POLICIES AND GUIDELINES

Clear Policies

MEKA Football Academy keeps policies simple and easy to understand. Our guidelines are in place to create a safe and supportive environment where young players can enjoy learning and growing. The summary below explains how we run our programs and what families can expect.

Child Safety and Welfare

At MEKA, player welfare comes first. We aim to create an environment where every child feels safe, respected and supported.

Key points

  • Coaches provide active supervision before, during and after each session until children are collected.

  • Training activities are age appropriate and planned with safety in mind.

  • Any concern about a child’s wellbeing is taken seriously and, where required, followed up through the appropriate channels.

  • We expect players to treat each other with respect and kindness. Bullying or unsafe behaviour is not accepted.

If you ever have a concern about your child or another player, please contact us so we can respond quickly and sensitively.

2. Coaching Standards and Training Approach

Our coaching reflects MEKA’s purpose: clear teaching, thoughtful planning and calm, player centred sessions.

Key points

  • Sessions are built around four main pillars: technique, movement, game understanding and mindset.

  • Activities are planned to match the age and stage of each group.

  • Coaches give clear, simple instruction and focus on repetition of strong habits.

  • Feedback is constructive and encouraging so players feel confident to keep learning.

The aim is for every child to understand what they are working on and why it matters for their development.

3. Player Expectations and Behaviour

We want MEKA to be a place where all players feel welcome and able to enjoy their football.

We ask players to

  • Arrive on time and be ready to take part.

  • Listen to coaches and try their best in each activity.

  • Treat teammates, opponents and referees with respect.

  • Use positive language and avoid behaviour that may upset or distract others.

If behaviour affects the safety or enjoyment of other players, we will speak with the child and, if needed, with parents to agree on a way forward.

4. Parent and Spectator Guidelines

Parents and carers play a big part in the environment children experience at training.

We ask parents and spectators to

  • Support players with positive encouragement from the sidelines.

  • Allow coaches to do the coaching and avoid giving instructions from the fence.

  • Model respect in how you speak about other players, coaches, referees and teams.

  • Ensure children arrive and are collected on time.

If there is ever a concern or question, we encourage parents to speak with us calmly and directly so we can help.

5. Attendance, Make Ups and Missed Sessions

Consistency helps children get the most from the program while respecting the structure of each term.

Key points

  • Please let us know if your child cannot attend a session.

  • Make-up sessions may be offered only when scheduling and field availability allow.

  • Make-up sessions cannot be guaranteed, as council allocations, coach availability and term timelines may limit rescheduling options.

  • Credits or refunds for missed sessions are generally not provided unless under special circumstances such as extended illness or injury.

  • If MEKA cancels a session, we will communicate clearly and aim to provide an alternative if time and field availability permit.

This ensures fairness to all families and sets realistic expectations within the constraints of council field allocations.

6. Weather Policy

Player safety guides all decisions involving weather and field conditions.

Heat, rain and poor conditions

  • During high heat, sessions may be shortened, modified or cancelled to ensure player safety.

  • If lightning or unsafe storm activity is present, training will be paused or cancelled immediately.

  • When fields are closed by council due to wet or unsafe conditions, sessions must be cancelled, and this is outside of MEKA’s control.

Rescheduling and expectations

  • We will make every effort to reschedule a cancelled session only when time, field availability and council approval allow.

  • In many cases, weather cancellations cannot be rescheduled, particularly when fields remain closed for multiple days or program terms are short.

  • No refunds or credits are provided for sessions cancelled due to weather or field closures, as these circumstances are beyond our control.

Communication

  • All weather updates and cancellations will be communicated through the Spond app as soon as information becomes available.

These guidelines ensure parents understand that MEKA follows safety requirements and council directions, and that rescheduling is not always possible.

7. Fees, Enrolment and Refunds

We aim to keep our enrolment and fee processes clear, simple and transparent for all families.

Key points

  • When a family submits an enrolment form or expression of interest, MEKA will provide full program details including fees, schedules and any requirements.

  • A player’s place in a program is confirmed once enrolment is completed and payment is received, unless other arrangements are agreed in writing.

  • Refunds or credits are only considered in special circumstances such as extended illness or injury, and are assessed on a case-by-case basis.

  • Fees are not refunded or credited for missed sessions, including those impacted by weather or field closures, as these situations fall outside of MEKA’s control.

  • Any payment plans or special arrangements must be discussed and approved prior to the start of the program.

This approach ensures fairness to all families while helping us maintain high-quality coaching and stable program delivery.

8. Uniform and Equipment Guidelines

Having the correct gear helps keep players safe, comfortable and ready to train.
For all enrolled players, the MEKA Football uniform is a requirement for sessions unless otherwise advised.

Players should bring:

  • MEKA Football uniform (required for enrolled players)

  • Football boots appropriate for the surface

  • Shin pads worn under long socks

  • A clearly labelled water bottle

  • Weather-appropriate sportswear such as base layers or jackets

The uniform helps players feel part of the group, supports team identity and ensures coaches can easily identify players during activities.

8. Uniform and Equipment Guidelines

Player safety guides all decisions around weather.

Heat, rain and poor conditions

  • In periods of high heat, we may shorten or adjust sessions, provide extra drink breaks or cancel where conditions are unsafe.

  • If lightning is present, training will be paused or cancelled.

  • When fields are closed by council, sessions cannot proceed on those grounds.

Communication

  • Cancellations or changes due to weather will be communicated via email or other agreed channels as early as practical.

  • Where possible, we aim to reschedule affected sessions within the same term or camp period.

9. Media, Photos and Social Content

We sometimes capture photos or short videos that show the positive experiences at MEKA.

Key points

  • Media may be used on our website, social channels or printed material to promote MEKA programs.

  • Photo permissions are collected as part of the enrolment process.

  • Families who do not wish their child to appear in media can opt out, and we will respect this preference.

You can change your media consent at any time by contacting us.

9. Media, Photos and Social Content

We sometimes capture photos or short videos that show the positive experiences at MEKA.

Key points

  • Media may be used on our website, social channels or printed material to promote MEKA programs.

  • Photo permissions are collected as part of the enrolment process.

  • Families who do not wish their child to appear in media can opt out, and we will respect this preference.

You can change your media consent at any time by contacting us.

10. Communication with Families

Clear communication helps families feel informed and confident throughout the program. MEKA uses the Spond app as our primary communication tool during each term and clinic.

Key points

  • Weekly updates about the program, session themes and reminders will be shared through the Spond app.

  • Before the program begins, MEKA will provide simple instructions on how to download the app and will send an invitation to join the MEKA group.

  • Important messages such as weather changes, schedule adjustments or field updates will also be communicated through Spond for consistency.

  • Email may be used for enrolment information, invoices and general enquiries.

  • We aim to respond to all family enquiries within one to two business days.

  • Sensitive or personal matters will always be handled privately and respectfully.

This process ensures every family receives accurate, timely information in one central place throughout the program.

If you have any questions about these policies or would like more detailed information, please contact us at [email protected]. We are always happy to explain how we work and how we keep our players safe and supported.

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