Team VicPolicyTrials 

Team Vic Trial Exception Policy

Published 15 April, 2026

This policy provides an overview of the requirements for participation in School Sport Victoria's (SSV) Team Vic trials where there are exceptional circumstances as provided for in the policy that prevent a student from attending a trial.

Details

This policy provides a process for parents/carers to apply for an exception to be excused from attending a Team Vic trial and for their child to progress to the next level of trial provided they meet the criteria.

If a student's circumstances do not meet the criteria, an invitation to participate in the next stage of the trial process cannot be granted.

This policy may be updated from time to time by SSV and provided on the SSV website (https://www.ssv.vic.edu.au).

Related Policies

Guidance

    1. This guidance applies to all trials conducted by SSV for the purposes of selecting state representative teams to compete in School Sport Australia Championships, with the exception of:
    • 1.1. 10, 11 and 12 years Cross Country - the competitor must meet the conditions and criteria set out in the SSV Invitation Policy Interschool Sport as selection of this cohort is selected from the State Championship event.
    • 1.2. for state representative teams where no selection trials are held (i.e. selection is time based or ranking based).
    • 1.3. where selection takes place through a single level of trial; or
    • 1.4. any other exceptions approved by the SSV CEO
    1. Students can be considered for an exception where:
    • 2.1. the student has registered to trial and paid the trial fee using the process prescribed on the SSV website by the registration closing date;
    • 2.2. the student's parent/carer has provided a completed statutory declaration providing the grounds for the exception;
    • 2.3. the student has attended a previous level of trials or can attend a future level of trials, unless already eliminated from selection;
    • 2.4. The student can attend the final trial session;
    • 2.5. meets at least one of the trial exception criteria (see below) and the applicable supporting documents have been provided within the allowed timeline;
    • 2.6. and where space in the next level of trial / team is available.
    1. A request to miss more than one level of a sports trial process cannot be granted.
    2. Students who progress to the final state trial prior to final team selection must attend the trial in person to be considered for selection.
    3. A request to not attend the final state trial cannot be approved under any circumstances. This includes students who may be ill or injured.
    4. Students can only be considered for an exception once per sport in a calendar year where the criteria are met.
    5. Family holidays and personal commitments cannot be considered grounds for an exception to be considered.
    6. All exceptions are to be considered by the Team Vic Manager.

Criteria

The criteria for consideration for a student to receive an exception from attending a Team Vic trial are (noting that exceptions cannot be granted for any final selection trial):

  • A. The student has/or will be involved in official school assessment;
  • B. The student is unable to attend the level of trials as they will be attending a compulsory school camp/excursion at that time;
  • C. The student is unable to attend the level of trials because they are representing Victoria or Australia in a sporting competition selected by an Australian Sports Commission recognised sport or Sport and Recreation Victoria (part of the Department of Jobs, Skills, Industry and Regions) recognised sport;
  • D. The student is unable to attend the level of trials because of their participation in a sporting event or competition considered by SSV staff to be of greater status than that level of trial competition;
  • E. An 'official administrative error' has caused the student to not attend one of the selection trials (please note that failure to inform students of trials by the student's school or a parent/carer was not aware of the trial is not considered to be an 'official administrative error');
  • F. The student is injured or ill at the time of the trials. The family must provide a medical certificate and a completed statutory declaration. The medical certificate must indicate an injury/illness and must state that the student can fully participate in the next level of trial.
  • G. The student is unable to attend the level of trials because they will be attending a funeral or memorial service for a member of their family. The family must provide a service-related document, and a completed statutory declaration outlining the reasons for not attending the trial.

Timelines

    1. Exception requests for Team Vic trials must be lodged via the online form per timelines below:
    • 9.1. Prior to the trial for Criteria A, B, C and D
    • 9.2. Within 72 hours of the completion of the trial for Criteria E, F and G.
    • 9.3. All required supporting documents are to be uploaded at the time of application (wherever possible). The statutory declaration must be submitted at the time of application

Supporting Documentation

    1. Requests must be accompanied by relevant supporting documents, including:
    • 10.1. A letter from the School Principal supporting the request and where applicable, verifying which of the school-based exception criteria applies for missing the trial;
    • 10.2. Evidence of registration/participation in an event of higher status (where applicable);
    • 10.3. A medical certificate (where applicable);
    • 10.4. A certified statutory declaration signed by the students parent/carer (compulsory for all exception requests).

Resources

Victorian Statutory Declaration Form template