REGISTRATION REFUND POLICY
INTRODUCTION
Vermont Vultures Basketball Club registers teams to compete in the Melbourne East Basketball Association (MEBA). Junior Domestic Competition, consisting of age groups from Under 8s through to Under 18s for both Boys and Girls. As part of this requirement the Club is required to forecast for the following seasons team requirements and make payment to MEBA for each team to be able to compete.
Towards the end of each season (around February and August), the Club collects registrations (including registration fees and game fees) from players wanting to participate in the upcoming season. The Boys and Girls Age Group Coordinators form teams from the registered players in accordance with the Team Selection Policy. Players who have not registered or not paid will not be placed into a team. Players registering after registration cut-off dates will only be placed into a team if a suitable vacancy is available.
Age Group Coordinators invest a major commitment into producing the Teams for the following season. Withdrawals after the selection process has begun may not only impact on the player being withdrawn, but can have a flow on effect across the whole age group; and in some cases, across other age groups. The Refund Policy has been specifically designed to deter the impact of withdrawals.
POLICY
The policy for withdrawals at different stages of the season are:
Register for Wrong competition (Saturday or midweek)
Registrations in the wrong competition will not entitle you to a refund. Instead, you will be sent a voucher to complete the registration in the right competition at no cost, and the initial registration will be cancelled.
The risk here is that the position, grading and friendship grouping may not be available if the wrong registration is found after teams have been submitted. Care must be taken here to register your child in the right competition and on the right day.
Withdrawal prior to the cut-off date for registration
Registrations withdrawn prior to the cut off date have minimal impact to team selection and a full-refund will be provided, minus the PlayHQ processing fee of around 4.5%
Withdrawal after registration cut-off date and prior to teams being registered
Registration withdrawals at this stage can impact across many teams and creates additional work for coordinators. Payment processing costs are also incurred by the Club. An administration fee of 50% per child withdrawn will be deducted from the registration fees to be refunded.
Withdrawal after teams are registered (usually 2 weeks after registration closes)
Player withdrawals at this stage can significantly impact across many teams and creates additional work for coordinators, team managers and coaches. Payment processing costs are also incurred by the Club. At this point the club may have to find extra players to fills gaps, and even have the possibility of walkover fines. Therefore, there are no refunds after this point.
Exceptional Circumstances
If the withdrawal is due to extenuating circumstances, a request can be put to the Vultures Committee. You request must be in writing and sent to registrar@vermontvultures.org.au
Medical Withdrawal – If the withdrawal is due to extenuating circumstances that is medically related and can be substantiated by a doctor’s certificate, a pro-rata refund may apply and each case will be assessed on its merit.
Requesting a Refund
To apply for a refund, please complete the JotForm here. This will then go through the approval process and you will be notified of the outcome via email.
Please note:
The Vermont Vultures Committee will endeavour to process your refund as quickly as possible, however, as our Club is managed by volunteers sometimes this process is delayed. Please allow time for the refund to be completed.
Policy information
Policy approver: General Committee
Policy owner name: Treasurer
Policy level: Operational
Policy version number 2.0
Policy version date May 2023
Policy reviews cycle Yearly Review
Next policy review date May 2025
