Important note: If any of the information in this section should change during the course of the membership year, please resubmit this form with the updated information


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NameImportant note: If any of the information in this section should change during the course of the membership year, please resubmit this form with the updated information
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November 23rd, 2014
Dear Ontario Scuba Club:
Please find enclosed your OUC Club membership renewal / application form for the 2015 membership year.
The form is divided into the following sections:
Section 1: Information about your Club

Section 2: Information about your Club’s members

Section 3: Fee calculator

Section 4: Student membership Program

Section 5: Insurance policy agreement and notes

Section 6: Checklist and how and where to send everything

Section 7: Appendices
If you have any questions about the form or the process, please contact Brian in our office by telephone at: (416) 426-7033 or by e-mail at: ouc@underwatercouncil.com.
Thank-you very much for joining/re-joining the Ontario Underwater Council!
Yours in safe, respectful, & enjoyable scuba diving,

ouc_logo from website

Rick Le Blanc

President, Ontario Underwater Council

Phone: 905-509-4674

E-Mail:      ouc.president@underwatercouncil.com

Website:    www.underwatercouncil.com
OUC: Promoting the sport of scuba diving in Ontario through safety, advocacy, cultural and environmental awareness, self-governance, and fun since 1958.OUC CLUB MEMBERSHIP APPLICATION

SECTION 1, INFORMATION ABOUT YOUR SCUBA CLUB:
Important note: If any of the information in this section should change during the course of the membership year, please resubmit this form with the updated information.
CLUB NAME: ____________________________________________________________

IF RENEWING, OUC CLUB# ____________ (new Clubs will be assigned their own Club #)

CLUB MAILING ADDRESS: _________________________________________________ ______________________________________________________________________

CITY/TOWN: __________________________________________

PROVINCE: ___________________________________________

POSTAL CODE: _______________________________________

CLUB WEBSITE: _______________________________________

CLUB E-MAIL: _________________________________________

CLUB TELEPHONE # (IF APPLICABLE)__________________________________
CLUB EXECUTIVE CONTACT INFORMATION

The following individuals are authorized by the Club to notify OUC of Club-sanctioned activities and/or to request certificates of insurance:
PRESIDENT: _________________________________________________________

Home Tel #: _________________________ Mobile Tel #:_________________________

E-mail:_________________________________________________________________
VICE-PRESIDENT: ___________________________________________________

Home Tel #: _________________________ Mobile Tel #:_________________________

E-mail:_________________________________________________________________
MEMBERSHIP DIRECTOR: ____________________________________________

Home Tel #: _________________________ Mobile Tel #:_________________________

E-mail:__________________________________________________________________
TREASURER: _________________________________________________________

Home Tel #: _________________________ Mobile Tel #:_________________________

E-mail:__________________________________________________________________
OTHER DIRECTOR: ___________________________________________________

Home Tel #: _________________________ Mobile Tel #:_________________________

E-mail:__________________________________________________________________
TRAINING INFORMATION

IS YOUR CLUB A TRAINING CLUB? Yes  No 
CERTIFYING AGENCY/IES: __________________________________________________
NAME AND ADDRESS OF TRAINING POOL:
__________________________________________________________________________

__________________________________________________________________________

SECTION 2, INFORMATION ABOUT YOUR CLUB’S MEMBERS:
OUC requests the following information for all your Club’s members:


  • Full Name (first name, last name, and initial, if available)

  • E-mail address (for electronic newsletter, safety, etc. notifications)

  • Telephone number (for matters where snail-mail and e-mail won’t do)

  • Full mailing address (for hard-copy mail-outs)

  • OUC Membership category (Blue, Gold, Household Principal / Additional)

  • OUC Membership number (if known)


OUC requests that you send us your Club’s membership data in EXCEL (preferred) or WORD format.
Note to Club Membership Directors:
You will be sending us numerous updates to your membership throughout much of the year. To make life easier for you and OUC, for each successive update we need you to:

  1. send us your entire membership list each time

  2. remove all previous highlighting

  3. highlight new paid OUC club members in yellow

  4. highlight existing but changed paid OUC club members in red


See example below:


Name

Address

E-mail address

Tel #

Member category

OUC #

Highlighting

Alice Wong

1444 McGill
Ottawa, ON, K0P 2Y6

awong@rogers.com

613-444-2222

Gold

IN-3333

No Highlighting = Existing paid member, no change

Jane Smith

130 West Side Street
Barrie ON, L0L 1M3

janesmith@gmail.com

705-555-5555

Household, Principal

New, N/A (yet)

Yellow highlighting = New paid member

Bill Smith

130 West Side Street
Barrie ON, L0L 1M3

Billsmith@sympatico.ca

705-555-5555

Household, Additional

New, N/A (yet)

Yellow highlighting = New paid member

John Doe

123 John Street, Apt 212
Toronto, ON, M3C 5T5

Johndoe@hotmail.com

416-866-6666

Blue

IN-0100

Red = Existing paid member, changed information


So let’s say you send us your very first membership submission in December with a total of 6 OUC-paid Club members (the minimum required for “Club” status and to maintain coverage continuity). You would highlight all those 6 members in yellow.
Then let’s say you send us your next submission in January with a new total of 30 (6 existing plus 24 new) paid OUC Club members. You would remove the yellow highlighting from the 6 original members and highlight the 24 new members in yellow.
A sample submission spreadsheet can be downloaded from the OUC website in the Club Membership area at

http://underwatercouncil.com/?action=cms&cmspage=membership-club&parent_cmspage1=membership.
For details on how to send us your membership data, please see Section 6.
SECTION 3, OUC CLUB MEMBERSHIP FEE CALCULATOR
The fee calculator below can be used either manually or automatically:

A standalone Membership Calculator can be downloaded from the OUC website in the Club Membership area at http://underwatercouncil.com/?action=cms&cmspage=membership-club&parent_cmspage1=membership.


  • For manual use:

    1. Print off this page.

    2. Write in the appropriate numbers into the cells in the “Quantity” column, and in the optional donation cell.

    3. Manually extend and calculate the total fees to be remitted.



  • For automatic use:

    1. Open the WORD version of this application form on your computer.

    2. DOUBLE-LEFT-MOUSE-CLICK anywhere on the fee calculator to activate the embedded Excel workbook.

    3. Type in the appropriate numbers of members into the cells in the “#” column, and the dollar amount you wish to donate to OUC’s programs in the optional donation cell.

    4. The calculator will automatically display the total fees to be remitted.




Note: If this is your club's annual renewal and your club is an OUC Insured Training Club, you are required to submit any outstanding deferred OUC membership and insurance fees for your students at this time. See the Student Membership Program details below.
Please make your cheque payable to “Ontario Underwater Council” (or “OUC” for short) and be sure to include your Club’s name on the cheque.
For details on where to send your cheque, please see Section 6.
SECTION 4, STUDENT MEMBERSHIP PROGRAM

(Applicable only to Insured Training Clubs)
INTRODUCTION

What we have in place for Training Clubs:

  • OUC Club insurance is covered by the $350 Training Club Insurance Fee

  • OUC Club membership is covered by $50 OUC Club Fee


Student Membership Program

  • Available for entry level non-certified divers only

  • Enroll students as Blue OUC Club members

    • Unique membership number is assigned but is not added to club votes

    • a database flag was setup to identify deferred payment

  • Clubs are required to submit student membership info only - identify as students (class roster or see sample below)

  • Full member fees and insurance are to be paid as follows:

    • For a class where the scheduled checkout is in the same year (e.g. spring class), submit the fees once the date has passed where your club will not be refunding the fees.

    • For a class where the scheduled checkout dives are in the following year (e.g. fall class) submit the fees upon certification or at the beginning of the new insurance calendar year, whichever comes first. This allows clubs to refund fees if a student drops out.


Any unresolved (deferred) student fees will prompt a Payment Owing Reminder at the end of a year (as of Dec 31st).
HOW TO PARTICIPATE:
To participate in the Program, just send in a roster of your Open Water students with all their OUC Membership submission information at the start of the course.
You could simply add a new column of Student Member to your OUC Member submission form with no fees or highlight your students in green.
The OUC Member database will flag the unpaid members for future resolution. On certification, you will then change the student's status to a new Blue OUC member and submit the associated OUC Membership and Liability Insurance fees.
For a class where the scheduled checkout dives are in the following year (e.g. fall class), the club is not expected to remit the OUC fees until the Jan 1, immediately following the start of the course. This will avoid having the club pay twice for an uncertified student.
If the student certifies prior to Jan 1st, the fees are due on certification.
Fees unpaid for uncertified students as of Dec 31st, will be requested from the club by a Payment Owing Reminder.

.

Submission / Reconciliation Form (sample)


Student Name

Date of Course Start

Date Certified

Fees Due to OUC

Date Paid to OUC

Date Dropped Out of Course

Fees Refunded to Student - $amt.

Comments / Refund reason

Spring 2014 Course






















Billy Bob

2014/02/24

2014/05/24

30.00













Gerald Fitzhenry

2014/02/24










2014/03/07

400.00

Medical Issue – Dr.’s Note

Henry Fitzgerald

2014/02/24




30.00




2014/05/24

None

No reason given

























John Smith

2014/09/15




30.00










Spring 2015 checkout

Jen S Hottie

2014/09/15

2014/11/25




2014/11/30












SECTION 5, INSURANCE POLICY AGREEMENT & NOTES

(Applicable only to Insured Clubs)
INTRODUCTION

Ontario Underwater Council maintains, for the benefit of its member scuba clubs only, a comprehensive group commercial liability insurance policy. The Insurance Program for Ontario Underwater Council & Member Clubs provides Commercial General Liability Coverage for Sanctioned and Supervised Underwater Diving Activities including Teaching by Member Clubs & Sanctioned Non-Diving Activities, as listed on file with insurer.

The following Policy Requirements must be met in order for OUC Member Clubs and Club Members to be covered by this policy:
1. All Member Clubs and all Club Members must be OUC members in good standing and enrolled in the

policy.

2. All persons taking scuba courses with an OUC insured member Club must be OUC insured members,

with the exception of Discover Scuba / Experience Scuba participants.

3. All activities must be sanctioned by the Member Club’s Executive and by OUC.

4. All diving activities must be supervised. Unless enrolled for Solo insurance coverage (see point 9)

participants must not dive solo during any sanctioned activities.

5. All divers must hold a valid certification issued by a recognized certifying organization.

6. All Recreational dives must be planned and conducted within generally accepted Recreational / Sport

Scuba limits.

7. All dives (recreational or technical) must be planned and conducted within the standards, procedures,

policies and limits of the certifying organization for the certification provided.

8. Alcohol must not be consumed during any sanctioned activities, with the exception of one (1)

sanctioned annual banquet / dance / awards night activity.

9. Solo Divers must meet special requirements. Divers who are certified for Solo/Self-Reliant diving may

choose to purchase an additional Solo insurance coverage. This coverage allows those enrolled to

bypass the Supervision requirements and Solo diving restrictions of this policy. Divers enrolling for Solo

insurance coverage must submit proof of certification to the OUC for prior approval.
The OUC “Club Insurance Requirements and Risk Management Document” outlines the recommended procedures accepted by the Insurer for implementing the above Policy Requirements. OUC strongly recommends that Training activities be conducted, at a minimum, according to the Training Club's Agency standards. Full details of the "Risk Management" document can be viewed on the OUC website at: http://underwatercouncil.com/downloads/insurance/ouc_liability_insurance_policy_requirements.pdf
AGREEMENT

We, the undersigned, Executives of (enter name of scuba club here) ______________________ do hereby confirm that we have reviewed and understood all documents on OUC’s “Liability Insurance Policy for Scuba Clubs” website. By our signatures we agree to adhere to all the requirements and practices set forth by OUC and the aforementioned insurance policy when conducting, overseeing and/or endorsing any club sanctioned diving, training, or non-diving activities.
___________________________________ _____________________________________

President’s Signature Vice-President’s (or other Director’s) Signature

____________________________________________ _______________________________________________

President’s name (printed) Vice-President’s (or other Director’s) name (printed)

___________________________________ _____________________________________

Date: YYYY / MM / DD Date: YYYY / MM / DD

Note 1: Insurance coverage for member clubs will not take effect until this agreement form has been signed, returned, and received by OUC, along with any related fees.

Note 2: To notify OUC of Club-Sanctioned activities a minimum of 48 hours in advance, please do so via OUC’s web form at: http://www.underwatercouncil.com/?action=form-activity-submission. This same form may also be used to request single “Additional Named Insureds” to be added to the policy

Note 3: To request multiple Additional Named Insureds to be added to the policy,

please fill out and submit Appendix “A” in Section 7

SECTION 6, CHECKLIST AND HOW AND WHERE TO SEND EVERYTHING

Checklist:
 Provided all required information about my Scuba Club in required format
 Provided all required information about my Scuba Club’s Members in required format
 Calculated fees owing and have enclosed a cheque payable to OUC bearing my Club’s name
 Enclosed Liability Policy Insurance Agreement signed by Club President and another Director

What format, how, and where to send everything:





Send Regular Mail to:
ONTARIO UNDERWATER COUNCIL

1 Concorde Gate, Suite 109

PO Box 26

Toronto, Ontario, Canada

M3C 3N6


Send E-Mail to:
ouc@underwatercouncil.com


Club Contact Information (Section 1)

Format: Excel or Word on CD,

OR

Paper

Format: Excel or Word as Attachment

Club Members Information (Section 2)

Format: Excel or Word on CD

Format: Excel or Word as Attachment

Payment

(Section 3)

Format: Paper (Cheque)

N/A

Signed Agreement

(Section 5)

Format: Paper (Signed Agreement)

N/A


SECTION 7, APPENDICES
Appendix “A”, Request to add “Multiple Additional Named Insureds” to OUC Liability Policy


OUC Club Name:

OUC Club Number:

Club contact:

Contact’s email address and telephone number:

Name of Event

Type of event?

Diving, non-diving or training

Location

Start date

End date

Alcohol served? If yes, by who?

1.
















2.
















3.
















4.
















5.
















6.
















7.
















11.
















12.


















Additional Named Insureds as follows:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


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