Club Policies


Fees are payable at time of online
registration. Registered players are either fully financial at time of online registration or have opted into a signed payment plan agreement.

Players must be registered before any player participates in playing a match including pre season practice matches

Full fees are applicable to all players irrespective of how many weeks they attend training or rounds they play in.  

Registered Players are considered to be financial. Players who have entered into a signed payment plan agreement are considered to be financial, unless the agreement is dishonoured. In which case, our treasuer will communicate directly with the family. 

Players/families experiencing financial hardship are encouraged to contact the Treasurer. Each case will be assessed on its own merits by the Executive Committee in a timely manner. If an extension is approved, any departure from the agreement will result in the player being deemed un-financial. All matters relating to financial hardship requests are kept strictly confidential. 

A player may resign from the Club up to and including Round 3 and obtain a full refund of their Registration Fee, less a $50 administration fee. Resignations must be in writing and received by the Treasurer before Round 3 commences. From Round 4 onwards, Registration Fees are non refundable. 

Players transferring from another club to the Cheltenham Junior Football Club are ineligible to train/play until a full clearance has been submitted to the Club and received by the Executive Committee. Once this has been finalised the appropriate Coach and/or Team Manager will be notified. 
Players wishing to transfer to another club will have their clearance processed without delay providing that the player is financial with the club and has returned the club uniform and any club provided equipment. 
If the Club has reason to believe that, due to other circumstances, a clearance should not be given, they will notify the Head of Football Sub-Committee who will take the necessary actions to resolve the matter. If no solution is forthcoming then the matter must be referred back to the Executive Committee.


To encourage and provide each and every one of our players with equal opportunities to develop their football skills and love for the game. This policy has the clear aim of supporting our current club focuses of ‘retention and development’, to ensure all players share a positive experience at the football club and return year after year. 

It is important for all stakeholders to understand that winning Premierships and Lightning Carnivals is not more important than our club philosophy.  Our policy needs to be read in conjunction with the SMJFL policies to ensure compliance.

To maximise the number of players participating, and the amount of game time that each player plays, the Club will make every effort to field the number of teams to reach the optimum number of players for each team. Teams will be split and re-arranged in order to meet this optimum number.

The following guidelines will be used to determine the number of teams per age group:

  • up to 24 players – one team – this is the optimum number
  • 25 – 30 players – one team – in this case, the club will move players across age groups, either permanently or temporarily, according to these policies, and in order to meet optimum numbers.
  • 30 - 40 players – two teams – in this case, the club will move players across age groups, either permanently or temporarily, according to these policies, and in order to meet optimum numbers.
  • 40 - 46 players – two teams – this is the optimum number of players for two teams.

  • over 47 players – two teams - in this case, the club will move players across age groups, either permanently or temporarily, according to these policies, and in order to meet optimum number.
  • where there is a possibility of three teams, the same guidelines referred to above will be applied.

NB: for the Under 8-10 age groups we would consider playing with teams (squads) of a minimum of 15 if necessary.

Age Group                
8 – 10

Each player will play a minimum of 3 quarters, (excluding injury or suspension) with coaches to have pre-organised rotations, including rotations through the 3 sections on the ground. (NB: This includes Lightning Carnivals)

One of the key curriculum focuses at 8’s–10’s is to develop positional sense for all positions on the ground. Children should be exposed to a range of positions and be given equal opportunity to play a range of roles.

11 – 12

Each player will play a minimum of 3 quarters, with players playing positions at the coach’s discretion. Coaches may choose to run rotations throughout the quarter, but must ensure over the course of the season a players average game time is 3 quarters.

At 11’s – 12’s players still need equal opportunity to develop their game sense and understanding of a range of positions. However the coach can begin to develop players in certain roles, while ensuring all players still play an average of 3 quarters per week.

13 – 15

Each player will play a minimum of 2 quarters each game if able, with an average of 3 quarters to be achieved throughout the course of the whole season.

From 13’s – 15’s priority and preference should be given to players attending training consistently.

16 – 17

Each player will play a minimum of 2 quarters each game if able, with an average of 3 quarters to be achieved throughout the course of the whole season.

From 16’s – 17’s priority and preference should be given to players attending training consistently. Inter league and TAC cup players will also be given preference to play in positions that will best assist their development.



  • All players must play in their respective age groups unless agreed to by the Football Sub-Committee. (Note – the club understands the importance for kids, especially in the early years, to play with their school mates and some kids need to play up a year to do so. We will endeavour to accommodate these situations when requested whilst following the clubs policy on player numbers per team.)
  • Players may be asked, and may apply, to play for a team above the player’s current age group on a match by match basis, where:
  • The older age Group team requires more players to meet the optimum player numbers for a team, AND
  • The assignment makes the current age group from where the player is moving closer to optimum numbers (where applicable); AND
  • The age group is no more than two age levels above the players current age group, AND
  • Parental Consent to play in the older age group is provided to the Club, AND
  • The player is judged by the coaches of both teams to be capable of playing in the older age group. Consideration of the introduction of tackling at Under 11 will especially be considered.
  • Where the player plays temporarily in more than one match per weekend, this should be also agreed to by the Coaches, Parents and Team Managers to ensure that the player is not subject to excessive physical duress.
  • Players may not play in an age group temporarily more than two age levels above their eligible age, under any circumstance.
  • Players may only play one game in any age group per week as per SMJFL rules.

To reflect the SMJFL's desire for all members of a team to participate in finals the cap on playing numbers (24) will be lifted to all players who have qualified to play finals. There will also be a slight shift in the game time expectations with age groups participating in finals only required to give each player a minimum of a half during a final. This will support the more competitive nature of finals and ensure teams are better able to compete against other clubs who do not have a minimum game time requirement.

NB: Where team numbers make playing a half difficult, alternative arrangements will be considered prior to commencement of the finals with the prior approval of the football sub-committee.


The Cheltenham Junior Football Club strives to provide all players with a safe and caring environment in which they will achieve maximum football development and enjoyment at both training and in games. 

CJFC typically fields teams in all age groups between Under 8’s – 17’s, often with multiple teams. Each age group has different needs in terms of football development. Accordingly, the approach to training, game day and team selection policies will differ depending upon age group. 

Our philosophy of ensuring that each player receives every opportunity to maximise their football development in a fun and safe environment remains our number one objective. The SMJFL is a graded competition from the under 8 age level. From Under 13’s the priority will be to grade teams to ensure each team is appropriately placed according to their abilities.

Under 8 - 12 Age Groups 
Team selection will be based primarily on friendship groups (usually schools attended) however there is no guarantee that all children from a particular school will play in the same side. The Club encourages players to make new friends and to this end will endeavour to ensure an appropriate mixing of friendship groups within each team. These teams will not be graded. Players will not be chosen on ability. The focus will be on playing football with friends. Due to the typically high intake in these age group players may need to be reā€allocated in the second or subsequent year in these age groups. Accordingly, team composition may change from year to year to ensure equal numbers and maximise game time. 

Where there are two or more sides in the same age group the sides will be spread out through the SMJFL divisions. The Football Sub-Committee will endeavour to ensure all sides play in the appropriate division.

Under 13 - 17 Age Groups
The CJFC will provide all players from Under 13 – 17’s the opportunity to develop their football skills and play in the highest level within the SMJFL. We will do this by grading players and teams to ensure they play at the most appropriate level.

A greater emphasis is placed upon individual and team performances.

Where there is a single side in any age group, selection of the side is the responsibility of the appointed coach. The Football Sub-Committee will assist in placing the team in the most appropriate division within the SMJFL. 

Where two sides are formed in the same age group there should be even numbers selected for these teams. Team selection will be based on the CJFC Grading Process. 

Whilst one team may have a more advanced list of players we will endeavour to ensure that both teams will be as competitive as possible in their respective divisions.


The Grading process includes:- 

  • Information sessions
  • Selection panel
  • Training sessions
  • Match practice
  • Initial Team selection
  • Communication to players
  • Player movement
  • Final Team Selection

Information Session
Information session for players and parents will be conducted at the start of each season. These sessions are to clarify both the CJFC Grading Policy and Grading Process.

Selection Panel
A selection panel will be formed for each year level from Under 13 – 17’s to assist in the grading process. The panel will consist of team coaches plus one or two experienced/qualified persons that are independent from the team. A person can be on more than one selection panel.

Training Sessions
All age group will conduct their pre-season training sessions as a group rather than as individual teams with the respective coaches working together. After the season commences, the respective coaches will collectively determine the training scenarios for the group/sides.

The selection panel will observe and assess areas such as football skills, attitude, work ethic, attendance to training sessions along with the player’s performances during the previous season. Other criteria may be used as required.

Match Practice
Match practice will be used to assess and observe the players football skills, ability to read the play, work ethic, ability to follow instructions and playing within a team.

Players will be played in a variety of positions to determine the best options for both player and team. Other criteria may be used as required.

Initial Team Selection
The initial Team selection will be made after consideration to the player’s performances at the training sessions and practice matches. The selection panel may also use other information that will assist selection like previous years performances.

Communication to Players
Ideally we would like all players to be directly informed by their coaches as to where they are graded however this is not always possible. We would ask that all coaches show respect and empathy and to work with the parents in determining the best way to communicate decisions to all players.  

If a player and/or parent is unhappy with the selection process they can raise the issue in writing to the Football Sub-Committee.

Movement of Players
Players can be rotated between sides in the same age group for up to the first 4 rounds of each season. Note this is a rule that the SMJFL has promoted to ensure players have the opportunity to play at the most appropriate level within the competition.

Please refer to the SMJFL Player Movement Policy 

Final Team Selection
After week four in the season all teams are finalised and no further changes can take place.

The Club appreciates that there may be extenuating circumstances, and that some players may wish to be in a particular side. Such requests should be made in writing to the appropriate selection panel or to the Football Sub-Committee. 


At Cheltenham Junior Football Club we are committed to providing a safe and enjoyable environment for all players, parents and spectators. However sometimes issues can arise at the Club which appear to be discriminatory or appear to be in breach of the Club’s Policies or Codes of Conduct. Any member or spectator may make a reasonable complaint about such an issue.  
In many circumstances raising the issue directly with the person causing the grievance is the best place to start however this is not always possible for different reasons.  

Examples of complaints covered by this procedure include: 

  • Inappropriate behaviour towards a child
  • Concerns about child disciplinary procedures 
  • Behaviour of a coach or other team official 
  • Damage or loss of property
  • Bullying and harassment  

NB: Any serious complaints such as those which place others at serious risk of harm, should be referred immediately to the Child Safety Officer or President and will be kept confidential.  

 NB: If the complaint is about a member of SMJFL staff, or about the Child Safety Officer to whom the incident would otherwise be reported, a report can be made to the SMJFL’s nominated Child Safety Officer.

Step 1 - Before Making a Formal Complaint 

In many situations the most appropriate step is to discuss the issue with the person who is the cause of the complaint. If the problem cannot be resolved by a direct personal approach it should then be raised with an appropriate person in order to discuss the issue and attempt a resolution. For a parent or member who has a complaint about another child or another member of the Club, the concern should be raised with the relevant coach, the Child Safety Officer. For a parent or member with a complaint about a Committee Member, the concern should be raised with the General Manager.  The General Manager is independent to the General Committee and reports directly to the President and has the authority to investigate independently if required.  

Step 2 - Making a Formal Complaint 
If the direct approach has not resulted in a satisfactory outcome then a formal complaint can be made. The initial formal complaint must be introduced to the General Manager or President in writing. There is an Incident Report Form on our website which you can print and email. If you make a complaint it will be investigated in a fair and impartial manner. No judgements or assumptions will be made and no action taken until the investigation is complete. If a complaint is made against you, you will be given the opportunity to tell your side of the story. Confidentiality will be maintained at all times. Each complaint will be dealt with in as short a time as possible, ideally no more than one month.  

Step 3 - The Process
Once you have made a formal complaint in writing to the General Manager or President, that person will direct it to the most appropriate person ensuring that there is no conflict of interest before dealing with the complaint. Once a delegated person has decided to proceed that person will:

1.    Interview you or arrange for another appropriate person to interview you. During this interview the process will be explained to you. You will be advised what will happen if the complaint is upheld. You will be advised what will happen if the complaint is not supported by the evidence.

2.    Will take a written record of the complaint 

3.    Will speak to the accused person to hear his or her side of the story

4.    Will interview any witnesses  

Step 4 - Review 
If the complaint remains unresolved the General Manager or President will review the complaint and make a final decision with the consent of the majority of the Club’s Committee.  

Step 5 - Outcomes 
If a complaint is upheld the following are possible outcomes depending on the nature of the complaint: 

  • A mediated agreement between the parties
  • A verbal apology 
  • A written apology 
  • Any other action as deemed appropriate by the Club’s Committee

In the case of an incident around Child Safety then there may be an external procedure that needs to be followed.

External Procedure

There may be a range of external options available depending on the nature of the complaint. In the case of harassment or discrimination advice can be sought from the State or Territory Equal Opportunity Commission without being obliged to make a formal complaint. In the case of more serious breaches such as child abuse, the police or relevant state government department responsible for issues of child welfare should be notified.

Police or Government Authorities

Where an incident or suspected incident is of a serious enough nature as to be considered child abuse, the matter will be escalated to the police or relevant government authorities.

Child abuse relates to children (a person under 18 years old) at risk of harm, usually by adults, sometimes by other children, and often by those they know and trust. It can take many forms. Children may be harmed by verbal and emotional abuse and physical actions and by people failing to provide them with basic care.

Child abuse may include:

  • Physical abuse by hurting a child or a child’s development (e.g. hitting, shaking or other physical harm; giving a child alcohol or drugs; or training that exceeds the child’s development or maturity).
  • Sexual abuse by adults or other children where a child is encouraged or forced to watch or engage in sexual activity or where a child is subject to any other inappropriate conduct of a sexual nature (e.g. sexual intercourse, masturbation, oral sex, pornography including child pornography or inappropriate touching or conversations).
  • Emotional abuse by ill-treating a child (e.g. humiliation, taunting, sarcasm, yelling, negative criticism, name calling, ignoring or placing unrealistic expectations on a child).
  • Neglect (e.g. failing to give food, water, shelter or clothing or to protect a child from danger or foreseeable risk of harm or injury).

All allegations of child abuse will be dealt with promptly, seriously, sensitively and confidentially.

It is a legal obligation that anyone who reasonably suspects that a child has been or is being abused by someone within our sport, or by his/her parents/guardians, must report it immediately to the police or relevant government agency, and the SMJFL Child Safety Officer. The Cheltenham Junior Football Club or the SMJFL will not attempt to investigate, mediate or conduct any hearing into any allegation of child abuse as this is the role of the police and the relevant government agency.

Incident Report Form


The Cheltenham Panthers Junior Football Club (CJFC) recognizes the benefits of social media as an important method of communication and a tool of engagement for our members.

This policy aims to provide a set of guidelines for the use of social media and other form of digital communication in order to protect the players, officials, club members, umpires and the wider football community.

This policy applies to all CJFC members including players, parents and/or supporters, officials and any other volunteers.

This policy covers all forms of social media. Social media includes, but is not limited to, such activities as:

·         Maintaining a profile page on social or business networking sites (such as Linked In,
          Facebook, Instagram, Twitter or Snapchat);

·         Content sharing including Flicker (photo sharing) or You Tube (video sharing);

·         Commenting on blogs for personal or business reasons;

·         Personal and corporate websites;

·         Leaving product or service reviews on retailer sites, or customer reviews sites;

·         Taking part in online votes or polls;

·         Taking part in conversations on public and private web forums (message boards); or

·         Editing a Wikipedia page;

·         Email;

·         SMS/MMS.

All social media postings, blogs, status updates and tweets are treated as public comment. CJFC members, players, parents, officials and other volunteers are reminded that social media is not anonymous and that they should assume that everything can be traced back to them.

Postings (written, photos or videos) will be family-friendly and feature positive club news and events. 

No personal information about members will be disclosed.

No statements will be made that are misleading, false or likely to injure a person’s reputation.

No statements will be made that might bring the club into disrepute.

Abusive, discriminatory, intimidating or offensive statements will not be tolerated. Offending posts will be removed and those responsible will be blocked from CJFC social media sites

We expect our members to conduct themselves appropriately when using social media and be held to the same standards that they would normally be held to in other forms of public communications.

Cyber bullying (bullying that is carried out through an internet service such as email, a chat room, discussion group, instant messaging or through a website) is a criminal offence that can be reported to police.

Breach of Policy

If breaches of this policy are found, they should be reported to the CJFC Club President. A breach of this policy may result in disciplinary action from the CJFC Executive Committee. Any player, coach, official, parent/supporter who brings the CJFC into disrepute or does not abide by the Social Media Policy will be required to attend a meeting with the CJFC Executive Committee. If it is found that the player, coach, official, parent/supporter has breached he policy then a penalty may be imposed including, but not restricted to, a written or verbal warning, suspension or immediate de-registration.




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