Club Affiliation Manual (updated Nov 2024) by Karen Norden

Club Affiliation Manual

This Club Affiliation Manual outlines the requirements, responsibilities, and benefits associated with being affiliated with SG. It serves as a reference guide for gymnastics clubs in Singapore seeking affiliation and a reference document for affiliated clubs to maintain their affiliation status.

By affiliating your club with SG, you acknowledge that you have read, understood, and agreed to comply with the provisions outlined in this Club Affiliation Manual. Failure to adhere to these provisions may result in disaffiliation.

For inquiries related to affiliation, please email to membership@singaporegymnastics.org.sg

Date Reviewed: October 2024

Date Effective: 1 January 2025

Last Updated: 19 November 2024

Change Log

This section provides a summary of updates and revisions made to the manual. For any questions about these changes, please contact membership@singaporegymnastics.org sg

Date

November 2024

Chapter & Section

1. Chapter 2.3

2. Chapter 2.4

3. Chapter 4.7

4. Chapter 5.3.2

5. Chapter 5.3.9

Chapter 6: Renewal of Affiliation

Change Description

1. Updated club affiliation link

2. Updated review process timeline

3. Updated SG Safeguarding Officer email

4. Clarified Form B requirements

5. Updated Form F

Inclusion of a new section related to club renewals

Reason for Update

Enhanced clarity of requirements and updated forms and links

Section specifically for renewals for affiliates

Introduction

Singapore Gymnastics is the 'Governing Body' for gymnastics in Singapore. Our Mission is to promote Gymnastics as the fundamental sport for everyone that enriches lives, while nurturing world class athletes. Our vision is to become a world class hub for Gymnastics.

Singapore Gymnastics (SG) is affiliated with three key bodies:

1. Federation Internationale de Gymnastique (FIG)

2. SportSG

3. Singapore National Olympic Committee (SNOC)

All three bodies will only recognise an organisation that is the single national entity representing the sport in Singapore. To become a member of the FIG, an organisation needs to supply proof that they are recognised by the National Olympic Committee and the government in their respective country. It should also be noted that all three groups will only recognise organisations that are established and maintain a Not for Profit governance structure.

The objectives of the National Sporting Association (NSA) are extremely important to gain recognition from each of these bodies:

• Be accountable at the national level for providing its members with technical and ethically sound programs, services, policies and services, and

• Be responsible for all forms of the sport in Singapore from grass roots/community through to high performance.

This affiliation goes two ways. From the perspective of SG, it means we will abide by the rules and regulations placed on by FIG, SportSG and SNOC. In turn, each of these bodies will support SG as the governing body of gymnastics in Singapore and will only work directly with SG for any international competitions, coaching and judging courses, and financial support.

Some examples of how this affiliation with FIG operates are:

• Any FIG coaching or judging academies are organised by SG in collaboration with FIG,

• FIG will only accept entries into FIG events (Asian Junior Championships, Asian Championships, World Championships, etc) that are submitted and ratified by SG, and

• FIG will only recognise NSAs if they cover all FIG disciplines. That is, FIG will not recognise individual 'WAG' or 'TRA' national associations (for example). They will not be accepted into any FIG events.

Some examples of how this affiliation with SportSG operates are:

• Funding for very specific projects is given to SG from SportSG, which can only be spent on these activities. These activities are related to building the capacity and capability of the key drivers of the sport; clubs and technical members for all disciplines, as well as the development of participation and sport pathways for the athletes,

• Funding to assist in events through venue hire relief,

• Funding for High Performance specifically dedicated for the purpose of running National Training Centres (NTCs) for three disciplines of the sport, and

• Access for NTCs (only) to facilities and support staff from Singapore Sports Institute and National Youth Sports Institute, and

• Access spexCarding and spexScholarships programmes for athletes.

Some examples of how this affiliation with SNOC operates are:

• The ability for gymnastics to have athletes to compete in Major Games such as SEA Games, Commonwealth Games, Asian Games and Olympics,

• Support, access and connection to International Olympic Programmes such as the IOC Sports Administrator Programme, and

• Access to scholarship programmes such as Peter Lim and the Olympic Solidarity.

Some ways Singapore Gymnastics leverages these affiliations to provide value to its members (club, athlete, technical) are:

• Good working relationships with these key organisations enable access to resources that would otherwise not be available to gymnastics in Singapore. For example, knowledge of future trends regarding code of points, knowledge of changing government policy, knowledge of possible resources that can be leverage to grow the sport in Singapore (eg: KinderGym Launch), the 'ear' of the Minister,

• Economies of scale. SG is working hard to build its membership in order to be more attractive to sponsors, which will, in turn, provide more benefits to its members, and

• Capacity to run large scale competitions (National Championships and Singapore Open) which are recognised by SportSG and FIG respectively. These competitions would not be recognised otherwise. The partnerships with these organisations also assist with the running of these events which then reduces the cost of athlete and spectator entry

• Through the annual SportSG funding subsides the costs of activities and programmes SG conducts such for members such as: o Coach & Judge education courses o Workshops for clubs and technical members o Pathway programmes,

• Financial support of the club and member initiatives and benefits such as 3rd Level Consulting and HR Recruitment Inc,

• Support for coach and athlete development through the Singapore Gymnastics Development Programme,

• Assistance in developing a recognised, government approved Education framework that ensure competent coaches, and

• Development and implementation of participation programmes such as KinderGym that can increase club membership and revenue

Chapter 1 - SG membership categories

There are six main categories of membership in Singapore Gymnastics as well as different fees chargeable. Membership for all categories except of Honorary life Membership is annual and are based on a calendar year.

1.1 Club membership

Club membership refers to the relationship between any legal entity providing gymnastics services or programmes and Singapore Gymnastics (the Association). There are TWO (2) club membership tiers offered:

a. Club member refers to registered associations, clubs and businesses in Singapore, actively engaged in Gymnastics and delivering the sport to schools and to the general public with a minimum of 25 registered Athlete Members with SG These athlete members can be either competitive and/or non-competitive

b. Associate Club member refers to registered associations, clubs and businesses in Singapore, actively engaged in Gymnastics and delivering the sport to schools and to the general public with less than 25 registered Athlete Members with SG. These athlete members can be either competitive and/or non-competitive.

1.2 Full membership

Full members are prominent groups that represent the different people within the gymnastics fraternity. This can include, ex-gymnasts, parents, judges, coaches and others.

1.3 Athlete membership

Athlete membership refers to the registration of the participants within the Club’s programmes Athlete members would need to be registered with SG and linked to an SG-Affiliated Club Member to participate in any SG organised and sanctioned events. There are THREE (3) athlete membership tiers offered:

a. Competitive athlete members refer to any athlete that takes part in SG national competitions i.e. 1. Lunar Competition, 2. National Championships, 3. Singapore Open, 4. National Levels Cup, 5. Gym Carnival Lower level competition, 6. Singapore Classics. They may also participate in GymChallenge, TeamGym, GymFest and any other non-competitive events.

b. Recreational athlete members refer to any athlete 6 years and over that DOES NOT take part in competitive events listed above in 1.2.a. They may participate in GymChallenge, TeamGym, GymFest and any other noncompetitive events ONLY.

c. Kinder athlete members refer to any non-competitive athlete under 6 years old that DOES NOT take part in competitive events listed above. They may participate in GymChallenge, TeamGym, GymFest and any other non-competitive events ONLY.

1.4 Technical membership

Technical membership is a special category of membership offered to coaches and judges who have successfully completed required competencies by attending one of Singapore Gymnastics accreditation courses in Coaching or Judging, or have successfully achieved Recognition of Prior Learning.

1.5 Associate individual membership

Associate individual members refers to non-technical, parents, volunteers, and others individual members can participate in courses, workshops, working groups.

1.6 Honorary Life Member

Honorary Life members are prominent individuals that have made a significant contribution to SG or gymnastics community over the years.

Please refer to [P008] Membership Policy for more information.

Chapter 2 - Affiliation Process

2.1

Eligibility Criteria

To be eligible for affiliation, a club must meet the following criteria:

• Be a legally registered entity.

• actively engaged in Gymnastics and delivering the sport to schools and to the general public

• Agree to abide by SG's rules and regulations.

• Comply with safety and risk management guidelines.

• Pay the prescribed yearly subscription fee

2.2

Documentation for Club Affiliation

All Clubs are required to complete the online Club Affiliation Form, complying with the National Affiliation Standards and providing all the required documentation.

Club affiliation is also linked to Club Quality Assurance Programme (CQAP) that serves to collect, document and recognise the various additional good practices clubs currently have in place As clubs move up the star ranking, they will be able to be promoted as a club with good practices on the SG website as well as receive further club benefits corresponding to their star rating.

For more information about Club Quality Assurance Programme (CQAP), please visit https://www.singaporegymnastics.org.sg/membership/club-membership/

2.3 Application Procedure

Sporting clubs interested in affiliation must complete and submit the Affiliation Application Form online via https://www.singaporegymnastics.org.sg/membership/club-membership along with all required documents and declarations to SG.

• Form A - List of club officials to receive SG comms

• Form B - List of club coaches

• Form C - Commitment to Standard of Care Agreement

• Form D - Name of appointed Safeguarding Officer

• Form E - Child Safe Sport Commitment Template (self-edit and to be uploaded on club website)

• Form F – Safeguarding Risk Matrix

• Form G - SG National Affiliation Standards

• Form H - SG Membership Consent Clause

2.4 Review Process

Upon receiving the affiliation application, SG will review it for completeness and compliance with eligibility criteria. Applications with insufficient and/or incomplete document submissions will not be processed until suitably revised.

All club-related membership application and processing (including technical membership) will temporarily cease starting from 3rd week of February onwards and will resume starting April each year.

2.5 Payment

Upon successful review of affiliation application, an affiliation fee will be generated. Upon successful receipt of payment, the club name will be displayed at registration where athlete and associate individual members can link themselves to during membership registration/renewal and the club be displayed in the SG website club finder.

Missing or incomplete affiliation documentation or failure to pay will result in a delay, or decline, of the Club’s affiliation.

Chapter 3 - Terms & Conditions of Affiliation

Subject to the provisions of the following Terms and Conditions, SG Constitution and SG’s Membership Policy, in consideration of the Club paying the Affiliation Fee and continuing to abide by the Terms and Conditions, Singapore Gymnastics (SG) will grant Affiliation to the Club.

3.1

Affiliation Fee

Affiliated clubs are required to pay an annual affiliation fee within four (4) weeks of the date of a tax invoice. Affiliation is typically granted on an annual basis and expires 31 December of each year.

3.2 Affiliation Standards

The Club must at all times comply with the Affiliation Standards and warrants that at the time of applying for Affiliation the Club complies with the Affiliation Standards.

The following is a list of Affiliation Standards which the Club must comply with prior to Affiliation.

1 The club complies at all times with the Terms and Conditions of Affiliation.

The club must ensure that it complies with the provisions contained in the Terms and Conditions of Affiliation as outlined in this document and the SG Constitution. If a club breaches, or fails to continue complying with, any of the provisions in the Terms and Conditions of Affiliation, Singapore Gymnastics may terminate the affiliation agreement.

2 The club encourages all athletes to register as a member of Singapore Gymnastics and that a minimum of 25 athletes (competitive and/or recreational) are always registered.

The Club must encourage all participants within all gymnastics programmes (including clubs, athlete, volunteer, coach and/or judge) are registered onto the National Membership Database (RevSports)

3 The club maintains ongoing registration and compliance as an entity with all relevant legal requirements.

4 The club accepts and complies with the Singapore Gymnastics Constitution and Policies, including but not limited to:

• Anti-doping Policy

• Child Safe Policy

• Member Protection Policy

• Coaches Code of Ethical Practice

• Judges Code of Ethical Practice

• Parent and Spectator Behavior

The Club must ensure that all members, participants, staff/volunteers, coaches, judges and officials are aware of, understand and comply with the Singapore Gymnastics’ Constitution, Regulations and Policies. They can be found on the Singapore Gymnastics website.

5 The Club are committed to adopting the National Child Commitment Statement and publishing this on their website

6 Each individual Owner and Operator (as those terms are defined in the Glossary of Affiliation) must be, in the opinion of Singapore Gymnastics, a fit and proper person to discharge the duties and responsibilities and exercise the rights and privileges associated with their role as Owner or Operator of an Affiliated club. In determining whether an individual Owner or Operator is a fit and proper person Singapore Gymnastics may take into account any factor they consider relevant, including but not limited to the following:

• an Owner or Operator's criminal history, including any sexual offences, drug-related conduct (including possession, use, sale or any other drug-related offences), assault causing serious injury, and any other relevant serious criminal conduct;

• any disciplinary proceedings brought against an Owner or Operator by an employer, sporting organisation or similar body; and

• any complaint received by Singapore Gymnastics from any person.

7 List at a minimum one Singapore Gymnastics accredited coach who is also NROC registered.

All the club's gymnastics activities are conducted by an appropriately accredited coach currently registered as a Technical Member with Singapore Gymnastics.

"Appropriately accredited" means the coach holds the accreditation with SG to coach the relevant Discipline and is either a Provisional or Full NROC Member.

All gymnastics activities, are conducted by an appropriately Accredited Coach currently registered as a Technical Member with Singapore Gymnastics.

Appropriately accredited means the coach has the accreditation and competency to coach the particular discipline and level.

The Club must ensure all gymnastics programmes and classes, are conducted by an Accredited Coach who holds a current Technical Membership with Singapore Gymnastics. In addition, all Beginner Coaches must be directly supervised by an Accredited Coach and must not conduct any program/class on their own.

8 Singapore Gymnastics requests for club and participant information are complied with as required.

From time to time Singapore Gymnastics require information from the Clubs regarding participation information. It is expected that when this information is requested that the Club comply with the requests.

9 The club pledge its commitment to a safe environment and the standard of care and welfare of participants by signing the CLUB COMMITMENT TO STANDARD OF CARE & CHILD SAFETY

10 The Club adheres to an equipment safety procedure.

The Club must have an Equipment Policy implemented to regularly check all equipment. Clubs must ensure that all equipment is checked as least once per month to maintain safety and reduce risks including, but not limited to, injury of participants.

11 The club has an injury report procedure, including an injury report form. All injuries will be documented in accordance with the injury report procedure.

The Club must ensure that Injury Procedures, detailing the steps to be taken in the unlikely event of an injury, are documented and accessible by all staff at all venues. In addition, Injury Report Forms must be accessible to appropriate staff and completed forms must be stored on-site.

For a reference example of Injury Report Form, please log in to https://3rdlevelconsulting.com/ with your club’s account.

3.3 Breaches

The Club acknowledges and agrees that Affiliation is conditional upon the Club continuing to comply with the Affiliation Standards, the SG Constitution and Membership Policy as well as these Terms and Conditions, and if at any time the Club is in breach of the Affiliation Standards or these Terms and Conditions, Singapore Gymnastics (SG) may, in their complete discretion:

a. give the Club written notice requiring the Club to remedy any breach of the Affiliation Standards or Terms and Conditions within such time as SG determines, at the Club’s expense;

b. suspend the Club’s Affiliation for such period as Singapore Gymnastics determines;

c. terminate the Club’s Affiliation;

d. vary the Club’s Affiliation or the level of service provided in such manner as SG determines; and/or

e. take any such other action against the Club as SG sees fit.

3.4 Termination

If the Club’s Affiliation is terminated in accordance with clause 3.3 (c):

a. the Club may not make a further application for Affiliation until it has remedied the breach or breaches of the Affiliation Standards or Terms and Conditions which resulted in the termination of its Affiliation; and

b. the Association may impose such additional conditions as it sees fit on any further Affiliation granted to the Club.

c. Any appeal must follow the SG Constitution.

3.5 Refusal Of Affiliation

Notwithstanding anything in these Terms and Conditions, Singapore Gymnastics may decline to grant Affiliation to the Club and the decision in that regard shall be final and binding and shall not be the subject of any appeal right. If Affiliation is not granted, Singapore Gymnastics shall refund the Affiliation Fee to the Club.

3.6 Disputes

a. For the purposes of this clause, a ‘Dispute’ is any dispute or difference arising out of, or relating to, these Terms and Conditions, or where agreement between the Parties is required by these Terms and Conditions and there is absence of agreement after a reasonable period.

b. Neither Party may commence or initiate any court proceedings (except applications for urgent interim injunctions) until the procedures set out in clauses 3.6.c. and 3.6.d. have been followed.

c. If a Party considers that a Dispute has arisen, that Party must promptly send a notice to the other Party (Notice) setting out a full description of the matters in dispute or in which there is a difference.

d. An authorised representative of each Party (or their nominees) must attempt to resolve the Dispute, on the basis that the Parties wish to retain a long term commercial relationship.

e. If the Dispute is not resolved within 30 calendar days of the Notice, or any longer time the Parties may agree that either Party may commence or initiate appropriate legal proceedings.

Chapter 4 - Club Responsibilities

Clubs hold significant responsibilities that contribute to the well-being of their members and the community at large. Several key responsibilities underscore the importance of their role:

4.1 Compliance with Governing Body Rules

Affiliated clubs must adhere to the rules, regulations, and bylaws of the SG, including competition rules and codes of conduct.

4.2 Adhering to Legal and Ethical Standards

Clubs are responsible for complying with all legal requirements and ethical standards. This involves ensuring that the organization operates within the law, adheres to relevant regulations, and upholds ethical guidelines in its practices.

4.3 Commitment to Code of Conduct

Clubs should have clearly defined rules or a code of conduct that outlines acceptable behavior, ethics, and standards expected from everyone involved with their club.

4.4 Continuous Development Opportunities

Clubs should support continuous learning, growth, and improvement both for oneself and for the betterment of the club as a whole. Clubs are responsible for ensuring that their coaches all fulfil the requirements of being a SG Technical member and a NROC registered coach to be eligible to down on Field of Play at any SG organised competition.

4.5 Commitment to Safe Sport

Clubs have a duty to protect the welfare of their members, particularly vulnerable individuals such as minors, by implementing safeguarding policies and practices. Clubs are responsible for ensuring their members i.e. staff, athletes, coaches, parents and volunteers are aware of Safe Sport related policies and practices, addressing areas such as athlete protection, anti-bullying, harassment prevention, and reporting mechanisms. The policy should be easily accessible to all club members, including athletes, coaches, parents, and volunteers. Clubs are also responsible for encouraging their members to complete the Safe Sport online modules for their knowledge via Sport Sync portal.

4.6 Ensuring Safety

Clubs must prioritize the safety and well-being of their members. This includes creating and maintaining a safe environment for activities, ensuring equipment is in good condition, and implementing safety protocols to minimize risks.

4.7 Reporting Requirements

If clubs wish to report an incident related to Safe Sport, they may:

• Approach Singapore Gymnastics through the use of the [P031] Member Protection Policy

• Approach SG’s appointed Safeguarding Officer through email safeguarding@singaporegymnastics.org.sg

For more information about our Safe Sport programme, please visit https://www.singaporegymnastics.org.sg/safesport/safe-sport-programme/

CHAPTER 5 - CLUB AFFILIATION FORM (NEW CLUBS)

This chapter of the Manual is intended to provide New Clubs with guidance and detail to help complete the Club Affiliation Form.

Full completion of this Form is vital for New Clubs to ensure that it understands and is compliant with all the requirements for Club Affiliation.

The National Affiliation Standards are the minimum requirements for any Club wishing to affiliate with Singapore Gymnastics

Section 1 - Club Information

Information in Section 1 will be used to ensure all documentation and correspondence complies with relevant statutory requirements. Unauthorised names or unregistered names are not permitted.

5.1.1. Club Name

Please record the name by which the Club will be known. The Club should ensure compliance with all relevant statutory requirements. This name will be recorded by SG and will be used predominantly for communication purposes.

5.1.2. Legal Name

Please supply the Club’s recognised legal name. In most cases, this name will be as it appears on official documentation for legal status (certification). It is a legal requirement to use the recognised name of the organisation unless a trading name has been established and registered.

5.1.3. Club UEN Number *for new clubs only*

Please supply the Club’s UEN Number This number will allow for added efficiency to financial and accounting transactions between the Club and Singapore Gymnastics where applicable.

5.1.4.

Club’s Entity Type

Please indicate the legal standing by which the Club is officially recognised by the relevant authority in Singapore.

For each category of entity listed below please provide a copy of the relevant government certification or registration which applies – either a certificate of incorporation for not for profit clubs or a certificate of business registration for private entities or where these are not applicable provide an explanation or other evidence regarding the entity’s status.

• Registration as Society - A society is defined as a club, company, partnership or association of 10 or more persons, whatever its nature or objective, and not already registered under any other law. Society is suitable for membership or volunteer-based groups, especially smaller groups with strong community links and not heavily dependent on donations and external funding.

• Private Limited Company - The most common and most preferred type of entity among entrepreneurs in Singapore is the Private Limited Company. The shares of a Private Limited Company are not made available to the general public, all of its shares are held privately. The number of shareholders in a

Private Limited Company must not be more than 50. In Singapore, the names of this type of entities have the suffix ‘Private Limited’ or ‘Pte Ltd’.

• Exempt Private Limited Company - An Exempt Private Limited Company (EPC) is a Private Limited Company that is exempted from statutory annual audit. In order to qualify as an EPC a Private Limited Company must meet the following conditions:

• It must not have more than 20 shareholders

• No corporation should have beneficial interest in its shares, meaning, it must not have any corporate shareholder

• The annual revenue must not be more than S$5 million

• Public Company Limited by Shares - A LLC that has more than 50 shareholders is a public limited company. It may offer shares to the general public. The name of a Public Limited Companies is followed by the suffix ‘Limited’ or ‘Ltd’. They can get listed in the stock exchange and are required to submit a prospectus to the Monetary Authority of Singapore (MAS) before getting listed to raise capital from public.

• Public Company Limited by Guarantee - A company that is incorporated for the purpose of public good and non-profit purposes is a Public Company Limited by Guarantee. Societies and organisations that are registered for the purpose of promoting arts or for the purpose of charity fall in this category. The liability of its members is limited to the amount that the members undertake to contribute to the assets of the company in the event of its winding up. The amount of guarantee by the members will be stated in the Memorandum of Association. The amount is usually nominal. The names of such companies do not have the word ‘Limited’.

• Sole Proprietorship - This is the most basic structure and second most popular type of entity. There is only one individual or corporate owner, hence the name Sole Proprietorship. The registration with ACRA must be renewed annually. There is no legal veil separating the business from its owner. The business although registered with ACRA, does not result in a separate legal entity therefore the owner’s risk is unlimited. The owner is personally liable for the debts of the company. Sole Proprietorship is exempted from annual filing.

• General Partnership (GP) - Two or more individuals or corporations, known as partners, come together to form Partnerships. The number of partners cannot exceed 20. If the number of partners exceeds 20 it must be registered as a company. Individuals and companies may set up a partnership. The partnership must be registered with ACRA and needs to be renewed annually.

• Limited Partnership (LP) - This is similar to the general partnership but it consists of general partners and limited partners, at least one of each kind. There is no limit to the number of partners. The liability of a limited partner is limited to the amount of his contributions and not personally liable. Unlike the limited partners, the general partners are personally liable for the debts and liabilities of the business. The limited partner cannot take active management roles in the business.

• Limited Liability Partnerships (LLP) - LLP is a relatively new type of entity and the structure integrates the features of both partnerships and companies. In this type, two or more partners (individuals corporations, or another LLP) enter into an agreement to conduct business under specific terms and conditions that are mutually agreed by all partners. The liability of each partner is limited to the extent of his or her contribution. At least two partners are required but there is no upper limit on the number of partners.

• Registration as a Charitable Trust - A trust is an arrangement, set out in a written document (called the trust deed) in which an owner or founder hands over property and/or funds to a group of people (called trustees) who administer the assets for the benefit of other people (called beneficiaries) for a stated objective. A charitable trust is a type of purpose trust in that it promotes a purpose and does not primarily benefit specific individuals.

• School or Post-Secondary Organisation - This is an educational institution who manages and runs the facility and programme. (Note: Please supply, with the Affiliation Form, evidence of the Club’s legal status.)

• Other - If the Club does not fall under one of the above categories of Legal Status, please specify the Club’s situation. Examples of this may include PCYC’s or, YMCA, etc. (Note: Please supply, with the Affiliation Form, evidence of the Club’s legal status.)

5.1.5. Upload proof of the Club’s Entity Type (ACRA Bizfile) *for new clubs only*

Please upload the proof (shown below) of the Clubs registered entity type and if ROS please upload the current Constitution.

5.1.6. Registered for GST

Please indicate whether or not the Club is registered for the collection of Goods and Services Tax (GST).

Section 2 - Primary Information

Information in Section 2 will be used to ensure SG can stay connected with your Club and promote it on our Club Finder.

5.2.1. Primary Venue Post Address and Contact Details

Please supply the physical location address and contact information for all of your Club’s primary training venue(s). These addresses will appear on the web-based Club search facility. Please ensure you inform Singapore Gymnastics of any changes to current locations that may occur throughout the year of affiliation.

In particular, please make sure that you include your Club’s primary email address in the Primary Venue information. This information will be used in the online Club Search feature on Singapore Gymnastics website and official communications with your Club.

5.2.2. Club Website, logo and description

Please supply the Club’s website address, club logo and club description for promotional purposes, including the online Club Finder feature on Singapore Gymnastics website.

5.2.3. Disciplines

Information in the next two sections will be used to promote to the general public the programmes offered by the Club, including through the Club Search filter function on the Singapore Gymnastics website. In addition, this information will also assist to distribute relevant information to the other Club’s coaches, judges and officials.

For all of the disciplines listed please go through and tick each box for programmes which your club will offer in 2024. The following information may assist you.

• Gymnastics for All (GfA) | Apparatus Gymnastics; Gymnastics and Dance; Performance Gymnastics – All recreational programmes including KinderGym sit within GfA.

• Men’s Artistic Gymnastics (MAG) | Floor, Pommel Horse, Rings, Vault, Parallel Bars and Horizontal Bar

• Women’s Artistic Gymnastics (WAG) | Vault, Uneven Bars, Balance Beam and Floor

• Rhythmic Gymnastics (RG) | Rope, Hoop, Ball, Clubs and Ribbon

• Trampoline Gymnastics (TRP) |Trampoline, Double Mini Tramp

5.2.4. Gymnastics Programmes offered by the Club

• GfA - KinderGym I Participation programme for children 0-6 years that follows the SG KinderGym Guiding Principles

• GfA - Recreational Programme | Participation Gymnastics for All programmes for children 6 years and above

• GfA - Adults | Participation Gymnastics program for adults (19 – 59 years)

• GfA - Fitter for Life | Participation programme for mature adults 60 years and above

• Competitive - Singapore National Programme | Competitive programme that follows the Singapore National Programme developed for all disciplines

• Competitive - FIG International Levels (Junior / Senior)

5.2.5. Total number of additional venues from which the Club conducts programmes

Please indicate the number of other venues in addition to your primary venue from which your Club will conduct programmes. That is, do not include your primary venue in this number. If you use only a primary venue, then the number of additional venues is zero (0).

5.2.6. Secondary Venues Post Address and Contact Details

Please supply the physical location address and contact information for all of your Club’s secondary venues. Ensure you inform Singapore Gymnastics of any additional locations or changes to current locations that may occur throughout the year of affiliation.

In particular, please ensure the club includes their Club’s email address in the Secondary Venue information. This information will be used in the online Club Search feature on Singapore Gymnastics website and official communications with your Club.

Section 3 – Club submissions for affiliation

Singapore Gymnastics treat all information contained in Section 3 as confidential. As such, Singapore Gymnastics is bound by a PDPA Policy and the Personal Data Protection Act 2012 (PDPA) Unauthorised disclosure of personal information is prohibited.

5.3.1.

Club officials (Form A)

Information in Section 3.1 will be used for a range of purposes including voting and Club delegate nominations at Singapore Gymnastics Annual General Meetings, athlete registrations, accounts and fees payable, event entries and general communication. Incorporated Associations must provide the details for all individuals on the committee. All Clubs must ensure this information is kept up to date throughout the year of affiliation.

Please supply the personal contact details for each individual involved in the management of the Club via Form A. Please use the following as a guide to ensure all relevant management personnel are included:

• Club Owner/Director/President/CEO/General Manager

• Club Managers/Administrators

• Club Finance/Accounts/Treasurer

• Head coach

Please indicate the specific club official that club-related invoices should be sent to in Form A – List of club officials. Template documents can be downloaded from SG website.

5.3.2.

Club coaches (Form B)

Please supply list of Club coaches who are SG and NROC registered coaching in your club via Form B. This helps with verification that coaches are correctly linked to your club in our database. Template documents can be downloaded from SG website. Club must have at least 1 SG Technical & NROC-registered coach on board, otherwise they won't be able to affiliate.

5.3.3. Indication of Public Liability Insurance in place

Please indicate if your club has public liability insurance in place. It is a form of club risk management in case a member of the public or a third party is injured, or their property is damaged as a result of the club's activities.

5.3.4. Club Commitment to Standard of Care (Form C)

Please upload the signed Club Commitment to Standard of Care for the year (Form C), whereby the club has read and agrees to abide by the requirements to requirements to demonstrate its commitment to a safe and respectful environment. Adhering to the commitment to a high standard of care is essential for the overall well-being of everyone associated with the club.

5.3.5. Club Safeguarding Officer (Form D)

Please list the name of at least one Club Safeguarding Officer (Form D) who has attended the Safeguarding Officer Training conducted by Safe Sport Commission Singapore and is currently employed by the club. Club must have at least 1 Safeguarding Officer on board at all times. If for any reason your registered Club Safeguarding is no longer with your club, please send in a new form with updated Safeguarding Officer details to membership@singaporegymnastics.org.sg

5.3.6. Club Coach Mentor

Please indicate if your club has at least one Club Coach Mentor who has attended the SG Mentoring workshop, currently employed by, and actively working on supporting other coaches within your club/community.

5.3.7. SG Child Safe Sport Commitment (Form E)

Please supply the website link that publishes the SG Child Safe Sport Commitment (Form E) endorsed by your club. This document should be findable on your website and easily accessible by the public. Template documents can be downloaded from SG website.

5.3.8. Club policies implementation

Please indicate all the relevant club policies which the club has in place currently. These policies enhance the club’s risk management as well as a safe and positive environment for participants, leading to long-term success and sustainability for the club.

• Equipment and venue policy

• Injury and incident report

• Club Code of Conduct

• Evacuation (Emergency) Policy

• Complaint Policy

• Fee’s Policy

• PDPA Policy

If clubs need template references, there are available downloadable templates in 3rd Level Consulting which all affiliated club members have access to.

Step 1: Log in 3rd Level Consulting via https://3rdlevelconsulting.com/

Step 2: Under Learning Plan, click on Resource Library

Step 3: For the above-mentioned policy templates, you can click into the various categories in the left panel

• RiskSmart

• ManageSmart

• PeopleSmart

• TechSmart

All affiliated club members have access to 3rd Level Consulting and should clubs need to check in what is their username and password, please write in to membership@singaporegymnastics.org.sg

5.3.9. Safeguarding Risk Matrix (Form F)

The primary goal of Safe Sport programs is to prevent all forms of abuse, including emotional, physical, and sexual abuse, harassment, bullying, and misconduct in our sport, particularly among athletes, coaches, and other individuals involved By using a safeguarding risk matrix as part of Safe Sport programs, it aims to assess, prioritise, and address risks related to safeguarding individuals in sport sports organisations, so as to proactively address vulnerabilities, create safer environments, and foster a culture that prevents all forms of abuse while empowering individuals to thrive.

5.3.10. Club plans implementation

Please indicate if your club has the following club plans in place. It is a form of club risk management and business management to long-term success and sustainability for the club.

• Club strategic plan

• Risk management plan

• Financial plan

Section 4 - Club Declaration and Agreement

Information in Chapter 4 of this document will be used to verify the Club’s acceptance and compliance with the National Affiliation Standards and general workplace requirements.

Please make sure that you use this opportunity to check your Club’s current compliance with each of the standards as part of your preparation for the yearly affiliation.

Non-compliance with any one or more of these Standards will result in a delay in the processing of the Club’s affiliation.

By submitting the Club Affiliation Agreement online the Club agrees to meet and continue to comply with these Standards for the year of affiliation.

The following explanations are provided as a guide to assist the Club understand the requirements and compliance regulations associated with each of the National Affiliation Standards.

5.4.1. Declaration to adherence to MOM and MOH guidelines

It is vital that employees and employers understand their rights and obligations respectively, and implement them in accordance with the Employment Act. The Employment Act covers all employees, regardless of whether they are full-time, part-time, temporary or contract employees.

Clubs are to provide declarations of their adherence to the Ministry Of Manpower (MOM) and Ministry Of Health (MOH).

5.4.2. Agreement to uphold club’s responsibilities

It is important that clubs are aware of their responsibilities they hold that contribute to the well-being of their members and the community at large.

5.4.3. Agreement to adhere to SG National Affiliation Standards (Form G)

It is vital that clubs have read and agrees to abide by SG's National Affiliation Standards. Please upload document signed off by the company representative, endorsed with the company stamp.

5.4.4. Agreement to adhere to SG Membership consent clause (Form H)

It is vital that clubs have read and agrees to abide by SG's Membership consent clause that pertains to PDPA compliance. Please upload document signed off by the company representative, endorsed with the company stamp.

By submitting this application, our club certify that all declarations and submissions are true to the best of the club’s knowledge.

CHAPTER 6 – RENEWAL OF AFFILIATION

Affiliates must renew their affiliation annually to remain in good standing. Below are the steps and requirements for the renewal process:

6.1 Eligibility for Renewal

Affiliates must be compliant with all policies outlined in this manual and submit any outstanding documents requested during renewal.

6.2 Renewal Timeline

Club membership registration/renewal for the upcoming year starts end November of the current year.

All club-related membership application and processing (including technical membership) will temporarily cease starting from 3rd week of February onwards and will resume starting April each year.

All club membership invoices will be issued in the new year.

6.3 Renewal Process

Club membership renewal can be completed via online form available on https://www.singaporegymnastics.org.sg/membership/club-membership

Recurring club members are required to review and submit specific yearly items as part of the renewal process. This may include updated club information, signed agreements, etc. E.g.

• Form A – List of club officials to receive SG communications

• Form B – List of club coaches

• Form C – Club Commitment to Standard of Care for the year

• Form G – National Affiliation Standards

Submission of incomplete documents may delay the processing of your renewal.

6.4 Changes for This Renewal Period

The new update for 2025 renewal includes "Safeguarding Risk Matrix (Form F)"

6.5 Support and Assistance

For questions or assistance with the renewal process, please contact membership@singaporegymnastics.org.sg

CHAPTER 7 – FINDING INFORMATION

Singapore Gymnastics’ website – www.singaporegymnastics.org.sg – is the primary access point for all national information, including national policies, procedures and resources.

National Policies

To view all of the National Policies, click “About ” - and go to “Policies “. This menu includes all National Policies that apply to affiliated Clubs

By signing the Club Affiliation Agreement, the Club agrees to comply with Singapore Gymnastics’ policies. Please ensure that the Club’s staff and volunteers are familiar with these policies.

Club Development

The “Membership” menu of the Singapore Gymnastics website is another important source of information for clubs. This menu is the access point for information relating to Club Affiliation, including affiliation benefits, affiliation standards and affiliation resources; downloadable templates i.e. Forms A – H

Policy development

3rd Level Consulting, founded by Frank Sahlein, is another good source of information related to the eight areas of management i.e. Finance, Facilities, Marketing, Human Resources, Business Management, Technology, Risk Management and Leadership.

If clubs need some assistance in crafting policies, 3rd Level Consulting has a resource library that presents a bank of resources and templates for use and/or reference.

All affiliated club members have access to 3rd Level Consulting (https://members.3rdlevelconsulting.com) and should clubs need to check in what is their username and password, please write in to membership@singaporegymnastics.org.sg

CHAPTER 8 - GLOSSARY

For the purpose of Affiliation, including all supporting documentation and agreements, the following definitions will apply.

Affiliation: means recognition by Singapore Gymnastics as a Club and a member. This affiliation is only achieved by completing the Club Affiliation Form and by signing the Club Affiliation Agreement (including compliance with the National Affiliation Requirements). In addition, all fees and payments must be made in accordance with Singapore Gymnastics procedures and Constitution.

Affiliation Fee: means the annual fee calculated and imposed by Singapore Gymnastics on the Club for Affiliation.

Affiliation Standards: means the requirements for Affiliation published by Singapore Gymnastics in this document, which are annually reviewed.

Agreement: the Club’s declaration of compliance with the National Affiliation Requirements. Must be signed by both parties and witnessed for the agreement to be binding.

Authorised Representative | means an official of the Club who can either legally sign on behalf of the Club’s legal entity, or has been provided due authorisation to sign on behalf of the Club’s legal entity.

Club: a legal entity, affiliated to Singapore Gymnastics in compliance with the National Affiliation Requirements.

Coach: any individual who holds a Singapore Gymnastics Coach Accreditation and is a current Technical Member of Singapore Gymnastics

Conditional: means that the affiliation will be declined or delayed if the Club does not meet the requirements for affiliation

First Aider: any individual who has successfully completed a registered First Aid Course and holds current First Aid certification.

Singapore Gymnastics: the governing body for the sport of gymnastics within Singapore

Revolutionise Sports (RevSport): Singapore Gymnastics’ internet-based database program used by affiliated Clubs for the registration of participants directly on to the National Membership Database.

Discipline: the term used to describe each of the 5 recognised participation/competition programmes of Singapore Gymnastics (including MAG, WAG, RG, GfA, and TRA).

Judge: any individual who has successfully completed one or more of Singapore Gymnastics’ Judge Accreditation Courses. In addition, the individual is a Technical Member of Singapore Gymnastics and is required to renew annually

KinderGym: the brand used by Singapore Gymnastics to identify affiliated Clubs who provide KinderGym programmes that meet the criteria of the KinderGym Guiding Principles.

KinderGym Provider: the title provided to an affiliated Club endorsed by Singapore Gymnastics for agreeing to and adopting the KinderGym Guiding Principles.

Meeting and continuing to comply: means the Club must currently comply with the requirements for affiliation and will ensure the requirements are maintained throughout the year of affiliation

Member: any individual, organisation or entity who has paid for and is registered on the National Membership Database as a member of Singapore Gymnastics

National Membership Database: the location of every member’s details (including but not limited to; Clubs, athletes, coaches, judges, committee, board, directors, etc).

Owner or Owners: means:

a) where the Club is owned by an individual in their personal or sole trader capacity, that individual; or

b) where the Club is owned by a partnership, the individuals comprising that partnership; or

c) where the Club is owned by an incorporated legal entity, the Directors and Officers (as defined in the Companies Act (Chapter 50)) of that incorporated legal entity.

Operator or Operators: means:

a) the Manager or Managers (or equivalent position/s) of the Club; and

Participant: any individual who has paid a membership fee to a Club, or is a paying customer/client, for gymnastics services.

Party or Parities: means either or all of the Club and Singapore Gymnastics as the context so requires.

Policy: a set of ideas or a plan of what to do in particular situations that has been agreed officially by the Club &/or Singapore Gymnastics.

Procedure: a set of actions which is the official or accepted way of doing something.

Registration: the process used by Clubs, coaches or judges for becoming a member, or providing participants’ details for membership, with Singapore Gymnastics.

Suitability Check: also known as a ‘Working with Children Check’. A suitability check is a formal process undertaken by the Club to check an individual’s suitability to work with children. See Appendix A for further details.

Technical Member: any individual who is an accredited coach or judge and has purchased a membership with Singapore Gymnastics

Terms and Conditions: means the Terms and Conditions of Affiliation set out in this document

Appendixes

• Club Quality Assurance Programme (CQAP) – star requirements and accompanying benefits