SOFTBALL QUEENSLAND Inc STATE CHAMPIONSHIP POLICY DATE OF EFFECT: 14 OCTOBER 2019 Updated (Rules 16.11.3, 16.11.4 & new Rule 16.11.5): 28 JULY 2020 SOFTBALL QUEENSLAND INC ABN 42 507 634 417 PO Box 861 Sunnybank Q 4109 I Level 3 Queensland Sport & Athletics Centre, Kessels Rd, Nathan Q 4111 I Australia T: 07 3391 2447 I E: admin@softballqld.asn.au I W: www.qld.softball/org.au Affiliated with Softball Australia Ltd.

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CONTENTS 1. Introduction 3 2. Divisions 3 3. General 4 4. SQI Representative 4 5. State Championship Umpires 4 6. Championship Draw 7 7. Trophies and Awards 7 8. Allocation of Championships 8 9. Procedure for Host Association 9 10. Conditions of Participation in a State Championship 9 11. Officials’ Accreditation Requirements 11 12. Combined District Association Teams 12 13. Closing Ceremony 13 14. Behaviour and Conduct 13 15. Open Championships (Men’s and Women’s) 15 16. Under Age Championships 16 17. Uniforms 18 18. Review of Policy 19 ATTACHMENTS 1. SQI requirements to host a State Championship 20 2. SQI Procedures and Host Association 23 3. SQI State Championship Trophy List 25 4. SQI Representative Position Description 28 5. SQI Policy for Interstate and International Teams 31

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1. INTRODUCTION 1.1 Softball Queensland Inc (SQI) may organise and conduct State

Championships each year at such times and places as are determined by the Board.

1.2 State Championships shall be open to teams representing each District

Association provided that all members of a District Association representative team are:

• registered with Softball Queensland Inc;

• not un-financial with any District Association;

• not under suspension;

• have, for the immediate six (6) months prior to the relevant State Championship, been a registered participant of the District Association they represent or are a new registration with Softball Queensland Inc or with the exception of umpires, have a Championship Release issued in accordance with the rules of their home association.

• Exceptions concerning residential relocation within the six (6) month criteria, will be considered by the Board upon receipt of written application from the District Association to which the participant is transferring.

• in the case of interstate/overseas players, have forwarded a copy of a clearance/permit to the SQI Inc. office to have arrived not less than twenty-one (21) days prior to the first day of the relevant championship.

1.3 Subject to the provisions of Section 1.2 of this Policy, the Board may permit

any team representing a combination of District Associations to compete at an annual State Championship.

1.4 The Board or the SQI Representative at State Championships may refuse

entry to or withdraw a District Association team if it is found the Section 1.2 has been breached.

1.5 The Board shall be entitled to refuse permission for teams from any District

Association to compete in a State Championship where that District Association is un-financial.

Note: Section 1 of this Policy can only be amended with the agreement of the

membership (75%) at the Annual General Meeting. The remainder of the Policy can be amended with the approval of the SQI Board.

2. DIVISIONS 2.1 State Championships shall be conducted annually in the following divisions:

• Under 14 Girls State Championship;

• Under 16 Girls State Championship;

• Under 18 Women’s State Championship;

• Open Women’s State Championship;

• Under 14 Boys State Championship;

• Under 16 Boys State Championship;

• Under 18 Men’s State Championship;

• Open Men’s State Championship; and

• Any other division as determined by the Board.

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3. GENERAL 3.1 The State Championships shall be conducted according to this Policy and

the State Championship Ground Rules. 3.2 The Events Advisory Committee may formulate supplementary ground rules

for specific requirements of any State Championship. 3.3 Nominations to participate in the State Championships shall be accepted by

the Events Advisory Committee as per this Policy. 3.4 All participating associations shall be financial with SQI in order to

participate in any State Championship and shall abide by the State Championship Policies and other relevant documents.

3.5 All fees, and other amounts due and payable by any participating

association to SQI, with respect to a State Championship shall be in the SQI office not later than six (6) weeks prior to the due date for commencement of the Championship.

4. SQI REPRESENTATIVE 4.1 The official State Representative shall have discretionary power to deal with

any matter that may arise at a State Championship not otherwise covered by the Rules, Policies and other relevant documents.

4.2 The SQI Representative shall only approach team managers, or their

nominated representative, between games (other than emergencies) regarding any issues that may arise in relation to District Association Teams at State Championships.

4.3 SQI shall meet where necessary the expenses incurred for transport,

accommodation and breakfast for the appointed SQI Representative. 4.4 The SQI Representative shall submit a report of the State Championship

within twenty-one (21) days of the completion of the State Championship. 4.5 All SQI Representatives shall be consistent in their approach and application

of the rules governing State Championships. 4.6 SQI Representatives shall abide by the Administrators Code of

Conduct/Ethics.

5. STATE CHAMPIONSHIP UMPIRES 5.1 Tournament Chief Umpire and Examiners 5.1.1 In respect of every State Championship, the Events Advisory Committee

shall appoint, from recommendations received from the Umpiring Committee:

• The Tournament Chief Umpire (TCU) for each State Championship, being an umpire possessing not lower than a Level 4 umpiring qualification;

• Two Umpire Examiners (if required); and

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• Other special appointments as agreed by the Events Advisory Committee.

5.1.2 The allocation of umpires to games at State Championships shall be

undertaken by the TCU. 5.1.3 The TCU shall submit a report of the State Championship within twenty-one

(21) days of the completion of the State Championship. 5.1.4 The SQI office shall make all arrangements and meet the expenses for the

umpires listed in 5.1.1 for:

• transportation to and from the championship; and

• accommodation and breakfast as per the Policy for Volunteer Out of Pocket Expenses.

5.2 Umpires appointed by the SQI Umpiring Committee - Open & Under 18

State Championships 5.2.1 The SQI Umpiring Committee shall appoint the umpires to officiate at the

Open and Under 18 male and female State Championships from nominations received by appropriately accredited umpires. Refer to Section 10.7 for accreditation requirements.

5.2.2 The Umpiring Committee shall advise the SQI office of the umpire

appointments no later than five (5) weeks prior to each State Championship. 5.2.3 The SQI office shall make arrangements for the transportation,

accommodation and breakfast for umpires listed in 5.1.1 no later than four (4) weeks prior to each State Championship as follows:

• Return air travel where appropriate;

• Twin-share or apartment style accommodation for umpires who reside greater than 35kms from the championship venue;

• Breakfast for those umpires at SQI organised accommodation; and

• Ground transport where necessary for championships held in regional areas where the majority of umpires are required to travel by air e.g. Rockhampton.

Notes: Umpires who choose to stay in alternate accommodation will do so at

their own expense unless prior agreement has been reached with the SQI office; and Changes to travel and accommodation bookings after the four (4) week period will be at the expense of the individual umpire unless prior agreement has been reached with the SQI office.

5.2.4 Each District Association that participates in Open and Under 18 State

Championships shall meet the expenses for the umpires appointed under 5.2.1. Expenses include:

• transportation to and from the championship (air and/or car); and

• accommodation and breakfast as per the Policy for Volunteer Out of Pocket Expenses.

5.2.5 The SQI office shall invoice each District Association for their equal share of

the expenses for umpires listed in 13.5.2 to attend the relevant State

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Championship based on the number of teams the District Association entered in each specific State Championship.

5.3 Umpires appointed by District Associations - Under 14 & Under 16

State Championships 5.3.1 Each District Association participating in an Under 14 or Under 16 State

Championship shall provide one full time umpire per team participating at the championship. Refer to Section 10.7 for accreditation requirements.

5.3.2 The appointed umpire should be home registered with the District

Association entering the team. Should a District Association be unable to supply an umpire home registered with their association, they may request an umpire be provided by another District Association or the SQI Umpiring Committee.

5.3.3 All requests to another District Association must be made in writing to the

District Association Secretary. If the request is accepted, an Umpire Championship Release Form (Form 2.6 a), duly completed by all relevant parties, is to be provided to SQI by the District Association accepting the Umpire on Championship Release with their team list. The District Association accepting the Umpire must pay the Umpire the out of pocket expenses (i.e. travel and accommodation) incurred by the Umpire undertaking these duties on their behalf.

5.3.4 All requests to the SQI Umpiring Committee must be made through the Events

Advisory Committee no later than six weeks prior to the relevant State Championship. An umpire appointed by the SQI Umpiring Committee does not require a Championship Release. The District Association requesting the umpire shall pay to SQI an amount of $250.00, plus any additional costs incurred over and above the $250, per umpire required. SQI will organise and fund the travel and accommodation requirements for the umpire.

Note: SQI will use all endeavours to minimise additional costs including the use of

umpires (who meet the appropriate standard) who are located within close proximity to the host venue.

5.3.5 A District Association failing to provide an umpire in accordance with 5.3.1,

5.3.2 or 5.3.3 shall be fined an amount of $500.00 per umpire not attending. 5.3.6 District Associations must not approach individual umpires who are home

registered with another District Association without first receiving permission from the umpire’s home association Secretary. Individual umpires are not permitted to enter into agreements for personal financial gain. (Please note that reimbursement of travel and accommodation out of pocket expenses are acceptable.) If such action occurs, SQI may apply the full $500 fine.

5.4 General 5.4.1 All umpires officiating at State Championships shall:

• fulfill those duties and responsibilities relevant to their position;

• officiate those games as directed by the TCU; and

• abide by the SQI Rules and Policies including, but not limited to, Umpires Code of Conduct/Ethics, Zero Tolerance Policy, Member Protection Policy and Social Media Policy.

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6. CHAMPIONSHIP DRAW 6.1 Draws for State Championships shall be the responsibility of the Events

Advisory Committee and shall be drawn up with a view to providing as many games as possible for all teams participating.

6.2 The Events Advisory Committee shall construct and distribute to all

participating associations, not later than twenty-one (21) days prior to the due date of commencement of the championship, the proposed draw of fixture matches for the championship and the system by which the finals competition will be played.

6.3 In extenuating circumstances, the SQI Representative for the championship

may alter, amend or reconstruct the draw and/or the system by which finals competition is to be played.

7. TROPHIES AND AWARDS 7.1 State Championship shall be contested for such trophies as are prescribed

from time to time. 7.2 Perpetual Trophies 7.2.1 Perpetual trophies shall be awarded by Softball Queensland Inc for the

relevant State Championship. 7.2.2 Perpetual trophies won at any State Championship shall be retained in the

SQI office, maintained in good order and condition and shall be delivered to the SQI Representative at the commencement of the relevant championship next following.

7.2.3 The State Championship winning association and runners-up for all

championships and the President’s Cup winning association shall receive a plaque for their own keeping. The President’s Cup runners-up for underage championships shall receive a plaque for their own keeping.

7.2.4 The Board shall determine any other perpetual awards or trophies and the

rules pertaining to such. 7.3 Individual Awards 7.3.1 At all State Championships, 20 individual awards will be provided by the Host

District Association and shall be presented to the players and officials of the winning team and runners up of the State Championship and winners of the Presidents Cup. The players and officials of the runners up team of the Presidents Cup in the underage championship shall receive a presentation.

7.4 Any non-perpetual team or individual awards, at State Championships shall be

with the prior consent of the Events Advisory Committee. 7.5 Country Competition 7.5.1 To be eligible for any Country Competition trophy a District Association must

be in the geographical area from Noosa – north and Toowoomba – west inclusively.

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7.6 State Championship Trophy Details 7.6.1 The details of all State Championship trophies are contained in Attachment

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8. ALLOCATION OF CHAMPIONSHIPS 8.1 Each State Championship shall be hosted and conducted by a District

Association. 8.2 The allocation of host District Associations for State Championships will rest

with the Events Advisory Committee pursuant to By-Law 13.8.3. 8.3 In relation to each proposed State Championship the SQI Office shall

forward written notice to all eligible District Associations calling for applications for allocation of the Championship. Each such notice shall specify a closure date for application.

8.3.1 Each application shall be forwarded to the SQI Office in writing on the

prescribed form by the closure date and shall be accompanied by details of:

• the number of available playing diamonds;

• proposed accommodation arrangements;

• proposed entertainment arrangements;

• proposed financial arrangements;

• proposed catering arrangements;

• available officials; and

• such other details as may be required by the Events Advisory Committee.

8.3.2 Where competing applications are received and the Events Advisory Committee is satisfied of each applicant's capability to conduct the Championship successfully, the Championship shall be allocated to:

• the applicant which has not previously conducted a State Championship; or

• where all applicants have previously hosted State Championships, the applicant which last conducted a State Championship earliest in time.

8.4 If at any time after being allocated a State Championship the host

association considers it is or will be unable to proceed properly and adequately to conduct the Championship, it shall notify the Events Advisory Committee promptly.

8.5 Where the Events Advisory Committee is satisfied that the host association

has or will become unable to proceed properly and adequately to conduct the Championship, the Events Advisory Committee may re-allocate the Championship provided always that no such re-allocation may be made without the host association being afforded the opportunity to demonstrate to the Events Advisory Committee that it continues and will continue to be able to properly and adequately conduct the Championship based on recommendations received from the Events Advisory Committee.

8.6 Subject to the provisions of paragraphs (d) and (e) hereof, allocation of each

championship shall be completed in sufficient time to allow the host association to prepare for the championship.

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8.7 The Host Association shall ensure that the facilities are prepared to the minimum standards as submitted to SQI on the form “Application to Host a State Championship”, and meet all requirements as set out by SQI in Attachment One.

9. PROCEDURE FOR HOST ASSOCIATION 9.1 Not later than three (3) months prior to the due date of commencement of a

State Championship, the host association shall forward:

• to each District Association, an invitation to participate in the championship accompanied by a nomination form in respect of each grade in respect of which the championship is being conducted; and

• to SQI, written confirmation that the invitations and nomination forms have been sent.

9.2 The Host Association is required to follow those procedures set out in

Attachment Two.

10. CONDITIONS OF PARTICIPATION IN A STATE CHAMPIONSHIP 10.1 Any District Association wishing to enter a team or teams in the

championship shall forward, not later than six (6) weeks prior to the date of commencement of the championship to the host association:

• a completed nomination form in respect of each team which it intends to enter in the championship; and

• such other details and items or materials as have been requested by the host association in its invitation.

10.2 Any District Association wishing to enter a team or teams in the

championship shall forward, not later than six (6) weeks prior to the date of commencement of the championship to SQI:

• a copy of each nomination form forwarded by it to the host association; and

• the Team Levy Form and the prescribed payment 10.3 Withdrawal Of Team From Any State Championship 10.3.1 A penalty may apply to an association that withdraws a team from a State

Championship.

10.3.2 The following will be applied when determining and imposing the penalty:

Time of withdrawal before a Championship Penalty

More than 6 weeks No fine

Between 4 and 6 weeks 50% of the team levy to SQI

Less than 4 weeks 100% of the team levy to SQI and 100% of the bond to host Association

10.4 Team Lists 10.4.1 Each District Association participating in a State Championship shall supply

to SQI, not later than twenty-eight (28) days prior to the due date of commencement of the championship, their team list stating:

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• full names of its players and officials (including managers, coaches, assistant coaches, statisticians, umpires (for Under 14 and Under 16 Championships), bat persons and any other specialist personnel;

• the uniform number to be worn by each player;

• the date of birth of each player who is participating in the championship;

• the accreditation level of the team head coach (minimum Level Two required), assistant/specialist coach (minimum Level One required), statistician (minimum Level Three required) and umpire; and

• such other details, including any relevant State Championship Release forms, within such times, as SQI may require.

10.4.2 Each District Association shall certify that all members listed on the team list

together with any late additions (10.4.4), including emergency substitutions (10.4.5), meet all eligibility requirements to participate in the relevant State Championship. Such certification shall confirm that the date of birth for each player is correct. Certification means that either the President, Secretary or Treasurer of the relevant District Association has signed and dated the form and any subsequent amendment.

10.4.3 Penalties for failure to comply with this Section are:

• failure to comply with all eligibility requirements shall result in a fine of $100 payable to SQI by the District Association at fault;

• failure to lodge the team list on time shall result in a fine of $100 payable to SQI by the District Association at fault; and

• Playing an ineligible player; o If discovered during the championship all games the player

participated in (fielding or batting) are declared a forfeit and the results are immediately adjusted accordingly; and

o If discovered after the championship has concluded the District Association is disqualified. The final positions in the championship are amended to reflect the disqualification and any trophies are re-issued to the District Association team next in order of rank.

10.4.4 Any withdrawals from or additions to the team lists submitted to SQI, must

be notified to SQI no later than 3 days prior to the Championship, or to the SQI Representative at the manager/coach meeting the night before the Championship:

• Changes are to be made on letterhead of the District Association and should clearly indicate the name changes and/or uniform changes.

• Any person added late cannot take the field until their registration details have been confirmed with the SQI office. If the office is closed, then registration fees must be paid and should the person be registered a refund will be provided. Confirmation of birth date, for underage teams, is required for all additions to team.

Note: Each District Association team is permitted a maximum of three (3)

amendments to their original team lists submitted (players and officials). Any further amendments incur a fine of $20 per amendment. An amendment is any change on the team list of player or official that requires a registration check to occur.

10.4.5 Any emergency substitutes to the team lists thereafter shall be notified in

writing to the SQI Representative no later than one (1) hour prior to the

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commencement of the game in which these alterations or additions shall take effect.

• An emergency substitute must be a member of the District Association making the substitution, or on State Championship Release. An emergency substitution will only be accepted in the case that a team has eight or less able players, at a point during the tournament. Documentation must be supplied by a medical practitioner or medical person to confirm that other players on the team sheet are unfit to participate. The participation criteria applies to the emergency substitute; and

• A $50 fee is required to be paid at the time of applying for the use of an emergency player. Penalty for failure to comply with the above shall be a forfeit.

10.5 Failure to Take The Field 10.5.1 A participating Association present at a State Championship that does not take

the field at the commencement of a scheduled game may incur a penalty consisting of a loss of bond & $50 fine to SQI. The imposition of the penalty to be determined by the Board.

11. OFFICIALS’ ACCREDITATION REQUIREMENTS 11.1 Coaching Staff 11.1.1 All participating District Association Representative Team Head Coaches

must hold a minimum Level Two Accreditation and a District Association Representative Team Trainee or Assistant Coach must hold a minimum Level One Accreditation to be eligible to participate in State Championships. Teams cannot compete at the State Championships without such accredited coaches.

11.1.2 Where participating Associations cannot provide accredited coaches, they

may make written application to SQI for a pick up coach. 11.1.3 All accreditation requirements relating to the appointed coaching position

must be finalised one month prior to the relevant State Championship. 11.2 Statisticians 11.2.1 District Association Statisticians must hold an Australian Level Three

Scoring Accreditation. Failure to comply will result in a fine of $50.00. An official team statistician will not be recognised as a team member and will not be permitted to sit on the bench unless they have the required accreditation. If an unaccredited statistician accompanies a District Association team, no information from the team scorebook will be recognised by the SQI officials.

11.2.2 A District Association may request the SQI Scoring Committee to appoint a

pickup scorer on their behalf. The District Association shall pay (or re-imburse) the travel, accommodation and out of pocket expenses for the pickup scorer. All requests must be made through the Events Advisory Committee no later than six weeks prior to the relevant State Championship. Arrangements may not be made direct with individual scorers. Individual scorers are not permitted to enter into agreements for personal financial gain, if such action occurs a

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penalty will be applied to both the individual scorer and the District Association. Scorers appointed as pickup scorers to District Association teams shall be provided with the required uniform on a loan basis. A pickup scorer may purchase uniform items with the approval of the District Association they are representing.

11.3 Umpires 11.3.1 The preferred accreditation levels for attendance at State Championships shall

be:

State Championship Level

U14 Boys and Girls Level 1 and above

U16 Boys and Girls Level 2 and above

U18 Men and Women Level 2 and above

Open Men and Women Level 3 and above

12. COMBINED DISTRICT ASSOCIATION TEAMS 12.1 Any number of District Associations, which don’t have a team entered in a

State Championship in their own right, may combine to enter a team in a State Championship.

12.2 Combined District Association Teams must comply with this Policy and the

State Championship Ground Rules as though this was a District Association team entered in its own right.

12.3 A minimum of 8 players must be first registered with the District Associations

combining to enter a team. 12.4 Players and Officials on Championship Release, filling any vacancies in a

combined team, may be sourced from:

• any SQI District Association in accordance with that District Association’s rules or, if the District Association rules are silent on this matter, whether or not that District Association has entered a team in the Championship; and

• any Associate Member organisation provided that player or official has paid the full annual SQI registration fee for the current year.

12.5 It is the responsibility of the District Associations combining to determine the

following:

• the name of the team;

• the appointment of the team officials;

• the District Association playing uniform to be worn - members of combined District Association teams may wear the approved warm up jacket and off-diamond shirt of their home association;

• the percentage of fees, fines and charges each will incur and agree to pay such amounts to the District Association with the responsibility for the team administration; and

• which District Association is responsible for the administration of the team and advise SQI accordingly.

12.6 SQI will correspond with the nominated District Association and any fees,

fines or other charges incurred by the team, will be charged to that District Association which is then responsible for making the payment.

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13. CLOSING CEREMONY 13.1 All participating teams must remain in attendance for the duration of the

championship including the Closing Ceremony.

14. BEHAVIOUR AND CONDUCT 14.1 General 14.1.1 It is the responsibility of each participating District Association to ensure that its

representative personnel:

• are aware of, have read and agree to abide by the codes of conduct/ethics relevant to their positions held within the team;

• are aware of, have read and agree to abide by the State Championship Ground Rules;

• are responsible for ensuring that parents and spectators are aware of and abide by the SQI Codes of Conduct;

• always extend courtesy to other teams and, in particular, to the host centre and the local community; and

• work together and promote harmony and discipline within their team and between teams.

14.2 Manager 14.2.1 The Manager shall have complete control of the team, except when training,

on the field or in match play, when the control passes to the Coach and be the liaison link for the team, and will:

• Inform the team of the standards set down by SQI - behaviour, punctuality, alcohol, curfew, dress, discipline, etc;

• Liaise with the Coach re: team meetings, training, etc;

• Ensure that any injuries or illnesses are appropriately treated;

• Delegate duties to other officials as directed by necessity or practicality;

• After the event, submit a report to the District Association, if required, including recommendations;

• Advise team members of the travel arrangements, dates and times, accommodation, training times and venues, uniform requirements and all costs;

• collect and receipt all monies from team members in conjunction with Secretary/Treasurer of District Association.

• abide by the SQI Rules, Policies including, but not limited to, Administrators Code of Conduct/Ethics, Zero Tolerance Policy, Member Protection Policy and Social Media Policy.

14.3 Head Coach 14.3.1 The Head Coach shall have control of the team on the field during training,

warm up or in match play, and liaises with the Manager re: discipline, training, etc.

14.3.2 The Head Coach shall be responsible for:

• team training;

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• team equipment; and

• the conduct of the team on the field, during play and at training. 14.3.3 The Head Coach will:

• submit a report to the District Association after the Championship, including any recommendations if required; and

• abide by the SQI Rules, By-Laws and Policies including, but not limited to, Coaches Code of Conduct/Ethics, Zero Tolerance Policy, Member Protection Policy and Social Media Policy.

14.4 Statistician 14.4.1 The Statistician will:

• Act as Official Statistician for the team;

• Liaise with the Coach re: statistical requirements;

• Assist other officials in any way as required; and

• Abide by the SQI Rules and Policies including, but not limited to, Administrators Code of Conduct/Ethics, Zero Tolerance Policy, Member Protection Policy and Social Media Policy.

14.5 Assistant/Specialist/Trainee Coach (if applicable) 14.5.1 The Assistant/Specialist/Trainee Coach will:

• Assist the Coach at training and during games;

• Assist other officials in any way as required; and

• Abide by the SQI Rules, By-Laws and Policies including, but not limited to, Coaches Code of Conduct/Ethics, Zero Tolerance Policy, Member Protection Policy and Social Media Policy.

14.6 Umpires 14.6.1 Umpires will:

• Liaise with the TCU with relation to accommodation if required;

• Abide with the direction of the TCU in regard to roster, dress and behaviour as appropriate;

• Be aware of responsibilities in regard to involvement with District Association teams;

• Ensure the TCU is aware of any injuries or other conflicts that may arise; and

• Abide by the SQI Rules, By-Laws and Policies including, but not limited to, Umpires Code of Conduct/Ethics, Zero Tolerance Policy, Member Protection Policy and Social Media Policy.

15. OPEN CHAMPIONSHIPS (MEN’S AND WOMEN’S) 15.1 District Association Representative Team

• Each District Association may enter one team in the Open State Championships;

• District Associations must have a minimum of eight ‘home’ association registered players to enter a team in their own right;

• A maximum of 24 teams will participate in the Open Championships;

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• There are no restrictions on the number of players per team on Championship Release;

• There are no restrictions on the number of interstate or international Pick-Up players per team; and

• All interstate or international players or officials participating on permit must pay the SQI Event Fee to be eligible to participate.

Note: Any number of District Associations may combine to enter a team as per the

relevant section of this Policy. 15.2 Additional District Association Teams

• Any participating District Association may make application to enter a second team in accordance with the SQI Policy for State Championships;

• In determining whether to accept the second team, the Events Advisory Committee will consider the number of ‘home’ association registered players in the competitions within that District Association and the requirements of the SQI By-Laws for State Championships;

• Each team must have a minimum of eight ‘home’ association registered players;

• There are no restrictions on the number of players per team on Championship Release;

• There are no restrictions on the number of interstate or international Pick-Up players per team; and

• All interstate or international players or officials participating on permit must pay the SQI Event Fee to be eligible to participate.

15.3 Qualifications 15.3.1 To be eligible to represent a District Association at the Open Championships

a person shall:

• be 16 years of age and over, as at 31st December in the year of the Championship; and

• comply with this Policy. 15.4 Doping Policy and Drug Testing 15.4.1 All players selected to represent a District Association shall be bound by the

contents of the SQI/SAL Doping Policy and Queensland Government legislation in relation to Anti-Doping.

15.4.2 ASADA has the authority and power to conduct Drug Testing at the Open

Championships in accordance with Queensland Government Legislation.

16. UNDER AGE CHAMPIONSHIPS 16.1 Each District Association may enter one team in each age division State

Championship. 16.2 Interstate and/or international players are not permitted to play in a Softball

Queensland Underage State Championship. 16.3 A maximum of 21 teams shall be permitted to participate in each underage

division. In the case of more than 21 nominations being received, it will be deemed that the first 21 District Associations to complete all the requirements

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and lodge their forms and monies with SQI will be accepted. i.e. all the following forms completed in their entirety and payment made by the relevant due date – Intent to Participate Form, Team Levy Form and payment, Team List Form.

16.4 If 21 participating District Associations have not submitted the relevant forms

and levies by the due date, then the next set of nominations will be accepted in order of receipt, up to the 21 team limit. A late fee of 50% of the current team levy, in addition to the team levy, will apply.

16.5 Any District Association team not accepted by the due date, due to the 21

team limit being filled, will be refunded in full. 16.6 Participating District Association teams will comprise a minimum of 12 players

to be eligible to field a team in any underage State Championship. 16.7 A minimum of 8 players must be first registered with the participating District

Association fielding a team. 16.8 Any participating association may make application to enter a second team. 16.9 Any number of District Associations may combine to enter a team. 16.10 Application to field a second team in any underage State Championship 16.10.1 Application must be made in writing to the Events Advisory Committee no

later than 3 months prior to the relevant State Championship. 16.10.2 The application must set out the circumstances of ability/inability and include

evidence supporting the proposed team's viability in the competition i.e. details of players who would comprise the team; record of past achievements etc.

16.10.3 All players in both teams must be home registered with the District Association entering the team (i.e no player on Championship Release and not a combined team with another District Association)

16.10.4 The Events Advisory Committee should grant the request for inclusion of a second team only if:

• the 21 team limit has not been filled;

• they are convinced that the team would be competitive in that division; and

• that in the event of more than one request for similar inclusion in a given year and the inability of the host centre to accommodate all parties, the Events Advisory Committee should, after considering all information available to it, grade the teams in order of acceptability and accordingly accept that or those that can be accommodated.

16.11 Age Guidelines and Criteria

16.11.1 Any query by a District Association regarding the age of a player/s from

another District Association is to be resolved between the District Associations involved and are not to be handled by the SQI Representative at the championship or by SQI before or after the championship.

16.11.2 Should a District Association prove that another District Association has breached the age guidelines and criteria, such District Association should lodged a submission in writing, together with all evidence to substantiate the claim, to the SQI Board. The District Association which is the subject of the allegation shall submit a written response to the claim. The SQI Board shall

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review the documentation provided by both Associations and shall have the authority to impose any penalty it determines suitable to that specific circumstance.

16.11.3 Players must meet the age guidelines and criteria as described below to be

eligible to participate in the Underage State Championships:

• Under 14 State Championships o Only players 11, 12 & 13 years of age, as at 31 December in year of

Championship, are permitted to compete in the Under 14 Championships.

• Under 16 State Championships o Only players 13, 14 & 15 years of age, as at 31 December in year of

Championship, are permitted to compete in the Under 16 Championships.

• Under 18 State Championships o Only players 14, 15, 16 & 17 years of age, as at 31 December in

year of Championship, are permitted to compete in the Under 18 Championships.

16.11.4 District Associations are to consider the following criteria when selecting the

youngest eligibly aged players in their representative teams (i.e. 11 year olds in the Under 14 State Championships, 13 year olds in the Under 16 State Championships and 14 year olds in the Under 18 State Championships). This is to ensure that the player can effectively compete in the relevant championship:

• The maturity level of the player;

• The physical strength of the player;

• The skill level of the player;

• The positions to be played; and

• The players’ level of game knowledge.

16.11.5 District Associations may request permission to include younger players in underage representative teams that are outside the eligibility requirements stated in 16.11.4. Such requests for exemption are to be based on assessment. Such assessments are to be determined by two (2) Level 3 coaches who will make a recommendation to the Board or CEO for approval. Such assessment is to be based on:

• the maturity level of the player; • The physical strength of the player; • The skill level of the player; • The positions to be played; and • The players’ level of game knowledge.

If two (2) local Level 3 coaches are not available to conduct the assessment of regional athletes, a video of the player, based on the above points is to be sent to the SQI office: admin@softballqld.asn.au who will arrange for the assessment to be undertaken.

Note: The parent/guardian of a player Under 18 years of age must sign the

Championship Release Form, in addition to the District Associations Secretaries, in order for an underage player to participate on Championship Release to another District Association.

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17. UNIFORMS

17.1 All member associations’ representative uniforms shall be registered with SQI. Uniforms for players and officials include:

• pants or knickerbockers – players and officials;

• playing and officials shirts;

• caps and hats;

• socks;

• off diamond and warm up shirts; and

• jackets and hoodies; 17.2 No District Softball Association shall adopt or alter its representative colours,

playing or dress uniforms without first obtaining the approval of SQI, such approval not to be unreasonably refused;

17.3 No District Softball Association shall adopt maroon and white as its colours. 17.4 For the purpose of Section 17.1, the term "uniform" shall be deemed to

include an association's emblem, crest or name; 17.5 On the back of the shirt of every playing uniform there shall appear a

number, the colour of which shall contrast with the shirt colour/colours and the height of which shall be not less than 15.24 cm (six inches).

17.6 All players and team officials representing a District Softball Association in

any fixture shall wear that Association's uniform as currently registered with SQI without any variation.

17.7 The plate umpire may refuse permission to commence or continue

participation in a fixture for any player if, in the opinion of the plate umpire, that player is not correctly attired in his/her association's playing uniform or his/her uniform is not of a clean and properly-maintained appearance in the circumstances.

17.8 Where any player competes in a fixture on behalf of a District Softball

Association in a uniform which is not correct or proper in all respects, the Events Advisory Committee may impose upon that District Softball Association a fine of such amount as is prescribed from time to time provided that no such fine shall be imposed without the association in question being permitted to be heard in its own defence.

17.9 SQI may issue to its members guidelines setting forth those criteria and

standards required by SQI with respect to uniforms and all such guidelines and standards shall be adhered to by members of SQI.

17.10 At the discretion of the District Association concerned, discreet advertising by a sponsor(s) may be permitted on the playing uniform and/or warm-up jacket of their representative team, provided such conforms to the following guidelines:

• Any sponsorship must not bring softball into disrepute.

• All advertised sponsorship needs to be advised to SQI.

• The number of sponsors advertising on uniforms will be limited to three (3), one (1) of which may be the major sponsor and the remainder will be minor sponsors.

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• For the major sponsor the maximum permitted size of the panel covering logos, emblems or printing will be 300mm x 75mm (12" x 3"). This may be located on the back of the playing shirt and/or the warm up jacket.

• For each minor sponsor the maximum permitted size of the panel covering logos, emblems or printing will be 100mm x 100mm (4" x 4"). One may be located on the front of the playing shorts or pants and the other on one sleeve of the playing shirt, undershirt or warm up jacket.

• The number of visible logos in any combination of playing uniforms/warm up jackets will be limited to 3.

• Sponsors advertising on uniforms will be team sponsors and not the sponsors of individual players.

18. REVIEW OF POLICY 18.1 This Policy shall be reviewed every three years.

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ATTACHMENT ONE SQI REQUIREMENTS TO HOST A STATE CHAMPIONSHIP 1. ADMINISTRATION Personnel: Championship Convenor (and assistants if desired) (Duty Statement following) Equipment: Telephone, Fax Machine & Photocopier, 2 Way radios and PA System Office space for SQI Representative and Championship Officials 2. STATISTICS Personnel: Championship Recorder and assistant (Duty Statement following) Computer and Printer: with Microsoft Office suite of programs & specifically, Word, Excel & Access Charts: For display purposes indicating game/tournament results Notice Board: To display draw/nomination lists, etc. 3. FACILITY REQUIREMENTS Personnel: Head Groundsman and sufficient staff to assist Diamonds:

• Backnets – all diamonds must have backnets in good condition (i.e. no wire ends exposed) and where possible, the preferred minimum height is 2.4m

• Dugouts – must have protective netting in front of dugout. (This may be temporary netting)

• Where possible, the protective fencing / netting should extend to the end of the home/first and home/third base lines

• Dugout areas are to have sufficient seating for team and officials

• Sufficient shade over dugout area and around fields

• Marked home run line – either pegs in the ground holding plastic markers (similar to bunting) (Ground rule 2.1.11) or line marked on ground

• Level grounds

• No interlocking/overlapping diamonds

• Warm up areas

• Lighting to ASA standards (if applicable)

• Maintenance on grounds between games where necessary

• Contingency plan for unexpected rain, etc, e.g. emergency diamonds

• If hosting an Under 19 or Open Championship, the host District Association must permit metal cleats to be worn.

4. UMPIRES

• It is preferred to have separate umpires’ room/facilities for male and female umpires (for security and privacy reasons)

• Large water cooler and tea/coffee facilities 5. FIRST AID

• A First Aid officer with minimum qualifications equivalent to Level 1 Sports Trainer or Level 2 First Aid and designated to this position only, must be on site daily between 1 hour prior to the first scheduled games and 30 minutes after conclusion of last scheduled game

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• A designated area (room/marquee) for the First Aid Officer and access to ice/phone etc must be made available.

• A set procedure to follow for injuries, especially serious injuries. 6. MERCHANDISE

Personnel: Coordinator (Duty Statement following)

A merchandise stand is to be staffed for the duration of the tournament. SQI and Host Association merchandise (e.g. Tournament Shirt) may be sold 7. CATERING/CANTEEN

• Personnel: Canteen Convenor and adequate staff

• Health & Safety standards for volunteers and canteen / work areas

• Alcohol bar areas designated

• Efficient sports wise food and drink

• You may also like to consider providing breakfast at the grounds 8. ACCOMMODATION Adequate local accommodation 9. ADDITIONAL FACILITIES TO CONSIDER IF AVAILABLE

• Business Support: Sponsorship

• Local transport – Public transport advertised

• Parking for officials

• Advertising provisions – fencing, dugouts etc

• Commentary for games – must have good knowledge of game

• Social interaction and Atmosphere creation – BBQ’s, meeting players, entertainment

• Premium viewing areas with seating DUTY STATEMENTS:

1. DUTIES OF HOST ASSOCIATION CONVENOR

a) Attend the coach/manager meeting the night before the championship

commences and provide an overview of the facilities, location of personnel (e.g. recorder, umpires, first aid, office), lunch order process and any other relevant information;

b) Be in attendance at the grounds no later than one hour prior to the commencement of the first game until at least 30 minutes after the conclusion of the last game;

c) If leaving the facility at any time, inform the SQI Representative and provide a replacement for the period of time convenor is absent;

d) Provide assistance to the SQI Representative and SQI personnel as requested; e) Be responsible for the host association facility, maintenance and all other aspects

of organization relating to the host association; f) Participate in discussions regarding disruptions to the championship as per

Ground Rule 7.1; g) Participate in any disciplinary tribunal as per Ground Rule 11; and h) Be the liaison person and representative of the host association.

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2. DUTIES OF RECORDER - HOST DISTRICT ASSOCIATION

(a) Be in attendance at the grounds no later than the commencement of the first game;

(b) Read and discuss the procedures for operating the Statistics Program with the SQI Tournament Chief Statistician (TCS);

(c) Make any amendments to the team lists on the ‘stats’ program as provided by the SQI Representative;

(d) Follow the directions for the ‘stats’ program to record names and uniform numbers of all nominated players;

(e) Check recorded names and uniform numbers against the scorecards submitted by District Associations on completion of games; and

(f) Advise SQI Representative of any discrepancies. 3. DUTIES OF HOST ASSOCIATION MERCHANDISE CONVENOR

(a) Be in attendance at the grounds no later than the commencement of the first game;

(b) Provide adequate staff to ‘man’ the merchandise stand for the duration of the championship;

(c) Undertake a stocktake of SQI Merchandise, with the SQI Representative or their representative present, at the beginning and the conclusion of the championship; and

(d) Pack any remaining SQI merchandise at the conclusion of the championship and return to the SQI Representative.

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ATTACHMENT TWO SQI PROCEDURES FOR HOST ASSOCIATION 1. THREE (3) MONTHS BEFORE CHAMPIONSHIPS 1.1 Forward the Championship Information Folders to all District Associations (if not

provided at the AGM). The folder should contain the following:

(a) invitations and nomination forms to participate (returned to host association);

(b) Team Levy Form (returned to SQI office with team levy); (c) Team List Form for relevant State Championship (returned to SQI office); (d) information request form for details of requirements as regards

accommodation, travel and number of team members, name of team manager and other information the host association may require;

(e) a statement outlining facilities available at the playing venue; (f) a list of accommodation including an estimate of costs and any particular

requirements by motels; (g) transport arrangements able to be organised if required; and (h) mention of any social event planned for teams (optional).

1.2 Forward to the SQI office a copy of the information folder and consult with SQI Events Co-Ordinator regarding their accommodation and transport requirements.

2. EIGHT (8) WEEKS BEFORE CHAMPIONSHIPS

2.1 Preliminary organisation of program booklet.

2.2 Forward to Softball Queensland:

(a) details of venues to be used for the pre-championship meetings -

coach/managers, umpires and statisticians; (b) any local ground rules that may be necessary to adopt; (c) explicit map of diamonds and grounds and comments on distance between

diamonds and general playing conditions of diamond; and (d) indication of numbering system to be displayed on back stops.

3. SIX (6) WEEKS BEFORE CHAMPIONSHIPS

(a) confer with SQI Events Co-Ordinator regarding the nomination forms for

each team received; (b) confirmation of accommodation details from participating associations; (c) confirmation to SQI Events Co-Ordinator of accommodation and transport

arrangements for SQI personnel; (d) confirm team bonds have been paid; (e) order minimum 20 individual awards per team for State Championship

Winners, Runners Up and President’s Cup winners and a presentation for the President’s Cup Runners-Up in underage State Championships;

(f) continue with program and facility preparation; (g) confirm volunteer workforce for the championship; and (h) confirm first aid attendant’s availability at the grounds for the duration of

the Championship - suitable transportation shall be readily available for emergencies.

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4. THREE (3) WEEKS BEFORE CHAMPIONSHIPS

4.1 Receive from SQI Events Co-Ordinator: (a) a copy of the team lists including names of all players, uniform numbers and

officials received from District Associations; (b) copy of draw, President’s message, list of Office Bearers, SQI Sponsor

logos etc; and (c) confirmation of SQI accommodation & transport requirements

5. CONCLUSION OF CHAMPIONSHIP

5.1 Return the returnable bond to each participating District Association and any

District Association that withdrew no later than 4 weeks prior to the championship.

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ATTACHMENT THREE SQI STATE CHAMPIONSHIP TROPHY LIST 1. OPEN WOMENS STATE CHAMPIONSHIPS QUEENSLAND CUP (formerly A GRADE) Winners Mack Gilley Memorial Trophy Runners Up Townsville Trophy Country Competition Winners Loff Trophy Best Defensive Team City of Cairns Shield (Team with the least number of runs scored against during the round) OPEN DIVISION (formerly B1 GRADE) Winners T McDonald Trophy Runners Up Ipswich Trophy Country Competition Winners Brendan Holden Trophy Presidents Cup SQI Trophy 2. OPEN MEN'S STATE CHAMPIONSHIPS QUEENSLAND CUP (formerly A GRADE) Winners Fourex Trophy Runners Up South Brisbane Trophy Best Defensive Team National Taxation Trophy (Team with the least number of runs scored against during the round) Most Valuable Player of the Grand Final Lester Nathan Memorial Trophy OPEN DIVISION (formerly B1 GRADE) Winners City of Hervey Bay Trophy Runners Up Mt Isa Trophy Presidents Cup SQI Trophy 3. UNDER 18 STATE CHAMPIONSHIPS (effective 2019) UNDER 18 FEMALE STATE CHAMPIONSHIP Winners City of Toowoomba Trophy Runners Up Hogsbreath Cafe Trophy Country Competition Toowoomba Chronicle Trophy Best Defensive Team City of Toowoomba Trophy (Team with least number of runs scored against during the round) Presidents Cup SQI Trophy UNDER 18 MALE STATE CHAMPIONSHIP Winners Brisbane Trophy Runners Up Cairns Trophy Best Defensive Team National Taxation Trophy (Team with the least number of runs scored against during the round) Presidents Cup SQI Trophy 4. UNDER 16 STATE CHAMPIONSHIPS (effective 2019)

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UNDER 16 FEMALE STATE CHAMPIONSHIP Winners Presidents Trophy Runners Up Logan City Trophy Country Competition Luchterhand Trophy Presidents Cup SQI Trophy UNDER 16 MALE STATE CHAMPIONSHIP Winners South Brisbane Trophy Runners Up South Brisbane Trophy Presidents Cup SQI Trophy

5. UNDER 14 STATE CHAMPIONSHIPS (effective 2019) UNDER 14 FEMALE STATE CHAMPIONSHIP Winners P J Bumstead Trophy Runners Up Mt Isa Trophy Country Competition City of Toowoomba Trophy Best Defensive Team Braidie Noble Trophy (Team with least number of runs scored against during the round) Presidents Cup SQI Trophy UNDER 14 MALE STATE CHAMPIONSHIP Winners Automatic Access Trophy Runners Up Automatic Access Trophy Best Defensive Team Ipswich City Council Trophy (Team with least number of runs scored against during the round) Presidents Cup SQI Trophy Most Improved Team Wayne Gaddes Trophy 6. RETIRED CHAMPIONSHIPS Open Women’s B2 Grade Winners City of Gladstone Trophy Runners Up Dysart Trophy Open Men’s B2 Grade Winners Noosa Shire Trophy Runners Up Noosa Trophy Under 19 Women’s B Grade Winners Weis Shield Runners Up Toowoomba Trophy Under 19 Men’s B Grade Winners SQI Trophy Runners Up SQI Trophy

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Under 16 Girl’s B Grade Winners Montgomery Trophy Runners Up SQI Trophy Under 16 Girl’s C Grade Winners SQI Trophy Runners Up SQI Trophy Under 16 Boy’s B Grade Winners Champions Trophy Runners Up SQI Trophy Under 14 Girl’s B Grade Winners Redlands Trophy Runners Up SQI Trophy Under 14 Girl’s C Grade Winners SQI Trophy Runners Up SQI Trophy Under 14 Boy’s B Grade Winners Steeline Trophy Runners Up Steeline Trophy

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ATTACHMENT FOUR SQI REPRESENTATIVE POSITION DESCRIPTION 1. GENERAL

• All decisions made are on behalf of SQI, therefore, the SQI Rep will be accountable to the Events Advisory Committee / Board for actions/decisions. If you are unsure of anything ring the CEO for confirmation before you act;

• SQI books all travel, accommodation and hire cars if needed. Travel is booked in consultation with the SQI representative. Accommodation is booked by SQI following the previous year’s tournament to ensure the closest available accommodation;

• When the Championship is held in close proximity to the Representative’s own residence, accommodation is not provided and the Representative will stay at their own residence;

• SQI pays for all air travel expenses, hire car expenses and accommodation including breakfast at the motel. All other meals and local transport are the responsibility of the Representative;

• Smart-casual attire is to be worn at all times, with one polo shirt provided by SQI. Please contact the SQI Events Co-ordinator (3391 2447) or EVENTS@softballqld.asn.au for your shirt and advise of the size needed. In the event of a closing ceremony, attire that looks professional is to be worn as the individual is representing Softball Queensland; and

• A SQI Representative at State Championships is not to handle queries regarding age eligibility of members of opposing District Association Teams. The Board will not permit a SQI Representative to be put in a position of conflict between two or more District Association in this situation and the District Associations involved must follow the procedure in the Policy: o Any query by a District Association regarding the age of a player/s from

another District Association is to be resolved between the District Associations involved and are not to be handled by the SQI Representative at the championship or by SQI before or after the championship:

o Should a District Association prove that another District Association has breached the age guidelines and criteria as described in the Policy, such District Association should lodged a submission in writing, together with all evidence to substantiate the claim, to the SQI Board; and

o The District Association which is the subject of the allegation shall submit a written response to the claim. The SQI Board shall review the documentation provided by both Associations and shall have the authority to impose any penalty it determines suitable to that specific circumstance.

2. STATE CHAMPIONSHIP

2.1 Approximately two weeks prior to the Championship, the SQI office will send the SQI Rep, TCU, TCS and Selectors the following information:

• Copy of current Ground Rules;

• Draw;

• Travel expense form (where applicable);

• Accommodation details (where applicable);

• Flight booking (where applicable);

• Address for grounds;

• Address and time of coach/manager technical meeting; and

• Contact number for TCU & SQI Rep & Host Association Convenor.

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2.2 The week prior to the Championship:

• Familiarise yourself with Ground Rules and By Laws covering State Championships;

• Communicate with the office to organize collection and return of Championship items- administration folders, trophies, merchandise etc;

• Familiarise yourself with the contents of the administration folders as they contain all required documentation;

• Contact the TCU and Host Association Convenor to confirm a time to conduct facility inspection. (Ask Event Co-ordinator if you do not have the TCU phone number); and

• A checklist of outstanding items that the team manager has to bring to the technical meeting is provided in the administration folder.

2.3 The day before the Championship:

• Collect the SQI items from office ( if you don’t already have them);

• Conduct the facility inspection with the TCU and the Host Association convener or chief groundsman;

• Complete the facility inspection form recording any defects that have a direct impact on the game;

• Conduct technical meeting (for coaches /managers) – time and venue will be provided on the draw;

• The technical meeting agenda is provided by SQI. A sample agenda is attached;

• At the end of the meeting, the SQI Representative is to collect any registration forms and issue receipts for any payments received; and

• Insert any documents into the administration folder. 2.4 The first morning of the Championship:

• Scorers and umpires conduct their meetings one hour prior to the first game – the SQI Representative is not required to attend;

• Give the team list folder to the SQI TCS to update the scoring program with changes. The TCS is not to make alterations to the list; The SQI Rep is the only person permitted to make alterations to the team list. Such alterations are initialled and complete in red ink and original information crossed out;

• Follow up outstanding paperwork issues from the meeting the night before;

• Confirm with TCU that any facility corrections have been made;

• Put nomination lists for state squads/teams on notice board – the Host Association convener will advise you of the position of the notice board;

• Put the draw on the notice board;

• Public relations – answer any questions players or officials may have; and

• Deliver merchandise to Association volunteer and perform a stock take with SQI volunteer present.

2.5 The end of each day:

• Check recorders are up to date with the entering of data;

• Where necessary update the SQI website; and

• Complete the Championship Report (template report in administration folder).

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2.6 The last day of the Championship:

• Perform a stock take of merchandise with SQI volunteer prior to the Grand Final;

• Pack away merchandise (SQI issues an invoice to the Host Association after the Championships) and put in a safe place;

• Insert final stock take sheets into SQI Rep folder;

• Give the chairperson of the Selection Panel the official Selection List Form;

• Review closing ceremony running sheet;

• Collect the Selection List Form from the Selection Panel Chairperson;

• Prepare closing ceremony requirements – running sheet, state team/squad selection list, state squad envelopes, trophies – perpetual trophies and individual trophies/medals (provided by Host Association);

• Public relations - Meet and greet VIPs;

• Conduct closing ceremony; and

• At completion of the closing ceremony, collect all perpetual trophies from winning teams for return to the SQI office.

2.7 After the Championship:

• Return all items to the SQI office; and

• Finalise Championship Report.

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ATTACHMENT FIVE

SQI POLICY FOR INTERSTATE AND INTERNATIONAL TEAMS PARTICIPATING IN STATE CHAMPIONSHIPS 1. Background

1.1 Softball Queensland Inc receives requests from interstate and overseas teams to participate in official competitions conducted by Softball Queensland and member associations, including State Championships.

1.2 During 2012, a working group comprising representatives from District

Associations and SQI was formed to prepare a submission, to permit interstate and overseas teams to participate in State Championships, for consideration by the voting members at the 2013 SQI AGM. The submission was accepted unanimously.

2. Purpose

2.1 The purpose of this policy is to set out the conditions of participation for visiting interstate and international teams which must be agreed to in order for such teams to participate in a SQI State Championship.

3. Policy Statement

3.1 Softball Queensland and the member associations understand and value the benefits that visiting teams bring when participating in competitions throughout Queensland, including State Championships.

3.2 As such, teams from interstate and overseas teams are eligible to participate in

SQI State Championships in the relevant age division always abiding by the SQI By-Laws and the conditions set out below.

4. Interstate Teams

4.1 It is normally expected that interstate teams will be a representative team equivalent to a SQI District Association team (i.e. regional association). However, special dispensation may be given to support the development of softball in other areas. For example: state teams representing Tasmania and the Northern Territory.

4.2 Interstate teams shall not be a state representative team or a club team, other

than noted above in relation to Tasmania and the Northern Territory. 4.3 All players and officials must be home registered numbers of the association

entering the team in the state championship. 4.4 With the exception of teams from Tasmania and the Northern Territory, interstate

teams are not permitted to include any pick-up players on their team roster. 4.5 Tasmania and Northern Territory teams are eligible to include pick-up players on

their team roster to enable them to form a team. 5. International Teams

5.1 All international teams are eligible to participate including club or provincial teams.

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6. Softball Queensland home registered members regarding eligibility for pick-up

6.1 Players and officials who are home registered with SQI must abide by the SQI By-Laws in all circumstances. Players and officials must make themselves available for their home association in Queensland and miss selection in their home association team before they are eligible for a Championship Release. They must then make themselves available for SQI District Associations and not be selected on a Championship Release for a SQI District Association team before being eligible for consideration for pick-up by Tasmania, Northern Territory or an international team.

7. Umpires

7.1 Interstate teams must provide an umpire of the appropriate standard for the relevant championship for each team they are entering in a state championship. If an umpire is not provided the team is ineligible to enter the championship.

7.2 It is preferable for international teams to bring at least one umpire per team. If a

team is unable to provide an umpire, SQI will endeavour to provide one. International teams which require SQI to provide an umpire, will incur the same costs as applicable to SQI District Associations in accordance with the SQI Policy.

8. Entry Fee

8.1 Interstate and international teams will pay the same entry fee as SQI District Associations in accordance with SQI By-Law 13.10.1 (b).

9. Eligibility for finals

9.1 All interstate and international teams are eligible to play finals in accordance with the State Championship Ground Rules and By-Laws.

10. Final Placings

10.1 Where a State Championship has interstate or international teams participating, two (2) ranking ladders will be applied at the conclusion of the State Championship.

10.2 The first ladder will list only the SQI member association teams in order from the

highest placed team to the lowest. 10.3 The second ladder will list all teams which participated in the championship in

order from highest to lowest. 11. Trophies and Titles

11.1 The trophies and titles relevant to each State Championship will only be awarded to SQI member associations.

11.2 Should an interstate or international team win a grand final such team will not be

recognised as an official championship winner. 11.3 Interstate and international teams participating in a State Championship shall

receive a participation trophy regardless of their finishing position. 12. Authority and Delegation

12.1 The Events Advisory Committee is delegated the authority to make decisions relating to the operations and implementation of this Policy.