Team VicPolicy

Team Vic Policy

Published 15 April, 2026

This policy provides an overview for the delivery of the School Sport Victoria (SSV) Team Vic program.

Details

School Sport Victoria provides a Team Vic (State Team representative) program across a number of sports from a local through to national level, that enables connections with community participation pathways. This programme includes:

  • A representative and development platform for Victoria's emerging student athletes to participate at a national level in annual School Sport Australia (SSA) Championships.
  • 19 different sports, with 45+ teams competing at multiple age groups for students from 9 to 19 years of age.
  • A selection process for Team Vic teams, where available, in partnership with relevant Victorian Government recognised State Sporting Organisations (SSOs).
  • A network of more than 140+ volunteer and teacher Team Vic Officials appointed by SSV.
  • An inclusive approach that aligns with the Department of Education's priorities by providing access for multiclass students (students with disability) to participate in representative sport.

To be eligible for selection, students must be a student at a member school as per the SSV Membership Policy, commit to attend team training sessions; and meet the costs of participation. This policy may be updated from time to time by SSV and provided on the SSV website.

Related Policies

Guidelines

School Sport Victoria staff utilise the following guidelines for the implementation of the Team Vic program. School Sport Victoria are to

  • Enter as many teams as possible in the annual School Sport Australia (SSA) Championships provided registration numbers and attendance at selection trials are at least double the number of students required to be selected in each sport.
  • Ensure Individual sports provide multiclass opportunities in - Aquathlon/Triathlon, Primary Cross Country, Swimming and Primary Track and Field.
  • Provide representative opportunities for appropriately qualified student officials as Team and Match officials i.e. assistant coaches, umpires and referees across a variety of sports where applicable.
  • Use the table below that outlines the age-based eligibility for student participation in the SSA Championships. This table follows the School Sport Australia age requirements being that age eligibility is calculated as of 31st December in the year of competition (except where other specific age eligibility is applied for 18 Years & Under Tennis):

Sport

9

10

11

12

13

Age 14

15

16

17

18

19

Aquathlon

N

N

Y

Y

N

N

N

N

N

N

N

Australian Football

N

N

Y

Y

N

Y

Y

N

N

N

N

Baseball

N

N

N

N

N

N

Y

Y

Y

Y

N

Basketball

N

N

Y

Y

N

N

Y

Y

N

N

N

Bowls

N

N

N

N

Y

Y

Y

Y

Y

Y

Y

Cricket

N

N

Y

Y

N

Y

Y

N

N

N

N

Cross Country

N

Y

Y

Y

N

N

N

N

N

N

N

Diving

N

Y

Y

Y

Y

Y

Y

Y

Y

Y

Y

Football

N

N

Y

Y

N

N

N

Y

Y

Y

N

Golf

N

Y

Y

Y

Y

Y

Y

Y

Y

Y

N

Hockey

N

Y

Y

Y

N

Y

Y

N

N

N

N

Netball

N

N

Y

Y

N

Y

Y

N

N

N

N

Rugby League

N

N

Y

Y

N

N

N

N

N

N

N

Softball

N

Y

Y

Y

N

N

Y

Y

Y

Y

N

Swimming

N

Y

Y

Y

Y

Y

Y

Y

Y

Y

Y

Tennis

N

Y

Y

Y

Y

Y

Y

Y

Y

Y

N

Touch Football

N

Y

Y

Y

Y

Y

Y

N

N

N

N

Track and Field

N

Y

Y

Y

N

N

N

N

N

N

N

Triathlon

N

N

N

N

Y

Y

Y

Y

Y

Y

Y

Volleyball

N

N

N

N

Y

Y

Y

N

N

N

N

The viability of a sport or team being part of the Team Vic program in any given year is determined by the Team Vic Manager and SSV CEO. Factors that contribute to a team being part of the programme each year include:

  • Selection of a full complement of appropriately qualified and experienced Team Officials including at least one person that must be Victorian Institute of Teaching (VIT) registered, a SSV Staff Member or a Department of Education VPS or Director level Staff member.
  • Registration numbers for selection trials are at least double the number of students to be selected. For example; should a netball team have 12 student positions available for Team Vic selection, a minimum of 24 students are required to register to trial.

Where School Sport Australia (SSA) invites SSV to enter a second team into the competition draw for an SSA Championship, the viability criteria and procedure listed above will be considered by the SSV Team Vic staff, before the SSV Team Vic Manager presents a recommendation to the SSV CEO for a final decision.

Code of Conduct

Summary

The SSV Code of Conduct - Events and the SSV Code of Conduct - Child Safety outlines the guidelines and processes that apply to participating in any aspect of the Team Vic program for all students, officials, volunteers, and parents/carers. The Codes are implemented in order to ensure that the safest environment possible is provided for all participants.

The SSA Code of Conduct and the SSV Code of Conduct - Child Safety outlines the guidelines and processes applicable to participating for all students, officials, volunteers, and parents/carers. The Codes are implemented to ensure that as safe as possible environment is provided for all participants.

All participants (students, officials and volunteers), as well as parents/carers and families are to be made familiar with these expectations and the consequences of breaching the codes prior to participating in the trials, team-based activities (training, team building experiences) or in any aspect of the SSA Championships.

Students serving a suspension for any reason by a Sport and Recreation Victoria recognised sports club, association, state sporting organisation or national organisation is not permitted to trial until the suspension has ended. This applies to all sports. For example, a student suspended from Football Victoria soccer competitions, including where this suspension is under appeal, is not permitted to trial for soccer, volleyball or for any other sport. Students who fall into this category are not able to receive any type of exemption from that sports selection criteria.

Team Selection (including Emergency Players)

Summary
  • SSV selects students to represent the state through a variety of selection models, depending on the sport and age group.
  • Trials are conducted in an effective manner, in line with each sport's selection requirements.
  • Families are responsible for registering their child(ren) to participate in the selection process.
  • Students who are not registered to trial by the deadline date for registration, are ineligible to participate in trials and cannot be considered for selection.
  • The selection criteria, including further information about the process, due dates, times and venues are published on the SSV website as a part of the Team Information and Selection Guidelines.
  • The Team Vic program is promoted via SSV's social media platforms, the SSV eNews and the SSV Coordinators Update. Through partnership agreements with SSOs, SSV may also send information related to the Team Vic programme to SSOs.
  • The SSV Team Vic Trial Exception Policy (link policy when created) applies to the Selection Process.
  • The size of the selected Team Vic to travel to the SSA Championships is based on the sport and age group specific rules and guidelines as published by SSA and is documented in the Team Information and Selection Guidelines.
  • SSV reserves the right to reduce the size of a selected travelling team based on the feedback of the Team Officials.

Team Selection Process

There are two stages to the Process. Team Officials chosen as selectors will complete selection in 2 stages:

  • Stage 1: Provisional Team Selection
  • Stage 2: Final Team Selection

Stage 1: Provisional Selection

Provisionally selected students made by the Selection Panel, including emergencies, will be published on the SSV website once each student's school is confirmed as a financial member of SSV.

Team selection remains provisional until the following conditions are met:

  • each student's school is confirmed as a financial member of SSV;
  • the Student's School endorses their student's participation in the Team Vic;
  • any appeal process has been completed;
  • any other conditions put in place by SSV are finalised;
  • SSV announces the team as 'Final' on the SSV website; and parents/carers have paid all events costs.

The selection of the provisional team is to occur as soon as practical after the completion of the last trial. After the provisional team has been selected a final team will be announced.

The selectors may select up to four (4) non-travelling emergencies. The emergency players should purchase the Team Vic competition uniform and are encouraged to participate in training with the selected team. If an emergency player does not have the necessary uniform requirements in time for the SSA event, that student cannot be selected and added to the team.

Members of the Selection Panel are required to use their best judgement within the allocated time to make selection decisions utilising the selection criteria. It is possible that some students and their families may be unhappy with selection outcomes, however all families are required to respect the decision of the selectors.

Final Selection

Final Selection will be made when the following steps are completed:

  • the Selection Panel have provided the team to SSV Team Vic staff; the Principal endorsements have been completed;
  • the Team Vic Manager approves the selected students in writing; and;
  • the names of the students selected are placed on the SSV website (https://www.ssv.vic.edu.au/team-vic) stating that the list of students is identified as "Final Selection" (in some instances, where it is required, individual students can be listed as final to allow for any time constraints for selection whilst other students can be listed as provisionally selected).

Any student not selected can make use of the SSV Team Vic Appeals Policy. Appeals can only be made relating to a procedural matter and not on the merits of a student being selected or not selected. The steps of an appeal include being made within 48 hours of the team being announced and a letter of support from the student's principal. Please note that an appeals committee cannot overturn a decision of the selection committee - it can only refer the matter back to the selection committee for further consideration. See Selection Appeals Policy for more information.

Trial Guidelines

Trials for teams are expected to occur on weekends or outside of school hours, avoiding the need for students to miss school. Where the need arises for a trial to occur during school hours, approval must be sought by the Team Officials from the Team Vic Manager and must be provided in writing.

  • Trials may take place over multiple sessions with each session expected to be no longer than three (3) hours in length, with consideration given to adequate rest breaks. In certain circumstances (i.e. high number of registrations, allocated trial sessions) trials may be extended beyond three (3) hours, noting that no student should be trialling for more than three (3) hours in total.
  • Dependent on the specific structure of the sport and teams, there may be a need for region or conference-level trials (one (1) at each level).
  • There is to be no more than three (3) state-level trials.
  • Requests for feedback will not normally be available.
  • Announcement of selections after each stage is not to be made at each session, but will be announced via email, text message or online after the session has concluded.

Training and Preparation Guidelines

Summary

It is expected that training for selected teams is conducted on weekends or outside of school hours, with minimal disruption to community sport where possible. Where the need arises for a training to occur during school hours, approval must be sought by the Team Officials from the Team Vic Manager.

Training can include skill development, game strategy, tactics, strength and conditioning, practice games, recovery, team building activities, uniform try on, uniform presentation, team photos and meetings with parents and students.

The maximum number of training sessions is determined by the age group of the team (see table below). If Team Officials wish to exceed the maximum number of training sessions, approval must be sought by the Team Officials from the Team Vic Manager.

12 Years & Under

13 Years & Older

6 sessions in total

9 sessions in total

Finance - Students and Families

Participation in the Team Vic representative programme is based on a user-pays model. Families of participating students are responsible for payments related to trials, uniform, training, Team Official costs (including travel, accommodation, meals and replacement CRTs for full and part time teachers), venues used for the SSA Championships and other costs related to event participation. These costs can total up to $1,500.

All costs associated with travel (including flights), accommodation and meals for a student and parent/carer will be in addition to the costs above. These costs will vary and depend upon the location and timing of the Championship. Organisation of flights and accommodation for students and accompanying parent/carer are the responsibility of the parent/carer.

All team members receive an email for payment of the administration costs associated with the SSA Championship. SSV's method of payment is by credit card via the Team Vic registration portal. Payment must be made prior to the relevant SSA Championship.

If payment is not made prior to the SSA Championship, SSV will take steps to recoup the costs from families:

  • In the first instance, the relevant Team Vic Officer will endeavour to contact the family via email and phone.
  • If there is not a response within one week of the attempt to contact the family, the Team Vic Manager will write to the family, outlining a final due date for payment.
  • If payment is not made by this date, the Team Vic Manager will contact the School Principal at the school the student attends and advise the Principal that the student is ineligible to participate in any form of SSV competition, including but not limited to local

District or Division interschool sport, Region and State Championships, as well as Team Vic opportunities until the matter is resolved to the satisfaction of SSV.

  • Should the matter continue to be unresolved the matter will be referred to the Department of Education's accounts receivable team for further action to be taken, which can include the Department of Education enacting their debtor collection procedures.

Information about relevant financial support options, including fundraising via the Australian Sports Foundation and the ability to apply for the Sporting Excellence Scholarship Fund will be shared with the families of the selected team.

Finance - Officials

Summary

All finances for Team Vic Officials will comply with relevant legislation and current Department of Education policy with respect to invoicing, reimbursement and payment of accounts. For further information, please refer to the SSV Team Officials Manual.

Supervision of Students

Summary

  • Team Officials must comply with all Department of Education and SSV policies regarding supervision of students.
  • During the Team Vic Trials, Training and the SSA Championship event, supervision of students is shared between Team Officials and parents/carers. Team Officials are unable to assume care and supervision responsibilities for students outside of official activities. Parents/carers are required to be present during Team Vic Trials.
  • Team Officials are responsible for the supervision of students during the Team Vic Trials, Training and the official SSA Championship activities. Attendance is required to be marked off by Team Officials at drop off and pick up for these activities. Supervision by Team Officials is to commence each day/session just before the start of the first activity when the attendance roll is marked, and end after the last activity for the day when attendance is marked again. The nominated parent/carer must be contactable during official activities in the event their child is injured, ill or has forgotten essential uniform or equipment items required for the day.
  • A nominated parent/carer is responsible for the care and supervision of their child at all other times outside of Team Vic Trials, Training and the official SSA Championship activities. This includes travel to, from and within the SSA Championship city, meal times, or doing some personal sight-seeing and when residing at chosen accommodation.
  • Where a parent/carer is unable to provide the required care and supervision for their child during the Team Vic Trials, Training and the official SSA Championship activities, the parent/carer is responsible for making alternative arrangements for a student carer. The Team Manager must be notified of the new arrangements as soon as possible.

Travel - Team Officials

The SSV Team Vic staff will make all travel and accommodation arrangements in line with Department of Education guidelines and taking into consideration any health, travel advice or restrictions that may be in place. Where possible personal circumstances will be considered. Where extra costs are required to be paid for travel or accommodation to cater for Team Officials personal circumstances are required to be covered by the Team Official.

Uniform

Team Vic uniform is compulsory and must be worn at all times when representing SSV during the SSA Championship. For further information, please refer to the SSV Uniform Policy.

Team Officials - Appointments

Summary

Team Officials are volunteer staff and are not paid for their involvement in SSV teams. Team Officials do have travel costs, accommodation, meal costs, other costs and CRT costs covered through fees charged to students selected to teams. SSV takes all reasonable steps to appoint appropriately skilled Team Officials to support travelling Team Vic, and to meet SSV obligations under the Victorian Child Safe Standards.

All Team Officials engaged in child-related work, are required to hold a registration with the Victorian Institute of Teaching (VIT) or a Working with Children Check (WWCC) and to provide evidence of this wherever it is required.

SSV is committed to ensuring that each Team Vic has a minimum of one Team Official (i.e. coach, assistant coach, manager, sports trainer etc.) of the same gender for each team. SSV is committed to ensuring that each Team Vic has a Team Official that is a VIT registered teacher, a SSV staff member, or a Department of Education staff member.

SSV has Team Official position descriptions, that outline the roles and responsibilities, provide key selection criteria, conduct interviews and complete reference and relevant credential checks as a part of the recruitment process. SSV is committed to providing a high-quality experience for students and their families as a part of the Team Vic program. Selecting the right candidate for the role has a significant impact on the quality of the experience. Selection to advertised volunteer positions is determined solely on the basis of merit assessed in relation to SSV needs, the relevant experience of the candidate and selection criteria for the position.

Procedure

  1. Team Official positions are to be advertised for up to two weeks.
  2. Selection panels are to be convened at the close of the advertising period. This panel is formed at the discretion of the Team Vic Manager, and wherever possible consist of at least one male and one female panel member. Where possible, at least one of the SSV staff members should have completed the Victorian Public Service Merit Protection Board training.
  3. The panel may decide to select team officials based on written applications; or through written and in-person selection interviews. Where in-person interviews are held the Selection panel shall review applications; shortlist for the position based on the candidate's credentials, resume and responses to the key selection criteria; and arrange interviews. The selection panel may elect to conduct a reference check ahead of a candidate's interview.
  4. The selection panel reviews each candidate's responses and provides a score for each.
  5. The selection panel selects their preferred candidate. A member of the panel completes the selection report and provides to the SSV CEO for approval.
  6. Once approved, SSV will advise each candidate of the outcome.

Tenure

The recommended maximum length of appointment for a volunteer team official is for up to 3 years. Over the three years SSV may change the length of tenure for any reason required. Team Officials who have held a position for 3 years are eligible to re-apply and can be reappointed.

Appeals

Candidates have the right of appeal against a decision of the Selection Panel, but only on the grounds that published procedures have not been followed. The Appeal must be in writing and be lodged with the Team Vic Manager within two business days after being notified of an unsuccessful outcome.

Team Officials - Additional Volunteers

Summary

To determine the need for additional volunteers, the current Team Official group for a respective team must write to the Team Vic Manager to explain the purpose for the volunteer. Volunteers must apply to SSV via the Postions Vacant page to be considered for approval. This enables the Team Vic staff to establish their credentials, including in relation to the Child Safe Standards and the needs of the particular sport.

Team Vic may only utilise volunteers to support Trials and Training with the written approval of the Team Vic Manager. Team Vic may only utilise volunteers to support teams at the SSA Championships with the written approval of the Team Vic Manager. These volunteers (unless previously approved), must participate in an application process to determine their suitability.

Additional volunteers are required to pay for all aspects of their participation. This includes transport, accommodation, meals and uniform. There is no financial support for these roles. Approved volunteers must purchase and wear the Team Vic uniform at their own expense when representing SSV (i.e. tracksuit jacket, pants/shorts and polo shirt).

Further Information