Operating Manual

Operating Manual Nov 2017 PDF

1. OVERVIEW

These Operating Rules form the basis for the ongoing successful running and growth of the sport of gridiron in Western Australia. The Operating Rules have been designed and put in place to ensure:

  • GW meets its legal and moral obligations.
  • All clubs are treated equally and fairly.
  • GW Board intervention is minimal.
  • The competitions run smoothly.
  • GW administration is minimal.

Responsibility for complying with the Operating Rules lies with the clubs, their members and persons registered with GW.

The Operating Rules apply to both the junior and senior competitions, along with any other GW sanctioned game or event. Any variance between the Junior and Senior competitions Operating Rules are set out in this document.

IFAF playing rule penalties automatically apply in applicable circumstances. Where the rule found in the operating manual is in conflict with the IFAF rule the applicable operating manual rule applies.

The Operating Rules for each season comes into effect on the first meeting after the AGM. The Operating Rules apply until the AGM of the following year. While the Operating Rules are in effect, the Operating Rules can only be amended by unanimous agreement of all clubs and other affiliated bodies of GW, present and voting at the GW Board meeting. The issue in question must also be an agenda item for that meeting to be voted on. Clubs are not permitted to make independent agreements amongst themselves to suit circumstances. The GW Board will review the Operating Rules each year.

Amendments may be made for future year’s Operating Rules by a majority vote of the GW Board at a Special General Meeting convened for that purpose.

Participating in any competition or game, run by, sanctioned by, or involving GW, means a club, its members, and all persons registered with GW have agreed to:

  • Abide by all of the GW Operating Rules.
  • Act in accordance with the GW Code of Conduct.
  • Meet the requirements of the GW and GA Anti-Doping Policy.
  • Meet the requirements of any applicable State or Federal Government legislation.
  • Obtain sanctioning for any such competition or game.

Where there is conflict between this document and the GW Constitution, the GW Constitution shall override any rule, regulation, or penalty written here.

1.1 Definitions

GW: Gridiron West
GA: Gridiron Australia
Player: Any individual registered as a player for any member club of Gridiron West
Participant: Any individual registered as a player, coach, official, or sideline staff for any member club of Gridiron West
Host Club: The club whose ground is being used for games that round; where the round is not taking place at their ground, the club that has organised an alternate venue for games for that round
Home Team: The team listed first on the fixture for its game
Away Team: The team listed second on the fixture for its game
State Team: Any team representing the state of Western Australia for any gridiron purposes. This includes Senior and Junior tours, games, and functions.
Responsible Club: The responsible club will be considered to be the club that may have breached the operating rules, including any and all registered or unregistered individuals associated with that club.
Rostered Team: Team identified on the Fixture as responsible for supplying officials
Age Group: Competitions within GW, each of which is characterised on the basis of the age of the players in that competition.
Seniors: An Age Group in which participants are normally at least 18 years of age – specific requirements appear in these Rules.
Juniors: An Age Group in which participants are normally 18 years of age or younger – specific requirements appear in these Rules.

2. PENALTY PROCEDURES AND APPEAL PROCESS

2.1 Penalty Procedure

The Operating Rules set out penalties that may be applied in the event of a breach of these rules. If it is suspected that a breach may have occurred, the following process will be followed, except in the case of Abuse of Officials, and/or on-field situations that are referred to a Tribunal:

  1. Notice of possible breach of Operating Rules to be sent to Responsible Club by GW Secretary.
  2. The Responsible Club will have seven days to enter plea of guilty/not guilty with the GW Secretary. Any evidence in support of a not guilty plea should be submitted at this time.
  3. The GW Secretary will then circulate the plea to the rest of the GW Executive Board, whereby:
    1. If a guilty plea is entered, apply penalty as appropriate
    2. If a not guilty plea is entered, and it is determined that no breach has occurred, the notice of possible breach shall be rescinded and matter considered closed.
  4. If a not guilty plea is entered, and it is determined that the matter needs to be referred to the GW Board for resolution, the issue shall be included as an Agenda item to be discussed at the next possible GW Board meeting.
  5. At the GW Board meeting, all member clubs will be entitled to vote on any matter pertaining to a breach of the Operating Rules.

2.2 Appeals

Refer to the GW Constitution for the appeals process.

3. FIXED EVENTS

The Schedule of Events should be released as early as possible each year, and should not be altered unless extenuating circumstances apply.

3.1 Release of Fixtures

Seniors 1st of August
Juniors 1st of August

3.2 Bowl Games

Seniors No more than two weeks after Season end
Juniors No more than two weeks after Season end

3.3 Qualification Courses

Coaching Accreditation Level 1 TBA
Level 2 TBA
Officials Accreditation Level 0 TBA
Level 1 TBA

3.4 Other Events

Senior Presentation Night TBA
Junior Presentation Night TBA
Annual General Meeting 1st Tuesday in July of each year

4. GRIDIRON WEST BOARD

4.1 Meetings

The GW Board will endeavour to meet monthly on the second week of the month alternating between Tuesday and Wednesday. A minimum of one representative from each member club must attend the GW Board monthly meeting.

The GW secretary will distribute the minutes to all members within seven days of the meeting.

4.2 Penalties

Table 4-1: Penalties for failing to have a representative at a GW Board meeting

Infraction Penalty
No club representative at GW meeting First non-appearance Warning to club
Second non-appearance Formal written warning to club
Third non-appearance in the calendar year Suspension of club from Gridiron West

4.3 Agenda Items

All submissions for discussion at GW Board meetings are subject to the following requirements:

  • The submission must be specific in nature and in written form (email or letter or via agreed management platform eg. Trello).
  • The GW Secretary and President must receive the submission not less than three days prior to the next scheduled GW Board meeting.
  • The GW Secretary and/or President will distribute the agenda and a copy of any submissions to be discussed at the GW Board meeting not less than one day prior to the next scheduled GW Board meeting.
  • Where a majority of clubs feel a non-agenda, item requires additional consideration or consultation with their members they may request that the matter be deferred to the next board meeting or defer their vote until such time as a reasonable consultation, consideration period has occurred, normally four days from the completion of the meeting, depending on the circumstances and urgency .
  • Where the agenda item requires a fundamental change to the operating manual the vote must be unanimous amongst all clubs.

4.4 Extraordinary Items

Where necessary for the day to day running of the league, decisions are required between meetings, the executive can make a decision of a monetary value up to and including $500. Any executive member who has a conflict of interest with the expenditure must excuse themselves from the decision.

4.5 Event Schedule

By the July GW Board meeting each year the GW Board will finalise and publish the following year’s Operating Rules and Schedule of Events. These will include:

  • Forfeit bond of $500 per club
  • Team entry costs
  • GW registration fee agreement per player
  • Development levy
  • Payment deadlines
  • Playing season start/end dates
  • Minimum player numbers
  • Coaching courses
  • Officiating courses
  • Presentation night
  • Annual General Meeting
  • Any representative games
  • Any other important events involving GW

5. GRIDIRON WEST REGISTRAR

In order to facilitate league organisational efforts, GW may at its discretion, appoint a GW Registrar as a non-voting member of the GW Board. The Registrar shall be responsible for ensuring registration rules and procedures are followed, as set out in this document and/or other GW by-laws.

The Registrar shall be nominated by the President for acceptance to the GW Board, whereby the Board reserves the right to confirm the nomination. If a nominee is not being considered to be acceptable, the President shall choose another nominee at the earliest possible convenience.

6. GRIDIRON WEST WEBMASTER

In order to facilitate league marketing and promotion efforts, GW may at its discretion, appoint a GW Webmaster as a non-voting member of the GW Board. The Webmaster shall be responsible for ensuring the ongoing maintenance of the GW Website.

The Webmaster shall be nominated by the President for acceptance to the GW Board, whereby the Board reserves the right to confirm the nomination. If a nominee is not considered to be acceptable, the President shall choose another nominee at the earliest possible convenience.

7. GRIDIRON WEST BOARD POSITIONS

In order to facilitate the delivery of the strategic plan, GW may at its discretion, appoint positions as non-voting members of the GW board to the priorities identified in the strategic plan.

These positions shall be nominated by the President for acceptance to the GW Board, whereby the Board reserves the right to confirm the nomination. If a nominee is not considered to be acceptable, the President shall choose another nominee at the earliest possible convenience.

8. SEASON FORMAT

At the start of each season the board will meet to agree on the upcoming season format for each competition.

8.1 Ladder Rankings and Tie-Breaker Rules

Two points are awarded for a win, one  point for a draw and zero points for a loss. Teams may be penalised full or partial points for infractions of these Operating Rules. If two or more teams are tied on points, the tie-break procedures apply in the following order:

Seniors:

  1. If one of the teams has forfeited to the other during the season they will automatically give up their position on the ladder to the other team regardless of any other criteria or result.
  2. Best head-to-head results.
  3. Best for and against record in head-to-head matches.
  4. Best record against common opponents
  5. Best for and against percentage overall.
  6. Coin toss.

A team that forfeits any game automatically loses a head to head decision if the opponent they are tied with is a team they forfeited against.

Juniors:

  1. If one of the teams has forfeited to the other during the season they will automatically give up their position on the ladder to the other team regardless of any other criteria or result.
  2. Best head-to-head results.
  3. Best for and against record in head-to-head matches.
  4. Best record against common opponents
  5. Best for and against percentage overall. Best for and against percentage overall.
  6. Coin toss.

A team that forfeits any game automatically loses a head to head decision if the opponent they are tied with is a team they forfeited against.

8.2 Fixtures

The fixtures will be based on the number of teams that supply a team registration application form (that is accepted by GW), pay team participation bond and supply ground availability dates (if applicable) by the date set in the Schedule of Events.

Considerations should as far as possible ensure game timing and permutations will be spread equally amongst clubs to ensure balance and fairness. The first named team on the fixture is always the home team.

All grounds will be inspected on behalf of GW by a member of the Officials and the GW Board prior to the scheduled start of each season. No Host rounds will be allocated to grounds that do not meet with GW minimum requirements.

The GW Board will distribute a draft fixture no less than two weeks prior to formal release. In that time, clubs may comment and request changes be made to the fixture. Following this two week period, no further changes or requests will be honoured, excepting extraordinary circumstances.

8.3 Team Entry Conditions

8.3.1 Existing Clubs – Existing Teams

For an existing team to be re-admitted to GW competition they must meet the criteria outlined below and provide to GW the following information:

  • Have as a minimum, 20 senior players and/or 15 junior players identified.
  • Proposed uniform, including jersey, helmet, pants, sock colour, logo.
  • Committee structure, names and contacts.
  • Proof of Incorporation.
  • Names of at least 4 people who will undergo or currently hold AGOA Level 0 accreditation.
  • Nominate Club Representative (1) and Appointees (2) who may attend GW Board meetings.
  • Names of at least 1 person (per team) who holds or will undergo level 1 coaching accreditation.
  • Pay a forfeit bond $500.
  • Have no outstanding debts to GW.
  • Meet all requirements outlined in this document.
  • Meet any additional requirements set in place by the GW Board for that competition.

In addition where a club wants to host home games the following must be provided:

  • Playing Venue with details of facilities (field surface, dimensions, seating if applicable, car parking, change rooms).
  • Grounds will be inspected by a member of the AGOA and the GW Board on behalf of GW prior to being accepted as a host venue if applicable.

8.3.2 Existing Clubs – New Teams/Re-Entering Teams

To be eligible to enter a new senior/junior team (where one is currently not participating), or re-enter a team in a GW competition, a club must meet all the criteria outlined under Existing Clubs – Existing Teams. In addition, the club must present a three year “team development plan” to the GW Board, which will outline how the club proposes to address the following issues over a three year period:

  1. Player recruitment
  2. Player retention
  3. Coach recruitment
  4. Coach training
  5. Committee resource allocation (what impacts the new team will have on the existing committee, who will be responsible for which aspects of the team, etc)

A team is considered to be “re-entering” if it has not competed for a period of one year or more.

8.3.3 Additional Teams – Existing Clubs

If an existing club wishes to enter an additional senior/junior team into the GW competition, in addition to one already fielded by that club, they must:

  • Meet ALL the criteria and dates outlined in both the Schedule of Events and the Operating Rules for entry of Existing Clubs – Existing Teams into the upcoming season’s competition (see above).
  • The application must include as a minimum the following information:
    • Proposed Team Name
    • Proposed uniform
    • Name of Coach/Coaches
    • Coaches’ experience
    • Coaches’ accreditation level
    • Names of at least two people who will undergo AGOA Level 0 accreditation.
  • Grounds may be inspected by a member of the AGOA and the GW Board on behalf of GW prior to being accepted as a host venue if applicable.
  • Any other details that differ from the existing team/teams in the club.
  • No intra-club transfers are permitted after round four during the season.
  • No intra-club transfers will be accepted during Finals.

8.3.4 New Teams – New Club

For a new team to be admitted to GW they must meet the criteria outlined in the Operating Rules for entry of Existing Teams into the upcoming season’s competition.

In addition, a new team from a new club must submit an application (team registration form) to GW, not less than five months prior to the commencement of the season they wish to participate in.

The application must include as a minimum, the following information:

  • Have as a minimum, 20 senior players and/or 15 junior players identified.
  • Proposed Team Name.
  • Training Venue (with proof of approval) – Days and Times (including map of surrounding area).
  • Playing Venue (with proof of approval) with details of facilities (field surface, dimensions, seating if applicable, car parking).
  • Proposed uniform, including jersey, helmet, pants, sock colour, logo.
  • Committee structure, names and contacts.
  • Proof of Incorporation.
  • Senior/Junior Team Development Plan (if applicable).
  • Names of at least 6 people who will undergo AGOA Level 0 accreditation.
  • Nominate Club Representative (1) and Appointees (2) who may attend GW Board meetings.
  • Grounds will be inspected by a member of the AGOA and the GW Board on behalf of GW prior to being accepted as a host venue if applicable.
  • Name(s) of Coach(es).
  • Coaches’ experience.
  • Coaches’ accreditation level or level to be attained by the start of the season.

8.4 Additional Financial Requirements

In addition to the normal GW financial requirements and bonds outlined in these Operating Rules and guidelines, the following additional financial requirements must be met:

  • Clubs must not be in debt to GW at the time of their monthly statement (when provided by the treasurer).
  • Clubs in debt will not be permitted to play until the debt is cleared.
  • Not less than three months prior to the commencement date of the first match in the season in which a new club wishes to participate, the club requesting admission to the GW competition must pay a no-forfeit guarantee bond of $1000 for the first season.

If the team completes the season without ANY forfeits, this bond will be refunded or credited towards registrations and match fees for the next playing season in which they participate.

8.5 Exhibition Teams

New teams that wish to be a part of the competition, but cannot fully meet the requirements for full club entry are invited to apply to be an Exhibition Team.

Teams wishing to apply for exhibition status shall provide to the GW Board no later than the three months prior to the start of the proposed season (senior/junior) the following:

  • Proposed uniform, including jersey, helmet, pants, sock colour and logo.
  • Committee structure, names and contacts.
  • Proof of Incorporation.

In addition to the above criteria, an exhibition team shall:

  • Have a minimum of 20 senior players and/or 15 junior players registered online.
  • Pay a $300 forfeit bond to GW prior to the start of their first exhibition game.
  • Not be granted any home games until all existing clubs have been allocated their minimum of two games.
  • In the event that the Exhibition Team is under the umbrella of an existing club, the above clause is waived.
  • Have at least one coach who meets the minimum GW accreditation standard.
  • Nominate a minimum of three individuals who will undergo AGOA Level 0 accreditation.
  • Have at least one qualified medic.

Exhibition Teams must comply with all match day requirements (e.g. paperwork, sideline staff, match day fees, etc.).

Exhibition Teams will not be permitted to be in debt more than $100 to GW for a period of more than one week.

Exhibition Teams in debt to GW at or over this amount will not be permitted to play any exhibition game until the debt is cleared.

Competition points will be awarded for the result of any exhibition game; however an Exhibition Team will not be eligible for finals football.

Failure to supply officials, medics, or accredited coaches by any club (including Exhibition Teams) will be penalised as per the guidelines in this document.

All existing rules relating to fines, ejections, and suspensions apply.

Existing clubs scheduled to participate in an exhibition game must play the game to completion.

Forfeit penalties as stipulated in this document will apply to existing clubs competing against Exhibition Teams.

Exhibition Teams that notify GW of a forfeit prior to midday Friday before their exhibition game, shall lose their forfeit bond but will permitted to continue their exhibition schedule.

Exhibition teams that forfeit after the midday Friday deadline shall lose their forfeit bond, and will be removed from future exhibition games for that season.

An Exhibition Team must view their entry into the Competition as a stepping stone to full membership in due course. An Exhibition Team will be expected to progress to full club status by their third season.

Clubs fielding only an Exhibition Team shall not have voting rights at the GW Board.

At the discretion of the GW Board, Exhibition Teams that successfully finish an exhibition schedule with no forfeits shall be invited to join GW as a full-fledged member, with all voting rights and privileges.

9. UNIFORMS

Each team will supply a description of their colours on their team registration form. The uniform requirements are:

Helmets:

  • All helmets must be the same colour – unless approved by the Board.
  • All helmet visors must be approved by and AGOA official prior to the commencement of the season

Jerseys:

  • All jerseys be full length and be the same colour and design.
  • All jersey numbers must be the same colour and size.
  • Visible sleeves of any players wearing undershirts must all be the same colour.

Pants:

  • All pants must be the same colour and design.
  • Belts must be uniform in colour.

Mouthguards:

  • All players must wear a mouthguard that covers all upper teeth.
  • Mouthguards cannot be clear or white.
  • Individual exceptions to the rule that disallows clear or white mouthguards will be considered if a player produces a certificate from a registered doctor or dentist stating that the mouthguard has been properly fitted. Such certificate must state that the mouthguard was fitted before the beginning of the relevant calendar year. Individual exceptions to the requirement to cover all upper teeth, will be considered if a player produces a certificate from a registered doctor or dentist stating 3 things:
  1. In the doctor/dentist’s opinion it is necessary for the player to wear a cut down mouthguard for medical reasons, and;
  2. The doctor/dentist has arranged for a suitably cut down mouthguard to be properly fitted, and;
  3. In the doctor/dentist’s opinion it is safe for the player to play American Football wearing this mouthguard.

Boots:

  • Full metal studs are illegal.
  • Studs that comprise more than ¼ their length in metal are illegal.
  • Studs can be either rubber, plastic, or metal tipped (provided their length is not more than ¼ metal).
  • Any player with illegal studs will not be able to take the field until they Comply.
  • It is the coach’s responsibility to ensure late players are wearing legal equipment.
  • After the commencement of play, any player found to not conform as above will be subject to the appropriate penalties.

Penalties

Table 9-1: Penalties for failing to adhere to uniform policy.

Infraction Penalty
Player out of uniform Removal of the player/s from the game until they are in the correct uniform, plus charged team time out for each infraction.
Illegal metal cleats First Offence: Warning
Second Offence: Ejection of the player/s from the game. Suspended automatically for one match.
Note: In the case of a first offence for footwear, the player shall be removed from the game until such a time as he has been able to acquire legal footwear. He shall be allowed to continue play once he has obtained legal footwear.

10. REGISTRATIONS

10.1 Forms

Please ensure only the current years forms are used.

Team Registrations, Referee Match Reports, Injury Report Forms, Transfer Forms, Disqualification and Tribunal Report Form and Insurance Claim Forms are available on the GW website, http://www.gridironwest.com.

[Some of these forms are currently under review and may not be available at this time.]

GA online registration is available online through the GW Revolutionise club portals.

10.2 Team Registration

To enter a team in the upcoming GW playing season, a club must supply to the GW Board, no later than the date set in the GW Schedule of Events:

  • A completed application for admission (Team Registration Form).
  • Proof of named coach’s current accreditation.
  • Payment of the team Forfeit bond.
  • Details of ground availability (with proof of council or private approval) if applying to host rounds for the upcoming season.
  • Ground must be inspected by a member of the Officials and the GW Board on behalf of GW prior to being accepted as a host venue.
  • All team registrations are subject to GW Board approval.

10.2.1 Late Team Registration

The GW Registrar may accept the completed application, (Team Registration Form), proof of coaching accreditation and the competition entry fee for up to fourteen days after the date set in the GW Schedule of Events.

If an application (Team Registration Form), proof of coaching accreditation and the total payment are not received within the fourteen days grace period the team will be automatically excluded from the upcoming playing season.

10.2.2 Withdrawal from the Competition

Once the team registration fee has been paid, a team withdrawing from the Competition prior to the start of the season will forfeit the full amount of the team registration fee.

  • A team withdrawing from the Competition after commencement of the season forfeits their bond.
  • The bond will be applied against the first game forfeited after withdrawal.
  • Re-entry criteria for any future competitions will then be based on the New Club criteria.

10.3 Age Eligibility Levels for Contact Football

Juniors:

  • A player must be 14 years or over at the 1st of January of the competing year.
  • A player must be 18 years or under at the 1st of January of the competing year.

Seniors:

A player must be 18 years or over at the 1st of January of the competing year to be eligible for senior football.

Womens:

  • A player must be 16 years or over at the 1st of January of the competing year to be eligible for women’s football.
  • Where player is under 18 participation must also be signed off by the player’s guardian
  • Where a player is under 18 they must provide a signed recommendation from an accredited club coach deeming the player is physically capable of playing at a senior level and have received sufficient coaching.

10.3.1 Exceptions

Junior players can act as reserves for their senior club where the following is provided

  • Signed recommendation from an accredited club coach deeming player is physically capable of playing at a senior level and have received sufficient coaching.
  • Where player is under 18 participation must also be signed off by the player’s guardian.
  • Junior players should be monitored by their club medical staff for fatigue and injury and managed appropriately.

10.4 Gridiron Australia Registration

ALL REGISTRATIONS MUST BE MADE ONLINE AND PAID FOR WITH GA VIA THE PRESCRIBED REGISTRATION PORTAL.

It is the responsibility of clubs to ensure all participants, are registered and appropriately qualified, prior to allowing them to participate in any training or games.

Registration covers participation in any event authorised or sanctioned by GW during the registration period (12 months from the date of registration).

By entering or providing their details to be added to a team’s registration list, a participant will be deemed by GW to have agreed to the terms and conditions and code of conduct for the current year.

All players must sign a liability waiver each year prior to training or playing with a club. A player under the age of 18 must complete a GW Release and Liability waiver form, countersigned by their parent or guardian.

Prior to participating in their first game in any GW Competition a participant must supply accepted photo ID. The only forms of accepted photo ID are:

  • Passport
  • Driver’s Licence
  • Birth Certificate (only available to junior registrations)

All junior players must supply proof of age ID each year. This ID must be accompanied by a copy of the Parental/Guardian Waivers with emergency contact details. Such proof of ID must be stored in a centralised location as prescribed by GW.

A Participant is not considered registered with GW for the current season until they have:

  • Completed their GA online registration via the prescribed portal.
  • Paid their registration fee online via the prescribed portal.
  • Met the photo ID requirement as per above.
  • Completed the GW Release and Liability Waiver.

A participant will have their registration cancelled, effective immediately, if:

  • They have any outstanding debt owed to GW. This includes any debts relating to the State Representative Team.
  • They are in possession of GW equipment or uniform/s they have failed to return immediately when asked.

The amount payable for all categories of registration will be set each year by the GW Board.

11. CLUB RESPONSIBILITIES

11.1 Registration

On the date indicated in the Schedule of Events, ALL NEW CLUBS must provide the GW Registrar with a minimum of 20 Senior or 15 Junior online player registrations (where possible).

  • After the first round, any further participants must be registered with GA online, prior to the registered person’s name first appearing on the GW Team Sheet.
  • If a participant’s name appears on the GW Team Sheet the participant must be fully registered online.
  • By adding a participant’s details to a club’s electronic registration list a club will be deemed by GW to have accepted that player as a registered player for that club.
  • If a club includes a participant on their registration list and the participant does not provide, prior to competing, proof of payment via GA online registration , the participant will be considered unregistered for the purposes of match penalties.
  • All participant registrations for each Competition season are non-refundable except where the participant does not compete in any GW sanctioned game. Any requests for refunds MUST be made through the participant’s club.
  • Any participant who does not complete the registration requirements is not recognised as a registered member of GW and is ineligible for any benefits covered by membership of GW.
  • These include but not limited to selection in any GW representative or club side, in any event that involves or is sanctioned by GW, or any of its member clubs.

11.2 Transfers

A transfer form must be completed by the participant and signed by the participant’s previous club. All participant transfers between clubs are to be approved by the President of Gridiron West however will not be allowed if:

  • The participant has outstanding debts owing to their previous club, as per the GW Debt Registry Policy.
  • The participant is in possession of uniform or equipment belonging to their previous club.

If the transfer is during the season and the participant’s name has appeared as a registered participant on another club’s team list for that season, the participant or the club they wish to transfer to must pay the $100 transfer fee:

  • $50 will be credited to the account of the participant’s previous club.
  • $50 will be retained by GW.

Inter-club transfers are not permitted during the season the participant is registered after round four.

In exceptional circumstances (eg. change of address etc.), a player can make an application to the league for a transfer after round four which must be carried by a majority of the board excluding the two clubs involved .

It is the responsibility of the club to whom they wish to transfer, to obtain a signed transfer form from the participant’s previous club and send the signed form plus, if applicable, the transfer fee of $100 to GW prior to the participant competing with the new club.

In the event a club does not enter a team or disbands a team prior to or during any Competition, the GW Board may choose to waive all transfer requirements.

There is no ‘expiry date’ on player transfers.

11.3 Poaching

The practice of poaching is not condoned and is a breach of the GW code of conduct. Poaching is the deliberate attempt by a club, or its members to secure the transfer of a player to their club through coercion or undue pressure.

This may include but is not limited to the following actions:

  1. Promise of monetary or similar compensation (including reduced playing fees).
  2. Promise of jobs or other support (with the express condition of transfer).
  3. Promise of representative selection.
  4. Undue pressure or coercion applied to a player particularly during a representative campaign.

Where a club, or the board feels poaching has occurred the following can be applied

  1. Where a transfer has been submitted the club can protest the transfer and the case will be considered by the board by majority vote (excluding the two clubs in question) where the transfer can be denied if they feel poaching has occurred.
  2. At the discretion of the board, by majority vote, the individual involved in the activity can be charged with a breach of the code of conduct and the matter referred to the tribunal for consideration.
  3. Where a club feels an attempt to poach a player has been made they can refer the matter to the board for consideration based on the evidence provided.

11.4 Team Entry Costs & Forfeits

11.4.1 Team Entry Costs

Table 11-1: Team Entry Costs.

Team Fee
Senior and Junior Team Per player fee of $55
Senior Team Only TBA
Junior Team Only TBA
Forfeit Bond $500 per team entered

11.4.2 Per-Player Fees

Per-Player fees are determined after the GA AGM on a yearly basis after insurance and registration costs are released for the coming calendar year.

11.4.3 Forfeits

If a team forfeits, the forfeit bond loss will be $100, IF the GW Secretary is notified by phone PRIOR to midday Friday or by 9am Friday if the team is involved in a Friday night game. If a team forfeits, the forfeit bond loss will be $300, IF the GW Secretary is notified by phone AFTER midday Friday, or no prior notice given. The bond shall be divided as follows:

  • Opposing Team $150 if forfeit after midday Friday.
  • GW $150 if forfeit after midday Friday.

Any match started and forfeited prior to half time will incur a $100.00 fine. $50 will go to GW and the remaining $50 to the Opposing Team. One match may be started and forfeited after half time without penalty. Afterwards, subsequent forfeits will incur a forfeit fine of $100 as divided above.

11.5 Weekly Fees

Gridiron West does not currently have any weekly league fees.

11.6 Penalties

Table 11-2: Penalties for Registration Infractions.

Infraction Penalty
Unregistered or ineligible player or coach. Two match points* and $200 fine per player or coach. For finals, loss of game.
Late Team Registration Form or Fee. Additional $100.00 per day up to ten days from scheduled due date.
Non-payment of team registration fee, outstanding eleven days or more after scheduled team registration date. Exclusion from upcoming season.
Any outstanding debts to GW prior to any finals series without an approved payment plan. Team becomes ineligible for participation in any finals series. Also, no Team Registration applications for subsequent seasons will be processed until debt is cleared.
*Note: Offending teams can go into negative points.

11.7 Finals Eligibility

11.7.1 Teams

To be eligible to compete in the finals a team must have paid all registration fees, match day payments, fines, bond payments or other outstanding debts owed to GW by the Tuesday prior to their first scheduled finals game.

In the event of a team NOT being financial by the required time, that team will be taken out of the final and the next highest ranking team inserted.

11.7.2 Individuals

In the event of a team forfeiting a finals game their scheduled opponent will be declared the winner.

To be eligible to play in finals, a player must:

  • Be registered in the current season
  • Have no outstanding debts to GW
  • Not be in possession of any GW equipment or uniform that was asked to be returned
  • Have been named on and signed the GW Team Sheet and participated with that team during the current regular season in no fewer than:
    • 5 games (Seniors)
    • 5 games (Juniors)
    • 2 games (Womens)

The Registrar will advise each team which players are eligible for finals.

Applications for an exemption to the above rule must be submitted to the GW Board at least fourteen days before the first finals game for the team. Generally, the only grounds for an exemption that would normally be considered are:

  • Injury
    • The player sustained an injury during a GW sanctioned game, event or training (event should be recorded in the injury register on the registration portal), and;
    • The player had a current registration with GW at the time of sustaining an injury, and;
    • An injury report form was completed and submitted to the GW registrar within seven days of the injury being sustained, and;
    • Substantiating medical evidence is supplied to the GW Board and the player would have been able to complete the eligibility requirement but for the injury.
  • Work related – where the player produces his work roster schedule.

A special board meeting will be held in the week immediately preceding the finals series all applications and documentations will be considered by the board and each application approved/ rejected by majority vote

If the board is unable to convene this meeting then the process can be carried out via email or other online management tool eg. Trello.

All evidence must be provided to the registrar for verification prior to the submission being loaded on Trello for consideration.

11.8 Debt Registry

Please refer to Appendix A: GW Debt Registry Policy for details on how debt and debt related administration occurs.

12. OFFICIALS

12.1 Team Officials

To assist in increasing the number and standard of officials, clubs should encourage participants, past and present and others who will act as team officials, to attend the AGOA training and accreditation courses.

  • AGOA will coordinate and run the officiating courses.
  • The venue and cost will be set each year by the AGOA.
  • Course dates are in the GW Schedule of Events.

12.2 Qualifications

All team officials must have attained AGOA Level 0 accreditation. Team officials may undergo further officiating training to obtain a higher qualification.

Level 0:

To complete Level 0 accreditation, team officials must attend a one-day course. This accreditation will remain current as long as the official officiates in at least two games (senior or junior) each year. If an official does not officiate in at least two games during any given year, the official must repeat the Level 0 course in order to be re-accredited.

Level 1:

To complete Level 1 accreditation, officials must:

  • Complete a two-day course (the first day of which is the Level 0 course)
  • Pass an exam
  • Officiate in at least ten games
  • Be assessed in at least two of those games and achieve a rating of “Satisfactory”.

Level 1 officials are also subject to re-accreditation every three years. Details can be supplied by the AGOA on request, along with details of Level 2 and Level 3 accreditation.

Once an official completes the course, they will become a Provisional Level 1 Official. They will then have until:

  • The end of that calendar year to pass the exam.
  • The following two calendar years to complete the games requirements.

If the official fails to meet these requirements by the deadlines set, they will lose his status as a Provisional Level 1 Official and will need to repeat the course to become accredited.

12.3 Payment to Team Officials

[Currently under review: Payment Schedule.]

Level 1 officials are eligible for full match fees from the AGOA.

  • Provisional Level 1 officials are eligible for full match fees for games in the calendar year in which they complete the two2-day Level 1 course.
  • Upon completion of Level 1 accreditation within the three-year period, they will be eligible for retrospective payment for games in the two years after they completed the Level 1 course.

12.4 Spectators

Clubs are expected to control their spectators.

Any spectator abusing an official or otherwise behaves in an unacceptable manner, should be immediately spoken to by members of the club Committee and advised that the behaviour will not be tolerated.

If a spectator continues to abuse officials or behave in an unacceptable manner:

  • The officials will stop the game.
  • Captains from both participating clubs will approach the spectator and advise them their behaviour is unacceptable.
  • If the spectator is identified as a registered participant of any member club of GW, they will be subject to the same penalties that would have applied if they had been a participant in the game.
  • If the spectator is identified as a registered participant of one of the competing clubs, the officials may impose a 15-yard penalty against that team each time the officials feel the abuse is sufficient to warrant such a penalty.

12.5 Team Officials – Match Day Responsibilities

The AGOA will supply as many qualified AGOA officials as possible for each game. In addition, teams may be rostered to supply team officials for each game. They are welcome to supply additional officials if desired.

12.5.1 Match Day Pre-Game:

The AGOA will supply all team officials with uniforms. Team officials must be changed and ready for the pregame briefing not less than 30 minutes prior to the scheduled starting time of the game.

Team officials who arrive less than 30 minutes before the scheduled kick-off time may, at the referees’ discretion, be omitted from the crew if their late arrival prevents them participating in an appropriate pregame briefing.

12.5.2 Penalties

Table 12-1: Penalties for Officiating Infractions.

Infraction Penalty
Unqualified team official/s TBA
Non-Supply of team official/s TBA
Team official arrives late and is omitted TBA

For junior games, if the rostered team supplies an official but in the opinion of the Referee there are sufficient AGOA officials for the game, the Referee has the discretion to waive the requirement for a team official and no penalty will apply.

The Referee does NOT however, have the discretion to waive the requirement for team officials for senior games.

If, in the opinion of the Referee, because of failure to supply team officials, there are insufficient officials to safely proceed with the game, the game will be suspended.

If this occurs, the team rostered to supply officials will also lose part of their forfeit bond as stipulated above.

12.5.3 Game Day Administration

It is the responsibility of the officiating crew (supplied by AGOA) to undertake the following game day administration activities:

  • Inspection of ground for safety
  • Completion and submission of team sheets and player verification at half time
  • Enforcement of uniform rule violations
  • Completion of match reports
  • Completion of incident reports (where applicable) including full details as outlined in the tribunal procedure

13. COACHING ACCREDITATION

[This section is currently under review and will be revised once official recognition of the country’s coaching accreditation policies has been received.]

14. HOST GROUNDS

Grounds will be considered for use so long as general requirements of the GW Board as below are adequately covered:

  • Supply and cleanliness of players’, officials’ and spectator facilities.
  • Ground marking.
  • Ground set up.
  • Canteen.
  • Scoreboard and Scoreboard Operator, if available.
  • Ground clean up.

All facilities must be clean and operational not less than two hours prior to the scheduled start time of the first game. Suitable change rooms must be available for teams and officials.

Ground marking and ground set up must be completed prior to the scheduled start time of the first game.

  • Ground marking must be in accordance with the IFAF rulebook (except that pylons, nine-yard marks, yard line numbers and a solid white area between the front of the coaches’ box and the sideline are optional for GW games).
  • All ground markings must be white unless specifically authorised in advance by the GW Board.
  • All goal posts must be adequately padded.
  • The field must be free of hazards.
  • The field must be roped off or have an appropriate barrier, on all four sides of the ground to keep spectators clear of the playing area and team area. The rope must be at least twelve feet from the sidelines and end lines and at least six feet from the back of the team area.
  • A stretcher of a satisfactory standard must be available and readily accessible
  • Canteen must be operating 30 minutes prior to the scheduled start time of the first game and until after the conclusion of the last scheduled game. All profits belong to GW or as arranged with the host venue.
  • Scoreboard must be operational and updated after each score.
  • [Currently under review: All club volunteers must be dressed in volunteer tops with appropriate foot wear.]

If the Host venue fails to meet its requirements, and if in the opinion of the Referee such failure represents a threat to the safety of any person, the game shall be delayed until the problem is rectified.

If such problems cannot be immediately rectified, or the problem cannot be rectified, the game will be suspended.

15. DOCUMENTATION

15.1 Team Sheet

The GW Registrar will supply an official GW Team Sheet to each club. This Team Sheet will contain the names of all eligible participants for each team.

This will be completed by each club official and verified by the Referee at half-time in the match in which they are competing.

Only the official GW Team Sheet will be accepted.

The GW Team Sheet will contain:

  • The jersey numbers or role (i.e. Head Coach) of the participants.
  • The full name (surname first) of those participants, typed.
  • Current membership number.

15.1.1 Team Sheets

Team Sheets will be completed by each team for all matches including forfeits.

15.1.2 Filling out the Team Sheet

Prior to the match an appointed Team Official will record on the team sheet:

  • Confirmation of attendance by player (a tick in the appropriate box or filling out all details on the sheet) and their jersey number. Empty fields will render the entry invalid and the player ineligible.
  • Cross out any players who are listed but not playing (indicate if injured – IR).
  • Print both Managers names (if applicable, if not, head coach) and Head Referee’s name.

During the match the appointed Team Official will record on the team sheet:

  • Any touchdowns, extra points, field goals and safeties and the jersey number and club name of the person who scored them;
  • Any penalties and the jersey number and club name of the person who incurred it.

At the completion of the match the appointed Team Official should:

  • Total the number of points scored by each team;
  • Check the details are correct;
  • Meet the appointed opposition official and agree on score, viewing the opposition team sheet if required.

At the end of every match, each team shall give the referee the team sheet, already signed by a representative of that team, for the referee to verify the score, scorers and penalties. Once satisfied that all the details are correct, to sign the sheet and hand back to team official.

In the event that after verification by the referee the team sheets record different scores, the winning teams teach will be the recorded result.

Any team sheet that neglects to correctly and legibly fill out a team sheet will receive a caution on the first occasion and for repeated neglect thereafter will incur a penalty of the loss of one or more competition points as determined by the competition coordinator (or committee/tribunal as decided by the GW Board).

Team Sheets are to be lodged by email by close of business Monday after the last match of that round. The team sheet can be submitted by email or website.

In the event of any team sheet not be received by the GW Registrar within 21 days of the match being played, that team sheet shall NOT be used when determining Player Eligibility for finals.

15.2 Injury Reports

If an injury occurs and a participant receives medical attention during a game, a notation must be made on the GW Match Report immediately following the game in which it occurred.

A GW Injury Report must also be completed and submitted to the registration portal by close of business Tuesday following the injury via email.

Injury Reports are the responsibility of the injured participants club.

Only the official GW Injury Report will be accepted.

15.3 Referee’s Match Report

At the conclusion of each game the Referee will complete a Referees Match Report containing:

  • All scores during the game with accompanying jersey number (if applicable).
  • Number of ejections, personal fouls and unsportsmanlike conduct fouls.
  • Details of team officials.
  • Summary of disqualified players.
  • Report on facilities, ground marking, conduct of players and coaches, etc.
  • Any other information that needs to be brought to the attention of GW.

All Referees Match Reports must be completed in full and submitted by the officials to the GW Registrar by email on the Monday immediately following the weekend’s round of matches.

Only the official GW Referees Match Report will be accepted.

15.4 Match Reports

The officials will complete ALL details on the Match Report and sign it. The Officials are responsible for ensuring the Match Report reaches the GW Registrar by the Tuesday following their game by email.
Only the official GW Match Report will be accepted.

15.5 Game Day Planning Requirements

For a game to commence each team must have:

  • The GW minimum number of players (11 man football – 15 , 9 man football – 12) uniformed and equipped in accordance with mandatory safety requirements and fit to play.
  • The seniors number of 15 must be exclusive of Juniors
  • Have at least one coach who meets the minimum GW accreditation standard.
  • A ball person.
  • A Medic.
  • No identified, unmanaged debts with GW.

15.5.1 Medic

[Currently under review: All teams must have a registered and fully qualified medic present at each game. A game cannot begin without each team having a qualified medic present.]

  • Medics must as a minimum have a Level 2 First Aid qualification or higher. If the Level 2 Medic is a player, there must be a Level 1 non-playing Medic present.
  • Medics must be registered online with GA and GW and provide proof of qualification to the GW Registrar at time of registration.
  • If one team has no registered Medic present, the game will be declared a forfeit against that team.
  • That team will receive no points and the game will be scored as a 7-0 win to their opponent.
  • The team will lose their forfeit bond.
  • If no registered Medic is present for both teams, the game will be declared a forfeit against both teams.
  • No team will receive points and no scores will be recorded.
  • Each team will lose their forfeit bond.

15.5.2 Chain Crew

A game cannot begin without a chain crew. The chain crew must be available to the Linesman no later than 15 minutes prior to the scheduled kick-off time. The Home team will supply two and the away team will supply one volunteer to assist in this role.

15.5.3 Equipment

League Supplied:

Down markers and chains, vests will be supplied by GW and administered by the AGOA unless otherwise arranged.

Sideline:

Teams are responsible for the conduct of everyone within the box marked as their team sideline area. Anyone within that area MUST be a registered member of Gridiron West unless volunteering as chain crew or ball boy. There is no restriction on the number of players or team officials. Footballs are to be supplied by Gridiron West and NO team footballs are to be used in games.

15.6 Penalties for Match Day Infractions

Table 15-1: Penalties for Match Day Infractions.

Infraction Penalty
GW Team List, not supplied, missing, late or not completed. TBA
GW Match Report, not supplied, missing, late or not signed. TBA
Injured player named on GW Match Report and no Injury Report form supplied. No access to GW Insurance.
No chain crew ready for the scheduled start of the game. If a team fails to supply its required chain crew volunteers there will be a $50 penalty per volunteer not supplied. In the event no volunteers are found to assist in the game then the team not supplying forfeits. A forfeit fee will occur.
Deliberate substitution/tampering of a football in a game. Forfeit of game by the offending team 7- 0. If the opposition team has scored, their score will be used as the winning score. The offending team will receive a score of zero.
Incorrect Football Forfeit

16. STATUS OF GAMES

16.1 Forfeited Games

A forfeit game is declared if:

  • A team does not have at least a one coach present who is GW accredited.
  • A team does not have the GW minimum number of players suited up and ready and able to play at the scheduled start time of their game.
  • A team illegally substitutes a football into a game.

The GW requirement for a minimum number of players is:

  • 15 for 11 man games.
  • 12 for 9 man games.

The opposition team will be credited with the match points and a 7 – 0 score.

If neither side has the minimum number of players suited up and ready and able to play at the scheduled start time of their game, both teams will be deemed to have forfeited. No team will receive points and no scores will be recorded.

16.2 Regular Season Game Suspended – Extreme Weather Conditions

[Currently under review: Heat Policy.]

16.3 Suspended Games

The decision as to whether to suspend any game is at the sole discretion of the Referee.

If a game is suspended before the start of play or before the completion of the second quarter:

  • The game will be declared a 0 – 0 tied game.
  • The teams will receive the same match points as awarded for a completed tied game.

If the game is suspended after the completion of the second quarter, the game will be declared a completed game:

  • The team leading at the time of the suspension will be declared the winner.
  • The scores and any penalties incurred at the time of suspension will stand.

If the game is suspended after the completion of the second quarter and the scores are tied at the time of suspension:

  • The game will be declared a completed tied game.
  • The scores and any penalties incurred at the time of suspension will stand.

16.4 Mercy Rule

[Currently under review: In the interest of preserving the integrity of the game, there shall be a mercy rule enacted whenever the conditions of a game reaches the following:]

  • Juniors Team trailing by 30 or more points by or after half-time
  • Seniors Team trailing by 35 or more points by or after half-time

When mercy rule criteria are met, the game clock shall not be stopped under any circumstances, except during a time-out or injury. All other normal clock-stoppages (incomplete passes, out of bounds runs, change of possessions, etc.) will not occur.
Should a game be brought out of mercy rule criteria (i.e. team scores to trail by less than 30 in juniors, 35 in seniors), normal timing rules will apply.

16.5 Semi Final or Bowl Suspended – Extreme Weather Conditions

If a Semi Final or Bowl is suspended before the start of play or before the completion of the second quarter the game will be rescheduled.

If a Semi Final or Bowl is suspended after the completion of the second quarter:

  • The team leading at the time of suspension will be declared the winner.
  • Any penalties incurred at the time of suspension will apply.

If the scores are tied at the time of suspension (after the completion of the second quarter):

  • Of the two competing teams, the team that finished higher on the ladder during the regular season will be declared the winner.
  • Any penalties incurred at the time of suspension will stand.

16.6 No Game

The decision as to whether to suspend any game is at the sole discretion of the Referee.

16.7 Regular Season Suspended For Reasons Other Than Weather Conditions

The GW Committee of Management shall meet not more than 48 hours after the suspended game and discuss the reasons for the suspension of the game. This may be done by email.

The GW Board may either:

  • Order the resumption of the game at a time and place determined by the GW Board.
  • Award the game to either of the competing teams.
  • Declare the game a tie.

The competing teams are excluded from the vote on this decision.

16.8 Semi Finals/Bowl Suspended For Reasons Other Than Weather Conditions

The GW Committee of Management shall meet not more than 48 hours after the suspended game and discuss the reasons for the suspension.

The GW Board may either:

  • Order the resumption of the game at a time and place to be determined by the GW Board.
  • Award the Semi Finals/Bowl to either of the competing teams

The competing teams are excluded from the vote on this decision.

APPENDIX A: GW DEBT REGISTRY POLICY

GW Debt Registry Policy incorporates a centralised registry of debts owed by individuals to clubs. The nature of the policy is to discourage individuals from avoiding their team fee obligations and moving between teams in the avoidance of outstanding fees carried from previous years. It is also a means to avoid disputes among teams and or players with regard to amounts outstanding and streamline the player transfer process. It also is a tool for the league as a whole to eliminate participants who show a continued behaviour of participating without being financial and incur a bigger cost burden on the league and gridiron community as a whole.

  • GW will make available a centralised registry for the purposes of clubs recording outstanding fees at the end of the most recent year.
  • The registry is the method that will be used by GW to check individual’s financial status for the purposes of Club transfers.
  • It is the responsibility of individual clubs to ensure the registry is updated with the details of players, fees outstanding and equipment not yet returned.
  • In order to lodge a player on the Debt Registry a club must satisfy the following:
    • The club must have documentary evidence of record of any payments made or equipment issued while the player was registered with their club.
    • The club must have documentary evidence of reasonable efforts to recover outstanding fees and equipment including notices of outstanding amounts and or records of equipment issued.
    • The club must record the final amount and or equipment outstanding by the prescribed period as set by GW (It is proposed for this to be within two months after the scheduled GW grand final).
    • The club is only allowed to record the most recent year of outstanding fees and equipment.
      • The club is only allowed to record a maximum of one year of outstanding fees, being the most recent.
      • If a team allows a player to participate multiple years while being un-financial this is deemed to be an internal matter for the club who has clearly forgiven the debt from year to year.
      • Any extra amounts that are not related to player fees which makes the outstanding amount greater than one years fees must be documented and clearly identified as to the nature of the funds.
  • The transfer record will be locked by GW after the closure of the prescribed Debt Registry date.
  • All transfers for the period following the Debt Registry “lock” will be referenced against the Debt Registry in the Player Transfer as per Section 11.2.
  • If a transferee is not on the register they are deemed to be eligible to transfer not baring all other provision according to the Transfer policy.
  • If a player is on the register they may not be transferred until outstanding debts and equipment have been satisfied with the club involved.
  • Any player on the Debt Registry is deemed ineligible for State Team selection until the debt is satisfied regardless of transfer status.