Sanctioning 

In administering and managing rugby as a sport, ‘sanctioning’ is an approvals process to ensure that activities related to rugby such as training, games, tournaments, and touring remain in compliance with ALL the regulations and by-laws of Rugby Canada, Provincial Union and World Rugby. Sanctioning is a case by case approval process.

Insurance coverage may be extended to Member Organizations, subject to the insurer’s specific conditions, ONLY when a rugby scenario has been examined and is found to be fully in compliance with all the regulations and bye-laws of both World Rugby and Rugby Canada.

Rugby Canada holds a suite of policies for the benefit of all participants. Only sanctioned rugby events are eligible for insurance to be extended. 

World Rugby, through Regulation 23, requires that every member Union has effective player insurance in place. Rugby Canada’s National Insurance Program builds off this requirement to ensure effective coverage is in place to protect ALL our members, including players, coaches, match officials, managers, medical staff, and volunteers.

Sanctioning should be viewed as a quality control process to ensure activities such as training, games, tournaments, and touring remain compliant with all regulations and bye-laws. Whilst insurance is of itself a necessary step in compliance with World Rugby’s Regulation No. 23, it will only be offered when all other regulations and bye-laws have been complied with, and subject to any terms imposed by the insurer.

Rugby Canada is the National Governing Body for the rugby in Canada recognized by Sport Canada. Rugby Canada is the recognized Union for rugby in Canada by World Rugby. Per World Rugby Regulations Rugby Canada must ensure compliance to regulations. Rugby Canada’s Provincial unions have an important role in sanctioning rugby activities within their geographical jurisdiction.

Any questions about sanctioning can be sent to sanctioning@rugby.ca.

Sanction Application Timelines

Application timelines can be found here: https://rugbycanada.sportlomo.com/application-deadlines/

Generally you should aim to get your application in no later than 2 weeks prior to the date. In some cases there are multiple levels of approval Province- National – International. Time is needed to ensure all approvals are obtained.

Application processing cut off date: 3 business days is required. We do our very best but neither Rugby Canada or Provincial union has an obligation to process a late application. Please note: sanctioning should be sought prior to incurring travel expenses. “Travel/expenses have been incurred” is not an acceptable reason to challenge a sanction timeline.

Application Process

Automatic Sanction: As long as a member organization maintains compliance to policy, rules and regulations, training or playing for a registered club in provincial leagues/competitions ONLY, sanctioning is automatically in place in accordance with terms applicable to each province. Please contact your Provincial Union for information about sanctioned competitions, and to confirm if your activity is sanctioned. Non-compliance with rules, policy or regulation can result in withdrawal of automatic sanction.

Participating in other games, events, tournaments, inside and outside Canada, either as a team or as an individual player is subject to different conditions. Applications for approval must be submitted to Rugby Canada.

Sanction Application Required

Rugby Canada is working to move all our sanction processing online through Sportlomo. Find your application here.

1- Submit your sanction application with your roster of registered participants. Be sure it complies with age banding. 

2- Provincial review and approval.

3- Rugby Canada review and approval.

Sanction request review: 

For each sanction request, Provincial Unions and Rugby Canada will consider the following:

  1. All participants of our Member Organizations are registered
  2. The Host’s relationship with Rugby Canada and/or a provincial union is in good-standing
  3. The Host’s capability of meeting Rugby Canada’s sanctioning requirements, or other factors relating to the operations of the Event
  4. The history of Member Organizations previous sanctioned Events (successful or issues)
  5. Any issue or matter which Rugby Canada or a Provincial Union deems may affect Rugby Canada’s ability to obtain insurance coverage
  6. Any issue or matter which Rugby Canada or a Provincial Union deems may damage the reputation of the Rugby Canada or that may introduce unreasonable safety concerns
  7. Any issue or matter which Rugby Canada or a Provincial Union deems may carry unreasonable risk or that may introduce unreasonable safety concerns
  8. Travelling Member Organizations Out of Province have submitted a completed roster that meets all age and playing guidelines
  9. All Non-Member Organizations have shown Proof of Commercial General Liability Insurance
  10. Non-Member Organizations from Out of Country have received approval to tour from their Home Union

Important Information:

Member Organizations and registered participants must not participate in rugby related activities that are not sanctioned. Participation in such events may lead to disciplinary actions.

Missing information or incomplete information from the sanction form may delay the approval process.

Insurance coverage may be extended upon sanctioning, subject to the insurer’s specific conditions, only when a rugby scenario has been examined and is found to be fully in compliance with all regulations and bylaws of both World Rugby, Rugby Canada and Provincial Union.

Insurance will only be extended to registered participants of Member clubs and Member Organizations of Provincial Unions participating in sanctioned rugby related activities.

Insurance will not be extended to unregistered participants and unsanctioned rugby related activities.

Rugby Canada is ultimately responsible for adhering to and protecting the National Insurance Program and associated policies. If a scenario has been examined and determined to be outside of the insurance policy requirements or carry an intolerable amount of risk, Rugby Canada has the right to reject sanctioning.

Match Officials

National Insurance Policy coverage only extends to include match officials for sanctioned events.

If a match official is to officiate an event that cannot be sanctioned by a Provincial Union and/or Rugby Canada iI.e. a high school, college, university competition, a service level agreement must be in place between the Provincial Union and the organizing body of the league, competition and/or game.

Should a Match Official officiate in another Country, they should be registered in the Country they are officiating in. A formal International Clearance is not required.

Match Officials that are officiating in another Country are not covered by the National Insurance Policy.

Responsibilities all participants have a role to understand the regulations and policies when it comes to sanctioning.

                Host team/club/union the visited union shall be fully responsible for ensuring the proper administration and                           control of all Matches, tours, Series of Matches or tournaments within its geographical territory. The host must:

    • Have an Emergency Action Plan and communicate the plan to all participants and spectators
    • Make available first aid provision
    • Have access to emergency contact information for participants
    • Assess the facility for possible hazards
    • All participants must be registered to a Member Organization and/or Provincial Union.
    • Ensure any visiting unions/players complete the relevant request and approval within the timelines specified within this policy.
    • Align any tournament rules to ensure complaints with policy and regulations such as age banding.

      Provincial Union must:

    • Ensure all participants are registered in the National Registration system prior to approving ANY sanction application
    • Ensure the club/team/applicant is in good standing according to their Union by-laws and policies
    • Support the host to align any tournament rules to ensure complaints with policy and regulations such as age banding.

      Rugby Canada:

    • Will confirm all participants are registered in the National Registration system
    • Will uphold all requirements of regulations, policy and rules.
    • After approving a sanction request, Rugby Canada will:
      • Send an approval letter to Member Organization and Provincial Union via email
      • For outbound tours and International Player Clearances, the approval will be sent to the National Union the Club is travelling to/the player is being cleared to via email

Links

World Rugby Regulations

Rugby Canada Clearance, Sanctioning, Insurance