Request a Clearance/Transfer

Clearances must be instigated from the club level of the database.

Firstly, login to your Online Membership Database - If you don’t have your login details please contact your State Governing Body or Association.    

1. From the club level menu, click on Members and select Request a Clearance.  

2. Note: The 'Request a Clearance' screen may differ depending on the level of the database you have logged in at and how clearances are configured by the National Body.  

You have 4 options for initiating the clearance request:  

a. Select the state governing body that the player currently belongs to; or 
b. Search for the member by their ID number; or
c. If you are logged in at the Association level, you can search across the entire association by entering the player's surname; or 

d. Search across the entire system by entering both the player's surname and date of birth  

Use the most suitable method to search for the player and click on Select.

Below is an explanation of the clearance request process for each of the four methods described above. Skip straight to the method that you wish to use.  

Search for player by source state  

1. From the 'Select a Source State' drop down list on the 'Request a Clearance' screen, select the source state that the player currently belongs to.

2. Click on Select.  

3. The next step asks you to select the source association that the player currently belongs to. Click on the Select a Source Association drop-down list and select the association.

4. Click on Select Association.  

5. The next step asks you to select the source club that the player currently belongs to. Click on the Select a Source Club drop down list and select the club.

6. Click on Select Club.  

7. The next step is the final step in the player search process. Enter the player's national ID number, and/or their surname, and/or their date of birth.

8. Click on Select Member.  

9. A list of matching members will appear to select from.

10. Click on select to choose the player you want to process the clearance for.  

The player's details will appear. At the bottom of screen is an overview of the player's tribunal history. The tribunal history shows the player's disciplinary record and indicates whether the player is currently serving a suspension.  

The 'Reason for Clearance' field is an optional field by default, but your National Body has the option to make it a compulsory requirement.  You can also enter any additional information relating to the clearance request.  Click on Submit Clearance/ Transfer to initiate the clearance. This will trigger an email to the source association and club, notifying them of the clearance request.  

11. A confirmation message should appear to indicate that the clearance request has been successfully submitted. Click on Return to Clearances to return to the Clearances List.  

12. The clearance will appear on the Clearances List with the status 'Pending'.

Search for player by national number  

1. From the 'Request a Clearance' screen, enter the player's National ID Number in the 'Search on National Number' field.

2. Click on Select.  

3. The member's record will appear. Click on select next to the record you want to process the clearance for.

4. Continue to follow the clearance request process as per steps 10 - 12  under 'Search for player by source state' above.    

Search for player by surname (Association-only)  

1. From the 'Request a Clearance' screen, enter the player's surname in the 'Surname' field.

2. Click on Select.

3. A list of matching members will appear to select from. Click on select to choose the player you want to process the clearance for.

4. Continue to follow the clearance request process as per steps 10 - 12  under 'Search for player by source state' above.  

Search for player by surname and date of birth  

1. From the 'Request a Clearance' screen, enter the player's surname in the 'Surname' field and date of birth in the 'Date of Birth' field. Take note of the required format for the date of birth.

2. Click on Select.  

3. A list of matching members will appear to select from. Click on select to choose the player you want to process the clearance for.  

4. Continue to follow the clearance request process as per steps 10 - 12  under 'Search for player by source state' above.    

NOTE: if a player is already involved in a pending clearance, then the clearance will not be able to be submitted. The following message will appear.  

Check the progress of a Clearance  

If you want to check the progress of a clearance at any stage:  

1. Click on Members in the menu and select List Online Clearances.

2. From the Clearances List, click on the Edit  button next to the clearance request that you want to view.

3. The Clearance Summary for the player will open. Scroll down to 'Clearance Approval Details'. This shows each body involved in the clearance process and the body the clearance is currently awaiting approval from. In the below example, the clearance has been approved by the source club (Australian National Sports Club), and is awaiting approval from the association (Demo Association).