Bulletin No. 11-1

Date: Wednesday, June 9, 2010 @ 9:00am

To: Rural Minor Hockey Associations

From: Hockey Manitoba

CC: Board of Directors, Regional Vice Directors

Subject: HCR Registration Procedures

As indicated in Information Bulletin No.08-07 dated April 2, 2008, Hockey Manitoba outlined our commitment to have all minor hockey associations using the Hockey Canada Registry (HCR) within a three-year time frame. The 2010 season marks the third and final year of implementation of the HCR and all minor associations are expected to participate with registration of their members using Hockey Canada’s national database system.

Full use of the system by associations has allowed Hockey Manitoba to adjust our registration procedures for a more efficient approach when registering minor hockey members and teams.

Elimination of the Paper Version of the Official Team Roster

Hockey Manitoba’s Official Team Roster will no longer be available for manual registration purposes. In its place a Team Formation Sheet has been created to assist associations with internal communication between coaches and the association’s registrar.Official Team Rosters will be available for distribution to coaches once approved by your Zone Registrar directly from the HCR system. A Team Information Sheet is not a roster and may not be substituted for the Official Team Roster.

Removal of Signatures

The elimination of what was previously Hockey Manitoba’s Official Roster allows us to do away with the collection of member signatures on a roster document. However, a signature is still required by all members in relation to Hockey Manitoba’s Privacy Policy but will now be collected at the initial time of player registration.

Minor associations will be asked to collect signatures in one of two ways:

1) Use of the Pre-registration Report for players and coaches generated from the HCR which includes the Hockey Manitoba Privacy Policy Statement

OR 2) Include the Hockey Manitoba Privacy Policy Statement on association’s existing registration information Associations will be required to keep pre-registration or registration information with member’s signatures for a period of three years.

Random audits will be conducted to ensure that this procedure is adhered to.

Collection of Membership Fees

Previously, payment of registration fees was required with the submission of team rosters to the Zone Registrar. To more effectively manage the collection of fees Hockey Manitoba will now move to a system where associations will be invoiced based on the previous years registration numbers.

Example: ABC Minor Hockey Association

TOTAL REGISTRATION FEE FOR 09/10 $3,000.00

ABC Minor Hockey Association will now be invoiced $3,000.00 for 10/11 registration fees with 50% due on October 15th and the balance due November 15th. Payment for registration fees will now be submitted directly to Hockey Manitoba. Upon a reconciliation of fees in February, Hockey Manitoba will invoice or credit monies to applicable associations. Zone registrars will not approve teams until the 1st installment of registration fees are collected.

WHAT IS YOUR NEXT STEP?

Hockey Manitoba recognizes the challenges and questions your association may have with moving forward into the Hockey Canada Registry System. As an effective means of communication, we have designated a page on our website as a reference/resource tool for minor associations to assist in the transition to the HCR system. This page is presently under construction but will be available on June 11th. Step-by-step instructions in obtaining access to the HCR can be found here in addition to our upcoming training information.

We strongly encourage all associations to visit this page on our website www.hockeymanitoba.mb.ca regularly as it will be updated frequently.

To easily locate this information on we have placed a banner on our home page adjacent to our Volunteer of the Year that reads "HCR Access for Minor Associations."

Thank you.

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