Transferring A Participant

Guidelines

Transfers are used to move participants from one organization to another. There are multiple types of transfers:

• Association to Association (A2A)

• Interbranch (IBT)

• USA (USA)

• International (INT)

The transfer process will remain the same where the incoming organization always has to initiate the transfer. The outgoing organization has to go into the “Tasks” section to manage requests. You can search for participant by first name, last name or HCR number.

Since the incoming participant doesn’t belong to the incoming organization yet, the incoming organization can only see basic information:

• Date of birth

• Member type

• Current organization 

• HCR number

There are no limits on transfers but import rules still apply (Junior A,B,C, Major Junior) for their respective levels. The history of participant transfers' will be imported for June 1, 2021.

Once a participant has a transfer request, you can’t make another request while pending another transfer is pending. If a mistake is made, you must confirm or cancel and restart the process. There will be a transfer history tab on each participants profile. There is a small change to note for IBTs:

• Incoming initiate transfer

  • Outgoing accepts

  • Incoming accepts → Only IBT has extra level

There are some new features for the HCR 3.0 to take note of:

• Override button: Not everyone will have access to this → Branch level overrides MHA

• If there is an outstanding balance, a participant can’t move until outstanding balance is cleared. Buttons in action button won’t be available, can’t start a transfer

Every level in structure can have access to task list. Here is an example:

• Hockey Quebec → Region → MHA can create report

Depending on permissions you maybe able to take action or read only

Transfers - A2A 

• To transfer a participant, you need to search for them using this option

• Once you have found the participant, click on the row and than use the action button

Transfers - IBT

• To transfer a participant, you need to search for them using this option

• 

• Once you have found the participant, click on the row and than use the action button

After you request a transfer, you must fill in the next set of information:

A2A and IBT Transfer Reasons

We can go into the “Tasks” section and click on a transfer to check the status. We can check in on the transfer process step by step. We can see that the transfer process has been started (left image) and the transfer process has been completed (right image). There are date and time stamps for the transfer history each step of the way.

Shares

The process of share will remain the same:

• Search for participant

• Request transfer

• Type of transfer should be “share”

We can now put an expiration date on the share to enable the participant to automatically return on a given date at the end of the hockey season. This expiration date can be set by each individual member branch depending on their needs. This feature is optional and the share will stay unless you remove it or use the dates to remove share.

USA Transfers

You can create request and once its approved, you can close it. If you do USA transfer we send a notification to Hockey Canada staff & the staff member that is managing access will receive notification as well. Same process to cancel pending, or mistake re-do completely. The incoming organization can see request, only Hockey Canada staff member can approve or deny it.

If participant is coming from outside Canada, he/she needs to exist in the HCR platform. The process looks like this:

1-To create a new member, we must be in the participant section and find the “+Add Member” button

2- We must fill out the basic information

3- We must fill out the information in the next box

4- Your participant has been created and you will be taken to their profile.

5- Go to participants and search for your participant

6- Click on the row and initiate a USA transfer

7- You’ll be taken to the participants profile where you can complete the USA transfer information as seen in the next image:

USA Transfer reasons:

-CHL Draft -Renewal -Single -Tryout -Youth

International Transfers

Compared to a USA Transfer, there is an additional piece of information that is needed for an international transfer. We need to include the IIHF card number. No IIHF staff have access to HCR, only Hockey Canada staff  receive notifications. If there is a pending transfer, we can’t request another one. The same process to cancel pending, or mistake re do completely is in place. The incoming organization can see incoming player and accept it.

If participant is coming from outside Canada, he/she needs to exist. You can create the member with the following steps:

1-To create a new member, we must be in the participant section and find the “+Add Member” button

2- We must fill out the basic information

3- We must fill out the information in the next box

4- Your participant has been created and you will be taken to their profile.

5- Go to participants and search for your participant

6- Click on the row and initiate an International Transfer

7- You’ll be taken to the participants profile where you can complete the International Transfer information as seen in the next image:

Junior carding

Carding is the process through which clubs at the Junior, Senior & Elite AAA levels “protect” the playing rights of specific eligible players for an upcoming season, thereby committing them to the club in question – only a Release of the player, or a Transfer of the player’s rights, makes the eligible again to play for another club at that same level.

To learn more about carding, click here to access our carding guide.