Club Policies

Player Development: Team and Squad Selections

Player Development Philosophy 

Developing a life-long passion for the game is central to our club. At the heart of long-term retention is a belief that a consistent and clear system is applied to players across all ages, abilities, and experiences.  SEM Magic will monitor, assess, and develop players based on a range of criteria, ensuring each member is assigned to the most appropriate situation based on a combination of factors, including:

  • Current Squad & Team 
  • Experience & Development
  • Team / Squad Size & Composition
  • Development & Playing Opportunities
  • Age (Top Age / Bottom Age) 

Training, Selection & Development Principles 

The club seeks to ensure that players of comparable age and experience are grouped together for training and competition development purposes. Dependent on the number of registrations within each age group and the range of abilities within that age group, the club will apply the following:

  • Squad based system, allocating full court training across groups, teams &/or age groups for shared, unified training and development purposes
  • Allocate players of the same age group together. Where possible, teams will be made up of players of the same birth year (top age / bottom age)
  • The club will only allocate players to teams above their natural age group in exceptional circumstances, and only upon application and review by the club
  • Friendship groups are considered in conjunction with all other criteria.
  • The club will strive to maintain continuity within teams/squads between seasons where player retention and development permits. 

Selection Process 

Each season a review of all players, teams and squads will be factored into the decision-making process for the following season. The club will take into consideration the principles and values of the club policies, and the circumstances of all members (new and returning), to find the most appropriate outcome for all. 

Balancing the requirements of each player, team, and squad will inevitably, but not necessarily, result in changes each season. This underpins the club’s player development principles and is a fundamental condition of registration. 

Player, team, and squad appointments will be overseen by the Club Education & Development panel. This panel will be comprised of no less than 3 persons, with core functions that includes:

  • Review and submit recommended player allocations to SEM Magic Board of Management
  • Oversee the development and implementation of player development principles
  • Manage issues or disputes in relation to player allocations 

The selection and allocation process is at the sole discretion of the SEM Magic Club Education & Development panel. Failure to understand the club’s structure, values and principles, does not constitute grounds for refund should a player withdraw based on a dispute with the above criteria. 

Member Participation

The fundamental purpose and principles of the SEM Magic basketball club is based first, and foremost, on the values of respect, accountability, responsibility, acceptance, and empathy. All members, whether that be player, coach, team manager, parent, administrator, or committee, have a shared and equal obligation to uphold these values ensuring the club can provide a unique and exceptional basketball environment that represents the interests and values of its members.

Each member of the club must adhere to the minimum standards set by the governing bodies of our sport and relevant agencies, including but not limited, Basketball Victoria’s Codes of Conduct, Basketball Victoria’s Member Protection By-Laws, and the Victorian Working with Children legislation.

Furthermore, SEM Magic encourages all members to cultivate a shared set of values that supports our principles and set the standard for all levels in our sport. In pursuit of this, we can adopt and follow these basic expectations

  1. Support an inclusive sporting environment for all.
  2. Maintain honest and transparent communications.
  3. Respect the diversity of opinions, experiences, and expectations of others.
  4. Provide positive, supportive, and constructive feedback.

On a functional level, our values will be observed by adhering to the following guidelines:


Guidelines for Parents / Guardians:

  1. Ensure financial commitments are met.
  2. Maintain active & clear communication via the club’s internal communication platform (TeamApp)
  3. Respect the decisions of coaches, officials, administrators, and committee.
  4. Seek to resolve, understand, and respect the outcomes and decisions of the club, with clear and open communication with coaches, team managers, and club administrators.
  5. Unless discussed and agreed prior, refrain from providing specific/technical feedback to players, such as performance or strategy, during matches or games.
  6. Support the values of club, squad, and team development as critical aspects that underpin successful individual development.
  7. Encourage all members to act with integrity and behaviour consistent with the club’s values.


Guidelines for Training Sessions:

  1. Players should expect to attend all scheduled training sessions for the duration of the registered season. Exceptions and exemptions may be provided for high performance and multi-sport athletes, on a seasonal case-by-case basis.
  2. Provide coaches and team managers with no-less than 24hrs notice of non-attendance via the club’s official communication platform. Email, phone, and text message are not accepted forms of internal club communication (unless unreasonable to do so).
  3. Unless advised otherwise, arrive no less than five minutes prior to the scheduled commencement time of each training session.
  4. Players must wear the official club reversible training singlet (black/purple) to all sessions. The competition singlet (yellow/purple) is not an accepted substitute.
  5. Players should expect to be required to alternate the colour of the training singlet throughout the duration of each session as instructed by coaches, and therefore ensure they have appropriate undergarments.


Guidelines for Competitions:

  1. Unless advised otherwise, arrive no less than 10 minutes prior to the scheduled commencement time of a match.
  2. Scoring duties are a shared responsibility between both teams, managing the electronic scoring application and stadium scoreboard. Each family is expected to contribute scoring duties, allocated to a roster by the team manager, on a rotational basis with all other families affiliated to that team.
  3. Provide coaches and team managers with no-less than 24hrs notice of non-attendance via the club’s official communication platform. Email, phone, and text message are not accepted forms of internal club communication (unless unreasonable to do so).
  4. Failure to communicate in a timely manner that results forfeit of matches and fines from the competitions we participate will be the responsibility of that family.
  5. Understand and respect the direction provided to players under the club’s Style of Play guidelines that are set in place for all players, coaches, teams and squads.
  6. Understand and respect that playing time and roles and may fluctuate throughout the duration of the season. Broadly speaking, all players can expect to receive a fair and equitable opportunity to participate in each match, taking into consideration development, attendance, coachability, roles, team composition, level of competition, and player age.
  7. Support, cheer and commend fair play and good sportsmanship from all everyone involved. At no time will the club sanction any form of openly criticizing or conduct that undermines coaches, officials, or players, and may take necessary protect the integrity of the club and its members.

Coach Development & Appointments

Many factors contribute to an individual’s enjoyment of sport, their willingness to participate and desire to continue. Coaches are critically important – a good coach will inspire, develop, and retain players. The SEM Magic basketball club is a not-for-profit community organization which firmly stands behind the principles of quality coaching and development for its members, through the services of skilled, qualified, and knowledgeable individuals. 

The club will invite applications from both internal and external sources to appoint the most appropriate coaches who align with our values and principles. Every reasonable effort will be made to ensure that each member, team, and age group receives a standard of coaching that meets our benchmarks. 

All coaches will be required to undergo mandatory child protection legislation requirements. At a minimum, all coaches must have a current and valid Working with Children check, or qualify under the appropriate exemption clause (e.g., registered teacher). 

Additional protocols may be in place depending on the current Government Legislation and Competition Policies. Non-compliance with any Child Protection Policy will result in immediate dismissal from all club activities. 

Coaching appointments will be overseen by the Club Education & Development panel. This panel will be comprised of no less than 3 persons, with core functions that includes:

  • Review and submit recommended coaching appointments to SEM Magic Board of Management
  • Oversee the development and implementation of club coaching principles
  • Oversee the application of coach education & development
  • Manage issues or disputes in relation to coaches 

SEM Magic will encourage and assist current and prospective coaches with development through relevant qualifications, courses and clinics made available to our members. Furthermore, the club will develop inhouse mentoring, development, and education services to its coaches to provide a unified and holistic approach to club, squad, and member development.  

For their services, our coaches are remunerated via honorarium payments based on a schedule of fees dependant on their background, experience, and qualifications. These reimbursements are derived from budgeted allocations paid by members through seasonal registration fees. 

Coaching appointments are at the sole discretion of the club and will not constitute grounds for a refund should a player withdraw from our club based on this premise.  

Committee Members | Rights, Responsibilities & Obligations


This policy outlines the rights, responsibilities, and obligations of committee members and subcommittee members of the South East Melbourne (SEM) Magic Basketball Club. SEM Magic is a not-for-profit organization dedicated to the development and support of junior basketball players.


This policy serves as a guideline for the conduct and responsibilities of committee members and subcommittee members of SEM Magic basketball club. By adhering to these guidelines, we aim to create a fair, transparent, and efficient governing body for the benefit of our club and its members.


Declaration of Conflict of Interest

Committee members must declare any conflict of interest, particularly in matters concerning their children or relatives. In cases where a committee member has a conflict of interest, they shall excuse themselves from discussions and decisions related to those matters.


In the event that, during the course of meeting procedures, two or more committee members identify a potential conflict of interest concerning another member in a specific matter, it is the responsibility of the concerned committee members to formally request the member in question to voluntarily recuse themselves from the ongoing discussion or decision-making process.


Role and Responsibilities

Committee members are primarily responsible for governance, strategic oversight, and leadership. The club's appointed administrator will manage all operational matters. Unless directed otherwise, committee members shall refrain from engaging in administrative tasks or stakeholder management.




Mandatory Attendance

Committee members are required to attend all scheduled meetings. Absence from meetings should be communicated in advance, with valid reasons, to the club president or another designated officer. If a member fails to attend three consecutive meetings, or six meetings within a 12-month period, that member may be requested to vacate their position.


Committee Service Entitlements

After 12 months of continued service, committee members are entitled to the following benefits, based on their roles:


Executive Committee Members:

  • President: 30% x full fee member per season
  • Vice President: 15% x full fee member per season
  • Treasurer: 25% x full fee member per season
  • Secretary: 20% x full fee member per season


Other Members:

  • General Committee of Management member: 5% x full fee member per season
  • Chair of Subcommittee: 15% x full fee member per season
  • General Subcommittee Member: 5% x full fee member per season


Entitlements are cumulative for each member, after 12-months of consecutive service, within each role, capped at 1 x full fee member fee per season. Members may donate their entitlements to the Player Scholarship Fund.


Sponsorship Opportunities & Privilege

Committee members who actively contribute to the acquisition of new sponsorship opportunities for SEM Magic are entitled to the following privileges:


  1. Financial Recognition:
    1. Eligibility for up to 25% of the annual cash consideration from the partnership as an offset / discount on current season member registration.
    2. This entitlement extends for the entire duration of the agreement.


  1. Limitations:
    1. The entitlement is subject to a cap of 2 times the full fee for members per season.
    2. Contra-based agreements do not fall under the purview of these provisions.


  1. Complementary Benefits:
    1. Sponsorship privileges are granted in addition to Committee Service Entitlements.


  1. Review Mechanism:
    1. The Committee of Management retains the right to review and modify these provisions on a case-by-case basis, guided by the principles of organizational integrity.


  1. Inclusive Consideration:
    1. The Committee of Management is committed to extending similar opportunities and privileges to members of the South East Melbourne Magic basketball club on a case-by-case basis.


This framework is designed to recognize and reward the proactive efforts of committee members while maintaining a transparent and equitable approach to sponsorship contributions. The Committee of Management will exercise diligence in evaluating and adjusting these provisions when necessary, ensuring the continued success and integrity of SEM Magic.


Accountability and Transparency

Committee members shall maintain the highest levels of accountability and transparency in their roles. They should act in the best interests of the club and its members, ensuring that their actions and decisions align with the club's mission and values.


Amendments to the Policy

This policy may be amended as necessary by the SEM Magic Committee of Management. Amendments should be communicated to all committee members and subcommittee members promptly.

Playing Uniform & Jersey Number Allocation


Each member purchases and owns a playing uniform consisting of a reversible singlet & shorts. Each singlet includes a unique jersey number and player name allocated in line with the following policy. 

Number allocations can be a complex system for clubs managing many players across various age groups and competitions. Under FIBA regulations, players can be assigned numbers 1-99, and 0 and 00. 

SEM Magic adheres to the following singlet number allocation policy;

  • Each member may nominate a preferred jersey number between 1-99
  • The club retains 0 and 00 for alternative, clash and loan purposes
  • If the chosen number has not been allocated to another member in accordance with this policy, the number is assigned to the member
  • If the preferred number is not available, the club will request an alternate number be selected
  • The number assigned will be retained by the member until:
    • The player is no longer a member of the club, or
    • The member orders a new singlet and requests a different number 

To reduce the occurrence of number clashes within each age group, the club will maintain a 3-year buffer across each number. For example:

  • A player born 2010 has been allocated jersey number 20
  • Jersey number 20 will not be allocated to any other player born 2009, 2010 or 2011
  • In the event of that no valid numbers were available for a particular year of birth, the club will assign a number outside of this policy and inform the family as such. That player will not be required to purchase a new singlet should a number clash occur in the future.  

If the event of a number clash occurrence:

  • If the clash has occurred due to club administrative error, the member will be provided with an alternative
  • If the clash occurs because the member has elected to play outside of their natural age group, that member will be required to purchase a new singlet
  • If the clash occurs because the member has acquired a uniform with a different number that has not be notified and approved by the club, that member shall be required to purchase a new singlet 

On the back of each singlet, the player’s name will be displayed per the following guidelines:

  • Unless approved otherwise, the players registered family name (per PlayHQ membership registration) is assigned
  • Request for alternative may be submitted, including abbreviation or variation to family name. Anything deemed inappropriate or potentially offensive will be denied
  • The club will not be held responsible for spelling errors due to incorrect submission by the member on registration or order forms
  • If a family requests no name be included on the singlet, the wording SEM MAGIC will be inserted instead 

    Player Scholarship Fund

    Player Scholarship Fund Policy

    Community engagement, accessibility and inclusion are principal values of the South East Melbourne Magic Basketball Club. The Player Scholarship Fund was created to ensure all members of the community have access to the same opportunities and principles of the South East Melbourne Basketball Club.

    This Fund is made possible through Community Partnerships with local businesses, charitable donations from individuals, and Club fundraising activities. One hundred percentage of this fund goes directly towards ensuring children that are disadvantaged, vulnerable, from low socioeconomic backgrounds, or would otherwise not be able to participate, have the same opportunities as all other members of the club.

    Applications for the Fund will be opened in conjunction with member registrations each upcoming season. At the conclusion of the application period, a subcommittee will review all submissions, consider the merits of each, taking into consideration the total number of applicants and the available funding. The subcommittee may elect to offer full or partial scholarships to any / all applicants, utilizing all of part of the funds available. The amount offered to each applicant may be more, less, or equal to the amount requested by each applicant. Any unallocated funds are deferred for the following season.

    Each application will be required to supply information that sufficiently demonstrates eligibility and how the fund would provide an opportunity that would otherwise not be available to the child. The application should outline any/all other extra circular activities and sporting endeavours, indicating how these pursuits are supported. Players seeking scholarships across consecutive seasons must include details of their contributions to the club during current and previous seasons.

    A letter of offer will be provided to each successful applicant, outlining the terms of the offer. To accept, the letter must be signed and returned by the stipulated date. Any unsuccessful applicants will be informed in writing.

    Each scholarship carries the expectation and understanding that the offer is made as a relationship between the two parties, for the betterment of both parties. By accepting an offer, it is understood that a fair and equal commitment is made between both parties.

    The player and family/organisation accepting an offer agree to uphold the values and principles of the club, and agree that the offer is made possible subject to the following conditions:

    1. The basis of the scholarship application, and the information provided, is a true and accurate reflection of the applicant’s circumstances, commensurate with the purpose and objectives of the Player Scholarship Fund
    2. The player shall observe, adhere to, and demonstrate acceptance of club policies, principles, and values at all times.
    3. The player will act as a representative of the club, demonstrating compliance with the terms and conditions of the competition(s) they represent.
    4. The player will make every reasonable effort to ensure they are present and active in all team/squad activities, including but not limited to, training sessions and matches.
    5. As an agent of the club, the player shall make every reasonable effort to attend and participate in club sanctioned activities.
    6. The player and/or their family / representatives will make themselves available to assist in endeavours that promote and build the Player Scholarship Fund, through activities including, but not limited to:
      1. Seeking donations through the Australian Sports Foundation (or similar).
      2. Providing assistance / referrals with community organisations that help secure further Community Partnerships.
      3. Club fundraising activities / events.
      4. Any other activities that provide a direct, quantifiable, and tangible benefit to club and its members.
      5. Any future scholarship applications will be based, in part, on the ability to clearly demonstrate application of all these terms throughout the duration of the scholarship.

    Disputes or queries related to the outcome of any scholarship offered or denied are to be addressed in writing the club administrator in the first instance. Should the dispute or query remain unresolved after this, the matter is to be addressed by the Committee of Management at the next meeting. The decision of the Committee of Management shall be final.

    Child Protection

    Statement of Commitment to Child Protection

    Our Club is committed to child safety.

    We want children to be safe, happy and empowered. We support and respect all children, as well as our staff and volunteers. We are committed to the safety, participation and empowerment of all children.

    We have zero tolerance of child abuse, and all allegations and safety concerns will be treated very seriously and consistently with our robust policies and procedures.

    We have legal and moral obligations to contact authorities when we are worried about a child’s safety, which we follow rigorously.

    Our Club is committed to preventing child abuse and identifying risks early, and removing and reducing these risks.

    Our Club has robust human resources and recruitment practices for all staff and volunteers.

    Our Club is committed to regularly training and educating our staff and volunteers on child abuse risks.

    We are committed to the cultural safety of Aboriginal children, the cultural safety of children from culturally and/or linguistically diverse backgrounds, and to providing a safe environment for children with a disability.

    We have specific policies, procedures and training in place that support our leadership team, staff and volunteers to achieve these commitments.

    Our Children

    This policy is intended to empower children who are vital and active participants in our Club. We involve them when making decisions, especially about matters that directly affect them. We listen to their views and respect what they have to say.

    We promote diversity and tolerance in our Club, and people from all walks of life and cultural backgrounds are welcome. In particular we: 

    • promote the cultural safety, participation and empowerment of Aboriginal children
    • promote the cultural safety, participation and empowerment of children from culturally and/or linguistically diverse backgrounds

     Child Protection Policy 

    1. Introduction

    Everyone who participates in our Club’s activities is entitled to do so in an enjoyable and safe environment. South East Melbourne Magic Basketball Club Inc. has a moral and legal obligation to ensure that, when given responsibility for young people, coaches, officials, volunteers, staff members and parents provide them with the highest possible standard of care.

    South East Melbourne Magic Basketball Club Inc. is committed to devising and implementing policies so that everyone in sport accepts their responsibilities to safeguard children from harm and abuse. This means to follow procedures to protect children and report any concerns about their welfare to appropriate authorities.

    The aim of the policy is to promote good practice, provide children and young people with appropriate safety/protection whilst in the care of South East Melbourne Magic Basketball Club Inc. and to allow staff and volunteers to make informed and confident responses to specific child protection issues. 


    The words ‘child’ and ‘children’ in this guide refer to children and young people up to the age of 18 years. 

    This definition is consistent with the national framework, Creating Safe Environments for Children – Organisations, Employees and Volunteers, the Commission for Children and Young People Act, the Child Well being and Safety Act 2005 and the Children, Youth and Families Act 2005.

    The term ‘child’ in this guide is inclusive of anyone under 18 years of age. Not utilising the term ‘young people’ is not intended to diminish any emphasis on, or acknowledgement of, the safety risks to older children or teenagers.

    1.1 Policy Statement

    Basketball Victoria is committed to the following:

    • the welfare of the child is paramount
    • all children, whatever their age, culture, ability, gender, language, racial origin, religious belief and/or sexual identity should be able to participate in basketball in a fun and safe environment
    • taking all reasonable steps to protect children from harm, discrimination and degrading treatment and to respect their rights, wishes and feelings
    • all suspicions and allegations of poor practice or abuse will be taken seriously and responded to swiftly and appropriately
    • all South East Melbourne Magic Basketball Club Inc. employees who work with children will be recruited with regard to their suitability for that responsibility, and will be provided with guidance and/or training in good practice and child protection procedures
    • working in partnership with parents and children is essential for the protection of children
    1. Promoting Good Practice

    To provide children with the best possible experience and opportunities in basketball everyone must operate within an accepted ethical framework such as The Codes of Conduct.

    It is not always easy to distinguish poor practice from abuse. It is therefore NOT the responsibility of employees or participants in basketball to make judgements about whether or not abuse is taking place. It is, however, their responsibility to identify poor practice and possible abuse and act if they have concerns about the welfare of the child.

    1. Children’s Rights to Safety and Participation

    South East Melbourne Magic Basketball Club Inc. is committed to the safety and wellbeing of all children accessing our service. We support the rights of the child and will act without hesitation to ensure a child safe environment is maintained at all times.

    South East Melbourne Magic Basketball Club Inc. also promotes the involvement and participation of children and young people in developing and maintaining child-safe environments.

    We involve them when making decisions, especially about matters that directly affect them. We listen to their views and respect what they have to say.

    We promote diversity and tolerance in our Club, and people from all walks of life and cultural backgrounds are welcome. In particular we:

    • promote the cultural safety, participation and empowerment of Aboriginal children
    • promote the cultural safety, participation and empowerment of children from culturally and/or linguistically diverse backgrounds
    1. Identify and Analyse Risk of Harm

    South East Melbourne Magic Basketball Club Inc. will develop and implement a risk management strategy, which includes a review of existing child protection practices, to determine how child-safe and child-friendly the organisation is and to determine what additional strategies are required to minimise and prevent risk of harm to children because of the action of an employee, volunteer, official, parent, player or another person.

    1. Ensure that Adults and Children Adhere to the Codes of Conduct

    South East Melbourne Magic Basketball Club Inc. will ensure that all adults are aware of and adhere to the organisation’s Codes of Conduct that specify standards of conduct and care when dealing and interacting with children, particularly those in the organisation’s care. The organisation will also implement a code of conduct to address appropriate behaviour between children.

    All staff and volunteers, as well as children and their families, are given the opportunity to contribute to the development of the Codes of Conduct.

    1. Training and Supervision

    Training and education is important to ensure that everyone in our organisation understands that child safety is everyone’s responsibility.

    Our organisational culture aims for all staff and volunteers (in addition to parents/carers and children) to feel confident and comfortable in discussing any allegations of child abuse or child safety concerns. Everyone has a shared responsibility to identify, assess, and minimise risks of child abuse and to detect potential signs of child abuse.

    We also support our staff and volunteers through ongoing supervision to develop their skills to protect children from abuse; and promote the cultural safety of Aboriginal children, the cultural safety of children from linguistically and/or diverse backgrounds, and the safety of children with a disability.

    All members of the club will be supervised regularly to ensure they understand our organisation’s commitment to child safety and that everyone has a role to play in protecting children from abuse, as well as checking that their behaviour towards children is safe and appropriate. Any inappropriate behaviour will be reported through appropriate channels, including the Department of Health and Human Services and Victoria Police, depending on the severity and urgency of the matter.

    1. Club Welfare Officer

    It is not the responsibility of anyone working for South East Melbourne Magic Basketball Club Inc. in a paid or unpaid capacity to decide whether or not child abuse has taken place. However, there is a responsibility to act on any concerns through contact with the appropriate authorities so that they can then make inquiries and take necessary action to protect the young person. This applies BOTH to allegations/suspicions of abuse occurring within our organisation’s activities and to allegations/suspicions that abuse is taking place elsewhere.

    The club will ensure that Welfare Officer (or comparable) is appointed to look over matters concerning child safety and abuse. We expect our members and staff to discuss any concerns that they may have about the welfare of a child IMMEDIATELY with the nominated officer. The officer will ensure that the concerns/incident reported to him remain confidential and that the identity of the person reporting the concern/incident is not revealed.

    The officer will be required to report all the incidents noted by them to the appropriate authority at Basketball Victoria who will then ascertain whether or not the person/s involved in the incident play a role in the organisation and act accordingly.

    1. Screening and Recruitment

     South East Melbourne Magic Basketball Club Inc. ensures that all reasonable steps are taken in order to engage the most suitable and appropriate people to work with children. This is achieved using a range of screening measures. Such measures help us minimise the likelihood of engaging (or retaining) people who are unsuitable to work with children.

     We develop selection criteria and advertisements which clearly demonstrate our commitment to child safety and an awareness of our social and legislative responsibilities. Our organisation understands that when recruiting staff and volunteers, we have ethical as well as legislative obligations.

    We actively encourage applications from Aboriginal peoples, people from culturally and/or linguistically diverse backgrounds and people with a disability.

    All people engaged in child-related work, including volunteers, are required to hold a Working with Children Check and to provide evidence of this Check.

    1. Interview, Induction and Training for Personnel Interview and Induction

     All employees and volunteers will be required to undertake an interview carried out to acceptable protocol and recommendations.  All employees and volunteers will receive formal or informal induction during which:

    • A check will be made that the application form has been completed in full, including sections on criminal records and self-disclosures
    • Their qualifications will be substantiated
    • The job requirements and responsibilities will be clarified
    • They will sign up to the organisation’s Codes of Conduct and the Member Protection Declaration
    • Child Protection Procedures will be explained and training needs will be identified e.g. basic child protection awareness


     In addition to pre-selection checks, the safeguarding process includes training after recruitment to help staff and volunteers to:

    • Analyse their own practice against what is deemed good practice, and to ensure their practice is likely to protect them from false allegations
    • Recognise their responsibilities and report any concerns about suspected poor practice and/or abuse
    • Respond to concerns expressed by a child
    • Work safely and effectively with children
    1. Fair and Just Procedures for Personnel

     The safety and wellbeing of children is our primary concern. We are also fair and just to personnel. The decisions we make when recruiting, assessing incidents, and undertaking disciplinary action will always be thorough, transparent, and based on evidence.

    We record all allegations of abuse and safety concerns, including investigation updates. All records are securely stored.

     If an allegation of abuse or a safety concern is raised, we provide updates to children and families on progress and any actions we as an organisation take.

    1. Privacy

    All personal information considered or recorded will respect the privacy of the individuals involved, whether they be staff, volunteers, officials, parents or children, unless there is a risk to someone’s safety. We have safeguards and practices in place to ensure any personal information is protected. Everyone is entitled to know how this information is recorded, what will be done with it, and who will have access to it.

    1. Legislative Responsibilities

     Our Club takes our legal responsibilities seriously, including:

    • Failure to disclose: Reporting child sexual abuse is a community-wide responsibility. All adults in Victoria who have a reasonable belief that an adult has committed a sexual offence against a child under 16 have an obligation to report that information to the police.
    • Failure to protect: People of authority in our organisation will commit an offence if they know of a substantial risk of child sexual abuse and have the power or responsibility to reduce or remove the risk, but negligently fail to do so.
    1. Risk Management

     In Victoria, organisations are required to protect children when a risk is identified (see information about failure to protect above). In addition to general occupational health and safety risks, we proactively manage risks of abuse to our children.

    1. Regular Review

     This policy will be reviewed every two years and following significant incidents if they occur. We will ensure that families and children have the opportunity to contribute. Where possible we do our best to work with local Aboriginal communities, culturally and/or linguistically diverse communities and people with a disability.

    1. Allegations, Concerns and Complaints

     Our organisation takes all allegations seriously and has practices in place to investigate thoroughly and quickly. Our staff and volunteers are trained to deal appropriately with allegations. We work to ensure all children, families, staff and volunteers know what to do and who to tell if they observe abuse or are a victim, and if they notice inappropriate behaviour.

     We all have a responsibility to report an allegation of abuse if we have a reasonable belief that an incident took place (see information about failure to disclose above). If an adult has a reasonable belief that an incident has occurred then they must report the incident. Factors contributing to reasonable belief may be:

    • a child states they or someone they know has been abused (noting that sometimes the child may in fact be referring to themselves)
    • behaviour consistent with that of an abuse victim is observed
    • someone else has raised a suspicion of abuse but is unwilling to report it
    • observing suspicious behaviour. 


     As required by the Basketball Victoria Member Protection By-Laws, this attachment sets out the screening process for people in our Club who work, coach, supervise or have regular unsupervised contact with people under the age of 18 years.

    Our Club will:

    1. Identify positions that involve working, coaching, supervising or regular unsupervised contact with people under the age of 18 years.
    2. Obtain a completed Member Protection Declaration (MPD) from all people who are identified in the above step and keep it in a secure place.
    3. Provide an opportunity for a person to give an explanation if a MPD isn’t provided or it reveals that the person doesn’t satisfactorily meet any of the clauses in the MPD. We will then make an assessment as to whether the person may be unsuitable to work with people under the age of 18 years. If unsatisfied we will not appoint them to the role/position.
    4. Where possible, check a person’s referees (verbal or written) about his/her suitability for the role.
    5. Make sure that the person being interviewed/screened has a valid Working with Children Check (WWC) issued by the Victorian government. Our organisation recognises two (2) exceptions to the Working with Children Check – police officers and teachers. These personnel will not be required to have a Victorian WWC for the positions identified in Step 1.

    Returns, Exchanges & Refunds

    SEM Magic operates as a not-for-profit community organization, with low margins, to ensure our members are provided with the best services and products at the most affordable prices. Members are expected to understand the terms of all purchases, and the conditions under which a return, exchange or refund can be made: 

    Membership Registration Fees 

    The club will issue a full refund under the following conditions:

    • There is no team, competition, or program available.
    • Duplicate registration payments  

    A credit or partial refund may be claimed under the following conditions: 

    • Approved medical grounds, inclusive of injury or illness, upon presentation of supporting documentation from a relevant medical professional.
    • Relocation of player to a locality that would make it impractical to continue participating in the program or competition.
    • Upon approval of the above criteria, a credit against upcoming season fees will be applied, determined by the amount of time missed, using the following formula - $20 per week, capped at 50% of the scheduled season e.g. If a player were to miss 6 weeks in total, the credit to be applied would be $120 ($20 x 6).
    • All other circumstances, on a case-by-case basis, upon application in writing to the club 

    A refund will not be provided under the following conditions:

    • Change of mind after the registration closing date for chosen program or season.
    • Dispute with club in relation to policies, values, or principles  


    Uniforms & Merchandise  

    Playing Uniforms 

    Playing uniforms consist of a singlet and shorts. These garments are custom ordered to the size and preferences of the member. Parents must exercise diligence with the information submitted on the order form to ensure the garments arrive with appropriate sizing and details.  

    Generally speaking, playing singlets cannot be resold, exchanged or repurposed. Shorts may be exchanged, subject to stock availability. 

    If either garment arrives with defects or errors that are the fault of the club or manufacturer, the item will be replaced at no cost to the purchaser. 

    If either garment arrives with errors in sizing or details due to mistakes submitted to the club when ordering, the club will seek to rectify the problem with the member, however the onus of any additional costs will be with the purchaser, not the club.  

    Merchandise & Apparel  

    Any products that have defects can be exchanged within 7 days of receipt by you, if the product is returned in its original condition, unworn/unused, with tags still attached. 

    Products may be exchanged for a different size within 7 days of receipt by you, if the product is returned in its original condition, unworn, with tags still attached. If the desired size is not available, it will be placed on backorder and made available as soon as reasonably possible. 

    A refund or credit may be claimed on products if product is damaged or faulty, provided it is returned within 7 days of receipt. The product should be in its original condition, unworn/unused with tags still attached. 

    Refunds and credits are not provided on products for change of mind.  


    Customised Products

    Shipping time up to 6 weeks from order

    In Stock Products:

    Pick up available at training or games. 

    Out of Stock Products/Pre-Order Products:

    Shipping time up to 6 weeks from order

    Complaints & Grievance

    This policy is intended to provide members with guidance regarding concerns and disputes in relation to club matters and does not supersede any policies from competition and/or state governing bodies, including Basketball Victoria’s Codes of Conduct or Member Protection Bylaws. 

     SEM Magic defines complaints and grievances as distinct issues as follows: 

    • A complaint is a general expression of dissatisfaction with a situation or the behaviours of another person(s). 
    • A grievance is a more specific and serious feeling of wrongdoing that relates to harassment, discrimination or vilification by person(s). The terms ‘harassment’, ‘discrimination’ and ‘vilification’ are defined in the Member Protection Bylaws of Basketball Victoria. 

    • Mediation is the attempt to implement a peaceful settlement between disputing parties via the facilitation of another independent third party, with all parties and the mediator present at the same time. A mediator can be appointed by mutual agreement between the parties, or failing such agreement, by the appropriate personnel within the club. The parties involved in the dispute determine the resolution themselves rather than have it imposed on them. 

    Complaints Procedure 

    1. Any person who feels unhappy with a situation or the behaviours of other person(s) within the club should attempt to resolve the matter directly with the other party in a calm and respectful manner 
    2. Should the person be unable to resolve the matter and wish to take further action, they should raise a complaint in writing with the appointed club representative to attempt to resolve the matter. 
    3. Any person who feels dissatisfied with an action or outcome from this has the right to have the matter elevated to the Club Committee, who will initiate a review and decide if there is further action required. 
    4. The club must attempt to mediate the matter within two weeks of the next committee meeting from the date the of complaint.  
    5. At a mediation each party must be given the opportunity to be heard. The mediator must ensure that natural justice is accorded to the parties throughout the mediation process. 
    6. Should a mediation hearing between parties resolve a complaint, then no further action is required. 
    7. Should either party be unhappy with the outcome of the complaints process, they may 

    lodge a grievance with the club secretary, which must be in writing within seven (7) days of the finalised complaints process outcome. 

    Grievance Procedure  

    1. The Club will only receive grievances in writing and will log all grievances in an appropriate register to record the date of receipt, name of the complainant and general nature of the grievance. 
    2. The club secretary must initially assess a grievance on the basis of the written information within seven days of receipt of the grievance. Following the initial assessment, the club secretary must adopt one of the following courses of action: 
    3. determine that the grievance is vexatious or trivial. In these circumstances, the complainant should be notified in writing and the grievance closed; 
    4. determine that a grievance is more appropriately handled as a complaint and refer the matter to be dealt with by the relevant person between the parties; or 
    5. determine a grievance to be legitimate and in need of action. In these circumstances, the General Manager must consult with the Club President to convene a Grievance Panel. The Panel should consist of three people who are impartial to the event and may include, but is not limited to, the Club General Manager, members of the Committee of Management, and external parties. The recommended size of this panel is three, but is not restricted to this. 

    The following will apply to Grievance Panel hearings: 

    1. The Panel must meet within one month of being formed. 
    1. The Panel will invite all parties in the matter to be heard. 
    2. All parties will be advised in writing of the outcome of the Panel hearing, once recommendations are ratified by the Committee of Management. 
    3. The Panel Chair has the discretion to determine if the Panel hearing should be conducted in the form of a mediation (defined per complaints procedure), or as a tribunal (where parties present their views separately without the other present). 
    4. The Club notes that the Basketball Victoria Member Protection By-Law states that whether or not behaviours are Harassment or Bullying is determined from the point of view of the person receiving the harassment. 
    5. All internal processes for hearing a grievance should be completed within three months of the initial grievance being lodged. 
    6. Once an outcome of the grievance is determined, the Committee of Management should close the grievance in the register and record the outcomes of the matter. 
    7. If a matter has been dealt with as mediation and fails to deliver an acceptable resolution to both parties, then it will refer to the tribunal format. The panel can decide whether this is held over a set period to gather further facts, and may or may not require the parties central to the dispute to provide further accounts. 
    8. Should the aggrieved party not be satisfied with the outcome, they should advise the club secretary in writing and the grievance should be escalated to a relevant governing body such as Basketball Victoria or Frankston & District Basketball Association for intervention / counsel.  

    All participants at the club should be aware of the very clear definition of harassment, discrimination or vilification contained in the Member Protection By-Law of Basketball Victoria as under the By-Law, ignorance is not an excuse. 

    Any complaint of a member protection issue must be sent directly to Basketball Victoria. The club will act as a conduit between the 2 parties. 

    League & Governing Regulations

    Basketball Victoria (BV)

    Basketball Victoria, a not-for-profit organisation, is the peak body for basketball in Victoria. BV is a member driven governing body and provides a range of services for 160 Affiliated Associations in both Metropolitan Melbourne and Regional Victoria.

    All members must adhere to BV Policies as minimum expectations of participation in our sport. These policies are compulsory terms of registration, and include (but not limited to) BV Codes of ConductPrivacy Policy, Member Protection By-Laws and Integrity By-Laws.

    Basketball Victoria Insurance

    Basketball Victoria Policies


    Leagues / Competitions

    SEM Magic participate in several competitions across the south eastern region of Melbourne. Each competition is managed by a Basketball Victoria affiliated association. All participating members must be aware of the rules and regulations governing these competitions.

    FDBA | Frankston & District Basketball Association

    CADBA | Chelsea & District Basketball Association

    WPBA | Western Port Basketball Association

    State Legislation

    Working With Children

    The Working with Children Check is a screening process for assessing or re-assessing people who work with or care for children in Victoria.

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