Yarrambat Phantoms Autumn 2025 Registration
Please review the following carefully, before proceeding to register.
General Registration will open Sunday, 24th November at 5pm.
General Registration will close midnight, 8th December. Due to growing numbers, age groups can close prior to this date. It's important to register ASAP to avoid missing out.
The current capped age groups are:
- U8 Girls
- U12 Boys
If your age group is capped, please fill out the waitlist and we'll contact you if any spots become available.
If you're joining us for your first season, please don't forget to look at a Uniform and check the 'New Players' section for additional info.
POLICY UPDATES
Yarrambat Phantoms have updated several club policies, which will come into effect in 2025. These updated policies reflect our commitment to providing a safe, positive, and supportive environment for all players, coaches, and families involved in our program.
The following policies have been updated/created for the Autumn 2025 Season:
- Parents Code of Conduct
- Coaches Code of Conduct
- Player Behaviour Policy
- Team Selection Policy
- Concussion Policy (TBC)
By registering for the Autumn 2025 Season, you are agreeing to adhere to these updated policies. We encourage all members to take the time to carefully review these policies before proceeding with your registration.
You can access the updated policies via the following link:
Yarrambat Phantoms Codes Of Conduct & Club Policies
REGISTRATION FEES
Registration for the Autumn 2025 Season will be $320 per player, with a 5% discount for every subsequent child registered. This covers our training venues, game day fees/door entry & end of year club events & presentation days. (Fees have adjusted this season due to a price increase in training venues and Diamond Valley team sheet costs.)
An additional, compulsory $29 Annual Participant License ($39 for those over 18) and a $5.50 Game Development Levy is payable directly to Basketball Victoria. These are annual fees and will not be applied if you have already paid at the beginning of the Spring 2024 Season.
This season, Yarrambat Phantoms is offering the following methods of payment:
- Pay the registration fee in full.
- Utilise the new PlayHQ PayPal ‘Pay-In-4’ feature. This option allows members to only pay a quarter of the total registration to start and progressively complete registration payments throughout the season. This eases the financial burden of paying lump sum fees upfront or all at once and doesn't add any additional fees.
Alternative arrangements may be available on a case by case basis. Please contact our Treasurer at treasurer@yarrambatphantoms.com.au for further information
REGISTRATION INFO
- All new and existing Yarrambat Phantoms players to the Autumn 2025 Season are required to register through PlayHQ.
- Pre-Registration will open for the first week to existing Yarrambat Phantoms members only. Post this, General Registration will open to the general public.
- Pre-Registration will open for all age groups, however Yarrambat Phantoms will place a cap on age groups for the Autumn 2025 Season. Once these spots are filled, registration will close for these age groups and acceptance of players is at the discretion of the age level coordinator.
- When registering a new player, please ensure that you first create a PlayHQ account as a parent. You will then add your children as dependents under your own account. If you wish, you can also add an additional parent to each child’s account.
- Use an email address that you will have access to long-term (personal accounts are preferred over work or educational accounts), as you will need it to log in to your account in the future. Yarrambat Phantoms will also use this email address by default to send you club information for the season.
- If you do not wish to receive club information via email, please reply to any emails we send and we will remove you from the mailing list.
GET ACTIVE VOUCHER
For those eligible to use the Get Active Kids Voucher Program, please use the following details when registering:
Provider Name: Basketball Victoria
Provider Code: 2951096
SEASON CALENDAR
The season dates planned by DVBA are:
AGE GROUPS
Age groups are divided into two periods within the year: January 1st–June 30th and July 1st–December 31st. Players are assigned to age groups based on the age they will turn during the calendar year. However, a player is not eligible to compete in an age group if their birthday during these timeframes means they will turn the same age as the age group in that calendar year. This ensures players move up to the next age group when they reach the appropriate age.
For example, a child who is 9 years old plays in the Under 10s during the first season of the year (January–June). If their birthday is August 14th, they will turn 10 in the second half of the year. Because they will reach the age of 10 in that calendar year, they are no longer eligible to play in the Under 10s for the second season (July–December). Instead, they will move up to the Under 12s for the second season to align with the age group structure.
This system ensures fairness and consistency across all age divisions, allowing players to compete with peers of similar age and developmental stage throughout the year.
TEAM SELECTION POLICY
Yarrambat Basketball Club promotes:
-
Equal opportunity for all players
-
Creating a balanced competition
-
Participation and enjoyment of the game of basketball
-
Development of basketball and team skill
-
Cultivation of a positive sporting environment
With the club evolving in its growth, Yarrambat Phantoms Basketball Club prioritises forming teams based on skill level and ability, ensuring players are placed in teams that allow them to develop and compete with, and against, players of a similar skillset. With an aim to consistently strive to give every player a positive basketball experience, the clubs focus is to emphasise skill development and team balance to maximize overall potential. This helps to foster growth, forge new friendships and ensure that we remain fair and competitive within the domestic competition.
In forming teams, the club will consider the following:
-
Player age and experience
-
Player skills and abilities
-
Player dedication and behaviour
-
Overall team balance
-
Friendship requests, if feasible
Team selection is the responsibility of the Boys and Girls Coordinators, in consultation with coaches and the committee. On a case-by-case basis, requests to play with specific individuals will need to be reciprocated and you may not get all friends requested. We can not guarantee friendship requests, and the request will need to be deemed feasible by the Age Level Coordinator and the Executive Committee. Friendship requests need to be made for every season, as past requests will not carry over to the new season.
While the club understands and will make efforts to accommodate friendship requests, it is important to note that skill development and team balance take priority during the team selection process. This means friendship requests may not always be possible and should not be considered an expectation of season registration. This policy also applies to entire teams requesting to remain together across seasons. Player skill levels, both individually and within the context of the team and age group, may evolve during the course of the season and must be considered when forming teams.
Once teams have been published, it is the clubs policy that no contact is to be made with the age level coordinator for 48 hours after team publication. If you would like to speak to the age level coordinator about your child’s team, you must wait the designated 48 hours and then send an email with your enquiry or request. All requests must go to the age level coordinator in the first instance. Do not contact the Executive Committee or other committee members about your child’s team, these requests will be forwarded onto the relevant age level coordinator.
Intimidation, threats, abuse, harassment, antisocial behaviour, or any act deemed to not align with our parents and coaches code of conduct towards any age level coordinator or club committee member will not be tolerated and could result in potential removal from the club.
FRIENDSHIP REQUESTS
All requests should be emailed to your relevant age level coordinator. Please be aware that the following rules apply to friendship requests at Yarrambat Phantoms Basketball Club:
- Yarrambat Phantoms Basketball Club uses player skill and ability in order to accurately form even, skill based teams as a priority. This means all friendship requests are reviewed on a case-by-case basis and should not be considered an expectation of season registration.
- Due to coordinator changeovers, any previous friendship requests will not automatically carry over from previous seasons.
- Friendship requests must be mutual. Requests that are not reciprocated by the other party before registration closes will not be considered.
- Friendship requests must be completed prior to the close of registration and pending extenuating circumstances, will not be accepted once the registration period has closed.
- Friendship requests are always considered, but not guaranteed as per the 'Team Selection' policy. Any use of friendship requests to specifically group players into pre-arranged teams is disallowed.
- If your friendship request is not met, you may contact the age level coordinator via email to discuss. It is club policy that no contact is to be made with the age level coordinator for 48 hours after team publication.
TRAINING
Once registration closes for a season with our teams and coaches decided on, our Venues coordinator will then work with our age level coordinators to place teams into training spots. Due to the large intake of players every season, it’s unfortunately not feasible to be able to give specific times or locations of these training sessions prior to registration closing. We do however, attempt to prioritise earlier training time slots for younger players.
As much as the club wants to assist with parent/guardian availabilities, Yarrambat Phantoms requires team numbers to be finalised before allocating teams into training locations and timeslots. Unfortunately given the large number of players and teams, crossed with the limited number of training time slots we're restricted to, we cannot take parent/guardian requests for training preferences. If you're unable to make your training during the week, please speak to your age level coordinator.
SKILL ASSESSMENT FORM
To better assist our age level coordinators in grading your player(s) into teams, Although not a mandatory requirement, we ask all new players to the club to fill out a skill assessment form. You can access it at this link
COACHING & JUNIOR COACHES
If you’re considering coaching, especially for the first time, the club will offer support wherever we can to assist you with the role.
If you're also Under 18, passionate about basketball and thinking about coaching, we're on the lookout for enthusiastic individuals to join us as Assistant Coaches for the upcoming Autumn 2025 season! We've got coaches willing and ready to take on our players & siblings, who are ready to start learning the ropes of coaching a basketball team.
If you're interested in coaching for the season, please fill out this form (existing coaches do not need to fill this form out)
TRANSFER REQUESTS
If you wish to transfer to Yarrambat Phantoms from another domestic club within the Diamond Valley Basketball Association, the process for transfer requests involves several key steps.
Initially, individuals seeking a transfer must submit an application to register with Yarrambat Phantoms. Following this, they will receive prompts to apply for the actual transfer. Approval from your current club is the next crucial step, with a maximum waiting period of 7 days, as mandated by DVBA bylaws.
Subsequently, DVBA reviews and approves the transfer request before we can finalize the transfer. Once completed, a confirmation email is sent to you, signaling that you can proceed with the remaining registration steps.
Importantly, applying for a transfer exempts individuals from the registration cut-off date, ensuring acceptance as long as the transfer request is submitted prior.
PLAYING UP AGE GROUPS REQUESTS
Any player seeking to play in a second team or play up an age group, must be approved by the age level coordinators of both age groups and in accordance with our Moving Up Early Policy. Their contact details can be found here.
REFUND POLICY
We recognise that in certain situations, your child may need to withdraw from playing for Yarrambat Phantoms. All refunds are treated on a case by case basis and requests can be submitted through our treasurer at treasurer@yarrambatphantoms.com.au
REFEREES
Whether you disagree with a decision or a call during a match, as a parent/spectator within our club you are obliged to always show respect toward officials. Referees are an integral part of basketball and without them, this great game doesn't exist. Making unwarranted comments to or towards an official is disrespectful, in breach of our club Code of Conduct and a breach of Basketball Victoria's Code of Conduct. Such instances can result in a reportable offence and may be heard in a tribunal.
Please be aware that many referees are children and young adults. When a coach or spectator makes inappropriate comments or behaves inappropriately towards them it can be incredibly intimidating.
We understand that there may be times when you may feel frustrated, may have questions or be concerned in the way that a game is being played. If you would like to discuss any referee related matters on game day, your Team Manager or Coach can speak to the Venue Supervisor and respectfully raise any concerns.
Parents/spectators should always:
- Respect your team’s opponents, officials and spectators.
- Encourage players to obey the rules and to accept decisions of officials.
- Demonstrate appropriate social behaviour by not using foul language or harassing players, coaches or officials.
- Please ensure that if you have any questions directly for Diamond Valley Basketball Association, that you contact Yarrambat Phantoms Basketball Club who can submit them on your behalf.
TERMS & CONDITIONS
Conduct must be in accordance with Basketball Victoria & Yarrambat Phantoms Codes of Conduct & Club Policies, These are based on respect for all players, participants and officials at all times.
By enrolling and completing the registration process, players & parents are agreeing to our Codes Of Conduct, Club Policies and the following conditions:
- Respect the rights, dignity and worth of every person regardless of their gender, ability, cultural background or religion;
- Be fair, considerate and honest in all dealings with others;
- Never condone rule violations, rough play, foul language or the use of prohibitive substances;
- Display consistently high standards of positive behaviour and appearance;
- Consider the safety and well‐being of participants at all times;
- Make sure all activities are modified to suit the age, ability and maturity of those taking part;
- Promote fair play and participation and not a win at all costs approach;
- Always respect the officials decision and support them to carry out their role;
- Follow all guidelines of the Diamond Valley Basketball Association;
- Respect the policies and practices of the League/Association and Club (eg. Racial and Religious tolerance, responsible alcohol, etc.); and
- Demonstrate a high degree of individual responsibility, especially when dealing with persons under 18 years of age.