This process is for Clubs who are renewing their Club Affiliation from 2024 to 2025. If you are a new club, please look at the New Club Affiliation Process (link coming soon)
How to get started with Club Affiliation Renewals
- Your Club's main email will receive a personalised link to a prefilled Club Affiliation form from Gymnastics Australia in December 2025..
- An authorised representative from your Club can use this link to access the form.
- We recommend Clubs save their forms as they go using the Save button on each page so you can access the form multiple times before you are ready to submit and don't have to start again if you are asked to resubmit.
- When your Club presses the submit form on the declarations form, your form will be submitted to your State/Territory Association for approval.
- Upon submission of the form, the person who submits the form will receive a copy of your form and attachments submitted plus a copy of the 2025 Club Affiliation Terms and Conditions.
- If you are asked by the State/Territory Association to resubmit the form, please access the personalised link to make the required changes and resubmit the form.
- Your Club's affiliation will be approved once payment of invoices (affiliation and membership add ons) are paid in full and your affiliation application form is approved by your State/Territory Association.
- Upon approval, your club will receive approved copy of your form and attachments submitted plus a copy of the 2025 Club Affiliation Terms and Conditions.
With 2025 around the corner, Gymnastics Australia would like to advise that the 2025 Club Affiliation will be open in December 2025. Each State/Territory Association will be rolled out incrementally. Please contact your local State/Territory Club Services team for your local release date.
What is different in the 2025 Club Affiliation Renewals Process?
- Form has been updated so it is easier for Clubs to complete.
- Clubs will need to create a free jotform account to save progress on the form.
- There is no integration between the form and the CRM in 2025, this means that STA staff will need to transfer information to the CRM from the form. This includes uploading attachments and the completed approved form on the timeline.
- Approval process will be done in jotform.
- Clubs must pay insurance in full before club affiliation approval is granted.
- There is no docusign process as this will be done directly on the jotform using jotform sign.
- There are two new declarations on the club agreement page on the last page of the form:
- Club Information Agreement: The Club agrees that all information currently provided in the Gymnastics Online Member Portal for my Club is true, accurate and complete. All information provided includes contact and location details, club personnel, club coach/judge, club participation and club programs/gymsports.
- Working with Children Check Agreement: The Club agrees that all people who are working or volunteering at the Club have been registered as Club Personnel and/or Coach/Judge Connections and hold a current & valid Working with Children Check or equivalent.
What documentation do Clubs need to upload?
| Need to upload | Who needs to upload | Which page on form |
| Legal status evidence | If your Club has a new legal name. | 2. Legal Club Details confirmation |
| Club's latest constitution | If your Club is an incorporated association and has updated its constitution since the last affiliation | 2. Legal Club Details confirmation |
| Club's annual return of association submission within the last 12 months | If your Club is an incorporated association | 2. Legal Club Details confirmation |
| Details of outstanding claims and/or incidents | If your Club has opted into the National Insurance scheme | Yes - My Club is opting into Insurance |
| Venue and equipment safety checklist for each of your Club's locations | All Clubs | Yes – My Club is Opting into Insurance No – My Club is Not Opting into Insurance |
| Evidence of pre-existing and current insurance as per the insurance coverage requirements | If your Club has not opted into National Insurance scheme | No – My Club is Not Opting into Insurance |
How can my Club check affiliation status in the Member Portal?
If you have been set up with Group Administrator access for your Club, you can access this information via https://members.gymnastics.org.au/group/clubs/
My Club has opted into the National Insurance Program, how can I download a Certificate of Currency?
Please allow 5 business days for your Certificate of Currency to be generated from when your Club's affiliation application is approved. Please follow this process on how your Club can download a Certificate of Currency.
Please allow 5 business days for your Certificate of Currency to be generated from when your Club's affiliation application is approved. Please follow this process on how your Club can download a Certificate of Currency.
How can my Club get an affiliation certificate after our Club's affiliation has been approved?
As this functionality is not currently available on the Member Portal at this stage, all Clubs will receive this certificate via email in March 2025 from Gymnastics Australia.
Need help?
Please contact us for any queries or alternatively please contact your local State/Territory Club Services team.