Registration, Withdrawal and Refund Policy

Melbourne Wolves Basketball Club commits to team entries, venue hire and other season expenses based on player registrations. Registration is a commitment to the season, and fees are not a pay-per-game charge. This policy balances those commitments with fair treatment of families when circumstances change.

This policy applies to domestic season registrations. Uniforms are purchased directly from an independent third-party supplier and are covered by section 7. Separate programs or events may have their own terms disclosed before registration.

For voluntary withdrawals received in writing:

Administration deductions reflect reasonable administration costs actually incurred and will not exceed the Club fee paid. Only one administration deduction applies to a withdrawal.

The registration closing date is the deadline published for the relevant competition and season. The season starts on the competition's first scheduled playing date, including grading, even if your team has a bye or you have not yet played. If the Club accepts a registration after that date, the post-start provisions apply from registration and will be disclosed before payment.

Subject to sections 4–5 and your legal rights, refunds or credits are not available for a change of mind, transfer to another club, holidays, school commitments, clashes with other sports, voluntary non-attendance or isolated missed games or training.

Ordinary team allocation, grading, coaching and playing-time decisions do not, by themselves, create a refund entitlement. Concerns should be raised with the Club so they can be addressed. This does not exclude a remedy for a service failure, a material departure from what was promised, or a child safety concern.

A player who is medically unable to participate in both games and training for at least four consecutive scheduled playing weeks because of injury or illness may apply for a partial refund. A medical certificate must confirm the period of inability to participate; a diagnosis alone is not sufficient.

The Committee may also consider serious hardship, bereavement, family relocation or other exceptional circumstances, including child safety or welfare concerns. Requests are assessed individually, promptly and sensitively. Raising a complaint or safety concern will not disadvantage an application.

For an approved discretionary refund, the starting calculation is the net Club season fee after discounts multiplied by the eligible unused regular-season rounds divided by the total regular-season rounds covered by that registration, less up to $30 in reasonable administration costs. Grading rounds count; finals and scheduled holiday breaks do not. Non-payment is not treated as payment for refund purposes.

For medical requests, eligible rounds are those within the certified absence. For permanent withdrawal, they are the rounds after the effective withdrawal date. The usual effective date is when the Club receives the written request. An earlier date may be accepted where medical evidence or exceptional circumstances reasonably explain delayed notice. The Committee may reduce or waive the administration deduction in appropriate cases.

Any refund is limited to the amount paid for the relevant fee. No round or expense will be refunded twice. The Club will explain the calculation in writing.

If the Club cannot offer an eligible player a team place and no alternative is accepted, it will refund the Club registration fee paid in full, without an administration deduction.

If the Club cancels a team or program before any services are provided and no alternative is accepted, it will refund the relevant Club fee in full. If services have already been provided, the Club will assess the undelivered portion and provide any refund or other remedy required by law.

Byes, walkovers and isolated interruptions do not automatically create a refund because season costs are shared and continue. Material changes, extended disruption or cancellation will be assessed on their circumstances, the services delivered and applicable law. A credit will not replace a cash refund where the law entitles you to a refund unless you agree.

Basketball Victoria, Basketball Australia, association, stadium and payment-provider charges are separate from the Club fee. Their refund eligibility is determined by the organisation responsible. The Club will explain which charges it holds, assist with enquiries and pass on any refund recovered for the player. These charges are not automatically included in a Club-fee refund. No external charge or processing fee will be withheld where doing so would conflict with a legal entitlement.

Payment plans spread the agreed fee; they do not create a weekly membership. On withdrawal, the Club will assess the fee payable under this policy, reconcile payments and confirm any remaining amount or refund in writing. Families should contact the Club before changing scheduled payments.

Government vouchers, grants and subsidies will be handled under the relevant scheme rules. Amounts funded by a scheme will not be paid to a family as cash where the scheme prohibits it.

Melbourne Wolves Basketball Club does not sell uniforms or take payment for uniform purchases. Families place orders and pay directly with the Club's nominated independent uniform supplier. The purchase contract is between the purchaser and the supplier.

The supplier handles order processing, sizing enquiries, production, delivery, cancellations, exchanges, returns, faulty-item claims and refunds. Please review the supplier's terms, sizing information and delivery timeframes before ordering, and direct purchase enquiries to the supplier using the contact details on its website or your order confirmation.

Withdrawing from the Club or receiving a registration refund does not automatically cancel a uniform order or entitle the purchaser to a uniform refund. Any cancellation or return request must be made directly to the supplier and will be assessed under its terms and applicable consumer law. The Club does not set or approve the supplier's refund decisions. Nothing in this section limits any rights or remedies available under applicable law.

Send your request in writing with the subject line "Refund request – player name – season" to the relevant contact below. Include the player's name, team, competition, reason for withdrawal, relevant dates, payment reference and any supporting evidence. For all uniform purchase, return or refund requests, contact the third-party supplier directly using the details on your order confirmation or the supplier's website.

Please apply promptly and, where practicable, before the season ends. A Team Manager or coach cannot approve a refund. The Club aims to respond within 10 business days of receiving the necessary information and process an approved refund within a further 10 business days, to the original payer through an available verified payment method. Any delay will be explained.

You may request Committee review within 14 days of a decision by replying to the decision email with your reasons and any additional information. Where practicable, someone not involved in the original decision will conduct the review. These timeframes do not limit statutory rights or access to external complaint processes.

Supporting information will be handled confidentially and shared only with those who need it to assess and administer the request. Team Managers do not need medical information.

This policy applies to registrations made after the Club publishes its adoption date and presents the policy before payment. Existing registrations remain subject to the terms accepted at registration and applicable law. Future changes will apply prospectively and will not retrospectively reduce existing rights.