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Online Club Affiliation Renewals Process

How to get started with Online Club Affiliation Renewals

  1. Go to Club Admin Home 
  2. Click on the Administration tab
  3. Click on the Club Affiliation button
  4. You will be taken to the Club Affiliation tab.
  5. Please click on the information icons on each page if you require any technical or business process information
  6. Please read our training guide for more information (please see our Training presentation which is attached below)

With 2019 here, Gymnastics Australia would like to advise that Online Club Affiliation Renewals will open for all Clubs at 9am Thursday 3 January 2019 AEDT.

What has changed for Online Club Affiliation Renewals in 2019?

  1. New Child Safety Representative (CSR) Relationship added to Step 3 (Club Personnel).Every Club will need to nominate at least one Child Safety Representative for their Club.
  2. For every Child Safety Representative, the Club must upload evidence of completing the Child Safety Webinar for Club Administrators by uploading each Representative’s certificate of competition Step 8. 
  3. Changes made to Step 4 (Club Programs):
    • Deliver Free G field moved to the Free G declaration (Step 4-1 Gymnastics Australia Participation Initiatives)
    • New Aeroschools field under Aerobic Gymnastics header.
    • Cheerleading header and competitive Cheerleading field removed
    • Cheerleading field moved to under Gymnastics for All header
    • ‘Does your Club conduct competitive programs?’ question.
  4. New Free G declaration on Step 4-1 (Gymnastics Australia Participation Initiatives)
  5. Numbering and order of tabs swapped so that Gymnastics Australia Participation Initiatives is now Step 4-1 and Clubs Members is Step 5.
  6. Updates to Venue & Safety Check templates for NT and VIC.
  7. Updated Club Affiliation Standards for 2019.
  8. Online form confirmation automated email now with branding.
  9. Online form now able to be run in the Staff Site for National and State Association staff.


What documents do I need for my Club’s 2019 Online Club Affiliation Renewal?
These are the following documents which may need to be uploaded with your Club’s 2019 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 here.
Details of outstanding claims
If your Club has elected to purchase cover through the National Risk Protection 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 Risk Protection 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.
Certificate of Competition for the Child Safety Webinar for Club Administrators
Certificate required for each Child Safety Representative nominated in Step 3
Please refer to the User Guide for assistance on downloading certificate.

 

Workarounds for Common Problems

Section Problem Occurs
Problem Description
Workaround for Problem
Club Form> Step 8 | Review Uploaded Documents
Staff Site> Affiliation Dashboard> Review Form> Advise Approval Outcome
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.
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 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
Club Form> Step 5 | Club Members
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> All Pages
Staff Site> Affiliation Dashboard> Review Form
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
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, which is similar to adding the new MPIO – Informed.
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
Email with Affiliation Form PDF record attached
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.
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.
Email Notifications
Email Notifications are not being received
Please ensure that Org Admins and Club Admins have a valid email address listed in the iMIS Desktop field Customers>Mailing Tab> E-Mail.
If the email is not valid or missing, the notifications will not been received.
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.


Handy Links for 2019 Club Affiliation Renewals:
We recommend all Clubs have a look at these resources to assist with their 2019 affiliation:


Need Help?
Please contact us for any queries.

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

Online_Affiliation_Renewals_Process_January_2019.pptx

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  1. Marney Shepherd

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