By Law:

Coaching Application and Review Process

Last reviewed: 31 October 2025

Enacted: July 2024 · In effect from: 1 October 2024

1. Purpose

The purpose of this by-law is to establish and maintain a process whereby coaching staff must apply for a position as a coach of a team, and define the process whereby the selection committee reviews and appoints the successful applicant.

2. Scope

This by-law applies to all club members, including players, coaches, officials, volunteers, and supporters, regardless of their role within the club.

3. Process

a. General Principles

• The committee will provision, at a suitable time every year, an electronic means by which an existing adult club member can submit an application to be appointed as coach for a team for the following season.
• All applicants for the position of Head Coach for a team must be a current member of the club.
• The application process will be created in such a way that an applicant will be providing details on not just which team they desire to coach, but on how they will structure their proposed team leadership / management squad, and must be prepared to nominate club members for the following roles (as required by age group):
  • Details (name) of an Assistant coach (must be current club member) — if desired / required
  • Details (name/s) of a minimum of one and a maximum of three League Safe nominees (must be current club members)
  • Details (name) of a Team Manager (must be current club member)
  • For U12+, a nomination for an FAO (L1 or L2 Sports Trainer), or a nomination for a club member willing to be trained in the role.
• Note that a team leadership squad can consist of no more than six (6) people. A Sports Trainer will count as a League Safe role.
• Coaches cannot perform dual roles.
• With regards to the coaching role itself, the applicant must be prepared to provide the following:
  • Age Group applying for
  • Personal details
  • Working with Children details
  • Acknowledge and agree to abide by the club constitution and all relevant by-laws, including but not limited to the Code of Conduct and Disciplinary Subcommittee by-laws
  • Previous experience / coaching history
  • Sponsorship / fundraising capabilities
• Nominees do not need to hold the required qualifications prior to submitting an application, however they must be willing and able to undertake the required certification.
• All roles require some degree of learning and certification, and the applicant will be expected to digitally acknowledge this fact.
• Applications will open at a given date, and remain open for a minimum of 28 days; in the event of no applications for a given age group, applications for that age group will remain open indefinitely.
• Applicants will be notified electronically within 2 business days of receipt of their application, which will include a closing date for applications and a decision review date.
• Applicants will be able to withdraw their application prior to the decision review date.

b. Review Process

• Applications will be reviewed by a review panel on the advised decision review date.
• The review panel will consist of either 3 or 5 members of the Management Committee.
• All applications will be judged on the merit of each application.
• Notes will be collated at the time of the review and retained in a secure electronic repository, and remain confidential at all times.

c. Outcome of Review

• Applicants will be advised via electronic means or phone call of the outcome of the application review process.
• Successful applicants will be required to keep their appointments confidential until the club formally announces the appointments.
• Successful applications will be announced to parents and club members prior to the start of the upcoming season.
• Successful applicants will be provisioned with a series of mandatory club meetings they and their team are required to attend for the upcoming season. All coaches must attend the mandatory coach onboarding meeting, and any disciplinary meetings as required, and the AGM.

d. Club Property

• Coaching teams will be issued with a consignment of club property, of which the head coach is ultimately responsible for.
• Coaching teams are expected to take care of, manage and ultimately return club property at the end of their tenure or season, whichever comes first.
• The head coach will be expected to sign a document confirming receipt of club property, which will be reviewed and signed off on return by a member of the management committee.

e. Compliance with Laws

• All coaching staff members are required to comply with applicable codes of conduct, laws and by-laws so furnished by the local (RLGC), state (QRL), and federal (NRL) governing bodies at all times. Any contrary behaviour that impacts the club will be grounds for disciplinary measures.
• All coaching staff members are required to comply with local, state, and federal laws at all times. Any criminal behaviour that impacts the club will be grounds for disciplinary measures.

4. Breach of Standards

• Any breach of this by-law or the Code of Conduct may result in disciplinary action, including warnings, fines, suspensions, or expulsion from the club, depending on the severity of the offense.
• The Disciplinary Subcommittee is responsible for investigating and adjudicating breaches of this by-law in accordance with the procedures outlined in the Disciplinary Subcommittee by-law.

5. Amendments

This by-law may be amended or repealed by a two-thirds majority vote of the members present at the AGM or an SGM called for this purpose. Proposed amendments must be submitted in writing to the Executive Committee at least 5 days before the meeting.

6. Review

This by-law shall be reviewed annually by the Executive Committee to ensure its continued relevance and effectiveness. Any changes to this by-law shall be communicated to all members in a timely manner.

8. Adoption

This by-law shall come into effect from October 1, 2024, and will be reviewed on or before the 2025 AGM.