Player Development: Team and Squad Selections

Player Development Philosophy

At SEM Magic, fostering a life-long passion for basketball is at the core of our mission. We believe that long-term player retention and satisfaction are best achieved through a consistent and transparent development system that applies across all ages, abilities, and experience levels.

Our approach to player development is guided by careful monitoring, assessment, and assignment based on multiple factors. Each player is placed in the most suitable team or squad based on a combination of the following criteria:

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

Training, Selection & Development Principles

To provide an optimal training and competition environment, the club aims to group players of similar age and experience. Depending on the number of registrations and the range of abilities within each age group, the following principles will apply:

• A squad-based model will be used, incorporating full-court training across teams or age groups to support shared and cohesive development.
• Where practical and possible, players will be grouped with others in the same birth year, (e.g., top age or bottom age).
• Playing in an older age group will only be permitted in exceptional circumstances and requires a formal application and review by the club.
• Friendship groups may be considered but will not override player development priorities or team balance.
• While the club values continuity of team and squad composition between seasons where appropriate, it is expected that changes to team line-ups will occur in most cases.

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Member Requests

Members may submit requests for special consideration, including but not limited to:

• Playing in an older age group
• Being grouped with specific friends

These requests will be reviewed against the club’s development framework. Requests will only be granted if they do not conflict with the club’s selection policies or compromise the best interests of the individual player, their team, or the broader squad. Requests that do not align with these principles will not be fulfilled.

Selection Process

At the conclusion of each season, all players, teams, and squads are reviewed to determine placements for the upcoming season. This process considers the club’s development philosophy, player needs, team dynamics, and the best interests of all involved.

Adjustments to team and squad composition is anticipated as a natural part of this process  each season. These changes are an essential part of our development model and a core condition of registration with SEM Magic.

Player and team placements are overseen by the Club Education & Development Panel. Their responsibilities include:

• Reviewing and recommending player allocations to the SEM Magic General Manager and/or Committee of Management
• Overseeing the application and evolution of player development principles
• Reviewing player team/squad allocation review applications

All selection and allocation decisions are made at the sole discretion of the Club Education & Development Panel. A misunderstanding or disagreement with the club’s policies does not constitute grounds for a refund if a player chooses to withdraw.

Selection Review

Members may request a formal review of team allocations only after two rounds of competition have been completed. A application form will be provided by the club and must be submitted by the member.

 

The review process will be conducted by the Club Education & Development Panel and may include:

 

·        -  Observations of the player during training and games

·         - Feedback from current and past coaches or squad managers

 

The club will aim to complete a written response within 5–10 business days of receiving the request. The panel’s decision will be considered final.

 

If a member wishes to contest the outcome further, they may do so in accordance with the club’s Complaints & Grievance Policy.

Member Participation Policy

 

At SEM Magic, we are committed to providing a positive and inclusive basketball environment guided by our core values: respect, accountability, responsibility, acceptance, and empathy. Every member—whether a player, coach, team manager, parent, administrator, or committee member—shares the responsibility of upholding these values to ensure a high-quality experience for all involved.

In addition to complying with the standards set by the sport’s governing bodies, including Basketball Victoria’s Codes of Conduct and Member Protection By-Laws, and the Victorian Working with Children legislation, all members are expected to adopt the values and behavioural standards outlined in this policy.

 

 

Our Club-Wide Expectations

All members are expected to uphold the following principles:

1. Support an inclusive, safe, and welcoming environment for everyone.
2. Maintain honest, respectful, and transparent communication.
3. Value and respect diverse opinions, experiences, and expectations.
4. Provide positive, supportive, and constructive feedback.

 

 

Guidelines for Parents / Guardians

1. Meet all financial commitments in a timely manner.
2. Maintain active and clear communication via the club’s official communication platform (TeamApp).
3. Respect the decisions of coaches, officials, administrators, and committee members.
4. Address concerns respectfully by following appropriate communication channels (coaches → team managers → club administration).
5. Refrain from giving technical or performance-related feedback to players during games unless previously discussed and agreed with the coach.
6. Understand and support the club’s development-first approach, prioritising team and squad progression over individual outcomes.
7. Model behaviours consistent with the club’s values and encourage others to do the same.

 

 

Guidelines for Training Sessions

1. Players are expected to attend all scheduled training sessions for the entire season.
• Exemptions may be granted for high-performance or multi-sport athletes on a case-by-case basis, with a minimum 50% attendance requirement.
2. Notify the coach and team manager at least 24 hours in advance if unable to attend.
• Use TeamApp only; emails, calls, or texts are not accepted unless exceptional circumstances apply.
3. Arrive at least 5 minutes before the scheduled start time.
4. Players must wear the official SEM Magic reversible training singlet (black/purple).
• The competition singlet (yellow/purple) is not an acceptable substitute.
5. Be prepared to alternate singlet colours during sessions and wear appropriate undergarments to accommodate this.

 

 

Guidelines for Competitions

1. Arrive at least 10 minutes prior to scheduled game time unless advised otherwise.
2. Scoring is a shared responsibility.
• Each family is expected to participate, as scheduled by the team manager on a rotating basis.
3. Notify the coach and team manager at least 24 hours in advance of any absence using TeamApp only.
4. Families may be responsible for competition fines incurred due to last-minute no-shows or forfeits resulting from a lack of communication.
5. Respect the club’s Style of Play guidelines, which apply consistently across all squads, teams, and players.
6. Understand that playing time and player roles may vary throughout the season.
• All players will be given fair and reasonable opportunities based on development, attendance, coachability, team needs, competition level, and player age.
7. Support and celebrate good sportsmanship from all participants.
• The club will not tolerate conduct that publicly criticises or undermines coaches, players, or officials.

 

 

Membership Registration

1. The club may require submission of a Membership Application Form before allowing registration for a program or season.
2. The application will clearly outline member expectations and obligations.
3. The club will consider both the submitted application and previous member conduct to determine suitability for participation.
4. Ongoing membership may be denied if a member’s behaviour has not aligned with club expectations or is deemed inconsistent with the club’s values, culture, and direction.

 

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.  

Introduction

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.

 

2. 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.

 

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

 

4. 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.

 

5. 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.

 

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 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.

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. 

Child:

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

2. 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.

3. 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

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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

Training

 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

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. 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. 

SCREENING REQUIREMENTS

 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 Policy

 

South East Melbourne Magic Basketball Club (SEM Magic) operates as a not-for-profit community organisation. We maintain low margins to ensure our members receive the best services and products at affordable prices. Members are expected to understand the terms of all purchases, including the conditions under which returns, exchanges, or refunds may be granted.

 

Membership Registration Fees

 

A full refund will be provided under the following conditions:

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

Note: Refunds will cover fees paid to the club but do not include third-party charges such as PlayHQ processing fees or Basketball Victoria (BV)/Basketball Australia (BA) player licence fees.

 

If a member withdraws prior to the program or competition start date:

• Before the registration closing date: A refund of fees paid to the club, less $25 or 10% (whichever is less), will be issued.
• Example 1: $450 registration = $425 refund (less $25)
• Example 2: $100 program = $90 refund (less 10%)
• After the registration closing date: A credit or partial refund may be considered, subject to the conditions outlined below.

 

A credit or partial refund may be granted in the following circumstances:

• Medical Grounds: Illness or injury supported by documentation from a relevant medical professional. The documentation must clearly explain why the player was unable to participate.
• Relocation: Player relocation to an area where participation is no longer practical. Supporting evidence (e.g. proof of new school enrolment) must be provided.
• If approved, a credit toward a future season will be calculated at $25 per week missed, capped at 50% of the season fees.
• Example: 6 weeks missed = $150 credit (6 × $25)
• The club reserves the right to determine whether a credit or refund will be issued.
• Any other requests will be reviewed on a case-by-case basis, following a written application to the club.

 

Refunds will not be granted for the following:

• Change of mind after the registration closing date.
• Disputes regarding club policies, values, or principles.

 

 

Uniforms & Merchandise

 

Playing Uniforms

Playing uniforms include a singlet and shorts, which are custom ordered based on the member’s submitted preferences. It is the responsibility of the parent/guardian to provide accurate sizing and information when placing the order.

• Singlets are custom and cannot be resold, exchanged, or repurposed.
• Shorts may be exchanged for a different size, subject to stock availability.
• If an item arrives with defects or errors due to a club or manufacturer mistake, it will be replaced at no cost to the purchaser.
• If an error results from incorrect information submitted during ordering, the club will assist in resolving the issue, but any additional costs are the responsibility of the purchaser.

 

Merchandise & Apparel

• Items with defects or faults can be exchanged or refunded within 7 days of receipt, provided they are returned in original, unused condition with tags attached.
• Exchanges for a different size are permitted within 7 days of receipt, subject to stock availability. If the desired size is not available, it will be placed on backorder.
• Refunds or credits for damaged or faulty merchandise will be considered if the product is returned within 7 days in original condition.
• Change of mind refunds or exchanges will not be accepted.

 

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

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.