How to get started with Club Affiliation Renewals
- Go to the Club Admin Portal
- Click on the Admin tab
- Click on the Club Affiliation button
- You will be taken to the Club Affiliation tab.
- Please click on the information icons on each page if you require any technical or business process information
- Please read our training guide for more information (please see our Training presentation which is attached below)
With 2024 here, Gymnastics Australia would like to advise that Club Affiliation Renewals is now open. More information.
What has changed for Online Club Affiliation Renewals in 2024?
- There is a new requirement for Clubs to electronically sign (via Docusign) 2024 Club Member Terms & Conditions before your Club's affiliation is approved. This will be sent to the person's email who submitted the club affiliation form within 2 business days. More information.
- The Club Member Terms and Conditions have been updated.
- The Insurance Statutory Notice has been updated with enhanced information e.g. more information about what is covered under the GA National Insurance scheme and what is not.
- For Clubs who have opted into the National Insurance Scheme, Public Liability insurance has been increased from $20M to $30M.
- For Clubs who have opted out of the National Insurance Scheme need to have coverage which meets the minimum insurance from the join date to 28 February 2025 (end date for club affiliation). See Appendix 3 in the Club Member Terms and Conditions for more information.
- Updated Venue & Equipment Safety Check templates (available on Club Admin Portal> Resource Portal> Risk Management. More information)
What documents do I need for my Club’s 2024 Online Club Affiliation Renewal?
These are the following documents which may need to be uploaded with your Club’s 2024 Online Club Affiliation Renewal application.
| Document to be uploaded | Who needs to upload this file | Notes |
| Latest Constitution | If your Club is an Incorporated Association | |
| Annual return of association submission (within last 12 months) | If your Club is an Incorporated Association | This needs to be within the last 12 months. |
| Legal Status evidence | If your Club has chosen 'No' to having a legal status on file in Step 1 | Acceptable legal status evidence examples are Certificate of Incorporation, Certificate of Business Registration, or details of a trust etc |
| Venue & Equipment Safety Checklist | All Clubs | Templates can be found via Club Admin Portal> Resource Portal> Risk Management. More information. |
| Details of outstanding claims | If your Club has elected to purchase cover through the National Insurance Program via Step 6 and you are aware of any outstanding claims. | This includes incident reports, injury reports, witness statements and lesson plans where applicable. Please refer to Step 6-1 for more information. |
| Evidence of pre-existing and current insurance as per the coverage requirements in Step 6-2. | If your Club elects not to purchase cover through the National Insurance Program via Step 6. | |
| New Club Personnel Template | If your Club cannot find Club Personnel via the Search on Step 3 | Template is available on Step 3. |
| New Coaches and Judges Template | If your Club cannot find Club Personnel via the Search on Step 4-1 | Template is available on Step 4-1. |
Workarounds for Common Problems
| Problem Occurs | Problem Description | Workaround for Problem |
| Club Form> Step 2 | Update, Add or Remove Address and other contact details | The functionality does not work as we have a bug in the system. | Please contact Club Support for assistance to make changes to your Club's address and other contact details |
| Club Form> Step 8 | Review Uploaded Documents | When you open a downloaded file in Excel, an error alert appears 'The file format and extension of 'ResultsGrid_Export Data.xls' don't match. The file could be corrupted or unsafe. Unless you trust its source, don't open it. Do you want to open it anyway?' | Select 'Yes' when you see this error message and the excel file will open. Please note that this file will be a html format so please resave as an excel file if you need to pivot table or use formulas. |
| Staff Site> Affiliation Dashboard> Review Form> Advise Approval Outcome | ||
| Club Form> Step 1 | Club Information | Any number can be entered into the ABN field and it is not verified | State associations will need to verify ABNs as part of their review. |
| Club Form> Step 1 | Club Information | Unable to update the ABN for my Club. | Please contact your State Association as your club will need to be registered as a new Club with any changes to ABN. |
| Club Form> Step 8 | Review & Upload Supporting Documents | When you select the upload button with no documentation attached you see a red error message which is hard to interpret | Attaching a document again and then selecting upload will clear the error message. |
| Club Form> Step 2 | Venue Details | Was able to add a second location with only the state | State associations will need to check this data quality as part of their review. |
| Club Form> Step 3 | Club Personnel | Wasn't able to find anyone to add in my search. It seems like you need to have all the exact details to find someone or maybe the search isn't working | Yes all exact details are required in the search. If you cannot find the person you are looking for, then please use the excel Template provided and upload the completed template in Step 8. |
| Club Form> Step 5 | Club Members | ||
| Club Form> All Pages | Unable to click on tabs to be taken directly to the step | Please use the previous and next buttons to navigate between steps. |
| Staff Site> Affiliation Dashboard> Review Form | ||
| Staff Site> Affiliation Dashboard> Review Form | When reviewing an affiliation form in the Staff Site, the Finish button should navigate back to the Affiliation Renewals dashboard | Please use the left hand side menu Membership>Affiliation Renewals |
| Staff Site> Affiliation Dashboard | Not possible to change an approved application | Please contact Gymnastics Australia Support for assistance. |
| Staff Site> Affiliation Dashboard | Not possible to change a denied application | Please contact Gymnastics Australia Support for assistance. |
| Staff Site> Affiliation Dashboard> Clubs without Applications | In the staff site I am searching for a club, but have not had any search results. | Please use the full name of the club for the search to work. |
| Club Form> Step 5 | Club Members | No option available for club to add functional title (like in IMIS) for relationship i.e Manager. Is a club is able to insert text to indicate individual is club manager or similar? | Please select ‘Manager’ as one of the choices in the relationship type. |
| Club Form> Step 1 | Club Information | I need to edit our club's uniform colours, how can this be done? | Please contact your State Association for assistance. |
| Club Form> Step 6-3 | The "Previous" button does not go back past Step 6-3 | This is because of the java script sending the user either 6-1 or 6-2 based on their insurance selection on Step 6. Please use top tabs if you need to get to a page before Step 6-3. |
| Download Affiliation Certificate | The preview screen of the certificate is not displaying properly. | The downloaded PDF version of the certificate will display properly. |
| Staff Site> Affiliation Dashboard> Review Form | Club affiliation forms are being submitted without the declarations being checked and the club admin name not being defined in Step 7 | This is due to the person completing the form not having their JavaScript and cookies enabled in their browser. |
| Email with Affiliation Form PDF record attached | State Associations need to check submitted forms have declarations being checked and the club admin name defined in Step 7. If they are not, can you please put the form back to an ‘In Progress’ status and ask the club to enable their JavaScript and cookies in their browser before resubmitting the form. | |
| Staff Site> Affiliation Dashboard> Review Form | Cannot review the uploaded documents on Step 8. | Please review the uploaded documents via the Advise Approval Outcome link in Affiliation Renewals Dashboard. |
Need Help?
Please contact us for any queries.
Back to the Getting Started as a Club Administrator information page.