NEW ZEALAND GUJARATI SPORTS AND CULTURAL ASSOCIATION (NZGSCA)

GOLF TOURNAMENT CODE OF CONDUCT, SPORTS INTEGRITY, FEES AND TOURNAMENT POLICY

Purpose

In accordance with the spirit of golf, sportsmanship, fairness, and community participation, all athletes competing with NZGSCA, or participating in NZGSCA golf tournaments, trainings, activities, events, and tours, are required to adhere to the following standards of behaviour and conduct.

This Code applies to all players and relevant stakeholders including spectators, supporters, tournament officials, volunteers, sponsors, committee members, club representatives, and any other persons associated with NZGSCA golf events.

NZGSCA is committed to fostering an environment in which participants conduct themselves in a manner that positively enhances the community in which they live and are supported. This Code provides a framework for participants to act responsibly, honestly, and with dignity in the pursuit of sporting excellence and community engagement.

Core Values

Integrity • Respect • Fair Play • Inclusion • Accountability • Community Spirit • Transparency

1. Association Commitment

All players participating in any NZGSCA golf event are expected to:

  • Attend all scheduled tee times, tournaments, and event activities unless prior absence has been approved with a genuine and valid reason.
  • Demonstrate good sportsmanship and represent NZGSCA, their club, and the wider community positively at all times.
  • Compete honestly and in accordance with the Rules of Golf and any local tournament rules.
  • Support fellow participants and contribute positively to team and community spirit.
  • Understand that participation in representative teams and future events may be influenced by attendance, conduct, commitment, and adherence to this Code.
  • Pay all tournament entry fees, association fees, and fines by the due dates stated on invoices. Any exceptions must be formally requested and approved by the NZGSCA Board.
  • Fulfil any volunteer or tournament duty requirements where allocated.

2. Respect

All participants must:

  • Treat players, officials, volunteers, sponsors, coaches, supporters, and spectators with dignity and respect.
  • Respect the rights, worth, and development of teammates, competitors, and officials.
  • Act fairly, honestly, and considerately in all dealings.
  • Accept responsibility for their actions and conduct themselves in a manner that reflects positively on NZGSCA.
  • Respect the decisions of tournament officials and committee members.
  • Refrain from abusive, offensive, discriminatory, threatening, or harassing behaviour.

3. Sports Integrity Principles

Participants must:

  • Act honestly, fairly, and ethically at all times.
  • Refrain from cheating, score manipulation, falsification of handicaps, or providing false information.
  • Avoid any conduct that could compromise the integrity of the tournament.
  • Report any suspected misconduct, rule breaches, or integrity concerns to tournament officials.
  • Cooperate fully with any review, investigation, or disciplinary process.
  • Respect all dispute resolution procedures established by the Tournament Committee and NZGSCA.

4. Behaviour and Sportsmanship

All participants are expected to:

  • Display courtesy and good etiquette on and off the golf course.
  • Use appropriate language and maintain professional conduct.
  • Respect fellow competitors regardless of skill level or experience.
  • Avoid conduct that may bring the tournament, NZGSCA, participating clubs, sponsors, or the wider community into disrepute.
  • Act as positive role models at all times.
  • Follow all reasonable directions from tournament officials and venue staff.

5. Tournament Fees, Financial Obligations, Refunds, Non-Refundable Policy and Reimbursements

Entry Fees

  • All tournament entry fees must be paid by the advertised closing date.
  • Tournament registrations are not deemed complete until full payment has been received.
  • Entry fees secure venue bookings, administration, prizes, and operational costs.
  • The Tournament Committee reserves the right to decline, suspend, or cancel participation where fees remain unpaid.
  • Players or teams may not participate in tournament play unless all current and outstanding fees owed to NZGSCA have been settled or an approved payment arrangement is in place.

Non-Refundable Policy

All entry fees paid to NZGSCA are strictly non-refundable, except where explicitly approved in writing by the Tournament Committee under exceptional circumstances.

This includes, but is not limited to:

  • Teams or individuals who withdraw after registration due to change of mind.
  • Teams or individuals who do not participate after payment has been made.
  • Teams or individuals who are suspended, disqualified, or removed from the tournament due to breaches of this Code, Rules of Golf, or NZGSCA policies.
  • No-shows or failure to attend scheduled tee times or matches.
  • Partial participation or withdrawal after the tournament has commenced.

The Tournament Committee may, at its sole discretion, consider partial credits or exceptions only in cases of verified medical emergencies or other exceptional circumstances supported by evidence and submitted in writing.

Refunds

  • Refund requests must be submitted in writing to the Tournament Committee.
  • Refunds will only be considered in exceptional circumstances and at the discretion of the Tournament Committee.
  • Administration costs, venue commitments, catering costs, and other non-recoverable expenses may be deducted from approved refunds.
  • No refunds will be payable for non-attendance or withdrawal without prior approval.

Reimbursements (Community Sports Leads / Officials)

  • Reimbursement claims for approved expenses incurred by Community Sports Leads, coaches, volunteers, or authorised officials must be submitted in writing.
  • All claims must include valid receipts and supporting documentation.
  • Reimbursement requests must be submitted within seven (7) working days after tournament completion.
  • Late submissions may not be accepted unless prior approval has been granted by the Tournament Committee.
  • Claims must relate only to pre-approved, tournament-related expenses.
  • The Tournament Committee reserves the right to review, approve, or decline reimbursement claims in accordance with approved budgets and event funding.

Reimbursement Claim Requirements

Claimants must provide:

  • Full name and role.
  • Tournament name and event date.
  • Description of expenses incurred.
  • Supporting receipts and documentation.
  • Bank account details for reimbursement.
  • Signed declaration confirming the claim is accurate and has not been submitted elsewhere.

Outstanding Fees

Failure to pay tournament fees, fines, or other approved charges may result in:

  • Suspension from participation in the current tournament.
  • Removal from tournament draws, teams, or event activities.
  • Ineligibility for prizes, trophies, awards, or tournament recognition.
  • Restriction from entering future NZGSCA tournaments, sporting events, or representative activities.
  • Referral to the NZGSCA Board for further disciplinary action.
  • Any prizes, awards, reimbursements, or winnings being withheld until all outstanding amounts have been settled.

The NZGSCA Board reserves the right to consider hardship cases submitted in writing prior to the payment due date.

6. Venue and Course Respect

Participants and spectators must:

  • Respect golf course facilities, property, and equipment.
  • Repair divots, rake bunkers, and repair pitch marks where applicable.
  • Dispose of rubbish responsibly.
  • Follow all instructions from course management and tournament officials.
  • Report accidental damage immediately.

Intentional damage to property may result in disciplinary action and liability for repair or replacement costs.

7. Alcohol, Drugs and Safety

Participants must:

  • Not compete while impaired by alcohol or drugs.
  • Refrain from the use, possession, or distribution of illegal substances.
  • Comply with all health and safety requirements of the venue.
  • Conduct themselves in a manner that protects the wellbeing and safety of others.
  • Respect smoke-free and alcohol policies implemented by the venue or tournament organisers.

8. Spectator Code of Behaviour

Spectators and supporters must:

  • Respect players, officials, volunteers, and other spectators.
  • Avoid abusive, offensive, or disruptive conduct.
  • Not interfere with play or distract competitors.
  • Follow all tournament and venue directions.
  • Help maintain a safe, welcoming, and family-friendly environment.

Tournament officials may remove any person whose behaviour is deemed inappropriate or detrimental to the event.

9. Complaints and Dispute Resolution

Participants may submit complaints regarding:

  • Rules disputes.
  • Integrity concerns.
  • Harassment, bullying, or discrimination.
  • Administrative or tournament management issues.

Complaints must:

  • Be submitted in writing within 48 hours of the incident.
  • Include relevant information and supporting evidence where available.
  • Be reviewed by the Tournament Committee.

The Committee reserves the right to investigate, seek further information, and make determinations in the interests of fairness, participant welfare, and competition integrity.

10. Breaches and Disciplinary Action

Breaches may include:

  • Cheating or falsifying scores.
  • Handicap manipulation.
  • Failure to pay fees.
  • Unsportsmanlike conduct.
  • Abuse of officials, volunteers, participants, or spectators.
  • Damage to property.
  • Harassment, discrimination, bullying, or intimidation.
  • Conduct that damages the reputation of the tournament or NZGSCA.

Possible sanctions include:

  1. Verbal warning.
  2. Written warning.
  3. Loss of prizes, awards, or eligibility.
  4. Disqualification from the tournament.
  5. Removal from the venue.
  6. Suspension from future NZGSCA events.
  7. Recovery of outstanding fees, damages, or costs incurred.

The Tournament Committee’s decision shall be final unless referred to the NZGSCA Board for review.

11. Perpetual Trophies, Awards and Club Return Obligations

Ownership

All perpetual trophies, shields, cups, and awards remain the property of NZGSCA.

Recipients act as custodians only and do not acquire ownership rights.

Engraving and Cleaning

Current trophy holders must:

  • Arrange professional engraving.
  • Pay all engraving costs.
  • Ensure trophies are cleaned and polished prior to return.

Return Requirements

All trophies must be returned to the NZGSCA Secretary or designated Board representative no later than thirty (30) days prior to the next NZGSCA Awards Night, Tournament, or Presentation Event.

All trophies must be returned in a clean, polished, and presentable condition.

Overseas Winners

Overseas winners may retain trophies during the tournament period but must return them before departing New Zealand unless otherwise approved by the NZGSCA Board.

Care of Trophies

Holders must:

  • Take reasonable care of trophies.
  • Report any loss or damage immediately.
  • Obtain written approval before undertaking repairs.

Fees and Charges

The NZGSCA Board may impose:

  • Cleaning fees.
  • Repair or restoration costs.
  • Replacement costs.
  • Freight or courier charges.
  • Administrative charges.
  • Fines.

Any outstanding trophy-related charges may result in suspension from future NZGSCA events and withholding of prizes, reimbursements, or awards until obligations have been met.

12. Administrative Errors and Tournament Integrity

The Tournament Committee reserves the right to correct genuine administrative errors including:

  • Incorrect player placement.
  • Handicap recording errors.
  • Draw or tee-time scheduling mistakes.
  • Scoring or results recording errors.
  • Prize allocation errors.

Any correction will be communicated transparently and made in the interests of fairness and tournament integrity.

13. Acceptance

By registering, participating, volunteering, sponsoring, officiating, or attending an NZGSCA Golf Tournament, all individuals acknowledge that they have read, understood, and agree to comply with this Code of Conduct, Sports Integrity Policy, Fees Policy, and Tournament Regulations.

Failure to comply may result in disciplinary action as outlined in this document.

14. Amendments Policy

NZGSCA sporting guidelines, tournament regulations, and policies are subject to amendment from time to time.

Rules may be updated where necessary due to:

  • Administrative requirements.
  • Safety concerns.
  • Venue requirements.
  • Governing body regulations.
  • Competition fairness considerations.
  • Operational needs of NZGSCA.

The most current version of this policy shall apply and will be made available through official NZGSCA communication channels.

Approved by: ______________________________

Position: ______________________________

Date: ____ / ____ / ______