Transfer

Guidelines

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)

Who initiates the transfer

The incoming organization always has to initiate the transfer. You can search for participants by first name, last name, or HCR number.

Information Available

The information shown on the participant profile will be limited to the incoming MHA until the transfer is approved. Basic information is available so that you can confirm you are requesting the correct member.

• Date of birth

• Member type

• Current organization 

• HCR number

Transfer Limits

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' has been imported.

The reason why Transfers can not be Initiated

A new transfer request can not be initiated for the following reasons:

1. Outstanding balance, a participant can not be transferred until the outstanding balance is cleared.

2. Current location, a participant can not be transferred to the exact location for the same transfer type.

3. Open active transfer, a participant can not be transferred if they have an open, active transfer that needs to be reviewed.

From the Action button, the transfer options will be grayed out, and you cannot start a transfer process.

You must confirm or cancel and restart the process if a mistake is made.

Open

Transfer History

A history of all transfers for a participant can be found on the member’s profile under the history tab. You can sort by clicking on the directional arrows beside each column title.

• Period: The hockey season the transfer was made in.

• Duration: Whether the transfer is shared or permanent

• Type: The type of transfer - Association, Branch, or USA

• From: The association the transfer was coming from

• To: The location the transfer is moving to

• Approved on: The date that the transfer was approved on

• Status: The status of the transfer - open or closed

Open

Transfers - A2A and Transfers IBT

Association to Association (A2A) - Transfers from one MHA to another within the same Branch office.

Interbranch (IBT) - Transfers from one MHA to another outside their Branch office.

Request a Transfer

To transfer a participant, search for them by selecting Include members of all organizations from the radio options, then enter their first/last name or HCR #.

Once you have found the participant, click on the row so the side panel opens. Click the Actions button, and select Request Transfer.

 From the pop-up window, enter the information for the transfer:

• Transfer type* - permanent, shared, or non-resident

• Reason* - listed below

• Invoice (as required)

• Target team (optional)

• Target position* (required if target team is selected)

• Details (as required)

• Upload supporting documents (as required)

A2A and IBT Transfer Reasons

Shares

When requesting the transfer type Share, you can enter an expiration date. The share will automatically expire and be removed from the participant's profile.

This expiration date can be set at the time of the transfer request or by going to the Tasks / Transfer menu and opening the side panel of the transfer request. Click on the blue pencil to edit the date.

To remove a share before it expires or on transfers with no expiry date, go to the participant's profile / History tab, click on the shared transfer you want to remove and open the side panel. Click on the blue pencil and set the date to a date in the past. This will expire the share.

Transfer Status

To review the status of a transfer, you can go to the Tasks / Transfer menu or the participants' profile / History tab. Click on the transfer to open the side panel. You can review the transfer steps and the association from which the transfer requires approval. There are date and time stamps for the transfer history of each step.

 NRP Transfer

Non-Residential Player transfers require permissions to be set up in the team restrictions to be rostered to a team.

In the transfer type, select Non-Residential Player. You must add an expiry date and reason and upload supporting documents.

USA Transfers

When a USA transfer is created or canceled, notifications are sent to both Hockey Canada staff & HCR users required in the process. The incoming organization can view the request, but only Hockey Canada staff members can approve or deny it.

If a participant comes from outside Canada, the member requires a profile on the HCR platform. For information on how to create a member: click here.

Create a USA Transfer

Search for the participant, and go to the member’s profile. Click on the Action button, and select Transfer USA.

The Create USA transfer form will open. Enter the following information:

• Transfer type* - renewal, single, tryout, CHL draft, or youth

• Transfer occurs in* - select the season

• Duration* - limited, unlimited, or try out

• Direction* - incoming, outgoing, or unknown

• Federation*

• Team*

• Try Out Date

• Sent Date*

• Upload Supporting documents

• Notes

• Team Release Fee

• Team Name (Release Fee)

International Transfers

For International Transfers, an IIHF card number is required. Since IIHF staff cannot access HCR, only Hockey Canada staff will receive notifications.

If a participant comes from outside Canada, the member requires a profile on the HCR platform. For information on how to create a member: click here.

Create an International Transfers

Search for the participant, and go to the member’s profile. Click on the Action button, and select International Transfers.

The Create International Transfers form will open. Enter the following information:

• Duration* - limited, unlimited, or try out

• IIHF Card Number*

• Ext* - single year, multiple years, extension, tryout, CHL draft

• Direction* - incoming, outgoing, or unknown

• From Federation*

• To Federation*

• Team*

• Season*

• Status*

• Try Out Date

• Sent Date*

• Approve Date

• Move with parent*

• Upload Supporting documents

• Notes

• Team Release Fee

• Team Name (Release Fee)

Manual Transfer

Manual transfers are permission-based and can be done from any association.

To manually transfer a participant, search for them by selecting Include members of all organizations from the radio options, then enter their first/last name or HCR #.

Once you have found the participant, click on the row so the side panel opens. Click the Actions button, and select Manual Transfer

From the pop-up window, enter the information for the transfer:

• Transfer type* - permanent or shared

• Reason*

• Target organization*

• Details (as required)

• Upload supporting documents (as required)

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.

Search for Transfers

To search for your transfers, go to the Tasks / Transfer menu.

By default, the list of transfers for which an action is required will be displayed. If you want to search for transfers that have already been processed or for which no action is required for you at the moment, please uncheck the Action Required box.

You can filter your search.

By status:

• Open

• Closed

• Rejected

By Direction :

• Incoming

• Outgoing

• Sortant

By type :

• Association

• Branch

• USA

• International

Each column displays the following information:

• Transfer request date

• Request details

• Member and HCR number

• Member's current organization

• Member's new organization

• Request status

Each column can be filtered by clicking the arrow to the column header's right.

Transfer Management

Once a transfer is created, a workflow is set for this request, and a notification is sent to the following association listed. Workflows can be seen by opening the side panel of a transfer request. At each step of the workflow, the blue bar will initiate where the transfer process is, and a date & time stamp will be added once that step is complete.

Depending on the workflow, some steps will require approval, rejection, or a review only. At each step, a comment can be added.

Quick view is available, allowing you to open the participant's profile in a pop-up window to review the member's complete information.

Override Transfer

Override a transfer can be used when you approve all of the workflow. Click the Action button, and select Override - Approve or Override - Reject.

Cancel a Transfer

Please note that you cannot cancel a transfer request, but it can be rejected. If you are not a part of the workflow approval process for this transfer and need it to be rejected, you can add a comment. A notification will be sent to the members in the approval process for this transfer.