Membership

Membership FAQ's

 

Who can be a BC Athletics member?

• Membership is open to Individuals whose:
  • Residence is in BC
  • Residence is outside of BC
• Individuals who hold a current, competitive membership with another Athletics Canada Provincial/Territorial Branch of Athletics Canada and reside in BC for school or work do not need to take out a membership with BC Athletics.
•  If you do not reside in BC but need to be a member of BC Athletics/Athletics Canada in order to take part in programs regulated by the requirement to be either a Canadian citizen or Landed Immigrant - ie: BC And Canadian Team programs and funding programs please contact the BC Athletics office.

How do I join BC Athletics?

• If you belong to a BC Athletics affiliated club you will join BC Athletics through your club membership.
• If you're not a member of a BC Athletics affiliated club you are "Unattached" and can register online with BC Athletics.

What is the membership term?

• The membership year is January 1st through to December 31st.
  • If you have never been a BC Athletics member before -
    • And you sign up between January 1st and August 31st - your membership will be valid from the application date through to December 31st in the current year.
    • And you apply for membership After August 31st - you will receive an extended membership valid from the application date through to December 31st of the following year. Calculate your age as of December 31st in the following year.
  • If you are renewing your BC Athletics membership?
    • …and you were a member last year or are currently a member this year:
      • Your membership will be valid from the application date through to December 31st in the current year.
    • …and you were not a member last year but had a membership previous to last year:
      • If you apply for a membership between January 1st and August 31st your membership will expire on December 31st in the current year.
      • If you apply for membership between September 1st and December 31st you will receive an extended membership valid from the application date through to December 31st in the following year. Calculate your age as of December 31st in the following year.

How do I calculate my age?

• Age is calculated as of December 31st in the year of membership.
• For members receiving the extended membership ( see "What is the membership term") age is calculated as of December 31st in the following year.

Can memberships be pro-rated during the membership year?

• Memberships are not pro-rated.

Are memberships refundable?

• Memberships are not refundable.

What events are appropriate for me to take part in?

• Events and Technical Specifications for Men and Women in athletics can be found here.
• BC Athletics follows the Long Term Athlete Development (LTAD) model which is based on the research of the Canadian Sport Centres LTAD expert group. The principles of this research has been adopted by Athletics Canada and BC Athletics as the framework for the proper management of youth and adolescent growth development processes, and identified the critical periods of accelerated adaption to training. Detailed information can be found here.

Can I change my membership type during the year or add a membership type?

• Memberships can be upgraded at any time during the year.
• If you are with a club contact your club Registrar.
• If you are Unattached contact BC Athletics.
• You can hold multiple membership types but will only be charged the highest fee over all types applied for. Make sure you indicate all of the membership types that you require to cover all of your participation in the sport.

How do I get an Athletics Canada membership number?

• Your BC Athletics membership number is also your Athletics Canada membership number.

Is there insurance coverage with my membership?

• The insurance coverage provided is noted with each membership type.

Who is required to have a Criminal Records Check?

• Criminal Records Checks (CRC) are required with all Coach, Official and Associate memberships.
• Club members will get their CRC's done through their clubs.
• Unattached members should contact BC Athletics.

Where can I find a list of the BC Athletics Partners and Sponsors who offer discounts to BC Athletics members?

• BC Athletics members can now receive discounts at many businesses around the province and the list is still growing! View all member discounts here. 

Criminal Record Check

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BCA Zones

New BCA Zones - as of 2015

Club Transfers & 2nd Claim Club Status

 

Adding Unattached members

If you wish to add a currently Unattached member to your club roster please complete a "Request to add Unattached member" form.

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2nd Claim Club Status

BC Athletics club members who wish to claim status with a second club during the membership year must complete a Declaration of 2nd Claim Club form and submit it to the BC Athletics office in order for 2nd Claim Club Status to be recognized.

The form can be initiated by the member, 1st claim club or 2nd claim club.  

1. Download the form and save it to your computer
2.  Complete your section directly on the form and save it
3. Forward it to the next partyfor completion and so on until the form is fully completed
4. Once sections 1 - 3 are completed forward it to Sam Collier - sam.collier@bcathletics.org in the BC Athletics office.  
5. A copy of the approved form will be sent to all parties.

Second Claim Club Status form

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Club Transfers

BC Athletics club members who wish to transfer to another club during the membership year are required to have an Application for Club Member Transfer form completed and submitted to the BC Athletics office in order for the transfer to be formally recognized.

The form can be initiated by the member, releasing club or the receiving club.  

1. Download the form and save it to your computer
2.  Complete your section directly on the form and save it
3. Forward it to the next partyfor completion and so on until the form is fully completed
4. Once sections 1 - 3 are completed forward it to Sam Collier - sam.collier@bcathletics.org in the BC Athletics office.  
5. A copy of the approved form will be sent to all parties.

Note:  A Club Transfer Form is NOT needed if a member chooses to sign up with a different club for the next membership year.  Once the current membership year is over members are free to sign up with whatever club they wish.

Club Transfer Form

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Membership Lookup

Membership status & number checker

Member Discounts

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2021 Membership Year

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Trackie Access Waiver

Setting up Access for Trackie.me (NEW PROCEDURE FOR 2021):

1. Club membership is renewed on Trackie.me for 2021. 
2. Both the club executive member requesting access and the individual to receive access to Trackie.me must have a 2021 BC Athletics Associate membership and a current Criminal Records Check in place.
3. Club executive submits Step 1 -  a 2021 Trackie Membership Database Access Request Form.  Note:The individual requesting access (Step 1) can not be the same person receiving access (Step 2).  
4. Both the club executive and the individual to receive access will receive email notification that the form has been submitted.
5. Once the individual to receive access receives the email notification he/she completes Step 2 - a 2021 BC Athletics Trackie.me Privacy Waiver. Step 2 will be emailed to the individual receivng access.
6. Once the Privacy Waiver has been submitted and the individual will have access to Trackie.me.  
   • NEW ACCESS - If the individual has not had access to Trackie.me previously he/she will receive a separate email with information on setting up his/her access
   • RETURNING ACCESS - if the individual has had access previously set up he/she can continue to have access through the signin-in previously set up
7. Questions??  contact Sam Collier 

Trackie.me (T.me) is the national membership database that BC Athletics uses to enter individual memberships and club membership.  Access to T.me is limited to BCA members who have a current Associate membership and a Trackie.me Club Access Waiver Form for the current year on file at the BC Athletics office. 

T.me contains personal information and it is up to each person with access to safeguard that information.  Once the waiver has been finalized the individual will be given access.  Access is not transferable to anyone else and is for sole use by the person it was granted to.  Anyone sharing their username and/or password will have their access deleted.

Clubs are required to submit a waiver each membership year for each club member who has access to Trackie.me.  Those wishing to have access to the 2021 membership year must have an approved waiver on file at the BC Athletics office before any 2021 memberships can be entered.  The 2022 membership database will be accessible beginning September 1st, 2021.  All individuals making a request for access or receiving access must have a current "Associate" membership in place prior to receiving access.  A member of the club executive must request access for the club members they wish to have access to T.me.  The person requesting access for a club member must be different from the person receiving access. 

 

Request for a Certificate of Insurance (COI)

Requests for COI's (Certificates of Insurance) for club activities other than for events that are BC Athletics sanctioned are submitted on the form below. Examples - training facility use, rental of facilities for club AGM's, banquets etc.  

 

Please complete all fields and if you have questions please contact Sam Collier.

• Before you complete the form be sure you know all the parties to be noted as additional insured and have contacts with the correct email addresses for them.
• COI's will not be backdated.  If a date previous to the date the COI was received is given, the COI will be dated from the date the request was received.
• COI's are only effective during the current years policy which runs from August to August.  If you are requesting a date range that ends later than August 14th you will need to re-submit the COI request to cover the period after August 14th.
• If the end date for the CRC is in the next membership year - the club must be renewed on Trackie.me before a CRC can be issued for any dates in the next year.

This form is to be used to initially request a COI and to update an existing COI

Request for a Certificate of Insurance

 

Club Transfers &2nd Claim Club Status

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Clubs - Membership additions, changes, corrections

COVID19 UPDATE - 8/19/20

BC Athletics is recommending that clubs DO NOT accept  2^nd Club Memberships or Club Transfers until the COVID19 Phase 3 guidelines are firmly in place.

Reference Return to Training Guideline

Remain Community Focused

1. Government Health Officials and viaSport are still advising to stay within the home sport community or club(s) where participants are members.
2. Avoid cross-regional, inter-provincial or cross-country travel. Note that only smart, safe, and respectful travel within B.C. is permitted at this time. International travel is subject to quarantine rules and raises other risks including unpredictable flight schedule changes and cancellations, and the potential for sudden changes to border controls.

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For Club Registrars only - 

Correct, Change, Add Existing Memberships

Please submit membership add/change requests with the form below. This form must be completed and submitted by a BC Athletics affiliated club Registrar.

Request to Add, Change, Correct Membership for an Existing Club Member

CRIMINAL RECORDS CHECK REQUIREMENT

BC Athletics Affiliated Club Members:

Club members must get their CRC done through their clubs.  See information below.  CRC's are obtained at local police stations and RCMP detachments.

Club members with a Coach, Associate or Officials membership must have a current Criminal Records Check (CRC) on file with the club.  This is a BC Athletics rule and a requirement by the Province of British Colubmia.  Without the required CRC's in place the club runs the risk of compromising the liability insurance coverage provided through membership with BC Athletics.

Beginning in 2019 clubs will not be able to enter Associate, Coach or Official members unless the CRC for the individual has been submitted for approval.  The date the CRC was submitted will be required to enter the individual's membership.  Once the approved CRC has been received the club Registrar will need to enter the date the CRC was received was approved on the individual's membership.  

On-line Criminal Records Checks can be set up by specified organizations through the Povince of BC Criminal Records Review Program. 

General Information

 

Individuals who are required to have a current CRC as part of their employment and have a CRC on file with their employer can complete a Voluntary Declaration Form (VDF) indicating the organization holding the current CRC.

Tax Information

Tax Information for Member Clubs

• (2012) HST Information for Member Clubs (Membership Organizations)
• Revenue Canada: Good and Services / HST
• Revenue Canada: Section for Non-profit Organizations

 

 

 

Club Registrars

This page will be updated regularly with information for BC Athletics affiliated club Registrars.  As information and news items become available they will be posted so please check this page regularly.  If you would like to see something added to the page or if you have any questions please let me know!

Cheers!

Sam Collier - Manager Registration & Membership Services

Ph: (604) 333-3556      Fax:  (604) 333-3551

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Correct, Change, Add Existing Memberships

Please submit membership add/change requests with the form below. This form must be completed and submitted by a BC Athletics affiliated club Registrar.

Request to Add, Change, Correct Membership for an Existing Club Member

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2020 Membership Fees:

  Currently there are no changes to the membership fees for 2020. 

2020 Club Membership:

   You can renew your club membership beginning September 1st.  You must renew your club membership on T.Me and have your 2020 Access Waiver in place in order to enter 2020 memberships. 

   Once you have renewed your club membership on T.Me you will need to make SURE that all of the requirements are met in order to have the club’s 2020 membership ready to submit to the BC Athletics Board of Directors for approval:

1. All 2019 membership invoices on T.me will must be paid
2. All other outstanding BC Athletics invoices and any other amounts outstanding must be paid.   
3. The club will need to have a minimum of 5, first claim, 2020 club members
4. All outstanding Post Event Submissions for BC Athletics sanctioned events must be submitted and paid.
5. A 2020 Trackie.me waiver must be on file with the BC Athletics office for each club member who is to have access to Trackie.me

   It is strongly recommended that clubs renew their club memberships prior to December 31st.  The 2019 club membership will end December 31^st, 2019 – after that you will need to be sure that you’ve renewed the club for 2020 so all benefits are in place including liability insurance. 

Registrar Requirements:

In order to have access to 2020 membership renewals you will need to do the following:

1. Renewing the Club Membership for 2020
2. Renew your Associate membership for 2020
3. Have a 2020 Trackie.me Waiver filed with the BC Athletics office.

 

Club Member Memberships:

Make sure that 2020 individual memberships are in place on January 1, 2020 for everyone active in your club on that date.  If a membership, appropriate to their activity in the club, is not in place then there is no insurance coverage in place for either the club or the member.  This includes: 

• Club Board of Directors and Executive (Club Manager etc.)  All club executive members must have an active Associate membership in place at all times to ensure that both the club and the executive member are covered by liability insurance.
• Coaches who are actively coaching
• Athletes who are actively training and competing. 

Note:  If you are initially entering athletes as “Training” at the beginning of the year, you will need to contact me in order to have upgrades done.  You are not able to do that yourselves at this point.  Clubs who handle memberships this way must remember to get memberships upgraded once athletes begin to compete or their performances will not be tracked.   Last year there were a number of cases where memberships weren’t upgraded in time and key performances were not considered for national rankings, team selections etc. 

• Make sure club members hold an appropriate BC Athletics membership covering them for all of the areas they participate in.  The membership fee charged for a member who has multiple membership types will be the highest fee over all the types they have.  Members only pay 1 fee, but in order for insurance coverage to be in place for the club and the member, they must have all membership types properly indicated on T.Me.  Example: a Coach who is an athlete and serves on the club board and officiates must have a Coach, Official, Associate and Master membership indicated on T.me – the fee he/she will pay is $68.25.

Trackie.me Invoice Payments:

   T.me invoices must be paid within 1 month of the date they are created on the website. For example a T.me invoice for August, created on August 31^st must be paid by October 1^st.  In order to keep the club membership in good standing please be sure invoices are paid on time.  Clubs who are not in good standing run the risk of jeopardizing their liability insurance coverage.

   Invoices can be paid the following ways:

• Online payments can be done if your club uses Trackie.Reg for your club memberships.
• Online payment can also be done if your club does not use Trackie.Reg for your club memberships.
• By cheque through the mail.
• By credit card:
  • Call in to pay an invoice – or -
  • Set up a card with me at the BC Athletics office to be used to automatically do the payment each month.  I will do the payment and send you an electronic receipt each month.

 

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Requests for a Certificate of Insurance

Clubs are regularly required to provide proof of insurance coverage for renting facilities for meetings, use of facilities for training etc. PLease complete a Request for Certificate of Insurance Form 

 

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Club Contact email address

BC Athletics will need to get important information out to clubs and to specific club members from time to time. This information may be time sensitive and may or may not be included in BCA Blog posts or available on the BC Athletics website.  Each year when your club is renewed please provide one email address that BC Athletics can rely on to be monitored on a regular basis so that information communicated will reach the appropriate parties.

If you want more than one contact please complete the form for each person/email address

BC Athletics Club Email Contact Form

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Who needs to be a BC Athletics member?

Good question.  It’s probably obvious that club athletes and their coaches need to be members of BC Athletics, but who else should be a member?

In order for insurance coverage to be in place clubs must ensure that ALL of the rules of the association are met.  This means it’s critical that everyone who should be a BC Athletics member has a membership applicable to their activities in the club in place at all times.  Members who participate in more than one type of activity in the club must make sure they have all the membership types they need indicated.  Someone who Coaches, takes part in Masters’ athletics and serves on the club Board of Directors should have a Coach, Masters and Associate membership noted in their membership information on Trackie.me.  Members with multiple membership types only pay one fee - the highest fee over all types applied for. 

Make sure all memberships a club member needs are indicated and in place so if proof is ever needed that they held a membership appropriate for their activities it’s in place.  Their memberships need to be entered on T.me as soon as they are active in the club each year.  If coaches and athletes are training as of January 1^st make sure they have their BC Athletics memberships in place on January 1^st. Your club Board of Directors and club executive need to have their Associate memberships in place on January 1^st as well.

All club athletes must have a BC Athletics competitive membership in place.  Competitive athletes should have their BC Athletics memberships in place on January 1^st each year.  This will ensure that:

• The athlete, coach and the club have insurance in place.
• Any performances achieved early in the year will be recognized for:
  • Team Selection
  • Provincial and National Rankings
  • Provincial and National carding
  • Those athletes receiving national and/or provincial carding are eligible to receive funds.

Athletes who hold non-competitive memberships such as “Training” also need to have their memberships in place to ensure the athlete, coach and club have insurance in place.

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Club Board of Directors and Executive members:

  Your Board of Directors and/or Club Executive must all be members of BC Athletics with an “Associate” membership in place.  In a lot of cases these individuals participate in a number of different activities in the club so be SURE all membership types they require are noted.

  The club BOD is also active all year round so make sure they have their memberships in place on January 1^st each year.  Even if they join January 1^st and your club has an AGM and elections within a month, the existing BOD members must be covered by an current Associate membership.  Then, as soon as new Board members are elected they need to get their membership in place.

  To be safe, if an individual has a recognized ongoing position/responsibility that is ongoing in the club they should have a membership in place.  An example would be a Club Manager.

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2^nd Claim Club memberships:
If someone is actively taking part in your club but holds a first claim membership with another club you must ensure that:

1. They are in fact a current member of the first claim club
2. They have a BC Athletics membership in place that is appropriate for the activities in your club
3. A 2^nd Claim Club Status form has been completed and signed by all 3 parties – the individual (Section 1), the First Claim club (Section 2) and the 2^nd Claim Club. 
4. The 2nd Claim Club Status form clearly indicates the type of activity the individual is involved in, in your club.

The form must be submitted to BC Athletics.  It will be verified, signed and returned to all parties involved.   The signed form must be kept on file by all parties for the remainder of the membership year. A new form must be filed for each membership year.   All membership forms and information should be kept on file for a period of 5 years by the clubs. 

At the present time there is no way to indicate 2^nd Claim Club membership on Trackie.me but eventually that will be available.  2^nd Claim Club members will not show in your club roster – they will only show in their first claim club roster.

 

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Changing BC Athletics affiliated clubs mid-year

When a members has signed up for the year and then decides to change club affiliations mid- year there is a procedure to follow depending on his/her status.

1. Member is Unattached and wants to join a BC Athletics affiliated club.

In this case no documentation is required.  The club registrar for the club needs to contact the BC Athletics office and request the membership be placed in the club roster.

2. Member is currently a BC Athletics affiliated club member.

If the member is already a member of a BC Athletics affiliated club, an Application for Club Member Transfer.  The form can be found under the Membership/Clubs/Additional Forms tab on the BC Athletics website.

To complete the form:

            Section 1 – Completed and signed by the individual member.

            Section 2 – Completed by club executive member of the releasing club

            Section 3 – Completed by a club executive member of the receiving club

Because it’s sometimes difficult to coordinate the completion of a single copy of the form by all parties required, the individual requesting the transfer can:

• The individual requesting the transfer can complete section 1 and forward a copy of it to the other two parties for them to complete.  Once completed by the other 2 parties the forms can be returned to the individual member who will forward all 3 copies to the BC Athletics office.
• The individual requesting the transfer can complete section 1, send a copy to the other 2 parties and request that the other 2 parties send their completed sections directly to the BC Athletics office where it will be combined into one form.

Once BCA has received the equivalent of a fully completed form (all 3 sections completed correctly) a copy signed by BC Athletics will be forwarded to all 3 parties and the membership will be transferred on T.me by the provincial registrar.

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Changing provincial branches mid membership year

Members wishing to transfer provincial branches mid-membership year will need to contact the BCA office in order to move an existing BC Athletics membership to another province.

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Access to Trackie.me

Trackie.me (T.me) is the national membership database that BC Athletics uses to enter individual memberships and club membership.  Access to T.me is limited to BCA members who have a current Associate membership and a Trackie.me Club Access Waiver Form for the current year on file at the BC Athletics office. 

T.me contains personal information and it is up to each person with access to safeguard that information.  Once the waiver has been finalized the individual will be given access.  Access is not transferable to anyone else and is for sole use by the person it was granted to.  Anyone sharing their username and/or password will have their access deleted.

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Remember that the Zone structure changed in 2016!

The BC Summer Games realigned their Zones structure to better represent what’s happening population wise in BC. 

BC Athletics uses the BC Summer Games zone structure for our membership so it is important that you make yourself aware of the changes to ensure each member entered in the upcoming year placed in their correct zone.

Please refer to the “BC Games Zone Structure Realignment” document available on the website.  

 

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Trackie.Reg – Club Membership payment gateway available for BC Athletics affiliated clubs

BC Athletics affiliated clubs can now set themselves up with an online membership payment gateway to collect both their own club fees and the BC Athletics portion of membership fees.  Trackie will provide a payment gateway set up so clubs can have their members sign up online.  Clubs will receive payment either by cheque or direct deposit along with a detailed spreadsheet detailing the memberships at the end of each month.  The BC Athletics membership fee portion of the club membership fees paid by individual members will be automatically forwarded to BC Athletics. 

This will streamline things considerably at both the club and BC Athletics level.  Any clubs interested should contact Adam Stacey at Trackie for full details.

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A special note about memberships entered from September 1^st to December 31^st

There still seems to be some confusion surrounding the length of membership a person receives when they sign up after September 1^st.  Not everyone will automatically receive a 16 month membership good through to the end of the next membership year when they sign up September 1^st or later. 

• If they were a member in the previous membership year they will only receive a membership good through to the end of the current year. 
• If they are first time BC Athletics members they will get a membership good through to the end of the next year.
• If they have been a BC Athletics member previously but the last time they were a member was previous to the last membership year they will receive a membership that is valid through to the ned of the next year.

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Multiple Membership Types

Members pay only one membership fee per year - the highest fee over all membership types applied for.  They are not charged a separate fee for each type of membership held.  

What is extremely important is to be sure that members have all of the membership categories relevant to their participation in the club/sport indicated on Trackie.me each year.  As an example if someone is a Coach, Senior athlete and club board member they must have a "Coach", "Senior" and "Associate" membership indicated for the year. The fee charged would be $94.50 as the "Senior" membership is the highest fee.

If all membership types for an individual are not indicated on Trackie.me, insurance coverage for both the individual and the club will not be in place for any participation/activities in membership types omitted.

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FAQ's

Who is eligible to be a BC Athletics member?

• Canadian Citizens
• Landed Immigrants
• An individual claiming refugee status – as relates to AC Rule 086 b)
• A foreign athlete who is a temporary resident of British Columbia due to business, study or family reasons – as relates to AC Rule 086 b)

And meets one of the following:

• Lives in British Columbia; or
• Lives temporarily outside of BC for School or Personal/Partner work related reasons; or
• Lives outside of Canada;

As a Branch of Athletics Canada, BC Athletics adheres to AC Policies and Rules relative to membership for those living in Canada.

• AC Rule 027: Applications to become Associates of Athletics Canada shall be made to the Member Branch to which the person's club is affiliated. Individuals not attached to a club shall apply to the Member Branch in whose territory they reside (have permanent residence in).

Athletics Canada Rules

 

Where can I find Club Registrar’s information on the website?

• Memberships
• Clubs
• Club Registrars & Administration page

 

How do I change/update a member’s information once they’ve been entered for the year?

• You can edit almost everything by just calling them up and clicking on edit, making the changes needed and clicking on Update at the bottom of the page.
•   There will be some information that you can’t change :

Examples: 

• If you’ve made a mistake on their YOB
• If you need to add a membership type
• If you need to correct spelling, emails birthdates
• All of the above are done through the  “Add/Change/Correct Existing Information form”

 

How do I add a member who has a BCA membership but is not currently listed in my club roster?

• If they’re currently Unattached – use the Add/Change/Correct Existing Information form to request the move
• If they’re currently a member with a different club and they want to transfer – use the “Application for Club Member Transfer” form
• If they’re a member in a different province and want to transfer please have the member in question email me requesting the transfer

 

What if a member of another club is taking part in training or activities in your club?

• Make sure a 2nd  Claim Club Status form is on file with me at the BCA Office.  That must be done in order for the liability insurance the club has through their club membership stays in place.

 

How do I check to see all of the memberships a member holds?  I only see one membership type under “ROLE”?

• Click on the “i” bubble to the right of “Active” and scroll through the pop-up list.

 

Can I pay Trackie.me invoices online:

• Yes – the option is given when you open up the invoice list – you can view it or pay it

 

Criminal Records Checks”:

• Every member with an Associate, Official or Coach membership must have a Criminal Records Check on file and the valid dates must be entered on their membership on Trackie.me.  It’s not enough to just check off “yes”. 
• You must keep the CRC on file at the club level for the period it is valid – 4 years.

Forms Library

Trackie.me

2020 Trackie.Me Access Waiver

Request for a Certificate of Insurance (COI)

2nd Claim Club Membership Status

Club Transfer Form

Request to Add, Change, Correct Memberships for existing club members

Request for a Criminal Records Check Form (for use by Unattached members only.  Club members must get their CRC's done through their club)

School Club Membership application

School District Membership application - Public Schools

School District Membership application - Independent Schools

School Coach Membership application (only for coaches who are members of a BC Athletics School Club of School District member)