Club Operations

Registration

Thank you to all the volunteers who are taking on a critical role in their club’s operations and governance, especially the Club Registrars who take on the task of swimmer and coach registration. Registration is one of the key services that Swim BC offers our clubs. The Club Registration Manual is designed to help clubs navigate the club, swimmer, and coach registration processes.

The Registration Manual outlines registration rules and procedures for Clubs, Swimmers and Coaches. You can find the manuals below.

2022-2023 Registration

Swim BC Invoice Payment Options

Swim BC offers three options for payment of registration or Post Meet invoices. Payment for invoices is due within 30 days of their creation. Swim BC will reach out to any clubs that have overdue invoices. If you have questions with regards to an invoice or payment, please reach out Sam Thoms.

Payment options include:

  • Interac Email Money Transfer: eTransfers can be sent to Swim BC as payment for invoices. Please send etransfers to payments@swimbc.ca. This email is set up for auto-deposit, and a security question shouldn’t be needed. Please include your invoice number in the comments of your eTransfer to assure that payment is applied without delay.
  • Credit Card: Credit cards are accepted for payments of $300 or less. We do not have an online credit card processing system, therefore you’ll need to call the office directly to apply payment.
  • Cheque: Cheques are accepted for payment. They can be mailed directly to the office. Please only use cheques from a Club bank account and avoid using personal cheques.

INSURANCE

Insurance coverage is one of the services provided by Swim BC membership. Our policy is held with Sport BC (SBC) Insurance. The Swim BC Insurance Policy runs from Dec 1st to Nov 30th of each year. We have moved to a Master Certificate of Insurance (COI) which includes all the registered Swim BC clubs and facilities that they use. If you need a copy of the COI or any information added, please reach out to Sam Thoms. You can see a brief overview of our coverage and information on how to report an incident below.

Insurance Overview

The Swim BC Insurance Policy runs from January 15th to January 14th of each year. Our policy is held with Sport BC (SBC) Insurance. Registration with Swim BC includes this insurance coverage (among many other services).

Here is a broad overview of our insurance:

Commercial General Liability coverage

  • Who is insured: Swim B.C. and its “Members” for all “Sanctioned Activities” authorized by the Association. Members include Executives, Coaches, Directors, Officers, Officials, Employees, Participants and Volunteers while acting on behalf of the association. Sanctioned Activities mean all competitions, sport demonstrations including related practice and training, social and fundraising activities authorized by the Association and run by ‘members’.
  • This coverage will pay those sums that the insured becomes legally obligated to pay as compensatory damages because of bodily injury to or damage to property of others, such as spectators, passer-by, property owners and others resulting from your operations or actions. Coverage includes your legal liability for injury to participants. The coverage provided, also includes Injury to Participants that result from our association, member clubs, or individual members’ negligence. The coverage also includes Additional Insured’s, such as Municipalities, Government Departments, Sponsors and Owners of the facilities in whose name we have agreed to provide insurance for their vicarious liability arising out of our operations.

Sport Accident Insurance

  • Responds over and above BC Medical Services Plan (BCMSP) and any extended health plan. Once the limits on both BCMSP and any extended Health plan have been exhausted, the sport accident policy kicks in.
  • For information on Reporting an Incident, please see the adjacent tab.

Directors and Officers (D & O) Liability Insurance

  • Coverage for settlement and defence costs for directors and officers wrongful acts and decisions.
  • Protection extends to directors, officers, de facto director, trustee, employee, volunteer or member of the staff, faculty or any duly constituted committee or the equivalent in any jurisdiction, of the insured organization

The Swim BC insurance does not include Contagion coverage. Clubs are protected under the BC Ministerial order against liability with regards to the transmission of COVID-19. You can find the order here.

SBC Insurance provides a Master Certificate of Insurance (COI) that lists all member clubs and facility “owners”.  This certificate can be given to all the facilities that request a COI. To request a copy of the Master COI or to have another facility or municipality added to the current Master COI, please contact Sam Thoms.

Swim BC is a member of Sport BC and as such we receive priority service, meaning all member inquiries are at “at the top of the list” for SBC Insurance services. We have a dedicated broker and certificate specialist assigned to us. Given SBC Insurance functions as an operating branch of a not-for-profit organization (Sport BC), brokerage fees are kept very low. SBC Insurance is able to provide collective membership leverage that definitely plays in our favour.

If you have any questions regarding insurance, please contact Sam Thoms.

Reporting an Incident

Following an incident all clubs must: 

  1. Submit an incident report  to Swim BC within 72 hours of the incident. (Notice of any accidents or potential insurance claims must be reported for coverage to apply. This form is only used to report a potential claim to Swim BC, it is not in lieu of the submission of the accident claim form)
  2. Provide the injured member with the Allsport Athletic Accident Claim Form  

An Incident Report is required to be submitted by a coach, official or someone affiliated with the club or facility any time there is an accident or injury during any Swim BC approved or sanctioned activities (i.e. swim meets, practices, approved social events, team functions, etc.) The form must not be submitted by a parent or the injured party.  

What is an incident? 

  • Any injury large or small requiring any level of first aid.
  • An incident may be a recurring overuse injury requiring medical attention

Steps to take if an incident occurs: 

  • Ensure appropriate first aid measures are provided, and or cooperation with facility staff (lifeguards) is optimized.
  •  
  • Immediately document the incident as thoroughly as possible.  Where appropriate, secure comments from witnesses
  •  
  • Submit an Incident Report to Swim BC with 72 hours of the incident
  •  
  • Provide the injured member (parents) with the accident claim form and direction on the filing procedure
  •  

What else should you inform Swim BC of? 

  • Supplemental reports on injury status, allegations of wrong-doing or any other matter related to the incident
  •  
  • Any contact with a lawyer for any matter related to the incident
  •  

If you have any questions, please email Sam Thoms.

Filing an Accident Claim

All Swim BC members seeking reimbursement for expenses not covered by their primary insurance must: 

  • Complete the accident claim form
  • Submit the accident claim form  to club management for certification and signature.
  • Submit the claim form to Swim BC within 21 days of the incident. Swim BC will verify membership status and forward the accident claim form  to the insurance company.
  • Have the attending dentist or physician complete the applicable form for dental and medical reimbursement.
  • Claim documentation must be received within 90 days.

Please note:

  • The insurance company will not process a claim until it is verified by Swim BC.
  • Swim BC will verify and forward the claim to the insurance company the same business day it is received.
  • Due to the time constraints, it is very important that all claim forms are sent to Swim BC– do not send directly to the insurance company.
  • The time required to process a claim varies depending on the severity of the incident and how complicated the claim becomes.

SWIM-A-THON

The Swim-a-Thon is an in-pool fundraiser where swimmers earn pledges to swim a set number of lengths or participate in a fun and challenging swimming event. Each club can personalize its Swim-a-Thon event to match its club and swimmer needs. All donations are collected online through a personalized website created by Swimming Canada, and 90% of the funds earned are distributed back to the clubs.

The 2023 Swim-a-thon Registration is now open! Swim-a-thon events can be hosted anytime between now and August 31st, 2023. The campaign is a great fundraising opportunity for all clubs.

2023 Information Package

2023 Swim-a-thon Registration

For complete information, visit Swim-a-Thon Online. Please email Tracy Gardner if you have any questions.

Covid 19 Resources
AVIS & BUDGET PARTNERSHIP

Swim BC is excited to announce we are now offering our members discounted vehicle rental rates through a partnership with Avis Budget Group and Swimming Canada.

Avis and Budget are here for you anytime and anywhere. As a Swim BC member, enjoy up to 30% off Avis base rates when you PAY NOW using AWD # F221804. Visit www.avis.ca/swimbc and book your vehicle rental today! For a unique and expedited experience, sign up for Avis Preferred and accelerate your rewards. As an added bonus, Swim BC members can also enjoy up to 35% off Budget PAY NOW base rates by visiting www.budget.ca/swimbc and using BCD # B166104

Swim BC gratefully acknowledges the financial support of the Province of British Columbia.

Address

305-4420 Chatterton Way
Victoria, BC V8X 5J2

Contact

778-430-9100
Email

Copyright © 2022, Swim BC. All rights reserved.

Pin It on Pinterest