Membership
By registering my child as a player for the Ashwood Wolves Basketball Club (the Club), I understand that I, and my child if 15 years or older, become members of the Club with rights as outlined in the Rules of Ashwood Wolves Basketball Club Inc. under the Association Incorporation Reform Act 2012.
Note: Children under the age of 15 are Associate members only.
I understand my membership will cease when my child is no longer registered to play with the Club, or is otherwise revoked by the Club’s Committee.
Code of Conduct
As a registered participant of the Ashwood Wolves Basketball Club, we expect that all players, coaches and spectators abide by the Codes of Conduct set out by the Melbourne East Basketball Association (MEBA) and Basketball Victoria.
This policy aims to promote a safe, respectful and enjoyable environment for everyone involved in the game. Any breach of these expectations may result in disciplinary action from MEBA or the Ashwood Wolves Basketball Club, such as warnings, fines, suspensions or bans.
The Ashwood Wolves Basketball Club fully supports these policies and expects all of our players, coaches, parents, spectators and administrators to comply with them. We encourage all parents and guardians to review these policies, and ensure that you, your child and anyone supporting your child abides by them.
Team Selection
At Ashwood Wolves, we assign volunteer Age Group Coordinators (AGCs) to manage team organisation across different age brackets for both boys’ and girls’ competitions. These coordinators play a vital role in overseeing the formation of teams each season, among other responsibilities.
Putting teams together is a detailed and often time-intensive task. Each new season brings a fresh mix of factors that must be considered, including:
- Enrolment of new players into the club
- Assessment outcomes from any grading sessions that may be conducted
- Returning players from previous seasonsAge Group Coordinators
- Movement of players into higher age groups or new competition levels
- End-of-season feedback submitted by coaches
- Performance observations by AGCs from previous games
- Additional insights such as representative basketball involvement or external coaching
- Input from coaches, development staff, and members of the selection team
- Requests for preferred teammates or friendship groups (noted at the time of registration)
AGCs often also need to adapt team structures in response to players stepping away from the club for various reasons—whether to pursue other sports, change schools, move house, or take a break from basketball altogether.
Despite requests and preferences, our top priority is player development. The club strives to place each athlete in an environment where they can grow their basketball fundamentals, improve teamwork, and play at a suitable level of competition.
How to Make a Request
All team placement requests from families, players, or coaches should be included within the notes section of the registration form. Given the size of the club and volume of communication, we are unable to reliably consider requests made via email, social media, text, or in conversation. Using the registration form ensures every request is documented and reviewed as part of the formal process.
Overview
Forming teams involves balancing numerous elements to give each player the best opportunity for growth. At times, this may mean prioritising development over friendship-based requests.
While we aim to take all feedback into account, not all requests can be fulfilled. Specifically, friend group requests are considered only after we have addressed factors such as skills, competitive balance, and equal playing opportunities.
Those involved in the selection process, including AGCs and committee members, have a strong background with the club. Many have previously taken on roles as coaches, team managers, or parents of players and are familiar with the challenges that arise with each new season. Their experience helps ensure decisions are made thoughtfully and in the best interest of all players. If a particular request cannot be honoured, there will always be a sound reason.
Although we value social connections, our primary commitment is to fostering skill development and fair play across all teams. Ashwood Wolves believes that basketball naturally builds new friendships, and many strong connections are made each season within new team environments.
We kindly ask for your support and understanding as we make decisions focused on ensuring all players enjoy a positive, developmental basketball experience.
Refund Policy
Below is the policy regarding player withdrawals at various stages of the season:
Withdrawal Prior to the Registration Cut-Off Date
Withdrawals made before the registration cut-off date have minimal impact on team formation. A full refund will be provided, minus the PlayHQ processing fee (approximately 4.5%).
Withdrawal After Registration Cut-Off and Before Teams Are Submitted to the Association
Withdrawals during this stage can disrupt team planning and place a burden on club volunteers. The club also incurs administrative and payment processing costs. As a result, a 50% administration fee per player will be deducted from any refund issued.
Withdrawal After Teams Have Been Registered
(Usually two weeks after registrations close)
Withdrawals at this late stage can significantly aƯect team structures and place added pressure on coordinators, coaches, and team managers. The club may also incur penalties such as walkover fines and be required to urgently source replacement players.
No refunds will be issued after this stage.
Exceptional Circumstances
If the withdrawal is due to exceptional circumstances, you may submit a written request to the Ashwood Wolves Committee for consideration. All requests must be sent to:
registrar@ashwoodwolves.com.au
Medical Withdrawals – If the withdrawal is for medical reasons and supported by a doctor’s certificate, a pro-rata refund may be considered. Each case will be reviewed individually based on its merits.
Requesting a Refund
To request a refund, please email the Registrar with the relevant information. Your application will be reviewed through the club’s approval process, and you will be notified of the outcome via email.
Photography and Media
The Ashwood Wolves Basketball Club may occasionally use photographs or video footage featuring players, coaches, or spectators to promote the club and its activities. These images might appear in various club-related promotional materials, including but not limited to the club’s website, social media platforms, newsletters, and event displays.
To manage this responsibly, the club has created an opt-out form for individuals or parents/guardians who do not wish for their own or their child’s image to be used in any promotional content. Unless a completed opt-out form is submitted, it will be assumed that consent has been given for the use of images as described.