U14 Nationals

Download Under 14 National Junior Championship Policy

POLICY

1.1 Scope
This policy applies to all Forestville Eagles Under 14 basketball teams which have qualified to attend the National Junior Championships in Australia.

1.2 Preamble
The Under 14 National Junior Championships is a national tournament involving Under 14 Club teams from around Australia.
The teams qualify based on state qualification systems. In South Australia Basketball SA determines the qualification rules for the tournament. The tournaments are held in the school holidays between terms 3 and 4 in consecutive weeks for boys and then girls. They are held in different states for each tournament every year.

1.3. Principles and Purpose
The Board of the Forestville Eagles Basketball Club has defined three core principles that underpin this policy and the broad policy framework for participation at our club. Those principles are

To create an environment where players and parents enjoy the experience of being involved in the National Under 14s Tournament
To empower parents to determine how funds are raised and spent and
To empower parents to determine accommodation and travel arrangements for players travelling to and from and during the tournament.

This policy “enshrines” the Board’s commitment to ensuring that a supportive, safe and healthy environment is available for all members at all times and that teams, coaches and players are provided with the opportunity to perform to the best of their abilities whilst representing The Club.

It is also important to ensure that The Club and its sponsors are represented in an appropriate and responsible manner.

1.4 References

Basketball SA State Team Handbook
Department of Education and Children’s Services policy on Camps and Excursions
Horsell Insurance Policy Basketball Australia
Basketball Australia Member Protection by-law
Insurance and Risk Management for Corporate Volunteers – Volunteering Australia
Families SA fact sheet ‘Seven Steps to establishing and maintaining Child Safe Environments’
www.playbytherules.net.au

1.5 Policy
The Team Manager(s) of qualifying division 1 Under 14 team are required to inform the Team Liaison member of the Board of the Forestville Eagles Basketball Club [The Board] within seven (7) days of receiving an invitation to participate in the National Junior Championships [Nationals].

1.5.1 The Board Will

Nominate a Team Liaison person to guide and inform the team (via the Team Manager) throughout the process leading up to the tournament to ensure that the correct procedures are implemented.
Provide a model for participation – including funding (described in the ‘procedures’ of this policy).
Ensure that legal obligations, duty of care, health and safety requirements are accounted for and that associated risks are mitigated.
Ensure that the rights and interests of The Club members, players and The Board are protected.
Where the nominated Team Manager is not able to complete the mandatory requirements specified in 2.2.3 below or is not confident to perform the role, the Team Liaison Officer will support the Coach and parents to identify another suitable Team Manager from within the parent group.
Contribute a sum of money which is to be used to attend the Nationals.

1.5.2 The Team, Coach(es) and Parent Body (Including the Team Manager) Will

In conjunction with the Team Liaison person, hold a meeting as soon as practicable following the invitation to outline the details, implications and expectations of this policy.
Abide by the policy, procedures and conditions contained herein.
Consult and liaise with the Team Liaison person via the Team Manager.
Conduct / participate in fundraising events as outlined in this document. Where parents choose not to participate in fundraising, the provisions noted in 2.5 (e) will apply.

1.5.3 Players and Parents/Guardians Will

Sign all consent forms as soon as required to confirm commitment to the tour.
Agree to the players’ or any other relevant codes of conduct.
Pay for all costs relating to the tournament as required by this policy.
Make any payments as requested by the Team Manager in a timely way so that bookings are not compromised.

1.5.4 Non Compliance
Any player, parent/guardian, team manager, coach or assistant coach who advises that they will not comply with the core principles in this policy will be excluded from the tournament. The core principles include

Signing consent forms
Completing all specified accreditation requirements
Roles and responsibilities of Coaches and Team Managers
Wearing Club merchandise at the tournament (not parent/ guardian)
Contributing to financial costs.

Should a player be excluded from attending the tournament through non compliance, it is at the discretion of the head coach to determine subsequent actions regarding replacement of that player.

PROCEDURE

2.1 Touring Party
The team and entourage will consist of a leadership group and up to 10 junior players who meet all criteria as set down by the tournament organisers. Note that the tournament rules provide for 12 players.

The Leadership Group comprises
   1 Head Coach ]
   1 Assistant Coach ] Leaders
   1 Team Manager ]

Any variations are to be negotiated with the Team Liaison person in the first instance and are not to be included in the funding model.

2.2 Roles and Responsibilities

2.2.1 Head Coach

Represents Forestville Eagles Basketball Club
Must be accredited as a coach by Basketball Australia (arranged by Basketball SA)
Should have minimum level 1 coaching accreditation preferably level 2

Responsible for;

Training, conditioning, handling of players
On court, pre and post game management of players and assistant coaches
In consultation with the Team Manager, setting a routine for the tournament
Regularly consulting with parents from qualification to completion of the tournament

2.2.2 Assistant Coach(es)

Represents Forestville Eagles Basketball Club
Must be accredited as a coach by Basketball Australia (arranged by Basketball SA)
Should have level 1 coaching accreditation
Support the Head Coach as directed by the Head Coach

2.2.3 Team Manager

Represents Forestville Eagles Basketball Club
Must have police clearance
Must have completed Play By The Rules training for coaches and officials
Must have current Basic First Aid Certificate

Responsible for;

Liaison with The Club through the Team Liaison person
Liaison with parents/guardians and Head Coach
Preparing and managing the team budget in conjunction with the Team Liaison person and as per schedule 1 in this policy
Coordinating fundraising activities (schedule 2)
All administrative duties relating to the trip (including bookings for accommodation and travel for the team and entourage only)
Liaising with Basketball Australia - attending meetings re tournament rules and regulations, supply official paperwork, other information as required (before and during the tournament)
Organising uniforms and other FEBC merchandise in a timely way (schedule 3)
Seeking and maintaining records (consent forms, medical, food etc) (schedule 4)
Providing a report at the conclusion of the tournament

And whilst on tour;

Washing of team clothing
Catering and nutrition of team
Medical care and support as required
First aid kit supply and maintenance

2.2.4 At least two members of the Leadership must have a driver’s licence and will be responsible for transporting the touring party during the tournament.

2.2.5 Forestville Eagles Team Liaison Person

Represents Forestville Eagles Basketball Club Board
As soon as possible after receiving notification of a team qualifying for a nationals tournament, meet with the Team Manager and outline this policy
Attend a meeting with the Team Manager, Coaches and parents to outline the policy and implications
Check that Leaders are appropriately qualified to fulfil their roles
Liaise with, and support the Team Manager at all times. Provide advice and clarification of this policy and refer any issues to The Executive
Support the parent body to identify a suitable team manager if the nominated team manager is unable to undertake the role for the tournament.
Advise the Team Manager of supplier details and deadlines for the ordering of goods
Schedule a date on which the team will be presented with items (Club merchandise) prior to attending the tournament (usually during a home ABL game).

2.3 Travel and Accommodation
Parents will determine the conditions under which their players travel to and from the tournament and between the basketball stadium(s), accommodation, meal and other venues during the tournament. While at the stadium for games, the playing group will be under the care and management of the Leaders.

It should be noted that any arrangements determined by the parents should enable the playing group to focus on the tournament, manage the care and nutrition of the players for tournament conditions, manage injuries and build a strong team ethic.

2.4 Uniforms
All players will wear the Club uniform whilst playing games and which comply with the Tournament rules. Playing numbers must be in the range 4-15, 20-25, 30-35, 40-45, 50-55 for National Tournaments. There are no exceptions to this rule.
All players require a home and away top.

All players require Club branded sports bags, drink bottles, warm-up gear and towels. Socks are to be predominantly white.

Coaches and team managers must comply with Tournament rules regarding clothing when participating in the tournament and sitting on the bench at games. The entourage should always look professional and be identifiable as Club officials.

The entourage and team will have an agreed, Club branded outfit which is to be worn whilst travelling.

Uniforms and Club merchandise to be arranged by the Team Manager through the Club nominated supplier as advised by the Team Liaison person. (see schedule 3)

2.5 Finance Issues

The Team Manager will manage the finances for the tournament as described in schedule 1.
The total cost of the tournament is to be spread equally between parents of players and coaches. The parent body may choose to support the cost of the coaches.
Parents and coaches are to be strongly encouraged to participate in fundraising activities for the benefit of the whole touring party.
The proceeds from fundraising activities are to be used to reduce the total net budget amount and reduce the cost to players’ families who choose to participate in fundraising activities.
Parents who choose not to participate in any fundraising activities will be required to pay the indicative total cost per player (prior to the calculation of a fundraising budget) as described in schedule 1. Any variation to this indicative amount will be advised at the completion of the tournament where a further payment may be required. These parents are not entitled to any surplus fundraising monies which are distributed at the conclusion of the tournament.
Sponsorship is to be treated as ‘fundraising income’.
Club donations / contributions in cash or in kind are not considered as ‘fundraising income’.
The Team Manager is not required to use personal funds to pay deposits. Parents who participate in fundraising activities may be required to pay deposits etc prior to fundraising monies being available. They will be given reasonable notice by the Team Manager if this is required.
Any surplus funds at the end of the tournament, and when all commitments are met, are to be equally distributed to the parents who participated in fundraising activities.

2.6 Completion Tournament
Within four weeks of the tournament ending, the Team Manager will present a report on the tour to the Team Liaison person, along with the Club copy of the team photo, any trophies or medals and including a summary of actual versus budgeted expenditure for the trip. The Team Liaison person will advise on the requirements of the report.

Schedule 1 Team Budget and Funding Model

1. Prepare an indicative budget

Travel to tournament (Agreed number of adults + up to 10 children)    $0000

Return travel    $0000

Accommodation - players    $0000

Accommodation - coaches    $0000

Accommodation – team managers    $0000

Transport at tournament – team bus (12 seater)    $0000

Transport at tournament – car    $0000

Insurance – vehicles    $0000

Food and consumables    $0000

Uniforms, Club shirts, bags etc    $0000

Team photos*    $0000

Petrol    $0000

Indicative Budget Total    $0000

* 1 for each player, 1 for each coach and 1 team photo for the Club

2. Calculate Indicative Cost per Player

Indicative Budget Total		$0000
Less Income;
Club contribution	$0000
Fundraising	$0000	$0000
Total Net Budget		$0000
Divided by number of players (10)		/10
Indicative Total Cost per Player		$0000

Note that the cost per player includes a portion of the cost for the Leader group and should be defined when the initial budget is presented to parents.

3. Advise Team Liaison person and consult with parents

Discuss indicative budget with Team Liaison person.
Team Liaison person will advise of Club contribution (may be cash or in-kind).
Parents are to be advised of indicative budget and fundraising targets.
Any shortfall in fundraising monies is to be funded equally by the players’ parents/guardians (i.e. shortfall divided by 10 players).
Parents may be required to pay deposits etc prior to fundraising monies being available. Parents must be advised with reasonable notice when payments are required.
The greater amount of money that can be raised, the less each player’s family will have to pay.
Advise parents that money is available as a grant through local councils for children participating in National tournaments. Parents to contact their local council for information. This money should be kept by parents/players as each council has its own terms and conditions.

4. Management of Funds

The Team Manager will arrange with the Club Treasurer to open a bank account through which all monies are to be recorded and kept. The Club Treasurer, Team Manager and one other parent are to be signatories to operating the account.
Take into account the need for monies whilst on tour and also for payment of large items such as accommodation when determining the type of account(s) to be opened. Also be aware of the various fees and charges applied to such accounts. This may need to be included in the budget.
Following completion of the tournament, and when all financial commitments have been honoured, any surplus funds are to be distributed equally between players’ families (i.e. surplus divided by all members who have contributed to the cost of the tournament and the fundraising).
Where a parent chooses not to participate in fundraising, refer to policy 2.5 (e).

Schedule 2 Fundraising
At all times, fundraising activities must be approved via the Team Liaison person.

All parents are encouraged to actively participate in and lead approved fundraising activities in conjunction with the Team Manager.

It is recognised that some parents may choose to not participate. Where a parent chooses not to participate, refer to Policy 2.5 (e).

The Team Liaison person will ensure;

There is no conflict with existing Club sponsors
Any opportunities for new sponsors will be investigated and negotiated from a Club perspective
Opportunities for activities within the Club (such as BBQs etc) are advised and managed in a timely way

The Team Manager will ensure;

All fundraising activities are ‘cleared’ by the Team Liaison person
All activities are clearly identified as being for the purpose of raising funds for the tournament
All fundraising expenses are met by the team monies

Fundraising activity suggestions

BBQs – Harvey Norman, Bunnings, Wayville
Garage Sale
Wine drive
Capri Cinema
Snake Charmer restaurant
Sponsorship
Chocolate drive
Quiz night

Schedule 3 Uniforms and Team Paraphernalia

Players’ Requirements
(where an option is given, the Team Manager will consult with parents in the process of selecting the items and the whole team will have the same items)

Eagles home and away uniforms with numbers as noted in Policy 2.4
Eagles short sleeved polo shirt with Nationals and team names printed
Either Eagles dark blue casual short with logo or Eagles track suit pants (item depending on weather where tournament is to be held)
Either Eagles track suit top or Eagles hoodie
Eagles sports bag
Eagles drink bottle
Eagles hand towel

Coaches’ and Team Managers’ Requirements

Eagles short sleeved polo shirt with Nationals and team names printed
Either Eagles dark blue casual short with logo or Eagles track suit pants (item depending on weather where tournament is to be held)
Either Eagles baseball jacket or Eagles hoodie
Long Black pants and closed black shoes (tournament requirement to be worn on the bench)

General Requirements

Team gifts – handed out during tournament at each game (1 for each player, coaches and officials in opposition team)

Ordering
The Team Liaison person will advise supplier details and deadlines for the ordering of goods. It is essential that these are adhered too, or items may not be available in good time.

Schedule 4 Consent Form and National Junior Championships Player Health Information Sheet - Download Policy