Match Sanctioning 

All rugby matches in Ontario, including exhibition matches, inbound provincial tours, and matches against non-Rugby Canada members, require sanctioning before the match begins. Match requests must be submitted to Rugby Ontario Competitions well in advance of games to ensure adequate time is provided to administer the request. Any Exhibition match in conflict with a scheduled Rugby Ontario Competition fixture will not be approved.

Quick Sanctioning Review PDF

Sanctioning an Exhibition Match versus another Rugby Ontario Club. 

To submit a match request for a game versus another Rugby Ontario Club, please email Rugby Ontario Competitions (competitions@rugbyontario.com) and include the following information: 

Match Date: 

Match Venue: 

Participating teams (home & away): 

Age Grade/Gender: 

Length of Halves: 

Rolling Substitutions: Yes/No 

Does the Club require a Match Official to be assigned: Yes/No 

 

Please note that requests placed within 14 days of the scheduled Match Kick-off are not guaranteed to have a Match Official assigned. While Match Officials Appointers work hard to fulfill all fixture appointments, last-minute notification of matches during peak seasons makes it difficult to secure Match Officials. If one cannot be appointed, please ensure that the requesting club fills this match with a registered and certified Match Official. Review Rugby Ontario’s Match Official Assignment Process for more information.  

Sanctioning an Inbound Inter-Provincial Match 

Examples of Inbound Inter-Provincial Matches: Versus a Provincial Touring side or another Province’s Club team 

For all matches kicking off in Ontario that include a team from another Canadian Province, Clubs will be required to submit a sanctioning request via PlayHQ. Prior to submitting an application, Clubs must obtain a roster of travelling athletes from the out-of-province team. This roster must include full names and the athlete’s date of birth. Once this has been obtained, the Club can submit a sanctioning request via PlayHQ. Below is a guide on how to submit this application.

PlayHQ Club Sanctioning Requests

PLEASE NOTE THE FOLLOWING:  

  • Please do not select the “away” team when submitting this application. Instead, please use the non-member functionality of the application and submit the Clubs’ details through the document portal. Travelling rosters should be submitted in JPEG or PDF format and can be uploaded in both slots to satisfy application requirements. 
  • If the Club has selected yes to a Match Official. Requests placed within 14 days of the scheduled Match Kick-off are not guaranteed to have a Match Official assigned. While Match Officials Appointers work hard to fulfill all fixture appointments, last-minute notification of matches during peak seasons makes it difficult to secure Match Officials. If one cannot be appointed, please ensure that the requesting club fills this match with a registered and certified Match Official. Review Rugby Ontario’s Match Official Assignment Process for more information. 

Sanctioning a Match Versus a NON-Rugby Canada Member 

Examples of matches versus a NON-Rugby Canada Member: International Touring Team, Post-Secondary Team, Highschool Teams. 

For all matches kicking off in Ontario that include a team from another Country, Clubs will be required to submit a sanctioning request via PlayHQ AND have their opposition obtain approval to tour. Please note that this application process requires additional time to ensure all documentation is approved by all National Unions and Rugby Ontario. It is recommended that clubs notify Rugby Ontario Competitions of intentions to play a touring side, no later than 2 weeks in advance of the fixture. 

Touring side teams will be required to obtain Approval to tour from their National Union, a Certificate of Insurance, and a Travelling roster (including full names and dates of birth). This information is required to be sent by the Home Union directly to Rugby Canada Sanctioning. Once a Club has been granted permission to tour within Canada, Rugby Canada will notify Rugby Ontario. At this stage, Clubs will be permitted to submit a Sanctioning application via PlayHQ. Below is a guide on how to submit this application. 

PlayHQ Club Sanctioning Requests

PLEASE NOTE THE FOLLOWING: 

  • Do not select “away” team when submitting this application. Instead, please use the non-member functionality of the application and submit the Club’s details through the document portal. Approval to Tour, Certificate of Insurance, and Travelling roster documents should be submitted in JPEG or PDF formats to satisfy application requirements. 
  • If the Club has selected yes to a Match Official. Requests placed within 14 days of the scheduled Match Kick-off are not guaranteed that a Match Official can be assigned. While Match Officials Appointers work hard to fulfill all fixture appointments, last minute notification of matches during peak seasons makes it difficult to secure Match Officials. If one cannot be appointed, please ensure that the requesting club fills this match with a registered and certified Match Official. Review Rugby Ontario’s Match Official Assignment Process for more information.