Process Changes and Fees

Basketball Victoria Annual Participant Licence

Background

Please note that this is not an additional participation fee that has been introduced by Basketball Victoria (BV). All participants (players and referees) previously paid for their BV affiliation in various ways:

  • Metro region players – fee embedded in registration/match fees that was collected and passed on by associations on a per team basis to BV each season
  • Country region players – BV Country affiliation fee
  • Referees – Technical Officials Commission (TOC) fee

We’re now combining/replacing these with the annual participation licence that is more equitable, affordable, transparent and fair, and covers all participation (playing and refereeing) across the state during a 365-day period in any BV sanctioned competition.

Affiliation covers insurance and participation opportunities for players, provides services and insurance for clubs and associations, and development and management of the sport as a whole.

Basketball Victoria utilises PlayHQ as the participant registration and competition management platform. PlayHQ will automatically determine when payment of the licence is due. The licence expiry date can be checked in the profile section on PlayHQ.

Please note that club and/or association fees are typically still payable and are determined by the respective organisations.


What are the costs associated with the implementation of individual registration of Basketball Victoria?

The following is the fee structure that is currently underway for any individual registering to a season that commences in 2020.

Please note: all registration fees listed are an ‘inclusive’ cost. This means inclusive of GST and transaction fees.


Participant / Player and/or Referee 

(A one-off, annual Basketball Victoria licence / valid payment – for anyone wanting to participate in a BV sanctioned competition).

This allows any participant to play as many times as they want, wherever they want across Victoria. PlayHQ will automatically determine when payment of the licence is due. The licence expiry date can be checked in the profile section on PlayHQ.

  • $25ppJunior (17 and under) participant – annual, once-off payment
  • $39ppSenior participant (18 and over) – annual, once-off payment

We would like every coach and team manager to register their details with Basketball Victoria, but it is not compulsory, they will not be required to pay a BV registration fee, however there are significant benefits in doing so (eg capturing Working With Children check information).

Users will be able to see their registration history and manage their own details via their profile in the PlayHQ platform.

Note: Referees will be on-boarded onto PlayHQ in 2021 (although they will benefit from the fee change via the short-term process communicated via the BV Technical Officials Department).


Seasons

Participants self-register to a competition for a specific season. Each season has been configured with a start date and an end date by the relevant association. These dates encompass all grades in that competition season, including finals.

First time registration into PlayHQ

If a player/referee is registering into PlayHQ for the first time, in addition to any club and/or association fees (if applicable), they will need to pay for their licence. Once they’ve registered/paid, their license starts immediately. Also immediately, they will be assigned a licence expiry date as follows:

  • If they are registering before/on the season start date, they will get an expiry date that is 365 days after the season start date
  • If they are registering after the season start date, they will be assigned an expiry date that is 365 days from the day they registered

Subsequent registrations into PlayHQ

If a player/referee already has a licence and is registering to a subsequent season (at the same or different association), in addition to any club and/or association fees (if applicable), PlayHQ will compare their licence expiry date with the season end date to determine if they need to renew their licence.

  • If their expiry date is before the season end date, they will be charged for a 365-day extension to their licence so that this does not lapse mid-season
  • If their expiry date is on/after the season end date, they will not be charged, as their licence already covers them for the entirety of the season that they are registering to

Example 1:
WINTER 2020

  • Player does not have a licence
  • Player registers on 15/02/20 to a season that starts on 15/04/20 and ends on 15/09/20
  • The player is charged for a licence and their licence expiry date is 15/04/21

SUMMER 2020/21

  • Player returns for the summer season and registers on 15/08/20 to a season that starts on 15/10/20 and ends on 15/03/21
  • As the player’s licence expiry date (15/04/21) is after the end of the season (15/03/21), the player is not charged

WINTER 2021

  • Player returns for the winter season and registers on 20/02/21 to a season that starts on 20/04/21 and ends on 20/09/21
  • As the player’s licence expiry date (15/04/21) is before the end of the season (20/09/21), the player is charged and their expiry date becomes 15/04/22 (existing expiry + 365)

Example 2:
WINTER 2020

  • Player does not have a licence
  • Player registers after the start of the season on 15/06/20 to a season that started on 15/04/20 and ends on 15/09/20
  • The player is charged for a licence and their licence expiry date is 15/06/21

SUMMER 2020/21

  • Player returns for the summer season and registers on 15/08/20 to a season that starts on 15/10/20 and ends on 15/03/21
  • As the player’s licence expiry date (15/06/21) is after the end of the season (15/03/21), the player is not charged

WINTER 2021

  • Player returns for the winter season and registers on 20/02/21 to a season that starts on 20/04/21 and ends on 20/09/21
  • As the player’s licence expiry date (15/06/21) is before the end of the season (20/09/21), the player is charged and their expiry date becomes 15/06/22 (existing expiry + 365)

Are these registration fees new, additional, or extra fees?

No, the individual registration fees – or Basketball Victoria Annual Licence are not ‘new, extra or additional fees’ for participants from Basketball Victoria. In some cases they are reductions from current costs.

For regional or country participants, they annual registration costs are the same fee for participants aged 18 and over – $39pp annually, and a reduction in fees for junior participants under the age of 18 – $25pp annually, as of 2020.

For participants in metropolitan Melbourne, the fees are a realignment of the current team based fees that associations charge clubs and/or participants and then passed onto Basketball Victoria. Metropolitan associations will no longer be required to forward on team based fees to Basketball Victoria twice a year (from 2020). Associations should work with their affiliated clubs (if applicable) and/or adjust their team fees to allow for the individual fees as per below if they wish.

Fees going through the system will be itemised so users will have transparency over what their registration fees cover.


Aussie Hoops / Skill Development / Learn to Play

  • $5 – Introductory / skill development / Aussie Hoops or equivalent – per term/program

For participants who are learning the game but yet to play an official BV game.

Note: 1) Aussie Hoops registrations are via SportsTG and Basketball Australia at this stage, but the fee change has been reduced / implemented from Term 1 2020. This is a reduction to the current $11 per term being charged to Aussie Hoops participants. 2) The fee for other skill development / term based programs will not be implemented in PlayHQ until later in 2020.


Participant with a disability / wheelchair athletes

For associations with Access All Abilities / Intellectual Disability participants and/or wheelchair competitions – the Basketball Victoria annual licence is:

  • $10pp – Junior (17 and under) participant – annual, once-off payment
  • $24pp – Senior participant (18 and over) – annual, once-off payment

For associations that only organise competitions for Access All Abilities / Intellectual Disability participants – eg Power Assist and Doncaster All-Abilities, the Basketball Victoria Fee is turned off at the organisation level and we have seperate arrangement for fee collection outside of the system.

For associations who have competitions for wheelchair athletes and Access All Abilities / Intellectual Disability participants in their broader organisation, they can contact Basketball Victoria Digital Support to apply for discount vouchers to reduce the fees to correct rate.


Financial Hardship Cases

PlayHQ has the ability to add in discount coupons or promotional codes at the time of participant registration on a case by case / per association basis. This will assist in capturing players’ details, but also ensure players get on the court without socio-economic or other barriers preventing entry. We are also exploring third-party payment plan providers as possible integration into the new system in the future. The BV Digital Support Team are happy to discuss situations and scenarios to ensure no one is left behind, everyone is registered and gets on the court.

Casual Player Pass / Fill-In

  • $0 – Casual Player Pass / Fill-in – proposed – 2 games max. per year. Player must be fully registered by their 3rd game within a 12 month period. Associations can create additional charges as they like or ask for full registration upfront if they prefer.

Note: We would like to capture the details of who is playing and then have them fully register by their 3rd game, but also do not want to provide any barriers for people to play. There will be a base level of information required for a fill-in/casual player before taking the court. The system will assist with this process

Associations can also implement their own rules, processes or by-laws to ensure casual players are captured.


How does a participant pay to be registered with Basketball Victoria?

If your association or club has been set up and their season registrations are open, parents / adult participants can access a season registration link via their association or club website or by visiting PlayHQ.com (to find their association or club).

The only way to register to your club or association’s competition season is via the direct club or association link provided or located on PlayHQ.com

First time users will be directed to set up a PlayHQ profile at PlayHQ.com via the direct registration link, and then will be circled back to the registration form to easily register their dependents or themselves to the relative competition season.


Will there be different Basketball Victoria individual registration fees across the state?

No, every participant across Victoria will pay the same amount whether they are in Metropolitan Melbourne or regional / country Victoria. The fee structure is set out above. 


When will participants have to pay / register?

Payment of the BV registration fee is required by when registering to a competition season where the anniversary of a 365-day period (ie: annually) expires during that season.  The participant / user / guardian will be in charge of their own (or child’s) payments / profile and will be required to pay the BV ‘licence’ fee at the time of registration (if due) as they register for the upcoming season.


Does a participant have to register before they play? What about a fill-in player?

Yes, a participant must be registered before they play. We understand that some concerns have been raised about how we handle “fill-ins” as a sport.

The new system will assist in handling casual/fill-in players, while adhering to privacy principles of users accepting terms and conditions, providing a short term/quick registration option and ensuring there are no barriers to participation.

There are a few options and rules to assist with fill-in players and getting people on the court ASAP, but no one should compete in a game without our sport knowing who they are. We also understand that some people specifically try to get around any system, we acknowledge this occurs and aim to help you with tools and support to try to minimise this.


I’m a metropolitan association administrator and still want to charge team fees in the new system, can I?

Yes. You can choose to continue charging team fees or switch to an individual only model when gathering your fees and revenue for participation, or charge a combination of team and player registration fees. Participant fees can be rolled up into one payment amount and automatically split to club, association and BV (fees/products are itemised). We understand each association operates differently in respect to participation fees and may need assistance to alter their structure or better understand the process. Associations based in regional Victoria already operate with a BV (BVC) individual player registration fee model, so there are a number of case studies already in use across the state. We are happy to work with you to explore the best options as appropriate.


Does a metropolitan association still have to pay seasonal fees to BV?

No. Metropolitan associations will no longer have to forward on participant / pay seasonal fees to Basketball Victoria. However, affiliated associations / members will have to a pay an annual affiliation fee to Basketball Victoria.


Will this new system assist with tribunal cases and clearances?

Yes. The proposed new system will have a fully integrated member database that will assist in handling tribunal cases and clearances state-wide.


Will there be any extra information required by BV when registering?

No. The participant registration information required at the time of registration will comply with the Basketball Australia National Registration Forms. Associations and clubs will have the opportunity to add in specific data questions/fields that are relevant to their competition and participant requirements.


Who controls the participants data? What about privacy?

The participant ultimately controls their own data. This is in line with all of our obligations under the National Privacy and Privacy Principles Act (2014), plus, allows the participant to control their own basketball experience by deciding what communication they will receive across all levels: club, association, BV and BA.

However, approved administrators at club and association level will still have relevant access to their own members’ details for competition / member management and event delivery.

The Basketball Victoria Privacy Policy can be found here or at https://basketballvictoria.com.au/policies/


I’m concerned about conflicting sponsors or partners, will BV or third parties be spamming my members with constant contact?

No. As the participant controls their own data/privacy levels, they will get to choose whether they ‘opt-in or opt-out’ from receiving information from their club, association, state/national body as part of the registration terms and conditions. As has always been the case, we (BV) will never pass on data or details to any third party. This will be covered in our participant terms and conditions – which can be found here.


If associations require further communications or assistance regarding the project please contact the following:

Project Specific Queries:

Basketball Victoria Digital Support Team

David Owies – Senior Digital Support Officer – david.owies@basketballvictoria.com.au

Kevin Ng – Digital Support Officer – kevin.ng@basketballvictoria.com.au

Ben White – Digital Support Officer – ben.white@basketballvictoria.com.au

Matt Shimell – Digital Support Officer – matt.shimell@baskteballvictoria.com.au

Matt McIntosh – GM Communications, Marketing & Digital – matt.mcintosh@basketballvictoria.com.au

Click here to go back to project overview.

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