Volunteer Policy

VOLUNTEER POLICY

Effective from the 2025/26 season
To be reviewed March 2026

🎯 Purpose

To provide all current and prospective members and committee members with a clear understanding of the contribution every registered family must make toward the effective operation of the Kwinana Athletics Centre.

📜 I. Policy Statement

Kwinana Athletics Centre is a volunteer-driven organisation that relies heavily on parental involvement to ensure our athletes enjoy a safe, inclusive, and rewarding experience. The successful running of our centre throughout the season depends on the active participation of volunteers from every registered family.

🛠️ II. Procedure

A committee member will act as a Volunteer Coordinator, who will oversee the following procedures:

  1. Registration Requirements
  • Families must complete a The Volunteer Roster on Sign up Zone for the upcoming season.
    • One or both parents must nominate a position they will commit to throughout the year.
  • Families with extenuating circumstances may submit a Volunteer Exemption Request Via our email KwinanaAC@outlook.com.
    • The committee will review and approve or deny the exemption.
    • Exemptions must be granted before registration is processed.
  1. Roster Management
  • The Volunteer Coordinator will issue rosters in three-week cycles, sent to families with advance notice.
    • Families must notify the Coordinator if they cannot attend their rostered duty and should attempt to find a replacement.
  1. Attendance Tracking
  • Volunteers must sign in on competition day under their family name.
    • The Volunteer Coordinator will maintain attendance records.
  • If a rostered volunteer is absent without notice, the announcer will call for an emergency volunteer.
  1. Special Event Rosters
  • Additional rosters will be created for events outside regular competition days (Coastal Cup, State Championships, ect).
    • These rosters will ensure the centre meets its volunteer obligations for external competitions.

⚠️ III. Penalties

To maintain fairness and operational integrity, the following penalties will apply to families who do not meet volunteer commitments:

  1. Missed Rosters
  • Failure to fulfil a roster without prior notice or replacement results in a strike against the family name.
    • The missed time must be made up in the next roster cycle.
  • Two strikes will result in suspension of the family’s athletes from competition until contact is made and a make-up agreement is reached.
  1. Minimum Participation Requirement
  • Families who do not complete a minimum of three roster days during the season:
    • Will not be eligible to attend the season wind-up.