Updated May 2017
2017
SCHOOL SPORT VICTORIA
TEAM VIC POLICY
INTRODUCTION
Each year, talented Victorian school students have the opportunity to trial for a place in the
School Sport Victoria (SSV) Team Vic state team and participate in annual School Sport Australia
(SSA) Championships including the Pacific School Games (PSG) held every second year. Forty-six
teams will be selected across twenty-one sports, involving over one thousand primary and
secondary school students representing 'Team Vic'.
The sports include Australian Football, Baseball, Basketball, Cricket, Cross Country, Diving,
Football (Soccer), Golf, Hockey, Netball, Orienteering, Rugby League, Softball, Surfing,
Swimming, Tennis, Touch Football, Track and Field, Triathlon, Volleyball and any sport approved
for Pacific School Games
The SSA Championships offer gifted and talented students the opportunity to participate in
higher levels of sporting competition against students from other Australian states and
territories. This opportunity may be the highest level that students may achieve in their lifetime
or may just be the stepping stone to higher state or international representation.
You can view further trial information regarding the nomination process for each sport re. dates,
times, venue, age eligibility, nomination closing dates, trial fees and Championship venue and
dates - by clicking on the respective links under the Team Vic tab https://www.ssv.vic.edu.au/TeamVic/Pages/default.aspx on the SSV website – www.ssv.vic.edu.au
Please note that participation in SSV Team Vic state teams is self-funded, so students will be
required to contribute to the costs of being a member of a team. Costs include host state and
administration levies, uniform, flights, transport, accommodation and meals.
SSV makes every effort to keep all costs to a minimum and tries to assist team members through
contact with schools, sponsor letter and a media release. SSV also conducts a State Teams raffle
to assist with meeting the costs of participation, plus students can also apply for grants from the
Australian Sports Commission Local Sporting Champions Program or nominate for an
opportunity to obtain funding from the Sports Excellence Scholarship Fund.
To be eligible for selection, students must be in regular attendance as a fulltime student at a
school affiliated with SSV; available to attend selection trials and training sessions; and meet the
costs of participation.
RATIONALE
Ensure that educational outcomes form the basis for all Interstate teams sporting
programs/activities.
Liaise with and promote cooperation between the SSV, schools and the community through
sport.
Provide opportunities and experiences for primary and secondary school students in sport
beyond state boundaries, with a minimum impact on the student, family, school and
community.
Ensure a high quality of teachers and other volunteers who deliver interstate sporting
programs to students.
To promote and publicise the range of sporting activities conducted in schools to the wider
community.
Maintain costs at a reasonable level for the participants and at the same time aim to make it
cost neutral for the SSV.
SECTION A: REPRESENTATIVE TEAMS
SSV enters the following representative teams (Team Vic) in National Championships conducted
by School Sport Australia. Information about School Sport Australia and its events can be found
on the School Sport Australia website www.schoolsport.edu.au
Specific information and selection criteria can be found on the SSV website. Boys and Girls teams
are selected unless stated.
12 YEARS AND UNDER
Australian Football (Boys/Mixed Only)
Basketball
Cricket
Cross Country
Diving
Football (Soccer)
Golf
Hockey
Netball (Girls Only)
Rugby League (Boys/Mixed Only)
Softball
Swimming
Tennis
Track and Field
Pacific School Games (every 2 years, see
PSG website for sports
http://www.pacificschoolgames.edu.au/)
1313-19 YEARS
Australian Football
Baseball
Basketball
Cricket (Boys Only) x 2
Cross Country
Diving
Football
Golf
Hockey
Netball (Girls Only)
Softball
Swimming
Tennis
Triathlon
Volleyball
Pacific School Games (every 2 years, see
PSG website for sports
http://www.pacificschoolgames.edu.au/)
STATE SPORTING
ORGANISATION1
Orienteering
Surfing
Touch PSG years only
REPRESENTATIVE TEAMS (TEAM VIC) CRITERIA
Criteria used to evaluate the Representative Teams (Team Vic) that SSV enters in School Sport
Australia Championships:
1. The sport is played in three quarters (3/4) of the SSV Regions Note Triathlon is an exception
2. The team is supported by the respective State Sport Organisation
3. The team has applicants for Managers and Coaches positions
4. The team does not duplicate any team/program of the respective State Sport Organisation
5. The teams are part of the SSV Representative Teams list for a period of two (2) years Note –
Reviewed by SSV Board
Agreement between SSV and a State Sporting Organisation to field a team in a School Sport
Australia Championships on behalf of SSV:
1.
2.
3.
4.
5.
SSV, as the SSA member body, accepts or rejects the invitation to compete in a School Sport
Australia Championship
Forms part of the memorandum of Understanding between SSV and that SSO
The agreement lasts for the life of the MOU
The MOU is reviewed annually or as stated in the MOU
Sports in this category will also form part of the review of Representative Teams every two
(2) years
SECTION B: TEAM OFFICIALS
1 By agreement with SSV, these teams compete in the School Sport Australia program, but the
teams are managed by the respective State Sporting Organisation
1. PROCEDURE FOR APPOINTMENT OF SSV TEAM OFFICIALS FOR SCHOOL
SPORT AUSTRALIA CHAMPIONSHIPS
1.1. NOTIFICATION
1.1.1. The appointment of Team Officials will follow advertising of positions allowing
teachers from all registered government schools and teachers from nongovernment schools affiliated with the SSV to apply.
1.1.2. Advertisements will also be forwarded to State Sporting Associations and request
distribution to interested persons
1.1.3. SSV may appoint a non-teacher to a position provided there are no suitably
qualified teacher applicants
1.1.4. Team Official appointments are for a period of two years. Where necessary, a
Performance Review may be undertaken following the first year of appointment.
1.1.5. Department instructions mandating appointments of females, males or
Department of Education & Training employees will be followed where necessary.
Within the limits of these instructions, appointments will be on the basis of
perceived merit.
1.1.6. It is anticipated that positions will be advertised on the SSV website, and in SSV ebulletins to all schools.
1.2. APPLICATIONS
1.2.1. Applicants are required to apply by completing the official Application Form,
answering Key Selection Criteria and supplying verification of qualifications.
1.2.2. Applicants may arrange for up to three (3) references to be included with their
applications.
1.2.3. Applicants must restrict their application to a maximum of three (3) typed pages
plus references, plus a face page.
1.2.4. Applicants may apply for up to four (4) positions and should indicate their
preferences in order and provide a separate face page for each position sought.
Equal preference for positions(s) may be indicated. In this situation, applications
may be extended by two (2) pages for each additional position.
1.2.5. These preferences will only be used where they can assist the Appointments
Committee in allocating applicants to positions based on merit.
1.2.6. If no applications are received, or no appointments made, positions may be readvertised or invitations may be issued to a suitable person/s.
1.2.7. If no suitable applicants are received within 1 month of the closing of applications,
the SSV Board reserves the right to withdraw a team from competition taking into
consideration timelines for the Host State.
1.3. PROCEDURE
1.3.1. The SSV will establish gender balanced Appointments Committees that will make
appointments based on the relative merits of the applicants demonstrated by their
responses to the Key Selection Criteria, references submitted and interview if
required.
1.3.2. An Appointments Committee of three (3) members shall be appointed, which shall
comprise:
1.3.2.1. Relevant SSV Project Officer, or nominee
1.3.2.2. SSV Chief Executive Officer, or nominee appointed by the CEO
1.3.2.3. One Other SSV School Sports Officer
1.3.2.4. An invitation be extended to the relevant State Sporting Association (not
mandatory)
1.3.2.5. A quorum for the Appointments Committee shall be three (3) members
providing that at least the SSV Project Officer (or nominee) is present, or the
Chief Executive Officer (or nominee) is present and that there is a gender
representation.
1.3.2.6. The Appointments Committee is to be chaired by the SSV Project Officer or
nominee. The Appointments Committee shall appoint a Secretary.
1.3.2.7. Appointments Committee members shall declare any prior knowledge of
applicants and this shall be recorded.
1.3.3. The Appointments Committee shall make appointment recommendations to the
SSV President or representative on a consensus basis where possible, or by simple
majority.
1.3.4. Interviews of applicants for a specific position will be held.
1.3.5. The Appointments Committee may interview/consult referees if it so decides. The
Appointments Committee may wish to extend their enquiries beyond Referees
nominated by the applicant to ensure a comprehensive and accurate assessment
of the applicant against the selection criteria. In such instances, the applicant is to
be informed of these extended enquiries. Referees reports must remain
confidential.
1.3.6. Unless instructed by the Appointments Committee, individual members of that
Committee must not communicate with referees.
1.3.7. Subject to the right of appeal, decisions of the Appointments Committee shall be
communicated to the SSV President. The SSV President may ratify or reject
appointments. In the case of the rejection of an appointment, a fresh
Appointments Committee would be convened. A list of provisional appointments
will be published on the SSV website with details of the appeal time-line and the
grounds for appeal.
1.3.8. If a vacancy occurs during the two year period, SSV reserves the right to co-opt a
suitable person to fill the vacancy or advertise the position.
1.4. APPEALS
1.4.1. Applicants have the right of appeal against a decision of the Appointments
Committee, but only on the grounds that published procedures have not been
followed. The Appeal must be in writing and be lodged with the National
Programs Officer within fourteen (14) days of the endorsement and release of all
appointments.
1.4.2. As per 1.4.1 (above) an applicant may appeal to an Appeals Committee,
established at the same time as the Appointments Committee, comprising;
1.4.2.1. Three (3) elected respective Board Members or nominees. A gender balance
must exist.
1.4.2.2. A quorum shall consist of three (3) members.
1.4.2.3. An Appeals Committee member (as per 1.4.2.1 above) may not be a member
of the Appointments Committee responsible for the decision being
appealed.
1.4.2.4. The Appeals Committee will nominate its own Chairman and Secretary.
1.4.3. The Appeals Committee is able to hear submissions from the appellant and the
Chairperson of the Appointments Committee, and has the power to decide to:
1.4.3.1. Dismiss the appeal
1.4.3.2. Direct that a fresh Appointments Committee be convened to reconsider any
applications involving the appellant. In such a case, the Appeals Committee
would be required to identify any deficiencies in procedures.
1.5. QUALIFICATIONS
1.5.1. At least one Team Official should be an experienced teacher highly recommended
by their school Principal or of higher qualification (Leading Teacher, Principal
Class).
1.5.2. Where possible, at least one Team Official for each sport should have held the
position for a minimum of one (1) year.
1.5.3. All applicants for coaching positions must hold a minimum Level 1 National
Accredited coaching qualification from the parent sporting body
1.5.4. All applicants for managerial positions should have proven managerial experience
and should hold First Aid qualifications.
1.5.5. Team Officials positions are offered as Professional Development and all teacher
applicants must be currently registered with the Victorian Institute of Teaching and
practising in their respective school or education system.
1.5.6. All non-teacher applicants must hold a current ‘Working with Children Permit’ or a
current ‘Criminal Records Check’.
1.5.7. All appointees, as part of accepting their positions, will be required to attend the
Team Officials Briefing. Appointees will be notified of the date and venue of this
meeting when notified of their appointment. Failure to attend the Team Officials
Briefing could jeopardize their appointment.
1.6. TENURE OF POSITIONS
1.6.1. The recommended maximum length of tenure for a Team Official is four years.
1.6.2. Team Officials who have held their position for four years may re-apply on the
understanding that their application may only be considered in the absence of an
applicant of equal merit. Where there are no other applicants of equal merit,
incumbents may be re-appointed.
1.7. MISCELLANEOUS
1.7.1. Where a large number of appointments are required, eg. Pacific School Games,
applicants should be called for, and appointments made, in stages, for example:
Head Coaches
Specialist Coaches
Managers
1.7.2. Where the Pacific School Games falls during the second year of a two-year
appointment, only vacant positions should be advertised.
2. TEAM OFFICIALS UNIFORM
2.1. Upon initial appointment, a Team Official shall receive, free of charge, a Team Officials
Uniform Kit that comprises:
1 x Tracksuit (microfibre or shower proof)
1 x Officials Shorts
2 x Polo Shirt (1 x navy and 1 x white)
1 x Official SSV-embroidered Shirt
2 x Socks (ankle or calf)
1 x Bag
1 x Hat / Cap
1 x SSV Tie / Scarf
2.2. For subsequent two year appointments, Team Officials will receive a uniform subsidy of
amount as determined by the Finance Sub Committee and ratified by the Board each
year to replace items. The amount determined from September 2015 is $85
2.3. If a Team Official swaps part or all of their uniform, they are responsible for replacing
the items for the following year at their own cost.
2.4. Team Officials will travel to and from the Championship in the official walk out uniform
as designated by SSV.
3. FINANCES
3.1. All Team Officials will be paid an allowance of an amount (as determined by the
Finance Sub Committee and ratified by the Board) per day including travel days
regardless of the type of team accommodation. Amount is to be reviewed annually by
SSV. This is $65 from 2015
3.2. If breakfast is included in the accommodation tariff, the allowance will be reduced by
$10
3.3. School Sport Officers are to complete a Team Allowance form and present for payment
to the SSV Finance Officer prior to the team’s departure.
3.4. The Tour Leader or Team Manager will be responsible for the team finances whilst at
the Championships
3.5. Team Managers may be required to spend money on meals or unexpected items
during the course of a School Sport Australia Championship. This expenditure can be
classified into two broad categories:
Petty cash- expenditure on small items that may be needed during the
Championship
Purchase of food and meals for team members - this will occur where the team is
booked into accommodation with meals not being part of the accommodation
package.
3.6. Financial procedures and accountability
3.6.1. Purchase of Food and Meals for team members
Where a team is accommodated without meals included, the following procedures
will apply:
The School Sport Victoria Officer for the particular team and the Finance
Officer will agree on a sum to cover the cost of meals and associated items for
the team whilst they are at the Championship.
The total amount will be paid to the Team Manager prior to his/her departure
for the Championship. This will normally be done via a Bank transfer into the
Team Manager’s nominated bank account or to a Travel Card
During the Championship, the Team Manager will purchase all items to meet
the needs of team members. Receipts MUST be kept for all purchases (tax
invoice), and a written record must also be kept. A proforma will be supplied
for this purpose.
Within fourteen days of returning from the Championship, the Team Manager
will present a reconciled statement; together with all receipts, to the School
Sport Victoria Finance Officer. If there is a surplus from the money advanced,
this surplus MUST also be returned with the documentation. In the event that
there is a shortfall, the School Sport Victoria Finance Officer will, as soon as
possible, forward the outstanding amount to the Team Manager.
Claims will not be accepted if there is no receipt supplied
Note: If the Finance Officer has any concerns about the nature of the
expenditure, this will be referred to the Finance Committee for consideration.
The Finance Committee may reject some or all of the expenditure if it deems
that the expenditure was not appropriate or not related to the team
3.6.2. Petty Cash
Teams Managers may need to purchase small items for the team during the
course of a Championship. If this situation arises, Team Managers are required
to
Use their own money to purchase these items. Any individual item would
normally be expected to be under $40
Keep receipts for any purchases ( tax invoice required)
Submit a summary list (proforma supplied) with receipts attached, to the
Finance Officer of School Sport Victoria within fourteen days of returning from
the Championship. The School Sport Victoria Finance Officer will reimburse
the Team Manager for expenditure incurred. Reimbursement will not be made
if there is no receipt supplied
Note: If the Finance Officer has any concerns about the nature of the Petty
Cash expenditure, this will be referred to the Finance Committee for
consideration. The Finance Committee may reject some or all of the
expenditure if it deems that the expenditure was not appropriate or not
related to the team
4. NAME BADGES
4.1. All new Team Officials will receive a ‘Team Vic’ name badge to be worn at all trials,
team trainings and when on duty at the Championship.
4.2. The replacement cost of lost or damaged name badges will be borne by Team Officials.
5. FIRST AID KITS, ICE VESTS AND EQUIPMENT
5.1. Each team will be supplied with a first aid kit that must be taken to all selection trials,
team trainings and to the Championship.
5.2. The Team Manager is responsible for maintaining the kit, and must do so through the
School Sport Victoria office.
5.3. Ice vests are available for teams travelling to warmer climates. Use of these will be
arranged through the relevant School Sport Officer from the School Sport Victoria
office. The Team Manager is responsible for ensuring that ice vests, esky and all
contents are returned to the School Sport Office in good order immediately upon
return to Melbourne. If damaged through negligence, Team Officials are responsible
for the cost of replacement.
5.4. Equipment & activities for trials and training will be purchased on behalf of the team
with the approval of SSV. This equipment remains the property of SSV and must be
returned upon the team’s return to Melbourne.
SECTION C: TEAM MEMBERS
1. SELECTION
1.1. Opportunities exist for students in schools affiliated with SSV to be selected in
representative teams each year.
1.2. Information on registration, registration fees and trials will be sent to all full, associate
and affiliate member schools at the beginning of each year via the eBulletin, social
media, as well as to District, Division and Region Coordinators. It will also be posted on
the SSV website.
1.3. Selection guidelines are posted on the SSV website
1.4. SSV reserves the right to limit the number of registrations per school for any sport. Any
restrictions will be listed as part of the selection guidelines on the SSV website.
1.5. School Sport Australia 12 yrs Championships are for children turning 10, 11 and 12 in the
year of competition, regardless of whether they attend a primary or secondary school.
1.6. All students wishing to be considered for selection in the SSV representative teams
(Team Vic) must register via the online registration system and pay the appropriate
registration fee by the advertised closing date. Late registrations will be accepted up to
one week after the advertised closing date. A late fee will apply.
1.7. A confirmation email will be automatically sent to each registered applicant.
1.8. Along with the confirmation email will be a form to be printed and signed by the
applicant, a parent or guardian and the school principal.
1.9. This signed form must be handed to the Team Officials at the first trial for that sport.
1.10. Teams will only be selected from those students who have completed the registration
process and paid the registration fee by the advertised closing date.
1.11. Students who miss this registration process will not be allowed to attend any trial or be
considered for selection.
1.12. Unregistered students cannot be asked to attend trials by Team Officials.
1.13. In extenuating circumstances, a school, on behalf of a student, may appeal in writing to
the Board for consideration to be included in the trials. The decision of the Board is
final.
1.14. Registered students have the right of appeal against the decision of the selectors of the
final team, but only on the grounds that published procedures have not been followed.
The appeal must be in writing and lodged with the CEO within five (5) days of the
announcement of the team.
1.15. SSV empowers the Team Officials to select the best team from the registered applicants
understanding the level of competition and the complementary skills required of the
final team. There is an expectation that all participants will be given feedback if
requested through SSV.
2. RESPONSIBILITIES OF ALL TEAM MEMBERS
2.1. School Sport Australia events have both educational and sporting components and
membership of a SSV sporting team involves participation in all components of the
championship
2.2. All members of the selected team, both competitors and management/coaching staff,
are required to fulfill the responsibilities of being a member of the team by:
Attending all training sessions deemed compulsory by team management
Attending initial briefing session, uniform outfitting, uniform presentation note remove and team photograph sessions
Travelling to and from the School Sport Australia event with all team members as
stipulated
Completing team documentation and returning same to team management by the
due date
Ensuring team member invoices are paid by the due date
Attending all sessions of the School Sport Australia event, including Opening and
Closing Ceremonies and educational excursion
Recognising that all School Sport Australia events are school activities and that
Duty of Care and decision making regarding each child’s preparation and
participation in all facets of the School Sport Australia event is the responsibility of
the team management and coaching staff
NB. Where non teachers are appointed to coaching positions, they will be required
to attend all aspects of the School Sport Australia Championships, including
competition, associated meetings, excursions, training, selections, Presentation
Day, and School Sport Victoria Officials Briefings. Non teachers will be required to
be in attendance throughout the event, both during and outside competition
hours, assisting teacher officials will duty of care responsibilities.
3. INVITATIONS
School Sport Victoria recognizes that there are circumstances where students are not able to
follow the prescribed pathway for SSV competitions.
This policy allows schools to apply for an invitation for these students as long as they meet one
of the criteria mentioned in this policy. If the student’s circumstances do not meet one of the
criteria, then an invitation will not be granted.
3.1. This policy only applies to all trials (except those listed in 3.2 below) conducted by School
Sport Victoria for the purposes of selecting representative teams to compete in School
Sport Australia Championships.
3.2. For 12 years and under Golf, Cross Country and Track and Field teams, the competitor
must meet the criteria set out in the SSV Invitation Policy – Interschool Sport.
3.3. The individual must have registered to be part of the trialing process as prescribed on the
SSV website.
3.4. Unless eliminated through the trialing process, individuals must attend each level of
trialing to be considered for the team.
3.5. Individuals may only miss one level of trials if granted an Invitation by meeting the
Invitation Criteria as listed in 3.7 below. A request to miss more than one level will NOT
be granted.
3.6. Invitations will be considered only where space is available. It is possible to meet the
criteria listed below and not be considered for an invitation on the grounds there is no
space available.
3.7. Invitation Criteria are:
3.7.1. A student has been involved in official school assessment;
3.7.2. The student is unable to attend the previous level of trials as they will be attending a
compulsory school camp/excursion at that time;
3.7.3. A student has not attended the previous level of trials because they have been
representing Victoria or Australia in a sporting competition;
3.7.4. A student has not attended the previous level of trials because of their participation
in a sporting event or competition considered to be of greater status than that level
of competition;
3.7.5. An 'official error' has caused the student/team to either not attend the previous level
of trials (note that errors made by school-based staff may not be deemed an
‘official error’);
3.7.6. A student is injured or ill at the time of the previous level of trials. The student must
provide a medical certificate indicating an injury/illness and verifying the fitness of
the student to participate in the requested level of trials;
NOTE:
NOTE Family holidays and personal commitments are not grounds for an
invitation.
3.8. It must be possible to include invitation competitors, at any level, without disadvantaging
an individual who has progressed through the qualifying levels of trials.
3.9. Requests for invitations MUST be submitted:
3.9.1. As an official letter of request from the school on school letterhead signed by the
Principal (there is no form) indicating the Invitation Criteria under which the request
is made (section 3.7 above) and include a current resume of the student’s playing
history in that sport (limited to one A4 page);
3.9.2. Invitation requests for 12 years and Under Australian Football, Basketball, Football
(Soccer) and Netball must be sent to the Region School Sports Officer prior to the
trial for 3.7.1, 3.7.2, 3.7.3 and 3.7.4. For the case of 3.7.5 or 3.7.6, within 72 hours of
the completion of the competition;
3.9.3. Invitation requests for all other sports must be sent to the National Programs Officer
prior to the trial for 3.7.1, 3.7.2, 3.7.3 and 3.7.4;
3.9.4. In the case of 3.7.5 or 3.7.6, for all other sports within 72 hours of the completion of
the competition;
3.9.5. All invitations are at the discretion of the National Championships Officer.
3.10. Except for part 3.9.3 above, requests received after the trial will NOT be considered
3.11. The student should, if possible, attend the trial to demonstrate a commitment to the
selectors
3.12. SSV reserves the right to grant an invitation for exceptional circumstances. These
invitations must be approved by the SSV Board of Management.
4. TEAM PREPARATION
4.1. AIMS
4.1.1. Provide opportunities and experiences for primary and secondary school students
in sport beyond state boundaries, with a minimum impact on the student, family,
school and community.
4.1.2. Maintain costs at a reasonable level for the participants and at the same time cost
neutral for SSV
.
4.2. GENERAL GUIDELINES
4.2.1. The training program for SSV teams must be a maximum 12 sessions for 13 years
& over teams and 9 sessions for 12 years & under teams, excluding trials. Where
practical, programs should occur immediately prior to departure for School Sport
Australia Championships.
4.2.2. In a Pacific School Games year, where there is a long time between team selection
and the Games, teams are allowed an extra three (3) training sessions maximum.
4.2.3. Team Management must document their Selection Guidelines, including selection
criteria and timeline for trials and training. These Selection Guidelines are to be
available to parents/guardians and students and displayed from the first day of
trials.
4.2.4. Parents/guardians and team members will be informed in writing of the SSV Travel
Policy upon selection.
4.2.5. Selection is to be completed & communicated immediately following the third and
final state trial. Teams should be finalized at least 6 weeks prior to departure
where possible.
4.3. TRIAL GUIDELINES
4.3.1. All trial information to be prepared and finalised by Team Management in
conjunction with the relevant School Sport Officer in December each year for
publication on the SSV website.
4.3.2. A trial nomination fee, as determined by the SSV Board of Management and
revised annually, will go towards the costs associated with the staging of trials, eg.
venue/s hire, referees/umpires, equipment, etc.
4.3.3. Trials for SSV teams during school time should be minimized where possible. It is
preferable that they be held on weekends or after school hours (taking into
account country students and travel) wherever possible.
4.3.4. Trials will only be conducted for students who have registered through the SSV
online registration system and paid the appropriate registration fee by the
advertised closing date.
4.3.5. Team Officials cannot invite unregistered students to attend any trials.
4.3.6. Team Officials are to collect the signed form from each student attending the trial.
4.3.7. Trial sessions should not last longer than 3 hours in length. (It is noted that this
may depend on the number of students trialing and the ability to split into
groups).
4.3.8. There is to be no more than three trial sessions in total at the state level. Any
variation should be approved and documented by SSV.
4.3.9. All teams will be announced via the SSV website once dates of birth, school
affiliation etc has been confirmed. Unsuccessful participants should be offered
feedback upon request. This will be advertised to all participants at the first trial.
4.3.10. Team Officials may wish to name train-on/emergency players. Such ‘selections’
must be very clearly defined to the players and parents.
4.4. EMERGENCIES
4.4.1. Each team may select up to 2 non travelling emergencies
4.4.2. Emergencies once named, are expected to train with the team
4.4.3. Emergencies must be training to have access to the uniform
4.4.4. Emergencies will be required to purchase competition uniform as a minimum
4.4.5. Emergencies will be covered by insurance.
4.4.6. Emergencies should be invited to presentation events
4.4.7. Emergencies fill in the paperwork as a team member. This will therefore cover
behavior, insurance, consent and the travel component if they end up travelling.
Travel component will only be activated if the player is brought into the team.
4.4.8. Any emergency brought into the team must have paid in full prior to the team
departing.
4.4.9. No player will be replaced with an emergency within 48 hours of the team
departing.
4.5. TRAINING GUIDELINES
4.5.1. A maximum of 9 sessions in total for SSV teams (13 years & over) & 6 sessions in
total for SSV teams (12 years & under), shall be conducted on the weekends or out
of school hours, with minimal disruption to the participant, their family and
community sport. These sessions will include training, practice matches/games,
dissemination of information/documentation, uniform try on and Uniform
Presentation Day.
4.5.2. In a Pacific School Games year, where there is a long time between team selection
and the Games, teams are allowed an extra three (3) training sessions maximum
4.5.3. On the rare occasion where the need arises to have practice matches/games
during school time, approval must be sought from the SSV office.
4.5.4. Sessions should not last longer than 3 hours in length.
4.5.5. For SSV Teams, all costs associated with training (eg. venue hire, refs/umps,
equipment etc.) shall be borne by final team, and thus should be kept to a
minimum. It is recommended that maximum cost as approved by the SSV Board
of Management and approved annually or training sessions be included in the
budget (figure to be reviewed annually). If costs for training are predicted to be
higher than the budgeted amount, then Team Management will need to submit a
written request to the SSV Finance Subcommittee at the beginning of the year.
5. TRAVEL
SSV believe that traveling as a whole team to School Sport Australia Championships (except
Pacific School Games) is conducive to team unity, and ensures that all team members will be
in attendance for the commencement of the event. When traveling, all teams are required
to meet at Melbourne Airport for departure, thereby clearly defining the point where Team
Officials officially accept ‘Duty of Care’ for all team members.
It is therefore School Sport Victoria policy that all team members travel together as a team
to all School Sport Australia Championships (except Pacific School Games), and so return
travel arrangements for all teams are coordinated and booked through the School Sport
office and the SSV preferred supplier.
5.1. All team members must travel together as a team to the SSA event (except Pacific
School Games). (See also 3.2, 3.3 and 3.4 below.)
5.2. Flexibility exists to enable parents/guardians to request a variation to return travel
arrangements. Where there is any cancellation costs to SSV, this cost will be passed on
to parents. In some cases, this may result in up to 100% of the ticket cost being passed
on. This will vary from airline to airline :
5.2.1. An Independent Return Travel Request must be completed by the
parent/guardian on acceptance of the place in the team and payment of the nonrefundable acceptance deposit . Failure to complete this by the due date will result
in return flights being confirmed and parents/guardians invoiced for the return
flight.
5.2.2. Approval will be subject to several conditions:
5.2.2.1. That parents/guardians accept full responsibility for their child from the
conclusion of the Closing Ceremony.
5.2.2.2. That no child will be travelling alone or in the company of a minor.
5.2.2.3. That no child will be granted permission to leave the event prior to the
conclusion of the Closing Ceremony
5.2.3. The granting of a request for Independent Return Travel must be completed prior
to the closing date for flights and prior to the issuing of invoices. This date will be
included on the relevant page of documentation.
5.3. Flexibility may be extended to students who reside on the border of Victoria and the
state in which the event is held, to apply for independent travel to and from the
Championship, ie. students residing on the Murray River and playing in Sydney or ACT;
residing in Mildura or along Vic/SA border and playing in Adelaide; residing in/near
Mallacoota and playing in ACT or Sydney. Parents/guardians to apply in writing to the
National Championships Officer prior to the set closing date. Parents/guardians will be
given a time and place where their child will join the team.
5.4. Where extenuating circumstances apply, students may appeal to SSV.
5.5. All team members are required to be dressed in Team Vic Uniform for travel:
Team Vic Tracksuit (jacket and pants)
Navy Polo Shirt (students)
Team Vic Socks
Appropriate footwear
5.5.1. Any alternative to traveling uniform (eg. SSV Golf) must be documented and
approved by the National Programs Officer.
5.5.2. Teams entered on behalf of the SSV under Memorandums of Understanding with
selected State Sporting Associations (eg. Orienteering) wear the SSV uniform.
5.6. A team member may use frequent flyer points (or other reward points) to cover the
cost of their flight provided:
5.6.1. they are booked on the same flight as the rest of the team
5.6.2. a letter indicating that they will be using reward points is received by the School
Sport Officer a minimum of 35 days prior to the team departing for the
Championship (or a penalty fee will be imposed by the airline)
5.7. Where a team member’s parent/family member works for an airline, thus accessing
cheaper travel provided
5.7.1. They are booked on the same flight as the rest of the team
5.7.2. A letter indicating that they are accessing this form of booking flights is received
by the School Sports Officer a minimum of 35 days prior to the team departing for
the Championships (or a penalty fee will be imposed by the airline)
5.8. Where destinations require a flight of more than 2 hours duration:
5.8.1. Teams are to travel between the hours of 7.00am and 8.00pm where possible and
practical;
5.8.2. The carrier should be one makes available provides meals and drinks on the flight
or allows personal sustenance to be taken on board;
5.8.3. Team Management should be consulted regarding flight times where practical.
6. ACCOMMODATION
6.1. SSV offers a team accommodation and meals package sourced by the SSV official
supplier. Accommodation is sourced as close as is practical to the competition venue
and at reasonable cost.
6.2. The meals package include breakfast (usually self-catered), lunch at the competition
venue and dinner at a local restaurant or at the accommodation dining room. Meals
sourced are expected to be of nutritional value and at reasonable cost.
6.3. If team members take up the accommodation and meals package, they will be invoiced
for the total amount by SSV. The team manager will then look after the finances for the
meals.
6.4. Flexibility exists for parents/guardians to request a variation to the Team
Accommodation and Meals package.
6.4.1. Private accommodation may be requested at the time of acceptance of the place
in the team and payment of the non-refundable deposit.
6.4.2. It is expected that Team members will be staying with parents or family members
or other suitable adults as approved by the parents and SSV
6.4.3. No child will be given permission to stay by themselves or with another minor
6.4.4. Parents/Guardians or responsible adult will be responsible for the sourcing and
payment of all meals, transport and ensuring that the team member attends all
Team and Championships activities.
6.5. SSV considers team accommodation inappropriate for 10, 11 and 12 year olds and
would prefer that parents of these children undertake Private Accommodation
arrangements
6.6. If parents are in attendance for the duration of the SSA Championships, it is expected
that their child (regardless of age) will stay with them..
7. UNIFORM
7.1. Each team member will be outfitted for uniform at either the final selection trial or the
first team training session. This should be held at least 10 weeks prior to the
Championship where possible.
7.2. The relevant School Sport Officer may attend this session to meet with
parents/guardians, hand out documentation, team bulletin and answer any questions.
7.3. All team members will purchase uniform through the SSV official supplier’s online
ordering system.
7.4. All team members will be given the dates for their shopping to be completed.
7.5. Any issues with uniform must be reported to the SSV official supplier’s Customer
Service.
7.6. Uniform will be delivered directly to the team members home or nominated address
prior to the Team Presentation Day..
7.7. Playing Uniform will be delivered to the School Sport Officer or Team Manager for
collection at the Team Presentation Day
7.8. Minimum compulsory items that each Team Member must purchase/have are:
Tracksuit (either microfibre or shower proof as determined by SSV)
Navy Polo Shirt
Team Vic Player Shorts
2 x Socks (ankle &/or calf)
Team Vic Bag or Back Pack
Hat (Cap or Bucket Hat*)
Team Vic Warm-up Top
Other compulsory items and items marked * will be decided by the relevant School
Sport Officer in consultation with the Team Officials.
7.9. Optional items that may be offered to Team Members for purchase are:
Tracksuit (that not offered in compulsory section)
White Polo Shirt
Swap T-Shirt
Hoodie
Hat (that not offered in compulsory section)
Headband
Beanie
Water bottle
Back pack or Bag (that not offered in compulsory section_
Host State Championship Souvenir Garment – this will be separate to the SSV
Team Vic online uniform process
7.10.
Competition uniform will be decided on by School Sport Victoria
7.11.
All uniform items (compulsory, optional and competition, except Host State
garment) will be provided by the official supplier appointed by SSV.
7.12.
Competition uniform must follow the rules of the relevant sport regarding size
and placement of numbers, team members’ names and any advertising.
7.13.
No advertising will appear on any uniform items except that approved by SSV.
7.14.
Team uniform is only available to Team Members. A range of ‘Team Vic
Supporters Gear’ will be available for purchase by family and friends.
7.15.
Train-on players may purchase the Team Vic t-shirt. They are not entitled to
receive any other uniform.
8. INVOICING, PAYMENT AND REFUNDS
8.1. Invoices will be prepared by the SSV Finance Officer
8.2. Invoices will be issued to all team members no later than six (6) weeks prior to the
Championship (where timelines permit).
8.3. Invoices will include:
Airfares
Accommodation and Meals Package (if applicable)
All relevant levies including but not limited to transport, raffle, SSV, SSA and Host
State
Deposit Paid
Team Photograph
Swap Badges
8.4. Payment may be made via online credit card, direct debit, personal cheque, bank
cheque or money order.
8.5. Personal cheques will only be accepted up to three (3) weeks prior to the
Championship. The cost of any dishonoured cheques must be borne be the payee.
8.6. All payments must be received two (2) weeks prior to departure for the Championship
(where timelines permit).
8.7. If a team member fails to make final payment by the due date, he/she risks being
withdrawn from the team.
8.8. The above timelines may be varied by SSV on a case by case basis.
8.9. If a team member withdraws from a team due to injury, illness or family circumstances,
the team member:
8.9.1. Will be offered the right to purchase any uniform as a memento of his/her
selection in the team.
8.9.2. Will only be refunded all levies, airfares etc if a replacement is selected.
8.9.3. If no replacement is selected, the withdrawing team member risks forfeiting the
administration levy, full airfare, host state & educational excursion levy, raffle levy,
insurance levy and may be required to cover an airfare cancellation fee.
8.9.4. If the team member has been issued with raffle books, the team member must
return all sold and unsold tickets, any monies collected and may forfeit some or all
of the raffle levy.
9. CAPTAIN / VICE CAPTAIN BADGES
9.1. Where appropriate, each Team will be provided with a Captain’s and Vice Captain’s
badge, (or two Captains badges in the case of co-captains). These badges should be
presented at the Team Presentation Day.
9.2. Where a sport requires a captain to wear an identifying arm band or the like during
play, these will be supplied in accordance with the rules of that sport.
10. IMPLEMENTATION
10.1. This policy reflects current practice.
10.2.
All schools will be notified via the SSV eBulletin and placed on the SSV website
10.3. All Sports Coordinators be informed of the policy via email
10.4. All District, Division and Region School Sports Officers be informed of the policy via
email
11. ENDORSEMENT
This policy was endorsed by the School Sport Victoria Board of Management in February
2016
12. REVIEW
This policy is due for review every two (2) years.