Moving participants to a Permanently Ineligible Members status is permission based, and will disallow this member from registering for hockey or be rostered to any team within Hockey Canada.
Note: Access to Permanently Ineligible features is highly restricted. Please keep information strictly Confidential.
Move a Member to Permanently Ineligible Status
Go to the participant’s profile, and from the Action button, select Make Member Permanently Ineligible.
Select from the drop down a Reason For Status Change:
Historical sanction - Hockey Canada or a member has in fact sanctioned that person in the past and we have evidence to support it.
Sanction - This is an outcome that may result from the Complaints and Disciplinary Measures Policy. The new sanctions lead to this situation.
Criminal Convictions(s) - Hockey Canada or a member has evidence (potentially newspaper articles) that a person has a criminal conviction that makes them ineligible.
Maltreatment complaint / Hearing decision - Maltreatment Complaint/ Hearing Decision.
Temporary ineligible / ongoing processes - Hockey Canada or a member must render a person temporarily ineligible due to an ongoing process led by the BCIS or NSO’s independent third party.
Other
Select from the drop down an Imposing Organization
Enter a note
Click Submit
This will set the members status to Permanently Ineligible, blocking all activity on the platform, including access to the member’s profile from the My Account; it will be blocked.
Note: Submitting this status change will trigger a notification.
A pop-up window will let you know that the status change was successful.
You will see on the participant’s profile that the status has changed to Permanently Ineligible, and the reason and the note entered are shown.
Note: All users in HCR will be able to see the Permanently Ineligible status on a members profile, but only users with permissions will see the Reasons and the Notes.
On the participant’s profile, under the History tab, you will see that the Member status Log includes a record of the status change.
The member status log includes:
The date of the change
Who made the change
The reason for the change, the imposing organization, and a note
The status change - previous status to new status
Note: The information found in the Reason’s column is only visible to users with permissions. All other users will only see the member’s status log.
Move a Member out of Permanently Ineligible Status
When a participant is moved out of an ineligible status, notifications will be sent to a user that has permission.
To change the status, go to the member's profile, and click on the Action button, then select Remove Ineligibility.
From the pop-up window,
Select from the drop down a Reason For Status Change:
Profile Incorrectly Made Ineligible - We have determined that the profile status was changed inadvertently or by mistake.
Temporary Ineligible Period Complete - The person has served the fixed-term suspension associated with their sanction. Such a situation could arise during a disciplinary process.
Other
Select from the drop down an Imposing Organization
Enter a note
Click Submit.
The status change is added to the Member’s Status Log in the History tab of the member’s profile.
Create an Permanently Ineligible Member
If you obtain information on a person that would be marked as ineligible but currently does not have a member’s profile in HCR, and you can create an ineligible member. Unlike creating a full profile, only basic information is required.
To create an ineligible member, go to the member search page, and click +Add Member, select Add Ineligible Member.
Enter the First and Last Name
Select a reason from the drop down
Historical sanction - Hockey Canada or a member has in fact sanctioned that person in the past and we have evidence to support it.
Sanction - This is an outcome that may result from the Complaints and Disciplinary Measures Policy. The new sanctions lead to this situation.
Criminal Convictions(s) - Hockey Canada or a member has evidence (potentially newspaper articles) that a person has a criminal conviction that makes them ineligible.
Maltreatment complaint / Hearing decision - Maltreatment Complaint/ Hearing Decision.
Temporary ineligible / ongoing processes - Hockey Canada or a member must render a person temporarily ineligible due to an ongoing process led by the BCIS or NSO’s independent third party.
Other
Select from the drop down an Imposing Organization
Enter a note
Click Submit
A profile will be created with an HCR#, but no date of birth has been added. From the Action button, no actions are available.
From the Overview tab, under the Document section, you can add a pdf article or other reference material.
Click on +Add
Select the document type permanently ineligible
Click the link to upload your document
Click Add
Note: Only users with permissions will be able to view documents added with the document type Permanently Ineligible.
Potential & Permanently Ineligible Members
When a new profile is created, the system will flag any profiles that are potentially a match to an ineligible member.
A Member Created from Online Registration - When a profile is created during an online registration, a message is displayed This profile has been frozen by HCR Administrators. Please directly contact your provincial member of Hockey Canada for support.
A Member Added Manually - When a profile is created manually inside HCR, the system will search for any matches that will include ones flagged profiles for ineligibility. You can click the quick view to open the profiles in another window without starting your search over. If the possible matches are not the member you are adding, click on Create new member.
A Perfect Match Found - The system will allow you to add a member but will warn you that you are creating a perfect match with an ineligible member. The member that you are creating will have the status of Permanently Ineligible that will need to be reviewed by Hockey Canada.
A Partial Match Found - The system will allow you to add a member but the member will be flagged as Potentially Ineligible that will need to be reviewed by Hockey Canada.
Note: Members with the Potentially Ineligible status will be functional in HCR, but it will remain flagged until HC Sport Safety can confirm it doesn't represent someone who should not be participating.
The following note will appear in the member's profile:
The status changed automatically to Potentially ineligible because this profile has similar characteristics to an existing profile flagged as permanently ineligible in HCR. No action from participants or registrars is required. The profile is not blocked but will be reviewed by sport safety.
An email will be sent to Hockey Canada for review.
From the Tasks / Potential Ineligible Members menu, you will find a list of possible matches to ineligible members.
From the search box, you can enter partial or full to filter the display on screen.
You can click on the directional arrows to sort by that column.
The list of Potential Ineligible members that are on file will be displayed.
Submitted - the date that the profile was added and the source (online, manual or 3th party)
Organization - the organization that the member belongs to
Member - the member’s name and link to their profile and the status - Potential Ineligible or Permanently Ineligible.
Date of birth - the date of birth of the member
Each potential match will need to be reviewed. You can click on the line to open the side panel, and click on the Quick View to open the member’s profile.
You can select multiple members profiles at one time by using the quick view. From the left hand side, you can Select All, Select Current Page or Unselect All. Then click the + to open in Quick View all members.
From the Action, select Manage Approval.
From the pop-up window you can select Remove from list, which will remove them from the potential ineligible members list, or you can select Make Ineligible.
Selecting Remove from list will revert the member to their previous status.
When selecting, Make Ineligible:
Select a reason from the drop down
Historical sanction - Hockey Canada or a member has in fact sanctioned that person in the past and we have evidence to support it.
Sanction - This is an outcome that may result from the Complaints and Disciplinary Measures Policy. The new sanctions lead to this situation.
Criminal Convictions(s) - Hockey Canada or a member has evidence (potentially newspaper articles) that a person has a criminal conviction that makes them ineligible.
Maltreatment complaint / Hearing decision - Maltreatment Complaint/ Hearing Decision.
Temporary ineligible / ongoing processes - Hockey Canada or a member must render a person temporarily ineligible due to an ongoing process led by the BCIS or NSO’s independent third party.
Other
Select from the drop down an Imposing Organization
Enter a note
Click Confirm Ineligibility
Reports
Reports are located in the top menu, click Reports and select Permanently Ineligible Participants Report.
Note: This report is only available to users with this permission level.
From this report, you can generate a list of permanently ineligible members only or include potentially ineligible participants.
