SSWA Guideline and Protocols including teacher relief, living allowance and general SSWA policies in regards to interstate travel.

Appointment Letter

Once your appointment has been confirmed you and your school principal will receive an appointment letter.

First Officials Meeting

A meeting will be scheduled with the SSWA office to discuss your teams 'Interstate Action Timeline'.  It will provide you with the tools to effectively manage your sport and to set a timeline for your sport. This will include uniform ordering processes, travel arrangements, and parents meetings.

You will also be required to complete contact, agreement and living allowance forms. If you are not able to attend the meeting please contact the SSWA office for copies of the forms.

At this meeting the delegated finance official must also collect your deposit and receipt books in preparation for your trials.

Set the trial dates and ensure that the website is updated with trial information.

This section will provide you with everything you need financially from managing your trial money to finalising your budget. You will also be able to get information about sponsorship for your team!

A preliminary budget must be set prior to the initial parent evening and authorised by the SSWA office. Please click here to be taken to the finance page Financial Matters

Squad Notification

Another option is to notify team selection through advertising final squads on the SSWA website. Please contact the SSWA office for details.

Travel Bookings

The SSWA office coordinates all elements of travel for all teams.  SSWA has a contracted travel agent (Rising Stars) who sources flights, accommodation and ground transport on behalf of SSWA. The SSWA Office will liaise with the travel agent and interstate officials to provide the team with sufficient travel requirements.

SSWA endeavours to provide self contained accommodation within a close proximity to the playing venue. Ground transport will be arranged to best suit the team. Flights will be sourced for the nominated travel dates. All of the travel arrangement are done in liaison with team officials. The options will be discussed at the initial officials meeting when the Action Timeline is discussed.

SSWA will provide confirmations for all travel arrangement prior to departure.

Travel Options for Parents

Flights - Option 1 is the SSWA sourced flight; Option 2 is parent/other flight and can be frequent flyers or a cheaper internet fare - please note this option is the sole responsibility of the parent

Accommodation - Option A is the SSWA selected accommodation (booked by the SSWA office); Option B is accommodation booked and paid directly by the parent (this can be in the same hotel or staying with parents or family. If selecting option B parents are responsible for transporting players whilst on tour unless otherwise arranged).

Parent Information Meeting

This is a key meeting scheduled in your ''Interstate Action Timeline". A SSWA management member will be there to present parents with policy and return documentation and to filter any questions or concerns parents may have in regards to SSWA operations. Interstate Officials will be required to address parents in regards to sport specific requirements, trainings, expectations etc. Please click HERE for a format sample.

Information Booklet

SSWA office staff will provide a sport specific Information Booklet which is distributed to squad members & their parents at the evening to provide all policy and procedural information pertinent to accepting a place in the team.

Travel & Accommodation Options

SSWA office staff will provide parents with full details on the options available to team members. Parents have the option to book their own child's airfare and accommodation.

Interstate Returns (Accepting their place in the team)

The Information Booklet contains information on how to accept their place in the team. There is a 3 step process; (1) complete the Online Registration on the SSWA website, (2) complete the deposit form and fax or email to the SSWA office (cash or cheques will need to be paid to the manager), (3) complete the Team Acceptance Form and return to SSWA via fax (this forms needs to be signed by the player, parent and school principal). All forms must be completed and returned within 4 working days to comply with travel restrictions on bookings.

All players are required to supply a copy of their Birth Certificate to the team manager.

Walkout & Playing Uniforms

KEA Designer Sportswear is contracted by SSWA to provide  the walkout and playing* uniforms for all sports. Ben Newell is the KEA representative and will be available to handle team ordering at the Parent Information Meeting.  Ben Newell's contact details bnewell@kea-sports.com or 0417 910 870.

The uniform ordering process;

• The Manager/Tour Leader is responsible for booking KEA for the uniform fitting.

• The fitting session ensures that each participant and official tries on each item and records his or her own size.

• PARENTS SHOULD BE IN ATTENDANCE AT UNIFORM FITTINGS This will prevent any debate later as each person will get exactly what he or she ordered.

• Student & Officials Order Forms will be distributed on the evening by KEA and a copy is included in the Information Booklet.

• The manager collects the order forms on the night and completes the KEA online Order Form via the SSWA website. This MUST be completed within 2 working days. Once received by the SSWA office an electronic order will be sent to the manager to check prior to submitted to KEA.

• Once the orders are submitted to KEA there will be NO alternations or additions. If students want to purchase additional items please direct them to KEA for a cash sale.

• KEA will deliver the items to the nominated official approx 8wks from order.

• Officials are required to pick and pack the student uniforms from the master order provided with the delivery.

Notes for the officials;

All students are required to order the Compulsory uniforms (unless they have travelled before). The compulsory uniforms are set at $250pp however additional items can be purchased through the ordering process. Playing uniform prices vary by sport.

Forms; 2012 Student Order Form, 2012 Official Order Form

*unless prior arrangement is agreed by SSWA management committee

Raffle

Raffle tickets will be available for parents to purchase at the  Parent Information Meeting. Their details must be recorded on the documentation provided and they must be advised of return dates and fundraising legalities.

Raffle Process;

• Each team member is offered the opportunity to be involved in fundraising through the participation in a centrally coordinated raffle.

• Each team member is offered four (4) raffle books.

• The cost of these raffle books is $40 (inc GST) which needs to be paid on receipt of the raffle books.   No money no books!

• The manager is required to keep a record of the ticket numbers and complete the raffle reconciliation form (provided by SSWA office)

• The team manager will nominate a non negotiable return date.

• If there are any remaining tickets when the return date arrives, the team member may place their name on the ticket and be eligible to wine the prize

• All books must be returned to the team manager (unstapled) for recording and forwarding to the SSWA office.

• All tickets must be accounted for on the designated raffle form – sold, unsold, lost etc with corresponding money amounts.

• Ticket money is to be retained by the team member which assists them to defray championship costs.

Raffle Reconciliation; [NOTE:  THIS A LEGAL REQUIREMENT AND IS NON NEGOTIABLE!]

• To reconcile the raffle the manager need to provide the SSWA office with a completed raffle reconciliation along with additional paperwork if a ticket or book is misplaced.

• The timeline will be agreed with the SSWA to align with the Raffle closure dates.

Raffle Forms; Raffle Reconciliation, Lost or missing tickets

Note:  Team members are not obliged to participate in the raffle if they do not wish to.

Captains & Vice Captains

A captain/s and vice captain/s will need to be appointed and announced at the Presentation function if not beforehand.

Team Submission List

Once your team has submitted their 'Interstate Returns' this information will be downloaded from the Online Registration and sent to the interstate officials in a document called a Team Submission List. The Team Submission List is a comprehensive document which included personal information, flight and accommodation options, medical details and parent information.

Once the Team Submission List is completed all flights and accommodation bookings will be confirmed. Strict deadlines apply due to terms and conditions of bookings. All bookings are handled by the SSWA office in liaison with interstate officials.

Student & Principal Letters

Official letters will be sent to both students and principals to acknowledge their inclusion in the state team.

Host states will forward bulletins to the SSWA office with event details such as timelines and costs. Office staff will then forward bulletins to all interstate officials.  To check out if the SSWA office has received your sport's bulletin please contact the office.

It is a School Sport Australia requirement for all teams to complete and return to the organising state 'Host State Returns'.  The SSWA office will coordinate these returns once the team and travel arrangements are confirmed. The manager will be asked to check player details prior to them being sent. These include; Travel & Accommodation Arrangements, Team List for Program,  Team Officials Contacts & Checking Sheet (pls note the Checking Sheet will be handed to the manager at the Presentation Night to take with them to the Pre-Event Meeting at the Championship).

A tour Information Booklet needs to be compiled and presented to the players at the Presentation Night.  The Tour Information Booklet contains information including; itinerary, meal planner, team song/chant, recovery plans, SSWA code of behaviour etc. Click HERE for a sample Tour Information Booklet.

SSWA Office role at the function

Guest Speaker

Money Collection

Raffle Ticket Collection

Ensure you have met with the SSWA Finance Officer to go through outstanding invoices, contingency and collect living allowances.

Collect any equipment and prepare for travel.

SSWA has travel insurance and personal accident insurance for all players and officials appointed to a SSWA state team. The personal accident insurance covers injuries that occur whilst away at the Championships or in a SSWA training session prior to departure. Please note that teachers are transferring their duties from school to SSWA so all workers compensation is cover by the Department of Education for government teachers.  For more information on insurance please contact the SSWA office.

If you experience any travel issues (flight delays or concerns with accommodation etc) please contact the SSWA office. The office is here to assist you in resolving any issues relating to travel. We also like to be kept in the loop if you are delayed or have problems whilst away on tour.

 All results are posted on the School Sport Australia website.

Don't forget to give your team the plug they deserve. There's nothing better than getting your name in the paper or on the radio.