Information for clubs

KidSport club eligibility

To be an eligible KidSport club, a club needs to deliver a recognised sport and be either a community sport club, incorporated organisation, business, school or Parents and Citizens Association that meet the mandatory criteria. 

All new clubs seeking recognition as a KidSport club are required to meet the club eligibility criteria, effective from 1 January 2018. 

All existing KidSport clubs that may no longer meet this criteria have until 30 November 2018 to fulfill the eligibility criteria i.e. apply for incorporation.

Categories and mandatory criteria for KidSport eligibility

Category Mandatory criteria
Community sport club or incorporated organisation

*Sport is defined as “a human activity involving physical exertion and skill as the primary focus of the activity, with elements of competition where rules and patterns of behaviour governing the activity exist formally though organisations and is generally recognised as a sport” Definition of sport and active recreation.

Business
  • Must be registered and affiliated with the recognised State Sport Association for the sport that the business provides
  • Have an Australian Business Number (ABN)
  • The activity provided by the organisation must meet the Sport and Recreation (WA) definition of sport*
  • Charge a membership fee for a minimum 8 weeks of a sport activity
  • Adhere to their obligations under the Working with Children (Criminal Record) Checking Act 2004.
School or Parents and Citizens (P&C) Association
  1. Must be a Western Australian registered school or a P&C associated to a registered Western Australian school
  2. Team must be entered into a community sporting program affiliated with the State Sporting Association
  3. Have an Australian Business Number (ABN)
  4. The activity provided by the organisation must meet the Sport and Recreation (WA) definition of sport*
  5. Charge a membership fee for a minimum 8 weeks of a sport activity
  6. Adhere to their obligations under the Working with Children (Criminal Record) Checking Act 2004.

 

Sport and Recreation (WA) has the final authority for determining if a club meets the mandatory criteria.

We encourage all clubs to ensure they have accurate and up to date details in the club portal at all times. This is to ensure they can efficiently receive payment once a voucher is redeemed.

KidSport club registration

Eligible clubs must register for a KidSport online account in order to accept KidSport vouchers as payment for fees.

Follow the how to guide to register an account.

The KidSport process for clubs

  1. Register a KidSport online account and provide your club details (use the how to guide to register an account).
  2. Your club will then be promoted on the public Find a Club webpage.
  3. Once your club is assessed to be a KidSport approved club you will be contacted via email.
  4. If approved, your club will appear on the list of clubs for parents to select during their online KidSport application.
  5. Your club will be notified by email when an applicant has been approved for KidSport funding to join your club.
  6. The parent/guardian will give you the approved voucher code for each child joining your club.
  7. The club needs to log in to your KidSport club portal and redeem the voucher by matching the code to the child’s name and validating it.
  8. The club can then invoice the local government or Sport and Recreation (WA) for payment.

Trial local government payment

A number of local governments are currently part of a trial payment process. Clubs with children residing in these local government will be paid directly from Sport and Recreation (WA). For trial local governments, the club will only need to validate the voucher. Sport and Recreation (WA) will create the invoice for the club and pay the club directly.

When creating an invoice in the club portal, clubs will be made aware if their payment is being made directly by Sport and Recreation (WA) or by their local government.

Frequently asked questions

How do I know if my club is already registered?

If you are approved as a Kidsport club you will be listed on the Find a Club webpage with a Kidsport logo. Check to see if your club is registered for KidSport. 

Who do I contact to find out if my club has been approved?

Email the KidSport team to receive a status update.

Can we provide refunds to families that have already paid in full?

KidSport cannot be used retrospectively by a family. A parent/child needs to provide their KidSport code when they are registering.

How do we change our club portal login details?

Email the KidSport team. It is best to use the email that your club registered their KidSport online account with if you know this. 

You will need to provide the team with the following details: full name, position, contact telephone number, preferred club email address, Evidence of your role at the club (e.g. minutes, club website with your name on it etc.). View the how to guide for help.

Once an approved club, how do we use the redeem KidSport codes and generate invoices?

Log in to your club portal and follow the different how to guides.

How often should clubs update their details?

Clubs should update their details before every season or whenever there are any changes to club contact details, fee structures or bank details. It is vitally important to ensure club details are up to date to ensure you can receive appropriate payment.  

How do I know what fee information to provide to Kidsport?

The club must update its fees for the upcoming calendar year before to start of the season. Parent/guardians need to know what the fees will cost so they can claim the appropriate KidSport amount (up to $150).

Parents can only choose one listed registration fee.

If you have a different registration fee for different age groups, please list these and make them clear so a parent can choose the right fee i.e. U/12s rego fee $120, U/15s rego fee $140

Please ensure that all associated costs are listed as a part of one fee i.e. insurance, state association affiliation cost, training fee etc. For clubs that have a variety of different types of registration fees and costs, please keep in mind a parent will not be able to choose multiple registration fees within the one KidSport voucher.

Clubs cannot have differing fee amounts for KidSport and non-KidSport children.

Can the vouchers expire?

All voucher codes will have a 90-day expiry from the date the parent/guardian and club receive the approval email. The parent/guardian must provide the approved voucher code at the point of club registration. The club is responsible for processing the voucher and invoicing the local government for the fees within the 90 day period.

If for some reason you do not receive the code within the 90 period, then it will expire and the parent/guardian will need to reapply online (if in the appropriate calendar year).

What if the parent/guardian does not have the KidSport voucher code on registration day?

The club will receive an email from the KidSport team once a child’s voucher is approved. However, the parent/guardian must provide the approved voucher code for the club to invoice the government for the fees.

Can we help parents apply for Kidsport?

Yes, as long as the parent/guardian gives permission then a club representative can assist to complete the online KidSport application process. The parent/guardian must provide the club with a personal email address for the application.