Club Registration Fee Refund Policy

Bossley Sports Club Incorporated

This policy outlines the conditions under which Bossley Sports Club Incorporated (the “Club”) may provide refunds for Club registration fees. It details the eligibility criteria, the process for submitting and processing refund requests, and circumstances under which refunds will not be granted.

1. General Principles

• Registration fees are intended to cover costs associated with participant registration with governing bodies (Football Australia, Football NSW, SDSFA), insurance, ground hire, equipment, uniforms, end-of-season presentations, and administrative expenses for the entire season.
• This policy specifically applies to the Club registration fee component charged by Bossley Sports Club.
• Refunds for registration fees are subject to the policies of each relevant organisation (Football Australia, Football NSW, SDSFA, and Bossley Sports Club).
• Refunds will generally only be considered in exceptional circumstances.
• All refund requests must be submitted in writing via email to secretary@bossleysports.com.au
• The Club Committee will review all refund requests, and their decision will be final.
• A non-refundable fee of $100 will be deducted from approved refunds to cover the administration and uniform costs where a personalised kit has already been ordered and paid for by the Club.
• Active Kids Vouchers (AKV) applied at registration are non-refundable as outlined in Section 3.2.
• Approved refunds will be processed by Football Australia back to the original payment method (card used during registration).
• The overall refund process involves submissions and approvals from multiple organisations, as outlined in Section 5.

2. Refund Eligibility and Conditions

Refunds may be considered under the following circumstances, subject to the specific conditions outlined below:

2.1 Withdrawal Prior to Season Commencement:

• A refund (less the non-refundable administration and uniform fee if applicable) may be granted if a player withdraws their registration before two weeks of the official start date of the season as determined by the Club.
• Written notification of withdrawal must be received by the Club Secretary secretary@bossleysports.com.au as soon as possible.

2.2 Medical Incapacity:

• A partial refund (less the non-refundable administration and uniform fee if applicable, or a pro-rata amount for games/training sessions already attended, whichever is higher) may be considered if a player sustains a significant injury or illness, supported by a medical certificate from a registered medical practitioner, that prevents them from participating for the remainder of the season.
• The refund amount will be calculated from the date the written notification and the medical certificate are received by the Club

2.3 Relocation:

• A partial refund (less the non-refundable administration and uniform fee if applicable, or a pro-rata amount for games/training sessions already attended, whichever is higher) may be considered if a player relocates a significant distance away from the Club ground (Terone Park, Bossley Park), making participation impractical.
• Supporting documentation (e.g., proof of new address) may be required.

2.4 Team Inability to Form:

• If the Club is unable to form a team for a player’s age group or division, a full refund will be provided.

2.5 Exceptional Circumstances:

• The Club Committee may, at its discretion, consider refunds in other exceptional circumstances not explicitly listed above. Each case will be assessed individually.

3. Non-Refundable Circumstances

3.1 Refunds will not be granted under the following circumstances:

• Withdrawal after two weeks prior to the official start date of the season for reasons other than those listed in Section 2.
• Player dissatisfaction with team placement, coaching, or playing time.
• Suspension or expulsion from the club due to disciplinary reasons.
• Cancellation of individual matches or training sessions due to weather or other unforeseen circumstances beyond the Club’s control.
• Voluntary withdrawal from a team during the season.

3.2 Active Kids Vouchers (AKV) Applied at Registration:

• AKV cannot be refunded by the Active Kids provider (Bossley Sports Club). This is a condition set by the NSW Government.
• If a participant requests a refund and an AKV was used to pay for part of the Club registration fees, the Club may assist in transferring the voucher value to another registered Active Kids provider. The participant must contact the Club to initiate this process.

4. Bossley Sports Club Refund Request and Approval Process

• All refund requests must be submitted in writing via email to: secretary@bossleysports.com.au and must include the following information:
• Player’s full name
• Date of birth
• Team (if applicable)
• Detailed reason for the refund request
• Supporting documentation (as required based on the reason for the request, e.g., medical certificate, proof of new address)

• De-registration or refund requests initiated directly through the PlayFootball platform still require a written submission to the Club to be considered by the Club Committee.
• The Club Committee will review the refund request within 14 days of receiving all necessary information.
• The applicant will be notified of the outcome of their request in writing via email.
• Once a refund of the Club fee is approved by the Club Committee, the approval will be submitted to Football Australia for processing.

5. Football Australia Refund Processing and DisbursemenT

• Participants initiate the refund process through the PlayFootball platform. This action logs the request and shares it with all relevant organisations (Football Australia, Football NSW, SDSFA, and Bossley Sports Club). This step can occur at the same time or after submitting the written request to the Club.
• Each organisation (including Bossley Sports Club as per Section 4) evaluates the request based on their respective refund policies. This may result in full or a partial refund approval, or a decline with a reason provided.
• Approved refund amounts from all relevant organisations are consolidated and submitted to Football Australia for final processing.
• Football Australia processes the approved refund amount back to the participant’s original payment card.
• Refunds are typically disbursed weekly once the outcomes and funds have been reconciled from all involved organisations. The entire process from initial request to final disbursement by Football Australia may take up to 12 weeks.
• Participants can track the status of their refund request in real-time through their member profile in the PlayFootball platform.

6. Amendments to the Policy

The Club reserves the right to amend this Club Registration Fee Refund Policy at any time. Any changes will be updated on the Club’s website: www.bossleysports.com.au

7. Acknowledgement

By registering with Bossley Sports Club, members acknowledge that they have read, understood, and agree to abide by this Club Fee Refund Policy