This article provides guidance to VJBL club administrators on managing the electronic Transfer/Clearance process of players who have played in the VJBL competition in one club and now wish to play in the VJBL competition for a new club.
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As per VJBL Rules of Operation, a player who has previously registered to a VJBL club must have their transfer request approved before they can play for a new VJBL club. |
Note: Transfer requests only apply to players and never apply to coaches or team managers.
Overview
- In PlayHQ, a player will be presented with an option to initiate a 'Transfer Request' if they attempt to register to the VJBL competition at a VJBL club that is different from their previous VJBL club.
- An initiated 'Transfer Request' triggers a process that requires an administrator of the player's existing (source) club, a VJBL administrator, and an administrator of the player's intended new (destination) club to approve or decline their transfer request.
When all administrators of the relevant organisations approve the player's transfer request, the player can then proceed to complete their registration to the new club.
If the transfer request is declined by an administrator, registration to the new club is not allowed.
Note: Under certain circumstances, the VJBL charges a player $22.00 to process their transfer request. VJBL staff will contact the player/parent/guardian directly to collect this payment before the VJBL processes their request.
Process from 'Tryout' to 'Registration' at a club for the VJBL competition
Typically, a player is selected to play for a VJBL Club following a Tryout process. All players MUST register to the Club's Tryout using the 'VJBL Tryout and Preseason' program available in the club's 'Programs' section of the administrative portal - support article available here.
Once players have been selected to a team, all players MUST also register to the VJBL club for the upcoming VJBL competition season. Typically, VJBL clubs use the 'Participant to Club Team' registration form to have players, coaches and team managers register direct to their selected team.
If a player attempts to register to a new club the option to request a transfer will be shown (see screen image below). At this point, the player cannot proceed with their registration to the new club but can request a transfer by selecting the 'Get Started' option:
The process of managing transfer requests for the VJBL competition is within the PlayHQ platform and follows the processed detailed below:
Managing transfer requests
An administrator can choose to receive a notification email when a player has requested a transfer that now requires their action to approve or decline the request.
When configured, the administrator will receive the following email notification that their action is required:
Each club can also configure that requests are automatically approved for either, or both, 'Inbound' and/or 'Outbound' player transfer requests.
A club administrator configures these settings by selecting 'Transfers' and then the 'Settings' tab, and making the appropriate selection.
Note: If a player transfer request is made and an administrator fails to action the request, the transfer request is automatically approved after 7 days (or as set by the VJBL) independent of the setting made by the club. Approved requests pass the transfer onto the next step in the approval process.
Relevant player transfer requests will be listed in the 'Requests' tab within the 'Transfers' section.
To action a transfer request, select the relevant 'View' option, review the transfer request and action by selecting either the 'Approve' or 'Decline' options, and then 'Done'. When a request is declined, a note must be added by the administrator. The note added is viewable by administrators but hidden to the player.
Note: The 'Approve' / 'Decline' options appear only when it is the turn of the administrator in the club to action the transfer request. You cannot action a request before it is the turn of your organisation to do so.
Approval automatically moves the request to the next step in the approvals process, which ultimately involves the player completing their registration to their new club if appropriate. The status of transfer requests is displayed to all administrators including if the player has successfully registered to their new club.
When all administrators have approved a transfer request, the player automatically receives an email containing a link to complete their registration to the new club:
The player will automatically receive an email notification if their request is declined by an administrator:
A player that has had their transfer request declined will subsequently need to request another transfer if they intend registering to another club. They do so by attempting to register again to their new club.