Club Resources

What is the RCA Web Registration System?


The Online Web Registration System (WRS)  is based on a single point of entry: It is the clubs’ participant or member that registers in the system through your club’s program. This is to make it easier for your Club registrar and to ensure the accuracy of member information.

RCA provides insurance coverage to all registered members as well as many other member services such as sanctioning regattas, coach and umpire education, newsletters, etc.

How will my club be billed ?
Every time an athlete registers with your club 2 sets of fees are generated –  ARA fees and RCA fees.

At the end of each month RCA compiles as list of all members registered to a club in the RCA web-reg system for that month.

RCA sends the invoice to the ARA.

The ARA creates an invoice for the club that includes both the RCA fees and ARA fees.  This invoice is sent to the club.

The club cuts one cheque to pay RCA/ARA fees and mails it payable to the ARA.

The ARA keeps its registration fee portion and then sends an ARA cheque to RCA for the clubs RCA portion.

Registration Information:

The Date of Registration is the date the member registers for a program or, the date the member is registered for that program by a club administrator.

The “Activation”Date is the date a person is activated by the Club System Administrator

The Program Start Date is the first day of the program that the person has registered for.

Once a person registers in the system they are pending until the Club System Administrator “activates” them. Once “activated”, the membership is accepted and will be recorded as billable by both RCA and the Provincial Rowing Association (PRA). The billing date will be for the first day of the program.
If a member is “activated” but, cancels BEFORE the program start date, this member will appear in the system as “cancelled” with $0 fees owing on the financial reports received by RCA and the PRA’s.

If the member cancels AFTER the start date, the club will still owe PRA and RCA fees for that member. There are no refunds once a person is activated. We do advise Clubs to ensure that a member is not on the water or activated until the Club has received payment. Clubs need to ensure that their own member refund policies account for this.

If a member joins partway through a program, their billing date (by RCA and PRA) is the date they registered (not the start date for the program). Therefore, the billing date is either the start date of the program OR when a member registered – whichever is later.

Other Important Information:

1. RCA’s/ARA’s membership expires on March 31 each year. In many cases your Provincial Rowing Association membership matches this.

2. RCA and PRA Membership start dates are based on the first day the program started or whenever the member joined-whichever is later.

3. Every new person in this system will receive a NEW RCA number.

4. If a clubs programs spans the RCA membership expiry, a new RCA member will not be charged for two membership years but rather the upcoming membership year.

5. It is important to also register all your members including those in non-rowing roles.

Alberta Regatta Sanctioning Protocols

The 2019 Regatta Sanctioning Documents are ready for distribution.  If you’re hosting a regatta this summer the documents are available on request.
Please contact the office by email:  or phone 780 -427-8154.

The sanction document package includes:

  • Event Sanction Process — Overview
  • Information to Support the RCA Event Checklist
  • Event Sanction Application
  • Event Report

The 2019 RCA Event Sanction policy can be found here:

Also note the RCA Rule 3.5 – Quick Release Foot StretchersCan be found here

ARA Club Grant
Click here for ARA Club Grant Program Draft
Click here for ARA Club Grant Application Form

Alberta Lottery Fund
The Alberta Lottery Fund uses gaming revenues to benefit thousands of volunteer initiatives across the province every year. From skating rinks and health care facilities, to playgrounds, roads and marching bands, the Alberta Lottery Fund helps to enhance and improve Alberta’s communities.

Alberta Government

Community Facility Enhancement Program (CFEP)
CFEP is a matching grant program. It provides financial assistance to build, purchase, repair, renovate, upgrade or otherwise improve sports, recreational, cultural or other related family and community wellness facilities. The maximum level of funding for any one facility is $125,000 per fiscal year.

Community Initiatives Program (CIP)
CIP funding is approved on a matching grant basis. It supports project based initiatives in areas such as community services, seniors’ services, libraries, arts and culture, sports, education, health and recreation. The maximum grant level will be $75,000 per project per year.

Alberta Sport Connection (ASC) Grants

Coach and Official Development Initiatives
Coaches and officials play key roles in sports. That’s why the Alberta Sport, Recreation, Parks and Wildlife Foundation (ASRPWF) offers grants for coaches and officials.

These grants advance coaching and officiating development in Alberta, and support the Alberta Sport Plan and the Canadian Sport Policy.

Event Support Program
The Event Support Program focuses on sport, recreation, parks and wildlife program development. The program provides financial support to communities and associations to assist them in hosting major events, and as a result, promotes economic growth throughout the province.

Podium Alberta
The Alberta High Performance Athlete Assistance Program grant supports Alberta’s high performance athletes.

Donation Fund Program
Clubs can use this program for donations from supporters who are looking for a tax receipt. Minimum donation – $250.00

Athlete Monitoring Program
For athletes involved in or interested in high performance programming.

Latest News and Results
Can be found on their homepage:

Updated information on the new programs can be found here.

Policies and Guidelines
This link takes you to the page on the RCA web-site that lists all of their policies and guidelines – including Insurance information.

Event Sanctioning / Regatta Manual
A .pdf of the Regatta Manual can be found on this page, it  is designed for all clubs and organizations that host or plan to host regattas, big or small.

Rules of Racing
The Member approved Rules of Racing can be downloaded from here:

The ASRPWF administers the Donation Fund, which can provide tax-deductible receipts for unconditional contributions to amateur sport or recreation in Alberta.

For full details of the program go to their website:

If your club would like to participate in the program, please contact the ARA office.

The ARA is dedicated to the development of coaches, officials and athletes in Alberta and to fulfill that responsibility, will from time to time, organize relevant courses, workshops, seminars, camps or other events.

These events require the up-front commitment to and of the resources to conduct them:

  • the leaders or coaches, some occasionally from out of province, who must make the
  • time available for the session, must prepare for it and who may be compensated by
  • the ARA for their services and expenses
  • the venue
  • the necessary materials and equipment

Consequently a reasonably accurate count of those who will attend is required sufficiently in advance to plan appropriately. This number may impact the location, the timing, the resources required and even whether or not the event will proceed.

The ARA usually bears most of the cost for such events but often a participant fee is also levied. Experience has been that too often expected participants cancel at the last minute and fail to pay even though all arrangements have been made assuming their attendance and leaving no time to modify the event accordingly.

Therefore, as of 01 July 2009 the following policy will be applied.

For any ARA event for which a participant fee will be levied, a date may be set after which the fee is due regardless of attendance or non-attendance.

If an expected attendee cancels after the stated date or simply fails to show up, the fee if already paid will not be returned; if not already paid, the person will be invoiced. Also anyone attending but not paid up will be invoiced.

If anyone defaults on such a payment, until settlement is made, the ARA will not:

  • accept registration for that person in any other ARA sponsored training or
  • development event
  • make any expense or other payment to the person
  • register the person with RCA

It is hoped that it will never be necessary to resort to the punitive aspects of this policy but, without some provision for enforcement, it becomes toothless and therefore meaningless.

ARA Expense Claim & Payment Policy

  • The person claiming expenses must fill out an ARA expense form.
  • Receipts must be presented for all items. Note: Where a credit card is used, please provide the receipt as well as the credit card slip.
  • The claimant is responsible for submitting a clear and complete claim. This is necessary so that ARA books can withstand inspection or audit.
  • Note that neither the Treasurer nor the ARA Executive Assistant (or Provincial Technical Director etc.) is responsible for researching an expense claim or compiling or submitting the necessary documents.

Unless under exceptional circumstances all expenses must be pre-approved by the ARA Executive.
**Exceptional circumstances are where the claimant did not have reasonable opportunity to request or executive to provide prior approval.**

In the case of such exceptional circumstances, the request should (preferably) be brought to and considered at the next Executive meeting.

However, if payment is a matter of urgency:

  • The Treasurer may decide on an expense claim if less than $100.
  • Should the Treasurer initially decide against such a claim (or feel unable to solely approve),
  • he/she will initiate the process as for claims of over $100 (see next).
  • For claims of $100 or more, the Treasurer will poll the Executive by email. The decision will be by majority of those Executive members responding within 96 hours.
  • Such claims arising from a single occasion or event can not be split into smaller amounts (i.e.< $100) so as to circumvent the normal approval process.

Where the executive did not have reasonable opportunity to give prior approval but the claimant had reasonable opportunity to request it, the claim will be considered by the board at the next board meeting.

*With the exception that for road travel to ARA Board meetings, expenses may be paid on the basis of a standard per km rate. If claimed, an ARA expense form must be used and it is expected that car-pooling will be employed where practicable.*

Download Expense Form