Policies

 

1.0 INTRODUCTION

1.1 Overview

Yarra Hockey Club, hereinafter referred to as ‘the club’, maintains and enforces the following
policies to protect the safety and wellbeing of players, officials, supporters, staff, and volunteers.

1.2 Club Values

These policies reflect the stated club values of:

• Include
• Encourage
• Respect
• Develop
• Celebrate

These values underpin our club operations and behaviors and exist in the context of the club
constitution that has been in place since the club formation in 1977 and was last updated on
17th November 2012.

A copy of the club constitution can be found in the following location: Club Constitution

1.3 Definitions

• “Seniors” relates to members over 18 or Juniors playing in a Seniors team.
• Masters are covered by Seniors policy
• References to ‘lower teams’ reflects the following hierarchy:
  • Juniors: Shield > Pennant > District
  • Seniors: Firsts > Reserves > Pennant > Metro

 

2.0 GOVERNING BODY POLICIES

2.1 Hockey Australia Policies

The club endorses and adheres to the following Hockey Australia policies:

• Concussion Policy
• Extreme Weather Policy
• Code of Conduct
• Safeguarding Children and Young People
• Diversity, Equity and Inclusion Policy
• Masks

2.2 Policy Compliance Requirements

By becoming an active member, staff, or volunteer of the club, individuals agree to abide by:

• The Club Values
• The Club Constitution
• The Club Policies and Procedures
• Hockey Australia Policies
• Hockey Victoria Policies

 

3.0 MEMBERSHIP & FINANCIALS

3.1 Membership Requirements

• All playing members must be registered with Hockey Victoria via Revolutionise Sport
• All non-playing members are also recommended to register for a ‘non-playing membership’
• Members must maintain current registration throughout the season

3.2 Fee Structure

• Membership fees must be paid in full prior to the start of the season
• Any alternative payment arrangements must be agreed with the Club Treasurer prior to season launch
• Current fee structure is published here

3.3 Fee Reductions and Waivers

The following reductions and waivers are available subject to committee approval:

• 100% fee waiver for:
  • Life Members
  • Club Committee members or one immediate family member
  • Members living 100km+ from the club
• 50% fee waiver for:
  • Section sub-committee members or one immediate family member
  • Seniors members serving as the head coach for a U12+ Junior team

3.4 Travel Assistance

Travel assistance grants are available through local councils to provide support for travel costs
to and from rural areas or interstate, the club can assist with the grant application process where required.

3.5 Individual Fine Accountability

• Members are personally responsible for paying fines resulting from poor conduct
• Payment must be made within the timeframe specified by the governing body

 

4.0 SAFETY & COMPLIANCE

4.1 Working With Children Check (WWCC)

• All Staff and Volunteers over the age of 18 must hold a current Working with Children Check (WWCC)
• WWCCs must remain valid throughout the period of involvement with the club
• A copy of WWCC must be sent to secretary@yarrahockey.com.au
• This requirement is aligned with Hockey Australia’s Safe Hockey Policies

4.2 Mouthguard Policy

4.2.1 Junior Players

• Use of mouthguards is mandatory for all registered junior players
• This applies during all ‘on field’ activities including training and games
• Custom fitted mouthguards are recommended but not mandatory, over-the-counter options are acceptable
• A strict ‘No Mouthguard, No Play’ policy is enforced without exception
• Junior Coaches and Team Managers must actively check compliance
• Non-complying players will be removed from training or game environments

4.2.2 Senior Players

• Players are expected to take responsibility for their own safety
• Mouthguard use is strongly recommended during all hockey activities

4.3 Shinguard Policy

4.3.1 Junior Players

• Use of shinguards is mandatory for all registered junior players
• This applies during all ‘on field’ activities including training and games
• A strict ‘No Shinguard, No Play’ policy is enforced without exception
• Junior Coaches and Team Managers must actively check compliance
• Non-complying players will be removed from training or game environments

4.3.2 Senior Players

• Players are expected to take responsibility for their own safety
• Shinguard use is strongly recommended during all hockey activities

4.3 Masks Policy

• The use of masks is mandatory for short corners at all levels in accordance with Hockey Australia’s policy
• Members are expected to purchase and be accountable for their own masks (individually or collectively), the club will hold some spare masks for emergency use

4.4 Return to Play Policy

4.4.1 Purpose

This policy ensures that injured players do not return to play until they have demonstrated:

• Appropriate range of movement
• Standard conducive to game play
• Reduced risk of further injury

4.4.2 Return-to-Play Criteria

A. Minor Injuries (e.g., muscle strains, bruises, minor sprains)

• Clearance from club physiotherapist, trainer, or team coach
• Demonstration of full range of motion
• Completion of one full training session

B. Major Injuries (e.g., fractures, ligament tears, concussions, surgeries)

• Medical clearance from qualified professional
• Completion of return-to-play progression:
  • Light individual training (non-contact)
  • Full training session with team
  • Coach’s approval for match selection
  • Concussion Protocol: Adherence to Hockey Australia’s concussion guidelines

4.3.3 Finals Selection Guidelines

Special considerations for finals apply to high-performance teams only:

• Player must train to coach’s satisfaction
• Modified fitness test completion required
• Agreement between coach, medical professional and player
• Mandatory medical clearance for serious injuries

4.3.4 Player Responsibilities

• Report injuries to coach and medical staff
• Follow prescribed recovery protocols
• Obtain proper clearance before returning to play
• Accept removal from selection if playing without clearance

4.3.5 Enforcement & Review

• Coaches and team staff are responsible for policy enforcement
• Team managers must maintain injury records
• Annual policy review will be conducted

 

5.0 TEAM SELECTION

5.1 Principles

The selection policy aims to provide:

• An enjoyable playing and social experience
• Appropriate skill-level placement
• Fair competition opportunity

Selection is conducted with due regard to:

• Equity
• Personal development
• Respect
• Team viability

5.2 Selection Criteria

Players are assessed on:

• Physicality
• Skills and techniques
• Coachability
• Decision making
• Team commitment
• Player eligibility
• Training attendance
• Adherence to club values

5.3 Player Eligibility

To be eligible to play, all players must:

• Be registered with Hockey Victoria as Yarra members
• Maintain current financial membership
• Wear the approved current club uniform
• Adhere to safety policies

5.4 Player Expectations

5.4.1 Communication

• Communicate with their coach or team manager if they are unable to play a match by the Tuesday before the game, at the very latest
• Communicate with their coach or team manager if they are unable to make training
• Communicate with their coach or team manager if they are running late to training or a game
• Discuss any issues with the coach that may impact their ability to train / play to their potential so that it can be considered

5.4.2 Attitude

• Respect the decision of the coach
• Respect fellow team members and show support at all times
• Respect all Hockey Victoria officials and Hockey Victoria technical officers

5.4.3 Injury, illness and extended absences

• Communicate any injuries or illnesses with the coach as soon as possible.
• Adhere to the return-to-play policy (4.4)
• Players who fail to notify unavailability by the Tuesday before or are late withdrawals, without a reasonable reason may, at the discretion of the selection committee be demoted to a lower team the following weekend
• Players who miss 2 or more games in a row without a reasonable and valid reason, when they return to play will be demoted to a lower grade and required to earn their spot back in the higher ranked team again. This provides opportunities and encouragement for players who make themselves available each week

5.4.4 Training

• Top seniors squad (first two teams): twice weekly training required unless agreed otherwise with the coach
• Juniors: once per week required unless agreed otherwise with the coach
• Pennant/Metro seniors teams: minimum one session weekly encouraged
• Exceptions are considered for:
  • Juniors attending multiple training sessions
  • State/national representation
  • Unavoidable family/work commitments
  • Injured players [should attend] training where possible

5.4.5 Selection Procedures

• Teams selected from highest to lowest level
• Impact on lower teams considered
• Minimum player numbers maintained for all teams
• Walk-overs only considered in extreme circumstances

5.4.6 Team Movement Procedures

Promotions:

• Lower team coach communicates with promoted player

Demotions:

• Higher team coach communicates with demoted player
• Development feedback provided
• Where a player is unavailable for their regular team, selection in a different team will be dependent on the needs of that team and is not guaranteed.

5.4.7 Double-Up Players

Used to ensure adequate team numbers with players contacted by Wednesday before games

• Consideration is given to:
  • Hockey Victoria eligibility rules
  • Same day/venue scheduling where possible
  • Junior playing commitments
  • Player workload

5.4.8 Junior Selection Process

Team selection will be determined by the relevant coach and relevant year/gender coordinators

5.4.9 Juniors Playing Seniors

• Subject to senior coach discretion U14 & U16 players may be encouraged to participate in senior training
• Priority remains with age-appropriate junior competition
• Senior training participation required before team selection
• Mouthguard, Shin guard and Mask policies apply

5.4.10 Senior Selection Process

Team selection will be determined by the relevant coaches

5.4.11 Shirt Numbers

• Active members have first refusal on maintaining their existing shirt numbers
• If a member is unable to play due to injury they can request to reserve their existing number for a period of up 12 months
• Shirt numbers are allocated for U14 and upwards
• Seniors have first preference selection over juniors
• Shirt numbers are finalised prior to the start of the season
• A shirt number registry is maintained by the committee to prevent double ups

 

6.0 DISCIPLINARY ACTIONS

6.1 Process

In the event that a complaint is raised by a member of the club, another team, an official, or the governing body, the following process will apply:

• The Coach, Team Manager (and Year/Age Coordinator for Juniors) will discuss the complaint with the individual concerned
• The Coach, Team Manager (and Year/Age Coordinator for Juniors) will conduct a review and prepare a recommended response to the complainant and share with the relevant Section Representative, Secretary, and President (subject to conflict of interest).

6.2 Complaint Upheld

If the complaint is upheld by the club:

• Match and Training bans can be imposed by the club in addition to or in parallel to any Hockey Victoria restrictions
• If 3 separately upheld disciplinary events occur within a period of 12 months the club can choose to impose a ban of up to 12 months or cancel membership of the club
• The club will ensure no conflicts of interest in the decision-making process and the final decision will be made in consultation with the club’s Member Protection Information Officer
• The Section Representative and/or President will communicate the actions taken with the appropriate parties

6.3 Complaint Challenged

If the complaint is challenged by the club:

• The Section Representative and/or President will communicate any actions taken with the appropriate parties.

 

7.0 AWARDS & RECOGNITION

7.1 Best & Fairest Awards

7.1.1 U12 and above

The following automated and centralised voting system is in place for all U12 teams and above:

• A link to a voting form will is sent to the Team Manager after every game
• The Team Manager forwards that link on to all players to submit their votes
• A total of 6 votes are submitted by each player following the 3,2,1 format
• The number of votes collected and results from that match are sent to the Team Manager within 12 hours of the end of match
• Award is given to the player with highest total for the season plus runner up

7.1.2 Under 10s

• All players receive a participation medal

7.2 Coaches Award

Determined by the coach at their discretion and announced at the end of season presentation

7.3 Values Award

Determined by the subcommittee across each section (Juniors, Mens, Womens, Masters) and announced at the end of season presentation

7.4 Club Person of the Year

Determined by the club committee and announced at end of year presentation

7.4 Life Membership

Determined by the club committee and announced at Annual General Meeting

 

8.0 COACHING & DEVELOPMENT

8.1 Junior Coaching Payment

A payment of up to $650 per season is available to junior coaches and is determined by the Junior Committee (following Club Committee approval) on the basis of:

• Age group
• Grade (Shield vs Pennant)
• Coaching qualifications

Hockey Victoria coaching accreditation costs are also covered by the club upon completion of the course.

 

9.0 STAFF & VOLUNTEERING

The club relies on staff and volunteers for a range of roles including:

• Coaching
• Team management
• Match officials
• Committee membership
• Canteen support
• Events management
• Community engagement
• Communication
• Facilities management

9.1 Recruitment

The club considers the following factors when engaging staff and volunteers of the club:

• Nature of role and required skills/experience
• Time commitment
• Need for flexibility
• Existing club association
• Volunteer base growth importance
• Demonstration of club values
• Potential conflicts of interest
• Diversity
• Prevention of volunteer fatigue

9.2 Requirements

All staff and volunteers of the club must:

• Hold a current Working with Children Check (WWCC)
• Accept Club Constitution, By-Laws, Policies and Procedures
• Comply with Hockey Victoria and Hockey Australia Codes of Conduct
• Demonstrate club values

9.3 Induction

Wherever possible the club will provide information on the requirements of the role, provide access to club resources, and offer training where appropriate

9.4 Expense Reimbursement

Volunteers and staff will be reimbursed for all club-related expenses if pre-approved by the club Treasurer or President and if a valid receipt of purchase is provided

The treasurer will endeavour to reimburse all expenses within 30 days of the claim.

 

10.0 COMPLAINTS OR CONCERNS

In accordance with Hockey Victoria’s guidelines the club has a Member Protection Information Officer (MPIO) in place (mpio@yarrahockey.com.au) that is responsible for providing information about a person’s rights, responsibilities and options to an individual making a complaint or raising a concern. MPIOs are impartial; they do not mediate or investigate complaints.

To raise a complaint or concern we recommend the following sequence (as appropriate):

• Raise with coach and/or team manager
• Raise with the relevant coordinator
• Raise with a member of the club committee who will consult with other selected members of the committee (ensuring no conflicts of interest) and the club’s Member Protection Information Officer if appropriate.