PORT CURTIS PRIMARY
SCHOOL SPORTS
ASSOCIATION
2015
version 2
HANDBOOK
CONTENTS
Flowchart & Appendix List
Managers & Coach – Explanatory Notes
Role of the Coordinator/ Purchasing Equipment
Team Levy Calculations
Financial Information/ 2014 Price List
Age Eligibility/Sports Played
2-3
4
5
6-7
8
9
CONTACT NUMBERS
Port Curtis Sport Coordinator
Sandy Zwisler
Email: szwis2@eq.edu.au
Phone: 4972 1955
Gladstone South State School
153 Toolooa Street
Gladstone QLD 4680
Fax:
4972 1699
Secretary
Belinda Job
Gladstone South SS
4972 1955
bjob7@eq.edu.au
President
Leanne Martin
Gladstone Central
4979 7222
lmart72 @eq.edu.au
1
PORT CURTIS PRIMARY SCHOOL SPORT
MANAGERS AND COACHES FLOWCHART
Timeline
Manager/Coach
School Personnel
PORT CURTIS OFFICIALS
Initial
Manager & Coach
 Apply for selection for Coaches and Managers Positions
APPENDIX #D/#E
 Attend compulsory Coach and Manager Induction
Meeting
APPENDIX #A
Principal
 Sign Coach/Manager
applications for
approval
Pre
Trial
Manager
 If equipment needs to be ordered obtain quote and
supply a Purchase Requisition to the Coordinator at
Gladstone South State School
APPENDIX - #4a Purchase Requisition
 Contact Port Curtis Sport Coordinator to: confirm
requirements for *Mode of travel
*Accommodation/bookings * Number of children to be
selected* Refer to Apparel and Levy Calculator. Please
note there will be no Capricornia Levy this year.
Managers will need to confirm Carnival Levy if it applies.
 Contact Port Curtis Sport Coordinator to advise of
collection date for team apparel
APPENDIX - #0 Managers Levy And Apparel Calculator
Manager
At least 2 weeks prior to selections send Trial Information
to Port Curtis Secretary.
APPENDIX
President/ Treasurer
 Filling of official positions
 Trial calendar
 Budget oversight
 Manage issues of conflict or
concern
Sports Co-ordinator
 Uniform Stocktake and
sufficient apparel in stock
 Obtain Quotes for
accommodation/ travel
 Purchase equipment
 Calculate team Levies -
#1a. Email to Schools via Secretary – Trials Information
#1b Student Permission To Attend Trials
#1c Email to Manager – Students attending Trials
Equipment/ Accommodation/Meals/
Incidentals/Travel expenses/Carnival
levies/Uniform requirements/
Miscellaneous .
APPENDIX - #0 Managers Levy
And Apparel Calculator
PE Teacher
 Advertise trials within
school
 Give Medical details
forms to students
attending
 Send list of students
attending to Manager
Secretary
 Distribute Trial information to
all schools
APPENDIX
#1c Email to Manager –
Students attending Trials
Sports Co-ordinator
 Confirm Sports Levy
APPENDIX - #0 Managers Levy
Manager
 Receive from Port Curtis Sport Coordinator Levy
Information. Confirm levy amount. Eg Carnival fees,
number of students before the information is provided
to parents and students
 Make sure that the paperwork is ready to distribute once
the team has been selected. Ensure Sport Payment Form
indicates date for payment with enough time for collation
and distribution of apparel.
APPENDIX
And Apparel Calculator
 Book Accommodation /Travel
#2a. Sample Letter To Parents
#2b. Sports Payment Form
#2c. Parental Consent/Student Personal Details/Medical Details
#2d Principal Approval Form
#2e. Project Consent
#2f. Codes Of Conduct
Selection
Trial
Coach
 Obtain risk assessments prior to this event. Event coordinator may send.
Coach
During trials inform inquisitive parents prior to trial
commencement of the selection process to be used.
APPENDIX - #4f. Player Assessment Sheet
 Select team and ensure Manager has names and school
details.
Manager
 Hand out paperwork to students
Send Team List to Secretary
Principal
 Ensuring
Project
Consent Form is
completed /filed at
school and indicate
on Principal Approval
Form (#2d) for student
attending if suitable
 Offer congratulations
Sports Co-ordinator
 Collates Student Payment
Forms (#2b)
 Collate team apparel
requirements on Apparel
Information Sheet and prepare
for collection
 Give Apparel Information to
Manager with the team apparel.
APPENDIX - #0 Managers Levy
2
APPENDIX
#1d.
Email to Schools via Secretary – Team
to students
And Apparel Calculator
Notification
PreCarnival
Coach
 Conduct training
Manager
 Collate paperwork for students selected (#2c #2d #2e)
APPENDIX
#4c. Student Details Form
 Ensure that all Sports Payment Forms have been
received by the Coordinator and confirm collection date
for apparel
 Claims for refund or apparel change
APPENDIX
#3b. Refund Request
#3c. Apparel Exchange
Coach & Manager
 Confirm TRS Booked for release
Business Manger
 Receipt money - No
GST on levies, GST
on Apparel
 Email scan to Sports
Coordinator
szwis2@eq.edu.au
and Manager
#2b. Sports Payment Form
#2c.
Parental
Consent/Student Personal
Details/Medical Details
#2d Principal Approval
Form
and provide copy back
to student
 Project Consent
Forms filed at School
 Book TRS teacher for
coaches or Managers
if rostered work day
Manager
Team List to Regional Carnival Convenor
APPENDIX - #3a.Email to Regional Carnival Convenor - Team
Sports Co-ordinator
 Distribute team apparel to
manager
 Ensure First Aid/Phone ready
 Send
List
 Team manager notes any non compliant Project Consent
Forms or no signed PCF on the Form 121 Project
Consent Summary and sends to Regional Sports
Officer/Please send the completed proforma to your
Regional School Sport officer and regional convenor.
APPENDIX - #4b Form 121 Project Summary Consent
Carnival
Follow
Up
Secretary
Distribute Team Lists to all
schools and Coordinator
 Collect Apparel Information Sheet and team apparel
from Gladstone South SS * water bottles/bags/shirt
 Collect First Aid Kit/ Mobile Phone / Gear
 Before departure double CHECK BOOKING for: *
Transport * Accommodation * Billeting arrangements
* TRS Booked
Coach & Manager
 Manage team/attend to selection meetings/ Manage
Code of Conduct for parents and student
Manager
 Return equipment, phone and team uniforms
 After the completion of the trials a MANAGER’S
REPORT must be submitted to the PC Sport Executive
via the Coordinator, detailing sporting and financial
outcomes.
APPENDIX - # 4e Managers Report Template
Business Manger
 Invoice Gladstone
South SS for TRS
Day
 Pay invoice of
Student Levies to
Gladstone South SS
Secretary
Collate Reports for Ports Curtis
Sports Meetings
Sports Co-ordinator
 Pay TRS
 Pay Expense Claims
 Invoice School at end of Term
for Student Levies
Manager &Coach
Submit Expenses Claim Form
APPENDIX - #4g Domestic Travel Expenses Claim Form
3
Notification for Trials
#1a. Email to Schools via
Secretary – Trials Information
#1b Student Permission To
Attend Trials
#1c Email to Manager –
Students attending Trials
#1d. Email to Schools via
Secretary – Team Notification
For Parents/Students at
Trials
#2a. Sample Letter To Parents
#2b. Sports Payment Form
#2c. Parental Consent/Student
Personal
Details/Medical
Details
#2d Principal Approval Form
#2e. Project Consent
#2f. Codes Of Conduct
Apparel
Management
#3a.Email
to
Regional
Carnival
Convenor - Team
List
#3b. Refund Request
#3c.
Apparel
Exchange
Managers Records
Supporting Documents
#4a Purchase Requisition
#4b Form 121 Project Summary
Consent
#4c. Student Details Form
#4d. Billeting Form
# 4e Managers Report Template
#4f. Player Assessment Sheet
#4g Email to Coordinator- Domestic
Travel Expenses Claim Form
#4h Private Vehicles to Transport
Students
Health & Safety Incident Form
#0 Managers Levy And Apparel
Calculator
#A PC Sport Manual 2015
#B. Approval To Claim Kilometric
#C Kilometric Allowance Claim
Form
#D/E Application To Be Coach Or
Manager
#F Application To Convene A Pc
Competition
#G Athletes With a DisabilitySwimming/Athletics/Managers
4
PORT CURTIS PRIMARY SCHOOL SPORTS
MANAGERS AND COACHES - Explanatory Notes
1. Managers and coaches are selected from the Selection Meeting. Trial Date/s are set in relation to
Capricornia dates as part of a Yearly Port Curtis Calendar. Most trials occur after school on a Thursday.
2. Prepare “SELECTION CRITERIA” for the trials. BE PREPARED TO EFFECTIVELY AND
EQUITABLY SELECT THE TEAM! Don’t forget to check the “Age Eligibility Form”. Principals of
each school will have to attest to the accuracy of each child’s birth date.
3. Send your information prior to Selection Trial, to the Port Curtis Coordinator and make a courtesy call
to reinforce your plans. You should have calculated your levy detail including accommodation, travel,
shirts etc. prior to trials or indicated what your requirements are using the Equipment and Levy
Spreadsheet. APPENDIX #0 Send the details to the Sports Co-ordinator by email. szwis2@eq.edu.au.
IF YOU HAVE ANY DIFFICULTY RING the PORT CURTIS SPORT COORDINATOR AT
GLADSTONE SOUTH STATE SCHOOL
4. Transport for officials is preferred by Bus or Hire Car. Refer to Levy Calculations. Managers can decide
on transport arrangements considering the nature of individual and team sport requirements, numbers,
distance costs etc. Managers who assist students in arranging Private Transport arrangements have a
higher duty of care in terms of obtaining parental permission and Drivers licence and registration
information. Refer to #4H Private Vehicles to Transport Students if manager elects to support that
process.
5. You will receive confirmation of the Levy amount from the Sports Co-ordinator or Executive. Ensure
paperwork is ready and once team is selected distribute information – try to have all relevant details.
Sample shirts are available from Gladstone South SS and Gladstone Central to take to trials for students
to try sizes. The Port Curtis Sports Payment Form is to be completed and taken to the student’s
school office with full payment made out to the student's school. Clarify with the students that they
pay at their school and are issued with a receipt.
6. Send all names to the Ports Curtis Secretary and the PC Sport Coordinator IMMEDIATELY AFTER
TRIALS HAVE CONCLUDED via an updated Levy and Apparel Calculator Appendix #0
7. Business Managers at the students schools should forward on copies (electronic preferred) to both the
Manager and Sports Co-ordinator of the following forms
#6. Sports Payment Form
#7. Parental Consent/Student Personal Details/Medical Details
#8 Principal Approval Form
The Co-ordinator will collate Apparel Requirements from returned Sports Order Forms and levies paid
and issue shirts, bags, water-bottles and equipment for sports whilst the manager will collate the other
paperwork and permissions.
8. Advise a payment date for Sports Payment Form that allows for collation and distribution of apparel.
9. At the conclusion of the Capricornia Trials you have two weeks to submit a Manager’s Report and
Expenses Claim to the coordinator.
10. TO ENSURE THAT THE WHOLE SYSTEM WORKS EFFECTIVELY – READ THROUGH
THIS BOOK – USE THE FORMS REFERRED TO.
5
ROLE OF THE PORT CURTIS COORDINATOR
 MANAGES FINANCIAL ACCOUNTS.
 ORDERS, DISTRIBUTES AND REPLENISHES UNIFORM STOCK
 ACCESSES QUOTES AND BOOKINGS OF BUSES
 PROVIDES QUOTES/ PRICES FOR ANY AREA MANAGER REQUIRES
 APPROVES TEAM
PRESIDENT
BUDGETS
IN
CONSULTATION
WITH
THE
PURCHASING EQUIPMENT
 A Purchase Order must be issued by Gladstone South State School for all
sporting equipment, accommodation, bus and car bookings.
 Goods must not be ordered or purchased without an order
 All invoices must be issued to GLADSTONE SOUTH STATE SCHOOL
 Obtain a quote from the provider
 One quote is sufficient if the order costs less than $1000
 Three quotes will be required if order costs are more than $1000.
 Complete a PURCHASE REQUISITION FORM including as much information as possible
 Email to the Port Curtis Sport Coordinator at Gladstone South State School, szwis2@eq.edu.au
 An order will be issued and faxed to the provider or team manager
 Quotes must show the amount of GST applicable or state GST inclusive
 New uniforms funds are to be taken out of a specific cost centre (e.g. Netball)
6
TEAM LEVY CALCULATIONS
The purpose of this letter is to clarify for managers and coaches of Port Curtis Teams the method of
calculating levies for team members. The Association is committed to paying public service rates for
meals and incidentals to managers and coaches who accompany teams to sporting venues.
Meals
The maximum rates which can be claimed (at 1/9/2011) are:
Gladstone,Mackay
Breakfast
$23.65
Lunch
$26.55
Dinner
$45.60
Overnight Allowances
Incidentals
or Private Accommodation
Emerald, Rockhampton
$21.15
$24.20
$41.65
$17.30
$35:80
These are the current rates and may change. Persons may claim the full rates for meals and incidentals, as
no receipts are required.
Breakfast is payable if officer departs earlier than 6:am. Lunch allowance is payable if officer is away
more than 12 hours. Dinner Allowance is payable if officer returns later than 6:30pm
Accommodation
We do not pay accommodation allowances. If accommodation obtained by Officer, Original
Accommodation Receipts Required. If accommodation obtained through Port Curtis Sports an
allowance for incidental expenses is payable per overnight stay. Incidental allowance is claimed if absence
extends overnight. No receipts required.
If private accommodation is obtained (ie with relatives or friends) claim the Private Accommodation
allowance as the motel cost but no Incidental allowance.
Normally, a person claiming for a two-day stay would claim 1 breakfast, 2 lunches, 1 dinner, and 1 Incidentals expense.
Transport
In accordance with Departmental policy, if private transport is being used by managers and coaches, the
owner of the vehicle is entitled to claim public service kilometric rate. This is a legitimate expense and
must be added to the levy. A word of caution here: Rental Cars may be cheaper and there is more onerus
paperwork requirements in.
Also note Hire Cars need refuelling at end of trip.
Kilometric allowance is the only payment method that may be made to an officer for use of a private
motor vehicle. Reimbursement of petrol or other expenses in lieu is not allowable. Approval from the
Sports Coordinator must be granted prior to the travel commencing on the application to “Approval To
Claim Kilometric”. APPENDIX B. Evidence must be attached to the approval form to show that the
vehicle is covered by either a comprehensive motor vehicle insurance policy or a third party property
damage insurance policy and that the policy is endorsed to indemnify the Queensland Government
against certain liabilities at law. School staff will be paid approved kilometric claims through the payroll
process, following instructions on the kilometric claim form. Kilometric Allowance may be claimed by
completing the Personal Expenses Claim (Out-of-pocket, Travelling) Form Appendix C, which is
forwarded to the PC Coordinator at Gladstone South. Staff will then receive payment with their salary,
recorded on payment summaries and PC Sport will be debited the cost.
7
When calculating levies for teams.
 Utilise the Spreadsheet calculator. APPENDIX #0
 Factor in the above expenses for each of the management party.
 Divide it by the number of children in the team, and
 Add it to the rest of the levy which would already involve shirts, shorts, socks, water bottles, etc
It would be prudent to inform parents of the components in the levy, thereby making the process transparent, as you are
finally accountable.
A couple of points which may also be of interest to parents:
 Teachers on weekend trips with teams are not paid overtime. This appears to be a common
misunderstanding amongst the public.
 Teachers who manage teams on school days have to be replaced, and paid for by this association.
Team members incur no addition to their levies for this expense which ultimately is borne by the
Port Curtis District Schools.
All claims must be made on the appropriate claim form, receipts and other documentation,
signed by your principal, and submitted to the Port Curtis Sport Coordinator at Gladstone South
State School for payment.
When remitting claims for payment, please include also any record sheets of money collected from team
members. These are accountable documents and must be made available for audit.
Coach and Manager shirts are not included in the levy. Coaches and Managers will be supplied with
their own shirts, (Hat and socks if attending Induction training) to be paid by the Port Curtis charges
made to each school.
When calculating levies for teams.
All quotes for accommodation, bus hire etc will include GST. Include the GST in the levy charged to
students.
For example: Bus Hire $200 plus GST gives a total cost of $220, calculate the student levy on $220.
o Equipment (Consumable)
o Accommodation
o Coach/Manager allowances and incidentals
o Transport - Car Hire/Fuel or Bus
o Carnival Levy
o Uniform Levy(for replacement uniforms) @$10 per player
o Miscellaneous
o Total $__________ divided by the number of players. Reduce by 1 player in event of withdrawal.
Note: tape is claimed in the incidentals allowance
8
FINANCIAL INFORMATION
Each school must create an “Oneschool 5000” cost centre for Port Curtis Sport
Eg. 5000 10
(New cost centres are numerical based)
Every student must be issued with a Cash Sale Receipt by their individual school.
The Sports Payment Form will be presented to the school’s office by the student or
parent. A Cash Sale Receipt must then be raised. Do not accept any money without this
completed Sport Payment Form. Do not bank as a cash sale.
The following procedure should be used as our District is not registered for GST:
1. Acquisitions by the Host School from vendors will now be treated as out of scope and input tax credits cannot be
claimed (only relates to the host school (Gladstone South) purchasing on behalf of the district). The Host School will
use tax code PZ.
2. All supplies of District school sport by the Host School to Member schools will be out of scope. Given that the
objective when billing Member Schools is cost recovery this means that the charge to Member Schools must
be increased to recover the input tax credits which are not claimable on acquisitions. Invoices issued by the
Host School to Member Schools will not identify a GST component and Member Schools will therefore not be
entitled to input tax credits. The Host School uses tax code SZ; Member Schools use tax code PZ.
3. Member Schools make supplies to their Students.
- Most supplies are GST-free as a curriculum-related activity. (eg nomination fees, transport, venue, equipment
etc). Member Schools use tax code SF (in the government sector) for GST-free items.
-Member Schools must add GST to the cost of the taxable items (food, photos and uniforms) and use tax code
SG (in the government sector).
Example
A Host School purchases various items from vendors which will be taxable (food, photos, uniforms) when
supplied by Member Schools to Students and pays $100 including GST. The Host uses tax code PZ.
The Host School also purchases various items from vendors which will be GST-free (transport, venue, referee,
trophies) when supplied by Member Schools to Students and pays $1,000 including GST. The Host School
uses tax code PZ.
The Host School bills Member Schools $1,100. The Host School uses tax code SZ; Member Schools,
collectively, use tax code PZ.
Member Schools, collectively, bill Students $1,000 for GST-free items (tax code SF) and $110 for taxable
items (tax code SG).
At the end of each term Gladstone South State School will issue a Tax Invoice to
the schools with participating students. GST will not be charged on the levy on
these invoices. The Tax Invoice will list the sport, student’s name and the full
amount paid by that student.
REFUNDS
If you become aware that a student requires a refund please complete the Refund
Request Form and fax to Gladstone South State School. If an invoice has not been
issued to the student’s school this will be done immediately and then a refund cheque will
be made out to the school who will then have to issue a cheque to the student. If the
student only requires a replacement item of apparel, complete the Apparel Exchange
Form and along with the original item of apparel give to the PC Sport Coordinator for an
exchange item.
9
UNIFORM & ACCESSORY PRICES – 2015
ADDITIONAL INFORMATION
UNIFORM PRICES All prices include GST.
T-SHIRT
BAGS
SOCKS
(Long – Rugby/Soccer/Football)
SOCKS
Anklet
$35
$25
$ 11
$ 8
COACH/ MANAGER SHIRTS
SHORT SLEEVE
$ (Given as part of role)
SPORTS PLAYED BY THE DISTRICT AT REGIONAL LEVEL INCLUDE:
SPORT
Tennis
Girls Touch Football
Girls Softball
Boys Soccer
Boys Softball
Girls Soccer
Australian Rules Football
Hockey
Basketball
Athletics + AWD
Netball
Cross Country + AWD
Boys Cricket
Swimming + AWD
Girls Cricket
Rugby League
AGE
ELIGIBILITY
10-12 Years
10-12 Years
10-12 Years
10-12 Years
10-12 Years
10-12 Years
10-12 Years
10-12 Years
10-12 Years
10-13 Years *
10-12 Years
10-13 Years *
10-12 Years
10-13 Years *
10-12 Years
12 Years
AWD - Athletes with a disability.
* 13 years through secondary school sport avenue.
10
CONVENORS FOR CAPRICORNIA CARNIVALS
Port Curtis will have Officials who nominate to convene Capricornia Trials. The processes
are overseen by the Regional Sports Officer (RSO).
To ensure collection of funds the number of students from each district is recorded on the
Participation Statistics Form (which is completed by the convenor). The completed
Participation Statistics Form is sent to the Port Curtis Sports Co-ordinator (Sandy Zwisler)
host district treasurer and Cap Sports Office.
Levies are invoiced from the organising Port Curtis District to the other 3 Districts. Ie.
Convenors need to let the Sports Co-ordinator know how many students represented
from each District and the trial levies charged. She will then invoice the participating
Districts for all the levies. Exceptions to this general statement are where Capricornia
school sport does all the invoicing and paying the bills.
Trial levies can appear in either of three forms.
1.
2.
Team levy
Levy per person.
Team Levy is to cover hosting costs (field hire, umpires, medical supplies etc). It is set by
the convenor and confirmed through the Regional Sports Officer.
To spend the money to conduct the carnival (eg field hire, umpires etc) use the usual Port
Curtis purchasing processes. Either direct invoices to Gladstone South school, use a
purchase requisition or use the Expense Claim Form to recoup monies spent.
Carnival costs should aim be cost neutral. Money levied should match intended expenses.
Where there is an unexpected blow-out in costs, Cap sport may cover the excess costs.
RSO must be part of the initial decision.
11