Club Personnel and Technical Member Relationships are important for Clubs to keep up to date for the following reasons:
- Contact point for the Club for newsletters and key communications. All Clubs should have at least one Club President/Board President/Director or Chief Executive Officer/Club Owner nominated
- To be seen by the Club in the Learning Management System (Flex)
- To be affiliated to the club for insurance.
- Working with Children Checks continuous monitoring for the Club by Oho
- Child Safety training compliance
- For sporting schools contacts to be up to date in the Club Finder
- To be able to be found on the Events/Competition entry forms in EntryBoss.
Please note that updating club administrators for your Club is a separate process. More information on updating Club Administrators for your Club.
We strongly recommend that Clubs use the new Coach & Judge register before adding a technical member to your Club. The National Club Administration Policy advises that Clubs must Clubs must ensure in the Club Admin Portal before Club Personnel and Technical Members commence volunteering or working at a club, that they:
- Are registered as working or volunteering at their Club by following this process.
- Have current and valid WWCC or equivalent accreditations registered via the WWCC check tab. More information.
How can a club keep their relationships up to date?
- Either go to (refer to above table) :
- Club Admin Portal> Club Personnel
- Club Admin Portal> Tech Members
- The list of members who are listed currently have a relationship to your club.
- To remove a relationship, please click on the remove link to the right hand of the member's name.
- To add a new relationship, go to the Add feature and search for a member. Please note that if the Tech Member does not hold a current membership, they will not be able to be added as a Tech Member.
- If you cannot find a member, please complete the form under the Can't Find a Member header and email the completed form to your State Association.
What type of relationships need to be entered into the National database?
Please use the following table as a guide for ensuring that all Club Personnel and Tech Members are included with correct relationship for your Club. Please note that a member can have multiple relationships:
| Relationship |
Who should be added |
How do they get added |
Mandatory for Clubs to provide |
| Club / Board President / Director |
Board President, Directors, Owners, Partners, etc |
Club Admin Portal> Club Personnel tab |
Yes* (* either or) |
| Chief Executive Officer |
Chief Executive Officer |
Club Admin Portal> Club Personnel tab |
Yes* (* either or) |
| Child Safety Representative |
These are Child Safety Representatives for your Club which handle Child Safety matters. |
Club Admin Portal> Club Personnel tab |
Yes |
| Finance Contact |
Finance Manager, Accounts Payable |
Club Admin Portal> Club Personnel tab |
Yes |
| Member Protection Officer (Fully Trained) |
MPIO Full trained - An individual who has completed both the online component and the Face to Face component of the Member Protection Information Officer Course |
Club Admin Portal> Club Personnel tab |
Yes |
| Member Protection Officer (Informed) |
MPIO Informed - An individual who has only completed the online component of the Member Protection Information Officer Course. |
Club Admin Portal> Club Personnel tab |
Yes |
| Voting Delegate |
This is a member nominated by your Club to vote as per our constitution |
Club Admin Portal> Club Personnel tab |
Yes |
| Board Member |
President, Secretary, Treasurer, Other Board Members |
Club Admin Portal> Club Personnel tab |
No |
| Committee Member |
General Members (all committee positions); |
Club Admin Portal> Club Personnel tab |
No |
| Manager |
Managers, Department Heads, Officers, etc; |
Club Admin Portal> Club Personnel tab |
No |
| Club Registrar |
Administrators, Registrars, Membership Officers, etc; |
Club Admin Portal> Club Personnel tab |
No |
| Secretary |
Office Administrators |
Club Admin Portal> Club Personnel tab |
No |
| Volunteer |
This are people who assist your club in a voluntary capacity excluding technical members.` |
Club Admin Portal> Club Personnel tab |
No |
| Head Coach |
Please add the Club's highest ranked/qualified coach (Head Coach). This must be a current technical member to be seen or found. |
Club Admin Portal> Tech Members tab |
Yes |
| Head Judge |
Please add the Club's highest ranked/qualified judge (Head Judge). This must be a current technical member to be seen or found. |
Club Admin Portal> Tech Members tab |
No |
| Coach / Judge |
Please add all other coaches and judges for the club. This must be a current technical member to be seen or found. |
Club Admin Portal> Tech Members tab |
Yes |
| Technical Associate Member |
Please add any Technical Associate Members who are currently working towards their first coach or judge accreditation. Your club will receive an email request to add these new members if nominated on their sign up form. |
Club Admin Portal> Tech Members tab |
No |
| Sporting School Contact |
This is the main contact points for the sporting schools program for your club if your club has opted into the Sporting Schools program. Please note that all clubs must have two contacts nominated. |
Club Admin Portal> Club Personnel tab |
Yes ^ (^ only if opted into sporting schools program) |
I need help removing an Tech Member with expired membership from my club
Please contact us for assistance.
Need more help? Please lodge a support request.
Back to the Getting Started as a Club Administrator information page.
Marney Shepherd
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