas: i. Club registrars are responsible for verifying the rank of yudansha prior to completing the registration process. Ranks can be verified by requesting a copy of their Judo Canada Passport. Note: Foreign trained black belt should refer to section 7 below for more information. 2. Computerized Entry a) Each club will be required to enter each individual member s registration information into the computerized registration system approved by the Board of Directors and as required by Judo Canada b) Each club will be given access to their club membership & Individual membership for 2018 19 in the online system, Trackie, in mid August. All individuals that have been properly registered with Judo BC and Judo Canada for the past 20+ years will be in the system. Please note only limit details have been upload for those individuals that were not registered in 2017 18. 4. Payment Process a) To ensure accurate membership fee payment, Judo BC will invoice your club for your membership fees, on a monthly basis, starting Oct 1st. Each invoice will include all the returning and new members add to the online system in the month prior. b) The above applies to the initial membership submission and all subsequent additions. 5. Membership Fee Refunds The Judo BC and Judo Canada membership fees are not refundable. 6. Promotion to Ikkyu (brown belt) When a club promotes a member to the rank of Ikkyu, the head sensei needs to notify Judo BC of the promotion using the Ikkyu / Yudansha Registration Form http://www.judobc.ca/gradingand kata/ 7. Recognition for Foreign Black Belt Promotion a) A person who has earned a black belt in judo outside of Canada cannot register as a Yudansha member Judo Canada, and by extension Judo BC, until his/her rank has been recognized by Judo Canada. B. For an individual to apply for a foreign rank recognition, they must first: 2018 19 Club Registrar Handbook Page 7
i) Be a member in good standing with Judo Canada (mudansha member); and ii) Have a Judo Canada passport. The passport must have been obtained before applying for recognition. See section 8 below for the details. b) Once these two conditions are met, the individual can fill out a foreign recognition application form http://www.judobc.ca/wp content/uploads/foreign Rank Recognition Application Form.pdf c) The request for recognition must include: 1 Completed form which includes the signature of the individual s Sensei; 2 Proof of his/her rank with another national judo federation; 3 Judo Canada passport; and 4 Payment cheque payable to Judo Canada d) The form and accompanying documentation must be sent to the Judo BC Office. The Judo BC Office will sure the Provincial Grading Chair signature, and will forward the complete package to Judo Canada. e) If the request is approved, the passport will be signed to recognize the rank of the individual. The signed passport will be the only proof of recognition. No certificate will be issued by Judo Canada. f) Only once the request is approved can this person register as a Yudansha member with Judo Canada (and Judo BC). 8. Applying for a Judo Canada Passport Judo Canada passports are required to i) Prove yudansha rank upon annual registration; and ii) For black belt grading Here is the link to apply for a Judo Canada Passport are available: http://www.judocanada.org/the canadian judo federation/becoming a member/ G ONE DAY EVENTS 1. Clubs must register with Judo BC all individuals who participate in any One Day Event using Trackie. Although there are no membership fees for one day events, Judo BC does require the participant information for reporting and insurance purposes. 2. One Day Events are defined as programs that last less than 2 days in length. These programs are introductory activities to the sport of judo and target new members. Examples of such programs are: one night drop in, bring a friend night, one time visitors, school or mall demonstrations, All one day event participants must complete the Awareness and Assumption of Risk, Release of 2018 19 Club Registrar Handbook Page 8
Liability, Waiver of Claims and Indemnity Agreement, prior to stepping onto the mats. This information is required for insurance purposes to ensure coverage for the program. http://www.judobc.ca/files/2011/08/appendix D.1 2016 17 Waiver.pdf I. 2 WEEK TRIAL PERIODS 1. In Club or 2 week trials are defined a period no longer than 2 weeks provided to a potential member to determine if they want to join the club. All potential member must complete the Awareness and Assumption of Risk, Release of Liability, Waiver of Claims and Indemnity Agreement, prior to stepping onto the mats. http://www.judobc.ca/files/2011/08/appendix D.1 2016 17 Waiver.pdf 2. Clubs are required to record participants in in club trials periods by registering the individuals in Trackie. Although there are no membership fees for trial periods, Judo BC does require the participant information for government reporting and insurance purposes. Also, we use this data to track the membership conversion rates. J. CRIMINAL RECORD CHECKS All coaches and instructors are required to complete a Criminal Record Check (CRC). CRC are valid for 3 years. Volunteers can complete the check online using the following: Online Link: https://justice.gov.bc.ca/ecrc/ Access Code: MCWY5GSTV9 The results of the checks will be sent directly to Judo BC and confirm of clearance will be inputted into the online membership system so that clubs can check to see if their coaches are in compliance with this requirement. J. JUDO BC E NEWSLETTER REGISTRATION Judo BC offers a bi weekly e newsletter to all of its members. Members can register by: i) Providing their email address and consent at registration; OR ii) Go to www.judobc.ca and sign up. 2018 19 Club Registrar Handbook Page 9
The Judo BC e newsletter is a great way to stay up to date on updates, events and judo news. K. IMPORTANT DEADLINES September 1 October 15 Monthly Online Annual Club Registration due Target date for first membership batch submission. Any one participating in Judo BC events in September and early October must be registered prior to the event they wish to attend. This includes the Monday night kata sessions, the Canada Winter Games Trials, the Fall Inter Provincial Camp, the October weekend Kata Clinic. Select one day a month to submit the following: Membership registrations (additions) 2 week trial registrations One day event registrations Individuals who change membership categories i.e. 2 week trial or Intro members converting to full membership Adopting this monthly practice will ensure the timely submission of all forms. Please note any newly registered students that want to participate in any Judo BC events including camps, clinics or tournaments need to be registered prior to the event. November 15 November 17 August 15 Deadline to register yudansha members who wish to vote at the Annual General Meeting Judo BC Annual General Meeting Final registration for the year due 2018 19 Club Registrar Handbook Page 10