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How to manage workforce and volunteer relationships with your Club

Relationships are important for Clubs to keep up to date for the following reasons:

  • Contact point for the Club for newsletters and key communications.  All Clubs should have at least one Club President/Board President/Director or Chief Executive Officer/Club Owner nominated
  • To be seen by the Club in the Learning Management System (Flex)
  • To be affiliated to the club for insurance 
  • Working with Children Checks continuous monitoring for the Club by Oho
  • Child Safety training compliance
  • For sporting schools contacts to be up to date in the Club Finder
  • To be able to be found on the Events/Competition entry forms in EntryBoss.

Please note that updating club administrators for your Club is a separate process.  More information on updating Club Administrators for your Club.

How can a club keep their relationships up to date?

  1. Either go to (refer to above table) :
    • Club Admin Portal> Club Personnel
    • Club Admin Portal> Tech Members
  2. The list of members who are listed currently have a relationship to your club.  

  3. To remove a relationship, please click on the remove link to the right hand of the member's name.

  4. To add a new relationship, go to the Add feature and search for a member.  Please note that if the Tech Member does not hold a current membership, they will not be able to be added as a Tech Member.

  5. If you cannot find a member, please complete the form under the Can't Find a Member header and email the completed form to your State Association.

What type of relationships need to be entered into the National database?
Please use the following table as a guide for ensuring that all Club Personnel and Tech Members are included with correct relationship for your Club.  Please note that a member can have multiple relationships:

Relationship
 Who should be added
How do they get added
Mandatory for Clubs to provide
Club / Board President / Director
Board President, Directors, Owners, Partners, etc
Club Admin Portal> Club Personnel tab
Yes*
(* either or)
Chief Executive Officer
Chief Executive Officer
Club Admin Portal> Club Personnel tab
Yes*
(* either or)
Child Safety Representative
These are Child Safety Representatives for your Club which handle Child Safety matters.
Club Admin Portal> Club Personnel tab
Yes
Finance Contact
Finance Manager, Accounts Payable
Club Admin Portal> Club Personnel tab
Yes
Member Protection Officer (Fully Trained)
MPIO Full trained - An individual who has completed both the online component and the Face to Face component of the Member Protection Information Officer Course
Club Admin Portal> Club Personnel tab
Yes
Member Protection Officer (Informed)
MPIO Informed - An individual who has only completed the online component of the Member Protection Information Officer Course.
Club Admin Portal> Club Personnel tab
Yes
Voting Delegate
This is a member nominated by your Club to vote as per our constitution
Club Admin Portal> Club Personnel tab
Yes
Board Member
 President, Secretary, Treasurer, Other Board Members
Club Admin Portal> Club Personnel tab
No
Committee Member
 General Members (all committee positions);
Club Admin Portal> Club Personnel tab
No
Manager
 Managers, Department Heads, Officers, etc;
Club Admin Portal> Club Personnel tab
No
Club Registrar
 Administrators, Registrars, Membership Officers, etc;
Club Admin Portal> Club Personnel tab
No
Secretary
 Office Administrators
Club Admin Portal> Club Personnel tab
No
Volunteer
 This are people who assist your club in a voluntary capacity excluding technical members.`
Club Admin Portal> Club Personnel tab
No
Head Coach
 Please add the Club's highest ranked/qualified coach (Head Coach).  This must be a current technical member to be seen or found.
Club Admin Portal> Tech Members tab
Yes
Head Judge
 Please add the Club's highest ranked/qualified judge (Head Judge).  This must be a current technical member to be seen or found.
Club Admin Portal> Tech Members tab
No
Coach / Judge
 Please add all other coaches and judges for the club.  This must be a current technical member to be seen or found.
Club Admin Portal> Tech Members tab
Yes
Technical Associate Member
Please add any Technical Associate Members who are currently working towards their first coach or judge accreditation.  Your club will receive an email request to add these new members if nominated on their sign up form.
Club Admin Portal> Tech Members tab
No
Sporting School Contact
This is the main contact points for the sporting schools program for your club if your club has opted into the Sporting Schools program.  Please note that all clubs must have two contacts nominated.
Club Admin Portal> Club Personnel tab
Yes ^
(^ only if opted into sporting schools program)

 

I need help removing an Tech Member with expired membership from my club
Please contact us for assistance.


Need more help?  Please lodge a support request.

Back to the Getting Started as a Club Administrator information page.


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  1. Marney Shepherd

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