Page title

Version: July 2024

Definitions

Asylum seeker

Means a person living in Western Australia who is seeking asylum and has applied, or is appealing the outcome of an application, for a protection visa. 

Customer Reference Number (CRN)

A unique identifier that can be found on a Services Australia Health Care Card or Pensioner Concession Card.

DLGSC

The Department of Local Government, Sport and Cultural Industries.

Essential equipment

Items required for a child to participate in their nominated KidSport approved sport. These items are integral to the sport such that, if not provided, participation would be prevented.

KidSport Club

An organisation that is listed as approved in the find a club search.

KidSport voucher code

A 6-digit alphanumeric code specific to the approved child’s KidSport application.

Refugee

For the purpose of this policy, refugee refers to a person living in Western Australia who has been awarded refugee status and holds a valid refugee or humanitarian visa.

Sport

A human activity involving physical exertion and skill as the primary focus of the activity, with elements of competition where rules and patterns of behaviour governing the activity exist formally through organisations, and is generally recognised as a sport.

1. Overview

1.1 Background 

1.2 Primary objective 

KidSport Voucher Program funding can only be accessed via approved KidSport vouchers. Vouchers should be applied for, and obtained prior to, registration at KidSport Clubs (being the only organisations where the vouchers are accepted).

2.1 Applicant’s responsibilities 

1. confirm the child’s eligibility
2. complete an application form for and on behalf of the child
3. acknowledge and accept the KidSport Voucher Program Terms and Conditions.
4. if approved, the child’s KidSport Voucher Code will be supplied to the KidSport Club upon registration.

2.2 Eligibility

To be eligible for a KidSport voucher the child must be:

• aged 5 to 18 years inclusive at the time of application; and
• residing in Western Australia; and
• named on a parent’s or guardian’s valid Services Australia Health Care Card or Pensioner Concession Card, with the child’s unique Customer Reference Number (CRN) visible; or
• Named on their own valid Services Australia Health Care Card or Pensioner Concession Card, with their own unique Customer Reference Number (CRN) listed on the card.

Where a child does not meet the above criteria, the family may be eligible to access KidSport through a special consideration application as outlined in clause 5.0.

2.3 KidSport vouchers 

• vouchers are valid for 90 days from the date of issue, extensions are at the discretion of DLGSC
• vouchers can only be redeemed at a KidSport Club
• rebates or reimbursements will not be paid by DLGSC to any parent and or guardian
• funds are not rolled over from a previous funding year
• KidSport vouchers are non-transferable. Funding may only be used for the child named on the approved voucher
• eligible children are only able to access up to $500 per child, per financial year
• if it is found through auditing processes that a voucher has been incorrectly applied for by a parent or guardian (18 years or above), or through incorrect club claiming process, an approved voucher may be cancelled at any time by DLGSC. 

KidSport funding may be used to cover the costs of uniforms and equipment, where:

• the KidSport Club named on the voucher has opted in to accept vouchers for these items.
• items are purchased directly from the KidSport Club named on the voucher.

2.4 Refunds

In no circumstance, can the KidSport Club provide a monetary refund of a KidSport voucher to the child, parent or guardian. Funds should only be exchanged between DLGSC and the KidSport Club.

KidSport voucher refunds for fees may only be considered for extenuating circumstances in accordance with the refund guidelines.

3. KidSport Clubs

3.1 Eligible organisations

The DLGSC has the authority to determine whether a club or organisation is eligible, and meets the below mandatory criteria, to participate in the KidSport Voucher Program.

All KidSport Clubs must:

• hold an Australian Business Number (ABN) operating in Western Australia
• comply with all obligations under the Working with Children (Screening) Act 2004
• charge a fee for the activity provided
• maintain appropriate and sufficient insurance cover for the type and level of activity being delivered¹.

In addition, KidSport Clubs must meet the criteria outlined in the relative category for their organisation, as follows:

3.1.1. Community sport clubs and incorporated organisations

1. Be incorporated under the Associations Incorporations Act 2015 (WA) or an Indigenous organisation under the Corporations (Aboriginal Torres Strait Islander) Act 2006 (Cth). 
2. Provide an activity which meets DLGSC’s definition of sport.
3. Provide a program with a minimum 8 weeks of sport activity.

3.1.2. Sport business

1. Provide an activity which meets DLGSC’s definition of sport.
2. Be registered and affiliated with the DLGSC recognised State Sport Association for the sport provided by the business.
3. Provide a program with a minimum 8 weeks of sport activity.

3.1.3. School sport club

1. Be a registered West Australian school or a Parent and Citizen's association linked to a registered Western Australian school.
2. Team must be entered into a community sporting program or competition affiliated with a DLGSC recognised state sporting association.
3. Provide an activity which meets DLGSC’s definition of sport.
4. Provide a program with a minimum 8 weeks of sport activity.

3.1.4. Swim school

1. Be endorsed by a DLGSC recognised state sporting association or peak body.
2. Align with the National  Swimming and Water Safety Framework and have qualified instructors².

3.2 Ineligible organisations and activities

The following are not approved organisations or activities, and are excluded from the KidSport Voucher Program:

• organisations delivering multi-sport programs
• organisations offering gym classes, fitness classes, gym memberships
• activities or programs that are a part of the school curriculum
• interschool sporting competitions
• school holiday programs or sporting camps 
• representative, state, national or international competitions
• state sporting associations, unless there is demonstrated evidence that there are no junior community clubs catering for children aged 5 to 18 years old
• federal or state government agencies
• organisations that receive participation or program funding from any source, where the funding contributes to subsidising fees
• lessons or “Learn to” type activities that are not a prerequisite for organisation membership, with the exception of swimming lessons. 

Any exceptions will be at the discretion of DLGSC.

3.3 KidSport Club responsibilities

All KidSport Clubs are responsible for the following:

• registration of an online account via the KidSport club portal
• nomination of a single primary contact for the KidSport Club who will access the KidSport Club portal with an individual log in account
• administration of KidSport in accordance with the KidSport Club How to Guide
• maintenance of up-to-date information within the KidSport Club portal as requested by DLGSC, including but not limited to registration, essential uniform and equipment fees annually. If this does not occur, the club may be placed on hold from receiving KidSport
• assurance that goods and services offered are considered ‘value for money’ and that costings are reasonable and fairly priced
• assurance that no differential pricing in membership exists between children redeeming KidSport vouchers, and other participants
• collecting KidSport Voucher Codes at point of registration from applicant. Parents with a KidSport voucher should not be expected to pre-pay their registration fee
• validation of KidSport Voucher Codes through the KidSport Club portal
• notification to DLGSC if the organisation no longer meets the eligibility criteria
• notification to DLGSC if a conflict of interest arises
• provide relevant documentation at the request of DLGSC for audit purposes. 

3.3.1 Uniforms and equipment

• uniforms required by the KidSport Club to be worn when playing or competing in the sport, such as club-based playing uniform 
• equipment each child that is deemed mandatory to own to participate in the sport, such as: tennis/squash rackets, hockey sticks, shin guards or knee pads.

KidSport vouchers cannot be used for:

• non-essential training, uniform or club merchandise items including, but not limited to: plain club training shirts, leotards, scarfs, jackets, hoodies or polo shirts. Non-essential sport-related equipment including, but not limited to: bats, boots or shoes, bibs, sports bags, balls or other training equipment of any form.
• generic or communal uniforms and equipment which are owned by the KidSport Club. 

3.3.2 Validating KidSport vouchers

When validating Kidsport vouchers:

• the voucher value is nominated on the voucher and is inclusive of GST where applicable
• vouchers can only be redeemed by the KidSport Club named on the voucher
• where the fee payable for the child’s participation at the KidSport Club is less than the value of the voucher, the club can reduce the voucher amount down to the correct fee upon claiming. Alternatively, the club must advise DLGSC and have the voucher corrected prior to claiming
• if an increase in voucher amount is required, the parent or guardian who submitted the application must contact KidSport prior to the voucher being claimed
• KidSport Clubs must receive the KidSport Voucher Code directly from the applicant
• the DLGSC cannot provide any KidSport Voucher Code to the KidSport Club. 

4. Local government authorities

4.1 Funding arrangements

The DLGSC provides the KidSport Voucher Program in partnership with certain local government authorities who have entered into contracts with DLGSC. The contracts outline the relationship and obligations of the parties. 

4.2 Responsibilities

Local Government Authorities play a critical role in supporting DLGSC to deliver and promote the KidSport Voucher Program across Western Australia.

• adherence to all contracted obligations
• administering KidSport in accordance with the KidSport Local Government How to Guide
• notification to DLGSC of any staff changes that impact the administration of KidSport 
• new staff must contact KidSport to undertake training prior to administering the program
• staff must keep any supplied login details separate and individual — login details must not be shared in any circumstances.
• notification to DLGSC of any conflict of interest that may exist between an approving staff member and any KidSport Club or KidSport Voucher Program applicant.

5. KidSport special considerations  

Special consideration applications are available to support identified low-income groups who may have difficulty accessing concession cards, or independently applying for a KidSport voucher.

This includes families who are experiencing financial hardship and may not have access to a Services Australia Health Care Card or Pensioner Concession Card. 

5.1 Eligibility

To be eligible for special consideration, the child or family must meet one of the following criteria:

1. family experiencing significant financial distress (loss of main income source, death/serious illness of main income earner or other extenuating circumstances)
2. family impacted by natural disaster (for example fire, flood or cyclone)
3. child living in the care of extended family or alternate long-term living arrangements (not in care of the State)
4. all children in the care of the State in any care arrangement
5. biological children of foster and family carers
6. Target 120 program participants 
7. child or their parent/guardian is an Asylum Seeker, refugee, or other humanitarian entrant

The child must also meet the following criteria:

• aged 5 to 18 years inclusive at the time of application
• registration with a KidSport Club.

Applications must be submitted through or supported by an approved KidSport Support Agent as outlined in clause 5.2.

Final approval of eligibility and issue of a KidSport voucher will be at the discretion of DLGSC.

Where the child is listed on and has access to an eligible concession card, the applicant must use the usual KidSport Voucher Program application process as outlined in clause 2.1

5.2 KidSport support agents

KidSport support agents are professional employees at agencies which provide support services to families and are approved at the discretion of DLGSC. 

The primary responsibilities of KidSport support agents are as follows:

• provide a professional and unbiased assessment for a family to receive special consideration for a KidSport voucher
• submit a voucher application, with appropriate documentation, to provide a recommendation to DLGSC regarding applicant eligibility for special consideration, in accordance with the KidSport Special Consideration Guidelines
• notify DLGSC if agency no longer wishes to act as a support agent for special consideration applications.

Further information

Contact the KidSport team at DLGSC for further information or assistance.

Department of Local Government, Sport and Cultural Industries
246 Vincent Street, Leederville WA 6007
GPO Box 8349 Perth Business Centre WA 6849
Telephone 61 8 9492 9911
Email kidsport@dlsgc.wa.gov.au

Footnotes

1. Level of insurance required will be at the discretion of DLGSC, certificate of currency of insurance will be required at time of registration and on annual review. For public liability insurance, a minimum value of $10 million per claim or occurrence giving rise to a claim is required.
2. Swim schools may be requested to provide evidence of teacher qualifications and student: teacher ratios.