Western Australian Flying Disc Association (WAFDA) Inc
Child Protection Policy

1. Scope

1.1 All players and clubs currently playing in WAFDA sanctioned events / leagues

2. Definitions

2.1 ‘Child and Youth’ refers to someone who is under the age of 18 years.
2.2 ‘Child sexual maltreatment’ occurs when a child has been exposed to, or subjected to, sexual behaviours or acts which are exploitative and / or inappropriate to his or her developmental level.  These acts involve a wide range of sexual activities which exploit children and includes forcing, tricking, bribing, threatening or pressuring a child into sexual activity.  This is a criminal offence.
2.3 ‘Resultant harm to the child’ includes significant emotional trauma, physical injury or impaired development.  This harm may not always be easily identifiable.
Note: In some cases a fine line exists between what is and what is not sexual maltreatment.  In these cases careful consideration of the contextual element of the power relationship is essential, including the respective ages and the developmental levels of those involved and the nature of the relationship.

3. Child Protection Legislation

3.1 The protection of children from abuse and neglect is legally the responsibility of both the Family and Children’s Services and the Police departments, under the Child Welfare Act 1947 and Community Services Act 1972.
3.2 The key responsibilities of these agencies include reporting and investigating cases of child abuse and providing for the protection of victims.
3.3 “All individuals and organisations which have regular contact with children, including families, have a responsibility for the welfare of those children.  The responsibility cannot be confined to those organisations with specific legislative obligations for their care and protection” (The Wood Royal Commission, 1997).
3.4 Western Australia does not have mandatory reporting legislation.
3.5 WAFDA is not compelled to advise on suspected cases of child sexual maltreatment.  However, in the best interests of the child concerned and within a ‘duty of care’, the WAFDA will refer suspected cases to the Department of Child Protection.

4. Do You Suspect Abuse?

4.1 If you suspect that a child or youth is a victim of abuse from a WAFDA member you should:

• make direct and confidential contact with a member of the WAFDA Executive Committee.
• consult with them on how to proceed and to make a formal report.
• anonymous claims of abuse or breaches of the Code of Conduct and policies are to be taken seriously and must be
• immediately reported to the WAFDA Executive Committee for investigation.

5. Options for Further Action by the WAFDA

5.1 When a claim of abuse is raised with the WAFDA Committee the Committee at their discretion may take some or all of the following actions:

• The suspected victim and other family members may be asked to approach their local GP to obtain a referral to professional support services and medical specialists.
• Report the matter to the Child Abuse Unit (WA Police Service).
• Report the matter to the DCP.
• Consider suspension or cancellation of the perpetrator’s membership.

5.2 There are occasions where the Child Abuse Unit may need to be called in as soon as possible in order that the evidence is not tainted, accused are not tipped off and stories corroborated, etc before the police arrive.
5.3 The Child Abuse Unit is quick to sort out the frivolous allegations from the serious, saving everyone a lot of hassle.  You have suspicion on reasonable grounds:

• When a youth tells you they have been abused.
• When someone else tells you a youth has been abused.
• A youth tells you they know someone who has been abused (often they are referring to themselves).
• You observe a youth member’s behaviour and or injuries etc, and your knowledge of the youth leads you to suspect abuse.
• You observe a member’s abuse of another member.

6. What to Do

6.1 If you suspect a child has been abused follow these procedures:

• ensure the youth is safe (if they are in your care)
• maintain the safety of other youth members in accordance with the Code of Conduct
• obtain and document the following:
  • the youth’s name, age and address
  • your reason for suspecting abuse (e.g. Observation, injury, information)
  • your assessment of danger posed to the youth including information pertaining to the alleged perpetrator
  • what arrangements, if any, exist for the immediate protection of the youth
  • what involvement, if any, other agencies have in dealing with the suspected member protection issues

7. Member Protection Policy Statement

7.1 The WAFDA is committed to providing an environment that is safe for participation in Flying Disc Sports.  The WAFDA will not abide the criminal act of child sexual maltreatment, which occurs when a child (defined as a person under the age of 18 years) has been exposed or subjected to sexual behaviours or acts which are exploitative and / or inappropriate to his or her developmental level.  Such behaviour involves a wide range of sexual activities which exploit children and includes forcing, tricking, bribing, threatening or pressuring a child into sexual activity.
7.2 This Child Protection Policy conveys a message to all members and prospective members, responsible for Flying Disc Sports activities, particularly those involving members under 18 years of age, about minimising risk exposure.  Managers, coaches, officials, leaders, trainers and management personnel have a responsibility to provide safeguards to the well-being of those under the age of 18 years (youth).
7.3 The abuse of youth members, by WAFDA members or by external sources, is not acceptable and the WAFDA encourages all incidents of such abuse as described above to be reported immediately to the appropriate authorities.

8. Code of Conduct

The WAFDA endorses the following Code of Conduct for those responsible for activities involving persons under the age of 18.  As a member you should meet the following requirements in regard to your conduct during Flying Disc Sports activities.
8.1 A Manager will:

• agree to abide by the Code of Conduct.
• be responsible for the overall welfare and well-being of team members and officials when travelling with a team.
• maintain a ‘duty of care’ towards team members and an accountability for the management of the team.

8.2 A Coach / Trainer will:

• agree to abide by the Code of Conduct.
• be responsible for matters concerning the coaching, training and development of players
• maintain a ‘duty of care’ towards others and an accountability for matters relating to training and competition
• ensure that any physical contact with others is:
• appropriate to the situation
• necessary for the person’s skill development
• provide a safe environment for training and competition

8.3 An Official / Administrator will:

• agree to abide by the Code of Conduct.
• be fair, considerate and honest with others
• operate within the rules of the WAFDA
• be professional in their actions.  Their language, presentation, manner and punctuality should reflect high standards
• resolve conflicts fairly and promptly through established procedures
• maintain strict impartiality
• maintain a safe environment for others
• show concern and caution towards others

9. Protective Measures

The protective measures below apply to those members who undertake the delivery or supervision of youth activities in their capacity as managers, coaches, trainers, officials, administrators, etc.  These are responsible positions in the organisation and as such those in these roles must adopt the following risk minimisation measures to protect themselves from any misconceptions about their behaviour in performing their designated roles.

9.1 Do not engage, or allow others to engage, in any of the following:

• abusive initiation ceremonies
• sleeping in closed quarters with youths without a second adult representative, parent, etc
• aggressive, physically distressing or sexually provocative activities
• sexually suggestive comments about or to a youth
• inappropriate or intrusive touching of a youth

9.2 Maintain an ‘open door’ policy when conducting briefings, meetings and assemblies of members.  Invite all youths, parents, friends and other leaders to participate, particularly when performing interviews, transporting youth members and conducting excursions.
9.3 Male and female adults or parents must accompany youths when undertaking Flying Disc Sports activities away from home and especially overnight.

10. Rights and Responsibilities

The organisation’s members, youth and adult, reserve certain rights as members and carry with them certain responsibilities.

Western Australian Flying Disc Association (WAFDA) Inc
Privacy Policy

1. Purpose

1.1 This document provides members with information about the WAFDA’s policy on protecting member’s information.

2. Scope

2.1 This Privacy Policy applies to the Western Australian Flying Disc Association Inc (“WAFDA”).
2.2 The WAFDA is bound by the National Privacy Principles of the Privacy Act and is committed to ensuring that all personal information is protected.  The WAFDA will only use or disclose personal information collected from people for a purpose that you would reasonably expect or is otherwise authorised by you.

3. Definitions

3.1 “Personal information” in this policy refers to information that the WAFDA holds on individuals that has been obtained from individuals.

4. Collection of Personal Information

4.1 The National Privacy Principles came into effect on 21 December, 2001 and the WAFDA will ensure that all data collected prior to that date will be treated the same as all data collected thereafter.
4.2 The WAFDA will take all reasonable steps to ensure that all information held on an individual is accurate, relevant and complete.
4.3 The types of personal information the WAFDA collects and records include name, address, telephone number, email address, date of birth, employment details and event participation This data enables recording of events and the demographics of those participating.

5. Use and Disclosure of Personal Information

5.1 The WAFDA will not use or disclose information collected about you other than for a purpose made known to you, is permitted by law or a purpose that has been authorised by you.

6. Access to your Personal Information

6.1 If you would like to determine what personal information is held by the WAFDA you may apply for your details by This email address is being protected from spambots. You need JavaScript enabled to view it. , or submitting a written request to the Secretary of the WAFDA.
6.2 The WAFDA will take reasonable steps to ensure that your personal information is accurate, relevant and complete. If you believe that your information is inaccurate, irrelevant or incomplete please contact the WAFDA by This email address is being protected from spambots. You need JavaScript enabled to view it. or by writing to the Secretary of the WAFDA and all reasonable steps will be taken to correct the information.

7. Security of your Personal Information

7.1 The WAFDA takes all reasonable care to prevent unauthorised access, disclosure and modification of your personal information and will take all reasonable steps to protect your personal information from misuse.

8. Breaches of Privacy Complaints

8.1 If you believe the privacy of your personal information has been compromised in any manner you can This email address is being protected from spambots. You need JavaScript enabled to view it. or write to the WAFDA Secretary to resolve the matter.  Otherwise you may apply to the Federal Privacy Commissioner to have your complaint investigated (the Commissioner’s hotline service telephone number is 1300 363 992).

9. Changes to this Privacy Policy

9.1 This Privacy Policy may be amended from time to time.  However the WAFDA will make its policy available via their website at www.waultimate.com or available on request via This email address is being protected from spambots. You need JavaScript enabled to view it. .  You may also obtain a copy by writing to the WAFDA Secretary.

10. The WAFDA’s Website

10.1 This Privacy Policy applies to our website which is located at www.waultimate.com.au
10.2 Third party websites which are linked from the WAFDA website are not subject to the WAFDA privacy standards.  These parties are responsible for informing you of their own privacy policies.

11. Contacting the WAFDA

11.1 If you have any questions regarding this Privacy Policy or would like more information about the way the WAFDA manages your personal information This email address is being protected from spambots. You need JavaScript enabled to view it. .  Alternatively you may write to the WAFDA Secretary at:

WA Ultimate
C/- Murdoch University Sport and Recreation Centre
90 South Street
MURDOCH WA 6150 

Western Australian Flying Disc Association (WAFDA) Inc
General Drug Policy

1. Purpose

1.1 This document provides members with information on the WAFDA’s stance on drug use at WAFDA sanctioned events.

2. Scope

2.1 The use of illegal drugs and the abuse of prescription medication, over the counter drugs and alcohol are prohibited for participants of WAFDA sanctioned events.  Substance abuse can lead to on-field injuries, alienation of fans and sponsors plus personal hardship.
2.2 The WAFDA has taken a stance of ‘Zero Tolerance’ to substance abuse at all its sanctioned events.

3. Suspected Substance Abuse

3.1 Players suspected of substance abuse during WAFDA events will be asked to cease participation immediately.
3.2 For a player to be suspected of substance abuse there has to be reasonable cause.
3.3 Evidence of substance abuse has to be observed by two (2) WAFDA Committee Members and one (1) player before action is taken.
3.4 The onus is on the suspected player to prove that they are not at fault.  This can be done at the event so long as two (2) Executive and one (1) General Committee Member are present, or as an appeal to the full WAFDA Committee at a later date.

4. Sanctions

4.1 The WAFDA has a 3 Sanction procedure in place to deal with players who do not abide by the Drug Policy. This is as follows:

1st Violation (Informal)

1. Cease participation in the event immediately.
2. Notification is sent to the suspected player as a warning.
3. A record is kept with the WAFDA Secretary of the player’s violation and sanction level.
4. No further action is taken against the player.

2nd Violation (Formal)

1. Cease participation in the event immediately.
2. Notification is sent to the suspected player notifying them of their infraction and suspension period.  The player will also receive a copy of the WAFDA current General Drug Policy.
3. A record is kept with the WAFDA Secretary of the player’s violation and sanction level.
4. Two (2) week suspension from all WAFDA sanctioned events effective from the date of infraction.

3rd Violation

1. Cease participation in the event immediately.
2. Notification is sent to the suspected player notifying them of their infraction and suspension period.  The player will also receive a copy of the WAFDA current General Drug Policy.
3. A record is kept with the WAFDA Secretary of the player’s violation and sanction level.
4. One (1) year suspension from all WAFDA sanctioned events effective from the date of infraction.  Additionally the Australian Flying Disc Association is to be notified of the player’s violation and requested that they apply a one (1) year suspension as well.

Western Australian Flying Disc Association (WAFDA) Inc
Financial Reporting Policy

1. Purpose

1.1 This document provides the procedures to be used in all matters pertaining to financial reporting related to the WAFDA

2. Date

 2.1 This policy was enacted on the 2nd May 2006

3. Definitions

 3.1 ‘The Association’ refers to the WAFDA
3.2 ‘Bank account’ refers to the cheque account held under the name of the WAFDA
3.3 ‘Executive Committee members’ include the President, Vice President, Treasurer and Secretary as elected by the WAFDA members at the most recent AGM
3.4 ‘WAFDA members’ are all individuals defined in Section 3 of the WAFDA Constitution
3.5 ‘AGM’ refers to the Annual General Meeting

4. The WAFDA Bank Account

4.1 Only Executive Committee members and WAFDA employees may be authorised signatories of the Association bank account
4.2 All payments, withdrawals and reimbursements by the WAFDA will require at least two (2) authorised signatures on each cheque written
4.3 The Association bank account online and telephone-banking password will be communicated to Executive Committee members only
4.4 Signatures of new incoming Executive Committee members will be updated as soon as reasonably practicable after the AGM

5. Purchases

5.1 This section of the policy relates to all purchases of goods and services by the WAFDA or individual(s) on behalf of the WAFDA
5.2 All purchases requiring a reimbursement from the WAFDA must be authorised by WAFDA Executive Committee in a simple majority vote prior to purchase
5.3 Purchases estimated to be equal to or greater than AUD500 shall require at least three (3) commercial quotations where possible, to be presented to the WAFDA Committee prior to authorising the purchase
5.4 Official WAFDA Purchase Order Form to be used for orders over AUD200.  This order form must contain an official Purchase Order Number and include the Supplier’s Australian Business Number (ABN)
5.5 Only purchases that are explicitly for the purpose of running the Association and / or WAFDA-sanctioned events will be considered
5.6 The purchaser must obtain receipts relating to the purchases from the supplier
5.7 Where the WAFDA is the supplier, payments shall only be given on the provision of a Purchase Order, or equivalent, from the customer
5.8 The WAFDA Treasurer must be notified of all purchases, which must comply with Section 4 of this policy

6. Reimbursements

6.1 Purchases made on behalf of the WAFDA shall be reimbursed by the WAFDA to the individual(s) making the purchases by cheque or an electronic funds transfer, unless Clause 6.1 of this policy does not apply
6.2 Reimbursements will only be given for purchases compliant to Section 4 of this policy and were explicitly made for the purpose of running the Association and / or WAFDA-sanctioned events
6.3 Receipts must be enclosed as evidence of the purchases made with the application for reimbursement
6.4 A WAFDA General Expense Claim Form is to be used to apply for reimbursements, which is available from the Treasurer on request
6.5 The WAFDA Treasurer must be notified of all reimbursements, which must comply with Section 5 of this policy

7. Petty Cash

7.1 Authorised purchases equal to or below the value of AUD10 will be reimbursed through the Petty Cash fund
7.2 Petty Cash transactions are to be recorded in a logbook provided and are the responsibility of the Treasurer
7.3 All Petty Cash transactions must also comply with Sections 4, 5 and 7.3 of this policy
7.4 The WAFDA Treasurer must be notified of all Petty Cash transactions, which must comply with Section 6 of this policy

8. Deposits

8.1 A deposit receipt from the bank must be obtained by the depositor for any deposits made into the WAFDA bank account
8.2 A description of all items contained in any single bank deposit must be recorded onto the associated bank deposit receipt, which must then be submitted to the WAFDA Treasurer
8.3 The WAFDA Treasurer must be notified of all deposits into the Association bank account, which must comply with Section 7 of this policy

9. Audits

9.1 A financial audit of each financial year (1 July to 30 June) shall be performed on the WAFDA’s account(s) by an appointed and qualified auditor
9.2 Any financial information of the WAFDA requested by the auditor will be provided as soon as reasonably practicable after the 30 June of each year
9.3 The audit outcome will be documented and communicated to the Department of Sport & Recreation of WA (if required), and only by written request, to current WAFDA members

10. Financial Reporting

10.1 A running financial statement shall be reported at each Committee meeting
10.2 A current annual financial statement shall be presented to WAFDA members at each AGM
10.3 Any current WAFDA member is entitled to request a current WAFDA financial statement by writing to the WAFDA Treasurer

Download the Affiliation Policy here.

Purpose

This policy is to outline the requirements Western Australian clubs must fulfil in order to become and remain affiliated with the Western Australian Flying Disc Association (WAFDA).

Objectives

• The development of strong relationships between Clubs and the WAFDA
• To provide clubs with access to WAFDA resources, events, administration support, player pathway development and coach development pathways.

Definitions

“Club” any group of 10 or more individuals who meet the eligibility criteria of this policy and who successfully apply for club status. Only affiliated bodies are recognised as Western Australian Flying Disc Association Clubs.

Affiliation Categories

Metropolitan Club – An incorporated group formed with their primary purpose being to grow and develop the sport of Ultimate with their home base located within the Perth metropolitan area
University Affiliated Club – A group or team recognised by a University as being their representative team in Ultimate at sanctioned events.
Regional Affiliated Club – An incorporated group formed with their primary purpose being to grow and develop the sport of Ultimate with their home base located outside the Perth metropolitan area.

An affiliated club operates in a suburb and offers their product to that local community (eg. youth, university, mixed, men’s, women’s). Any other affiliated club that operates in that suburb must not offer the same product/conflicting product. New affiliated clubs wishing to offer a similar product must operate in a non-occupied suburb.  

Application Process

Any group of players may apply to become a club. Potential clubs must submit an application to the WAFDA via This email address is being protected from spambots. You need JavaScript enabled to view it. . All applications will be presented at the next Western Australian Flying Disc Association committee meeting for approval and applicants will be notified of the outcome. An application form can be found here.

Application Criteria

To achieve affiliation status with the WAFDA, when applying, clubs must adopt, implement and maintain the following criteria:

• Be an incorporated entity as defined by the WA Department of Commerce for incorporated bodies. (Metropolitan and Regional Affiliated Club)
• Be recognised by a University as being officially affiliated with the University’s Sporting Association (University Affiliated Club)
• Be committed to maintaining and developing the Spirit of the Game.
• Promote Ultimate in Western Australia
• A list of their executive and committee members outlining their positions.
• Submit an initial membership database of 10 persons including full names and Australian Flying Disc Association membership number.
• Submit a digital copy of your club’s logo.
• Acknowledgement to adhere to WA Flying Disc Association policies.

AFFILIATION FEES:

In order for the WAFDA to continue and improve the support we offer our affiliated clubs, we require all affiliated clubs to pay an annual affiliation fee. Only affiliated clubs need to pay this fee. This is to sponsor the costs of the support that WAFDA provide to their clubs that is outlined in the affiliation policy.
The WAFDA are continuously trying to improve the support that we can offer. If there is anything your club needs help with, please contact This email address is being protected from spambots. You need JavaScript enabled to view it.

Annual Fees:
Metropolitain Club: $200.00
Regional Club: $100.00

MAINTAINING AFFILIATION STATUS:

For clubs to maintain their affiliation status with the WAFDA they must: 

• Submit your club annual survey responses by June 30th annually to maintain affiliation status.
• Have a representative of their club attend the WAFDA Annual General Meeting (AGM)
• Pay the affiliation fee to the Western Australian Flying Disc Association

Clubs who have not fulfilled the tasks for maintaining affiliation status with the WA Flying Disc Association and have not applied for exemption can lose their affiliated status by motion passed by the WA Flying Disc Association Committee and must re-submit the affiliation process. Clubs may have the right to appeal the decision.

BENEFITS OF AFFILIATION:

Why should I become an affiliated club? Affiliated clubs will be eligible for the following support from the WA Flying Disc Association:

• Club Website assistance (hosting and design)
• A unique club email address.
• Official affiliation status for peak events such as Australian Ultimate Championships and Australian Ultimate Mixed Championships as required by the Australian Flying Disc Association.
• Official affiliation status for insurance purposes such as access to the Certificate of Currency (as required by the Australian Flying Disc Association).
• Eligibility to enter and be awarded in any club related categories at the annual WAFDA awards.
• Access to WA Flying Disc Association equipment for events (relevant EBF charges applicable).
• Access to promotional support (E.G. event promotion, marketing design, club photo shoot).
• Club development support and access to the annual WAFDA clubs forum.
• Administration support.
• Club only event invites
• Eligibility to host AFDA ‘Ultimate Central’ website events.

Approval and Review

1.1. This policy was approved by the WA Flying Disc Association on 1 October 2017.
1.2. This policy is due for review by the WA Flying Disc Association in July 2018.

Find out how to affiliate with the WAFDA here.