The following outlines All Active Martial Arts’ Membership, Conduct, Safety, Risk Management and Billing Policy.
Please take the time to read and consider the following information, and contact us with any questions.
1. PHOTOGRAPHY/MEDIA
Photos/videos taken at AAMA during the course of classes or gradings are often used for social media, advertising and marketing purposes. (e.g. AAMA Website, Social Media: Facebook, Instagram, TikTok, Student Portal, Members Group etc.) If you do not provide this authority, please advise the office in writing to admin@allactivemartialarts.com.au.
2. CODE OF CONDUCT, HEALTH & SAFETY
a. Smoking, Alcohol, Chewing Gum and Food
• Smoking is prohibited inside the centre or outside within 10 meters of any entry
• No chewing gum or food is allowed on the mat training area, or in the seating area
• No one under the influence alcohol or a prohibited substance may enter the premises/train
b. Code of Conduct: Students
• At all times, students must respect and obey the instructor and show respect for everyone
• Conduct yourself in a formal, respectful manner at all times
• Do not interfere in any way with class in progress
• At no time engage in horseplay on the training area or in the school
• Keep hands and feet off the walls and mirrors
• Unnecessary roughness, crude language, or display of ill-temper is not tolerated
• Always observe mat etiquette in the training area, including bowing when entering or leaving the school and wearing an approved uniform in the training area
c. Code of Conduct: Parents
• Will follow Code of Conduct regarding- Smoking, Food etc.
• Will keep talking/noise to a minimum when observing a class
• Will keep any other children who are not training quiet and under control, so as not to interrupt the class
• If your child needs to leave early, please advise the class Instructor before the start of class
• If you are running late to pick up your child please call AAMA on 8418 1822, or SMS to 0466 833 448
• Please advise staff if you have arranged for your child to be collected from the centre by somebody else
• Please direct any membership or billing enquiries to the office/club administration - NOT class instructors
d. Code of Conduct: Instructors
1. Respect the rights, dignity and worth of every member of All-Active Martial Arts
• Within the context of training, everyone is to be treated equally regardless of gender, ethnicity or religion
2. Ensure that the student’s time with you is always a positive experience
• All students will be mentored using the “Praise-Correct-Praise” (PCP) method of feedback and training
3. Each student will be respected as an individual and have their needs met
• Respect the talent, developmental stages and goals of each individual student
• Help students reach their full potential
4. Be fair, considerate and honest with students
5. Be professional in class and accept responsibility for your actions
• Present yourself in a professional manner at all times
• Use appropriate language and behaviour during training
• Adhere to the All Active Martial Arts dress code
6. Commit to the provision of a quality service to your students
• Maintain your current skills at a high standard
• Undergo performance appraisal and ongoing feedback
• Provide a training program that adheres to the current curriculum and support the All-Active Martial Arts motto “Where Strength and Knowledge come together”
• Learn all students’ names
7. Physical contact with students (children and adults) should be:
• Appropriate to the situation and with the permission of the students;
• Refrain from forming intra-club relationships
8. Provide a safe environment for training and competition:
• Ensure equipment and facilities meet safety standards
• Equipment, rules and the environment need to be appropriate for the age and ability of the students
9. Be a positive role model to your students and representative for All-Active Martial Arts
3. CAR PARKING & STUDENT DROP-OFF
As Parking is limited and the Body Corporate has laws and can (and will) act on them, we ask for your ongoing understanding and cooperation with parking your vehicle in the complex.
We ask that parents to drop off their children by walking them inside to AAMA and ideally go and park their car on the street or across in the YMCA carpark.
All Students must be collected from within the carpark complex. Students will not be permitted to leave the car park complex unsupervised.
IF YOU PARK YOUR VEHICLE IN THE COMPLEX:
• Parking is at your own risk and can be subject to change without notice
• Can Park in Unit 10 or 11 parking (we have the ok from unit 10) the only other Units you may park in parking bays is unit 12, 15, 16, 17 except for when those businesses are open.
• Parking in front of any roller doors/obstructing roller door access is prohibited – business owners require 24 hour access to their place of business
• All Active Martial Arts Roller door is for Drop off, Pick up and Staff only
• Parking your Vehicle in other unit parking bays or in front of roller doors can result in All Active Martial Arts being issued a notice and a fine of $220.00 and result in you being asked to pay the fine
4. SAFETY, RISK MANAGEMENT & CONDUCT POLICIES
a. Pregnancy Policy
• Members who are pregnant must notify centre management or the head instructor in writing as soon as reasonably practicable.
• Participation in training during pregnancy is voluntary and undertaken at the participant’s own risk.
• Members are strongly advised to obtain written medical clearance from a qualified medical practitioner prior to continuing or commencing training.
• The centre reserves the right to modify, restrict, or prohibit participation where safety risks are identified.
• Contact activities, including sparring, grappling, takedowns, high-impact drills, and weapons training, are not permitted unless expressly approved by:
o A medical professional, and
o The head instructor
• The centre accepts no responsibility or liability for injury, illness, or complications arising from participation during pregnancy.
• Members may suspend or terminate training without penalty if required for health or safety reasons.
b. Blood Spilling (Blood-Borne Pathogen) Policy
To comply with Work Health and Safety (WHS) obligations and minimise exposure to blood-borne pathogens:
• Any incident involving visible blood must be reported to an instructor immediately.
• Training will cease immediately in the affected area.
• The injured participant must:
o Exit the training area
o Receive first aid
o Ensure wounds are fully cleaned and securely covered
• Staff must wear disposable gloves when administering first aid or cleaning contaminated areas.
• Any blood-contaminated equipment or surfaces will be:
o Isolated
o Cleaned and disinfected using approved disinfectants
• Participants with uncontrolled bleeding or open wounds must not continue training during that session.
• All incidents will be recorded in an incident register where required.
c. Infections & Communicable Disease Policy
The centre has a duty of care to provide a safe and hygienic training environment.
All Staff, Instructors and Assistant/Volunteer Instructors must hold current First Aid Qualifications, including CPR.
• Participants must not attend training if they have:
o A contagious illness
o A communicable disease
o An active skin infection
o Open or infected wounds
• Members must:
o Maintain appropriate personal hygiene
o Wear clean uniforms and protective equipment
o Keep fingernails and toenails trimmed
• Shared equipment, including training weapons, will be cleaned and sanitised regularly.
• Instructors may deny participation where an infection risk is suspected.
• Members may return to training once:
o Symptoms have resolved
o Wounds are healed or securely covered
o Medical clearance is provided if requested
d. Discrimination, Harassment & Child Safety Policy
The centre is committed to providing an environment that is safe, inclusive, and compliant with Australian anti-discrimination legislation.
• Discrimination, harassment, bullying, or victimisation will not be tolerated.
• This includes conduct based on:
o Age
o Sex or gender identity
o Race, ethnicity, or nationality
o Religion
o Disability
o Sexual orientation
o Skill level or experience
• All participants must:
o Follow instructor directions
o Behave respectfully
o Adhere to centre codes of conduct
• Complaints will be:
o Taken seriously
o Managed confidentially
o Investigated appropriately
• Breaches may result in disciplinary action, including:
o Warnings
o Suspension
o Termination of membership
• Child safety principles apply to all youth programs, and inappropriate conduct will be escalated where required.
e. Risk Management Policy (Training, Weapons, Competition & Grading)
The centre actively manages risk in accordance with WHS principles and insurer requirements.
i. General Training Safety
• All classes are conducted by qualified and authorised instructors.
• Class sizes are limited to ensure adequate supervision.
• Warm-ups and cool-downs are included in each session.
• Participants must:
o Follow instructions
o Train within their physical capability
o Use protective equipment where required
• The centre reserves the right to exclude participants where safety is compromised.
ii. Weapons Training (where it is part of the martial arts training curriculum)
• Only approved, wooden, blunt aluminium or rubber/foam training weapons are permitted.
• Live, sharpened, or other metal weapons are strictly prohibited.
• Weapons training is:
o Structured
o Controlled
o Supervised at all times
• Protective equipment may be required.
• Free sparring with weapons is only permitted where expressly authorised by the head instructor.
iii. Gradings, Events & Competitions
• Participation is voluntary and undertaken at the participant’s own risk.
• Additional safety briefings will be provided.
• Instructors may withdraw a participant if safety concerns arise.
• All participants must comply with event-specific rules and instructions.
6. Staff Risk Management Policy
The centre recognises its obligations under Australian WHS legislation to ensure a safe workplace.
• All instructors and staff must:
o Hold appropriate qualifications and experience, including current First Aid, CPR and Working With Children’s Checks
o Follow centre safety policies and procedures
o Act within their scope of authority
• Staff must:
o Monitor participant behaviour, fatigue, and wellbeing
o Enforce safety rules consistently
o Cease activities immediately if unsafe conditions arise
• All injuries, incidents, and near-misses must be reported and documented.
• Equipment must be:
o Regularly inspected
o Maintained in safe working condition
• Staff have authority to:
o Modify training activities
o Remove participants from training
o Cancel or alter classes due to safety or environmental concerns (e.g. heat, ventilation)
• Staff and instructors will participate in annual Risk Management training, to update and review required centre requirements and practices
4. MEMBERSHIP BILLING POLICY & CONDITIONS
a. Fortnightly Payment Plan
AAMA full membership fees are based on an all-inclusive annual fee that covers membership, training, insurance, in-house gradings, online portal and app access. Payments are broken down into 26 equal (fortnightly) payments for the year. Please note that while payments are calculated annually to include all aspects of membership, that this is not a contract commitment and members can opt out any time given 2 weeks' notice.
Your 26 equal payments are processed fortnightly throughout the year and as such some member payments may still be processed over the Christmas break, depending on your payment cycle. AAMA’s regular class timetable operates all year, with the exception of public holidays, and a 2-week closure over the Christmas/New Year break.
b. Payment Processing
Membership payment plan instalments are billed on a fortnightly cycle and processed every second Friday for the fortnight ahead. Please note that payments may be processed overnight in the very early hours of Friday mornings.
AAMA recurring membership payments are processed via Stripe, from a customer-nominated credit/debit card.
c. Failed/Unsuccessful Payments & Late Fees
Customers will be notified via email or SMS of an unsuccessful attempt to process your regular payment, and provided the option to resolve the payment online or over the phone. If you are notified of a failed payment and require assistance, please contact AAMA on 03 8418 1822. AAMA require all unsuccessful recurring payments to be resolved within 7 days. AAMA will continue to attempt to resolve any missed payments via automatic rebill. Late fees apply.
We understand that there may be times where membership payments are missed due to uncontrollable circumstances. If you require assistance with a payment issue, or are having difficulty paying on time, please contact us in advance where possible, and we will do our very best to assist.
• Stripe customers: A late payment fee of $10 will apply for unsuccessful payments on the due date. This will be automatically processed as a one-off fee, or added to your payment at the time of rebilling/resolving payment. Please note that Stripe processes payments in the early hours of the morning on your scheduled processing date and will not automatically retry payments later in the day if the initial payment has failed.
If fees are outstanding at the time of grading, students may not be eligible to participate in grading day.
d. Payment Plan Suspension
Plan suspension is available as an option in the case of an extended planned absence from training. Please note that suspension of billing during an annual period will void all-inclusive membership, and a one-off payment of $150 will be payable prior to the student's next grading. Membership suspension requests require 14 days’ notice and must be submitted in writing, to admin@allactivemartialarts.com.au.
Why does this fee apply? The one-off $150 fee is required prior to the student’s next grading following a suspension period, as the cost of annual membership, insurance and gradings, will not be fully covered by the student’s payment plan for the annual period.
Members may consider whether keeping membership active on a basic plan and banking make-up classes during an absence would provide better value than a full suspension – depending on the length of absence. Keeping membership active would also provide ongoing access to the members’ study portal/app and video resources to assist with training remotely.
Please note that suspension of membership will result in the current applicable membership plan rate being applied on resuming your plan. This may be different to your rate prior to suspension.
If there are exceptional circumstances relating to your suspension request, please contact us to discuss. We will do our very best to assist you.
e. Membership Adjustment Requests
As AAMA Membership plan pricing is based on number of enrolled systems and weekly classes, members have the option of adjusting their plan to add/remove training days or enrolled systems if required. Any requests to make changes your membership plan must be submitted in writing to admin@allactivemartialarts.com.au. If you are unsure of all available membership options, please contact the office for assistance.
Should members wish to reduce their membership plan, please note that the current applicable membership rate will be applied i.e. loyalty membership plan rates will no longer apply.
f. Make-Up Sessions – Missed Classes
Members have the opportunity to make up missed sessions where classes are available. To ensure you are entitled to a make-up session for a missed class, members must inform AAMA prior to your regular session, that you will be unable to attend. Make-up classes will not be approved if AAMA have not been notified of a student’s absence. Members can notify the office of an absence wither by phone on 03 8418 1822, via email to admin@allactivemartialarts.com.au, via SMS to 0466 833 448 or by messaging administration via the student app.
How All Active Martial Arts will help you
All Active Martial Arts will do our very best to contact you if we notice that you have been missing training. It is important to note that as your place in the class is being held, your billing will continue until such time as a written suspension/cancellation request has been received and processed. (Cancellation cannot be backdated and refunds are not provided for holding a space).
g. Cancellation of Membership
Members wishing to cancel their AAMA Membership/Billing may do so at any time given at least 14 days’ notice. Cancellation requests must be submitted in writing to admin@allactivemartialarts.com.au.
Written notice of cancellation must be received from the account holder. AAMA will acknowledge all cancellation requests with written confirmation via email. Please do not assume your cancellation request has been processed, until you have received this confirmation. A minimum of 14 days’ notice is required to stop billing. Any payments due for processing during the 14 day notice period, will be billed as usual, as your final payment. Members are welcomed to continue attending classes for the fortnightly training period following your final payment.
h. Membership Fee Adjustments & Refunds
AAMA fees are subject to change and may be adjusted annually to meet inflation overheads. Members will be notified via email with notice of any proposed changes in membership fees.
AAMA Memberships are non-transferable and non-refundable. This applies to ALL membership types, including ongoing membership (26-fortnight payment plan), prepaid term membership, Kickstart, and new member promotions.
Thank you again for choosing All Active Martial Arts as your martial arts training school.
For assistance with any membership, policy, or billing enquiries, please contact us.
All Active Martial Arts Administration
Ph. 03 8418 1822 | M. 0466 833 448
Email. admin@allactivemartialarts.com.au
All Active Martial Arts Administration
Ph. 03 8418 1822
M. 0466 833 448
Email. admin@allactivemartialarts.com.au
