Fitzroy Junior Football Club Policies and Codes of Conduct
- FJFC Constitution
- Codes of Conduct (Coaches, Cultural Framework Players and Parents)
- FJFC Coaching Selection Policy
- Registrations and Transfers Policy
- FJFC Conduct Panel
- Age Group Policy
- Player Placement Policy
- Equipment Policy
- Communications Policy
- Purchasing Policy
- Privacy Policy
FJFC Constitution
View the Fitzroy Junior Football Club Constitution
Codes of Conduct (Coaches, Players and Parents)
The FJFC stresses the need for good conduct by all people involved in the game - players, officials, parents - everyone. Please read the FJFC and YJFL Code of Conduct by clicking the links below.
View the FJFC Code of Conduct for Coaches
View the FJFC Cultural Framework & Code of Conduct for Players and Parents
View the YJFL Codes of Conduct
Coaching Selection Policy
View the FJFC Coaching Selection Policy
Registrations and Transfers Policy
Registration Link: https://reg.sportingpulse.com/v6/regoform.cgi?aID=5165&pKey=e3a384bf35da4d7fa1f2f4aeca8668f3&cID=11766&formID=36056
Existing Players
Existing Priority Online Registrations will open in mid January of each year
Priority Registration for returning players (players who played with the Club in the season before).
All registered players from the previous year will receive a registration email reminder from SportingPulse. Notification will also be added to the Club’s website and Facebook page. Registration closing date for these players will be three (3) weeks from opening date and after the end of the first week of the school Term 1. Any player not registered by the closing date may forfeit their position at the Club if teams are at capacity.
Late registrations from returning players will have no priority over new player or transfer registrations.
New Player Registrations
New Player Online Registrations will open February.
Registration is to open the day after Existing Player Online Registrations are closed.
Once the Club receives an online registration, it will be placed in pending in order of receipt. Each new registration must be accompanied by proof of age. A photo of a player’s birth certificate or passport can be taken by phone and forwarded to [email protected]. No player will be approved for registration without proof of age.
Once a position has been found in an appropriate team, the player will receive a confirmation/welcome email and general information to assist in the purchase of club gear.
If teams are at capacity the player will be notified by email and a request for bank account details made so a refund of registration fees can be issued by the Clubs Treasurer.
Transferring Players
Transfer Applications will open February (same date as New Player Registrations)
Transferring players are required to send an email to [email protected] to request a transfer. Details required to complete a transfer are:
- Full Name
- Date of Birth
- Club transferring from
Once the transfer has been approved, players will receive a confirmation email and a link to registration. Each new transfer/registration must be accompanied by proof of age. A photo of a player’s birth certificate or passport can be taken by phone and forwarded to [email protected]. No player/transfer will be approved for registration without proof of age.
If teams are at capacity the player will be notified by email and the transfer will not proceed.
Players may request to be placed on the Clubs registration waiting list if teams are at capacity. This request must be made via email to registration. If a position on a team becomes available, players will be notified in order of placement via email with a link to registration.
Finalising Teams
After registrations are received and teams start to reach capacity, the Club will finalise Coaches and Team Managers. The Coaches will work closely with the Coaching Development team to work out team structures.
Training
Once teams have been finalised, applications to Council for ground permits will commence. Team Managers/Coaches will contact players regarding training dates and times as soon as permits are approved.
Club Fees
Annual registration fees (subject to change):
$250 – Player 1 and 2
$150 – Player 3
$125 – Subsidy (application required)
Coaches – Player 1 (fully subsidised)
If a family has more than one player the first two players will be at full registration and the third player at $150.
Fees are due online at the time of registration, except for subsidy payments. Unregistered players are prohibited from playing any games for the Club.
Subsidy Application Forms will be issued by Registration. Contact [email protected] in the first instance to receive an application form. All applications for subsidy will be lodged with the Clubs Committee for approval. Applicants will be advised via email regarding approval. Once approval has been received, registration and subsidy payment will be required. Any payment plans must be approved by the Committee.
Refunds
All registration refunds will be made via EFT to a nominated bank account and will be at the discretion of the Clubs Committee. Applications will be reviewed on each individual circumstance. Refund requests should be made by email to [email protected]
YJFL Championship Fee Subsidy
The Club will pay 50% of registration fees incurred by players who are selected by the YJFL to play in the championship squad. The Club will assist with registration fees for championship players already approved by the Committee for a season registration subsidy. Applications for assistance should be made through Registration by email. Subsidy amounts and approval are at the discretion of the Committee.
Uniforms
Required Club gear is purchased by players at SportsMart (Cnr Separation + High Street, Northcote)
Shorts – 1 x Blue (home)
Shorts – 1 x White (away)
Socks
Mouthguard
A playing jumper will be provided to each player by the Team Manager. The jumper will be required to be returned to the Team Manager at the end of the season. The playing jumper is the property of FJFC and not to be altered in any fashion. Loss or alteration of a playing jumper will incur a $50 fee.
Footy Boot Swap
The boot swap operates on a 'donate what you can, take what you need' system. Players have 3 options - donate boots or donate and take a pair or just take a pair.
http://www.fitzroyjuniorfc.com.au/bootswap.html
Fitzroy Junior Football Club Conduct Panel
The Fitzroy Junior Football Club is committed to conducting its activities - on and off the field - as a model club and we stress the need for good conduct by everyone involved.
In 2006, a conduct panel was formed to investigate and mediate in any matters relating to alleged misconduct of parents, supporters, officials or players.
The FJFC Conduct Panel will convene in response to any written notification of an issue or incident, including formal League and umpire reports.
Notification can also be made by FJFC members, but it must be done in writing and directed to a Committee of Management member as soon as possible.
The Committee will then notifiy the Conduct Panel members, who have agreed to be on standby to meet whenever issues arise.
The Conduct Panel is independent of the FJFC Committee.
Conduct Panel Membership
Membership varies but has included:
Ian Shepherd (former FJFC Vice President)
Graham Burgen (former Head Coach, Fitzroy Reds)
Michael Arnold (financial industry and CityLink ombudsman)
Grant Hammond (former coach, Fitzroy Reds)
The Conduct Panel investigates incidents and issues or, where appropriate, conducts mediation or counselling. It will then make recommendations to the Committee if further action is required.
The panel ensures that FJFC members abide by the Yarra Junior Football League and FJFC codes of conduct at all times and aims to coduct and resolve matters and disputes fairly and quickly.
Prior to making a report, club members can contact any member of the Committee for clarification or advice.
Age Group Policy
The Fitzroy Junior Football Club provides opportunities to play football between the ages of 9 (players need to reach this age in their first year of playing) and 17 (players must reach this age in their last year of playing). The age group for a player is determined by their age on the first of January in the current year (for example, a player who is 8 on the first of January will play in the Under 9 team, a player who is 12 on the first of January will play in the Under 13 team). Under 16 and Under 17 boys will be allocated to the YJFL Colts age group and Under 16, Under 17 and Under 18 girls will be allocated to the YJFL Youth age group. In circumstances where the Club does not field a team in a particular age group, players may be allocated to the next up age group.
It is the club's policy that all players play in their age group for the following reasons:
- This is the best way to protect the health and safety of players
- To enable players to best develop according to their age and physical capacity
- It is non-discriminatory as it applies to all players
- It provides clarity and certainty for players and parents
- It is consistent with the preferred position of the Yarra Junior Football League.
The Club recognises that at times there may be exceptional circumstances where a player may wish to play in another age group. Peer and school level groupings are not deemed to be exceptional circumstances.
Parents may make an application in writing to the Committee for consideration of a request for a player to be exempted from this policy.
The Committee will assess such requests on their merit and notify the parent of its decision in writing.
No exemptions to the policy will be granted for players that are younger than our entry age of 8 years old on the first of January as players must turn 9 years old in their first year of playing.
(Updated November 2015)
Player Placement Policy
Preamble
The Fitzroy Junior Football Club was founded in 1993 with an inclusive
philosophy that has had as its central aim the provision of recreational
opportunities for the children of Fitzroy and surrounding suburbs.
The Fitzroy Junior Football Club has always operated on the basis that every child has an equal opportunity to play and develop as a footballer and an individual no matter what their individual circumstances may be provided they conduct themselves in accordance with the policies and guidelines of the club.
Central to this philosophy has been the Club’s opposition to universal streaming at all age groups which is defined as a policy, where multiple teams exist in one age group, of making one team superior to another team by selecting the best players in one team at the expense of another.
The club has since its foundation given priority to placing players in teams where there is a preferred peer connection.
In fact Policy 3 c states that teams should…
“Ideally be made up of a variety of players with diverse degrees of skill, ability and confidence.”
The opposition to universal streaming, as well as the endorsement of
key player placement policies, has been affirmed by the members of the
FJFC and Committee on a number of occasions, including June 5, 2001,
re-affirmed April 7, 2002 and adopted March 2, 2004.
It is now, however, proposed to vary these player placement guidelines,
in-keeping with the inclusive and participatory culture of the club,
as many feel that the previous policy did not take into account the
natural progression of players from childhood to late adolescence.
The New Guidelines
One of the most difficult tasks for a junior football club with more than one team in an age group is placing players in teams in a way that satisfies all parents/guardians, players and coaching staff.
With potentially multiple teams at each age level this presents a particular challenge to the FJFC. We do not pretend that everyone will be happy with the outcome in any one year. We do, however, endeavour to carry out the task according to the guidelines a set out below, and in accordance with club culture, recognising that there may be disagreement.
The Fitzroy Junior Football Club was established to:
• Operate a sports club for residents of Fitzroy and surrounding
areas
• Provide equal opportunity for community participation and recreation
for children from a variety of socio-economic and cultural backgrounds
and sporting abilities
• Provide a sense of community spirit and cooperation in the broader
Fitzroy community
The Club applies the following guidelines in an effort to achieve these purposes:
Under 10s – Under 12s
The club has a policy of NOT selecting players for particular teams
on the basis of any perceived playing ability. The desire is to encourage
players to play with their mates, make new ones, have fun playing competitive
footy and learn basic football skills.
During these years, typically the final years of primary schooling, players should be:
• placed in teams with a reported peer connection
• placed in teams with a variety of players with varying degrees
of skill, ability and confidence;
• placed within teams structured in such a way as to minimise
the risk of one team having a shortfall of players on match days.
If there is a request from a parent/player for the player to move to another team in the same age group that request will be considered in line with these guidelines.
In these age groups, players should be given the opportunity to play in all positions around the ground throughout the season and the emphasis should be on player enjoyment and development rather than on the competitiveness of the team.
Under 13s - Under 15s
From Under 13’s onwards (where there is more than one team in
the age group) players will be given the choice, as far as possible,
of either competing at a level commensurate with their physical size,
development and football skills or playing in teams with preferred peer
connections if it is safe and reasonable to do so.
At this age players are typically entering secondary school and there is significant disparity in physical development and emotional maturity. Also there is a noticeable increase in the physical intensity of the competition particularly in the higher divisions of the Yarra League. This is the more appropriate stage to place players in the level of competition most closely suited to their stage of physical development and to their football ability bearing in mind their desire to play with their mates.
During these years, typically the first years of secondary schooling,
players should be placed in teams:
• to maximise their opportunities to develop and enjoy their playing
experience, and minimise undue risks of injury;
• primarily, though not exclusively, composed of players with
skills, ability and confidence commensurate with their own;
• structured in such a way as to minimise the risk of one team
having a shortfall of players on match days.
In relation to the first criterion, where necessary, the FJFC will conduct an assessment of players in each age group prior to the commencement of each season. This assessment will ideally be carried out by the coaching staff for that age group and will take into account the skills, experience and physical size and strength of each player.
The outcome of skills assessment coupled with the preferred wishes of the player, may result in the reorganisation of the teams in the age group but this will be based on the guidelines above and done in consultation with, and where possible the agreement of, the player and the player’s parents/guardians. There will be no compulsion to play in a particular team if that person wishes to play in a lower grade with their friends.
During these years, players should:
• be guaranteed half a game of football on match day; and
• also have the opportunity to play in a variety of positions
around the ground throughout the season (it is expected that the emphasis
will gradually shift from player enjoyment to commitment to the team
and to overall team competitiveness. That shift in emphasis will necessitate
greater consistency of positional placement in these years).
Colts
The Colts age group consists of Under 16's and Under 17's and the players
are
expected to train as a squad each week. Placement within the teams will
be decided by the age group coaches on a weekly basis and teams can
consist of both top and bottom age players.
The selection criteria for the higher graded Colts team (typically Section 1) will be the same as for the U13’s to U15’s but emphasis will be placed on overall team competitiveness and commitment to training and team rules.
The lower graded team (typically Section 2 or 3) will accommodate those
who are not able to play at the higher level and those who wish to continue
playing football but at a more social level.
Equipment Policy
Equipment (jumpers, footballs, first aid kits etc) are essential to running a successful football club. The purchase and maintenance of equipment is one of the FJFC’s major expenses. Loss of jumpers, in particular, has in the past been an unnecessarily large club expense.
Allocation and Return of Equipment
Player Jumpers
At the start of each season, players are allocated a jumper for use during
the season.
Players or their parents must take care of the jumper and return it to
the relevant team manager as soon as possible, but no later than 1 November,
after the season ends.
If the jumper from the previous season is not returned, the parents of the player must pay $50 to the club and, until the money is paid or the jumper returned, the player cannot play for any FJFC team. This policy applies unless the loss of the jumper is due to demonstrated exceptional circumstances (eg burglary, fire).
Colts
Colts players play in, and are presented with, a “traditional”
Fitzroy Football Club jumper when they join the colts which may be retained
by players at the end of their career with FJFC.
Officials
Each season, the club allocates equipment to coaches and team managers
– eg interchange jackets, match and training balls, first aid kit,
goal umpire’s jacket and flags, drink bottles, etc.
Coaches and Team Managers are responsible for all allocated equipment. Team Managers should retrieve player jumpers as soon as possible after the season ends. All equipment must be returned as soon as possible after the season finishes, but no later than 1 December. Equipment should be returned as follows –
All coaching equipment – to the FJFC Football Director
All Team Manager equipment and jumpers – to the Team Management
Director
Jumpers – returned by players and parents to the relevant Team Manager
Equipment can be replaced or topped up during the season, but all requests must go through the relevant Committee member. For Coaches, the contact is the Football Director. For Team Managers, the contact is the Team Management Director.
Team Purchases
Each season, teams will be allocated a set amount of money for purchases relating to the team. This allocation can be spent on such items as player functions and equipment.
Reimbursement will be made for purchases by coaches and team managers up to the limit of this allocation.
Where possible, the FJFC looks for low-cost options in purchasing equipment which means sometimes purchasing items in bulk and often at less than the retail price.
Team managers and coaches should first check with the relevant Committee member prior to purchasing equipment to check that replacements are not already available or better purchased by the Committee member.
Communications Policy
Communication of information is essential in any organisation, including community-based sporting clubs like the FJFC. Good communication ensures the circulation of information which assists participation and involvement by parents and players and the achievement of the Club’s aims and objectives.
The FJFC believes good communication is an integral part of its function and the club considers it enhances key club objectives like participation and the fostering of community spirit. The FJFC is committed to good communication with its members, officials and other key people and organisations (eg the YJFL, City of Yarra) on important on and off field issues. The FJFC is also keen to communicate effectively with other key people and groups where this helps the club achieve its objectives.
There are a number of ways that a sporting club such as the FJFC can ensure effective communication, including the use of:
- Meetings, including the annual general meeting,team meetings, and meetings involving club officials such as coaches and team manager
- Newsletters and circulars – regular or ad hoc printed and online communications
- The FJFC web site
- Social events such as the Trivia Night and Presentation Day.
Meetings
The FJFC holds an Annual General Meeting each year between 1 October and 30 November (rule 16(1) of the FJFC Constitution). In addition, the club also holds special general meetings when these are required.
The FJFC Committee meets regularly, usually once a month, and sometimes more regularly during busy parts of the season. Committee members’ details are widely available and Committee members are available to discuss issues with members and officials.
The club encourages regular meetings and discussions at all levels, including among particular teams and particular age groups.
Newsletters and Circulars
The FJFC prepares a pre and post season newsletter each season and communicates to parents when needed by email and mail during and in between seasons.
Website
The FJFC has operated a website (www.fitzroyjuniorfc.com.au) since 2003 with considerable parent assistance. Web communication offers the chance to communicate quickly and cheaply with most members on a vast range of club issues. The website is also open to non-club users.
The FJFC considers that its website offers a unique chance to further improve communications by augmenting more traditional methods of communication like newsletters. A website can improve participation in club affairs while fostering overall club spirit.
However, web communication can also involve legal, financial and credibility risks for the club and individuals if not overseen and managed correctly. For example, the club needs to take care with its website to ensure content does not breach privacy and defamation laws or disclose tactical information to opposing teams.
The only representative site for the club, its teams, players and other members is the officially sanctioned FJFC site at www.fitzroyjuniorfc.com.au. Content on that site is approved by the FJFC Committee, and all development, enhancements, updates and modifications are made by the FJFC approved webmaster.
To ensure consistent messaging and appropriate content, the club considers it essential that the club has only one website and one which is managed by club officials.
Individual team pages are made available on the FJFC website for teams to manage in cooperation with the Club’s webmaster and web policies.
Guidelines on content and design have been developed by the FJFC and these will be communicated to teams prior to the commencement of each season.
Social Events
The FJFC holds a number of social and other events during the year. The club may use these functions as an opportunity to communicate with members and other persons.
In addition, individual team functions provide an opportunity for communication on team matters and for players and families to relax and socialise together outside the match day environment.
Smoking and Drinking Policy
Smoking or drinking alcohol by any parent of a Fitzroy Junior Football Club player at any scheduled match (home or away) is strictly prohibited. Further details here
Purchasing Policy
Purchase of goods and services is essential to successful football clubs. Football clubs need goods and services for on field (jumpers, footballs, jackets, first aid kits, etc), off field activities (eg catering equipment and supplies, website design and maintenance, printing, advertising, postage, etc) and for developmental purposes.
Purchasing is a major expense for large and small organisations. A sound purchasing policy is essential for efficient, cost-effective purchasing and expense control.
Team Purchases
As outlined in the Club’s Equipment Policy, each season, teams will be allocated a set amount of money for purchases relating to the team. This allocation can be spent on such items as player functions and equipment.
Reimbursement will be made for purchases by coaches and team managers up to the limit of this allocation.
Where possible, the FJFC looks for low-cost options in purchasing equipment which means sometimes purchasing items in bulk and often at less than the retail price.
Team managers and coaches should first check with the relevant Committee member prior to purchasing equipment to check that replacements are not already available or better purchased by the Committee member.
Other Purchases
Purchases of any goods and services on behalf of the FJFC outside the team allocations can only be made by, or with the approval of, the required number of FJFC Committee members as set out below.
Any purchases made without the required Committee authority or outside an authority are unauthorised and the club is not liable for them.
- Purchases under $20
Purchases of goods or services under $20 on behalf of the club can be made by, or with the written (including Email) approval of, an individual FJFC Committee member. - Purchases between $20 and $100
Purchases of goods or services between $20 and $100 can be made by, or with the written (including Email) approval of, no less than two (2) FJFC Committee members (one of whom must be the Treasurer). - Purchases between $100 and $500
Purchases of goods or services between $100 and $500 can be made by, or with the written (including Email) approval of, no less than three (3) FJFC Committee members (one of whom must be the Treasurer). - Purchases between $500 and $5000
Purchases of goods or services between $500 and $5000 can be made only by a Committee member or members acting with the approval of an absolute majority of the FJFC Committee recorded at an FJFC Committee meeting. - Purchases of $5000 and Over
Purchases of goods or services of $5000 or over must be made only after an open public or closed tender (i.e. advertised within the club) unless a three quarters majority of the FJFC Committee recorded at a Committee meeting authorises a tender exemption.
Receipts
Members making purchases in accordance with this policy must submit receipts to the Treasurer as soon as practicable, and no later than two months after the purchase. The Committee reserves the right to refuse payment
The FJFC Committee reserves the right to refuse payment or full payment for unauthorised purchases or receipt amounts outside an authorised purchase amount.
Privacy Policy
The FJFC recognises that importance of each member’s privacy. The FJFC is committed to ensuring that personal or health information is collected, stored and used only in accordance with relevant privacy laws such as the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic).
The FJFC collects personal information (names, addresses, date of birth) on a voluntary basis for the primary purpose of holding records of its membership and, in particular, records about juniors who play for the club and their parents. These persons are the vast majority of the FJFC membership.
The FJFC maintains a mailing list which is used so the club can distribute information to members on key operations such as training, games, club functions, etc. Also, the FJFC collects health information from its player members relating to treating and recording football injuries and any pre-existing medical conditions.
Player membership information and health information is given to the Yarra Junior Football League (YJFL) if FJFC players are selected to represent the YJFL and when games are to be played interstate.
The FJFC takes all reasonable steps to protect the personal information and the health information that it holds from misuse and loss, and from unauthorised access, modification or disclosure.
You have a right to access any information that the FJFC holds about you. If the information is not accurate, complete and up to date, you can ask us to modify our records.
Use of Player Images
The FJFC website features photographs of FJFC players taking part in training sessions, matches and FJFC social occasions. These photographs are not accompanied by the players’ names.
Occasionally, the FJFC is invited to take part in promotional activities, such as the City of Yarra Community Day, and photos of players may also be used to promote the Club on these occasions. Again, there will also be no names of players used.
Each year when new players register to play with the FJFC, parents will be asked to give permission for their child’s images to be used in the ways described above.