Membership

Membership FAQ's

Who can be a BC Athletics member?

• Membership is open to all residents of BC living inside the province and those living temporarily outside the province due to school or employment.
• If you hold a current, competitive athletics membership with another province you do not need to take out a BC Athletics membership.
• If you do not reside in BC but need an Athletics Canada membership 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

Criminal Records Check Requirements

All BC Athletics members with a Coach, Associate or Official membership must have a Criminal Records Check in place and noted on the membership database.  Criminal Records Checks are valid for a period of 4 years with BC Athletics.

Unattached Members:

Unattached members can request intructions for online access to obtain their Criminal Records Checks

BC Athletics Affiliated Club Members:

Club members must get their CRC done through their clubs.  In most cases CRC's can be done online.  Where not available 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

Club Registration

Volunteer consent form

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.

 

 

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.

2019 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.

2019 Club Transfer Form

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Membership Lookup

Membership status & number checker

Member Discounts

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2019 Trackie Access Waiver

2019 Trackie.me Access Waiver (submit after September 1st)

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 2019 membership year must have an approved waiver on file at the BC Athletics office before any 2019 memberships can be entered.  The 2019 membership database will be accessible beginning September 1st, 2018.  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. 

 

2019 BC Athletics Affiliated Club Status

If your club is NOT listed below it has either not begun the club renewal process for 2019 or has not met all requirements for approval .  Please contact Sam Collier for details.

The following clubs have been formally approved by the BC Athletics Board of Directors as 2019 BC Athletics Club members:

BC Wheelchair Sports Assoc. - Athletics

Burnaby Striders Track & Field Club

Campbell River Comets

Capilano Eagles Running Club

Chilliwack Track & Field Club

Coastal Track Club

Coquitlam Cheetahs

Diamond Track Sprinting

Elite Track & Field Academy

Golden Ears Athletics

Greyhounds Masters Track & Field Club

Hershey Harriers Athletic Club

Kajaks Track & Field Club

Kamloops Ridge Runners

Kamloops Track & Field Club

Lions Gate Road Runners

Mid Island Distance

Mile2marathon

Nanaimo & District Track & Field Club

New West Spartans Track & Field Club

NorWesters Track & Field Club

Ocean Athletics

Okanagan Athletics Club

Pacesetter Athletic Run Club

Pacific Road Runners

Phoenix Athletics Association

Prairie Inn Harriers Racing Team

Racewalk West

Royal City Track & Field Club

Semiahmoo Sunrunners

Trail Track & Field Club

Trinity Western University

Ubc Okanagan

Ultra Throw

Vancouver Falcons Athletic Club

Vancouver Island Runners' Assoc.

Vancouver Olympic Club

Vancouver Thunderbirds

Victoria Speed Project

Wc Race Series Society

 

 

Club Transfers &2nd Claim Club Status

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Clubs - Membership additions, changes, corrections

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.  In most cases CRC's can be done online.  See information below.  Where not available 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

Club Registration

Volunteer consent form

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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2019 Membership Fees:

  There are no changes to the membership fees for 2019. 

2019 Club Membership:

   You can renew your club membership beginning September 1, 2018.  You must renew your club membership on T.Me and have your 2019 Access Waiver in place in order to enter 2019 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 2019 membership ready to submit to the BC Athletics Board of Directors for approval:

1. All 2018 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, 2019 club members
4. All outstanding Post Event Submissions for BC Athletics sanctioned events must be submitted and paid.

   The 2018 club membership will remain in place until December 31^st, 2018 – after that you will need to be sure that you’ve renewed the club for 2019 so all benefits are in place including liability insurance. 

Registrar Requirements:

In order to have access to 2019 membership renewals you will need to do the following:

1. Renewing the Club Membership for 2019
2. Renew your Associate membership for 2019
3. Have a 2019 Trackie.me Waiver filed with the BC Athletics office.

 

Club Member Memberships:

Make sure that 2019 individual memberships are in place on January 1, 2019 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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2019 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

2019 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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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.

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

Request for a Certificate of Insurance