Membership Application Processing and Approval Procedure

Purpose

To ensure eligibility and suitability of applicants, maintain club standards, and approve qualified members for participation.

Scope

Applies to all new member applications received by the Judo Club.

Roles & Responsibilities

• Membership Coordinator: Receives applications, verifies information completeness, contacts references (if needed), prepares applications for review.
• Head Instructor: Reviews applications for eligibility, suitability, and alignment with club values and training philosophies, makes final approval decisions.
• Treasurer: Reviews fee payment confirmation and ensures financial eligibility.

Procedure Statement

1. Membership Coordinator verifies received applications are complete and include all required documents.
2. For applications with missing information, the applicant is contacted and requested to submit the missing elements.
3. If reference checks are required, the Membership Coordinator conducts them with provided contact information.
4. All complete applications are forwarded to the Head Instructor for review.
5. The Head Instructor assesses each application based on:
   • Age and experience level alignment with chosen membership plan
   • Medical clearance and suitability for physical activity
   • Understanding and agreement with club policies and rules
   • Prior martial arts experience or behavior concerns (if applicable)
   • Alignment with club values and training philosophy
6. The Head Instructor makes a final approval decision:
   • Approve: Applicant receives notification and instructions for application completion.

     Dear [Applicant Name],
     
     We are thrilled to inform you that your application for membership at the Yukizuna Judo Club has been approved! We are excited to welcome you to our club and provide you with an exceptional judo experience.
     
     This email confirms your eligibility and acceptance into our program.
     
     You are now invited to the orientation session to learn about our club policies, training practices, and safety procedures. Please arrive promptly and dressed in comfortable clothing suitable for light physical activity.
     
     This session will be held on [date] at [time] in [location].
     
     You may be introduced to other new members and paired with an experienced judoka for initial guidance.
     
     Sincerely,
     

   • Deny: Applicant receives a courteous notification explaining the reason for non-approval, with an option to appeal if applicable.

     Dear [Applicant Name],
     
     Thank you for your interest in joining Yukizuna Judo Club. We appreciate you taking the time to submit your membership application.
     
     We have carefully reviewed your application and, while we were impressed with your enthusiasm, we regret to inform you that your application cannot be approved at this time.
     
     This decision was based on [briefly and professionally explain the key reason for denial, e.g., age and experience not aligning with chosen membership plan, specific medical concerns beyond club's capacity to manage, or behavioral concerns posing a risk to the training environment].
     
     We understand this may be disappointing, and we want to be transparent about our decision-making process. Our primary goal is to ensure a safe and positive training environment for all members, and sometimes it becomes necessary to make these difficult choices.
     
     ## Appeal Option (if applicable):
     
     If you have any questions regarding the decision or wish to discuss the possibility of appealing your application, please do not hesitate to contact us. We are happy to provide further clarification and guidance through the appeal process.
     
     ## Alternative Options:
     
     We kindly recommend exploring our website or contacting us directly to learn about other program options or alternative judo clubs in your area that might be a better fit for your specific needs and experience level.
     
     Thank you again for your interest in Yukizuna Judo Club. We wish you all the best in your judo journey.
     
     Sincerely,
     

7. The Treasurer verifies fee payment confirmation before finalizing application.

Exceptions

• Applications with incomplete information or missing documents may be delayed or rejected.
• Applicants with specific health concerns or disabilities may require additional consultations for approval.
• The Head Instructor has the final discretion to approve or deny membership based on professional judgment and ensuring a positive training environment for all.