Refund and Cancelation Policy

Refund Policy

There will be no refunds on Registration Fees, Membership Fees, or Training Fees.  The Club will not pro-rate any fees for a portion of the year, if a swimmer withdraws from the Club.

The suspension of monthly installments toward a swimmer’s annual Training Fee will be dealt with on a case-by-case basis but will adhere to the following guidelines:

1. Medical or Compassionate Grounds:  When a swimmer wishes to temporarily withdraw from the Club due to medical or compassionate reasons, the swimmer’s family may request that the Club pro-rate the swimmer’s Annual Training Fee, and temporarily suspend their monthly installment payments being applied to that Training Fee if applicable.  The family must provide the Head Coach with a written request to temporarily withdraw, highlighting the reason for the request (including a doctor’s letter, if for a medical reason) and the anticipated length of time the swimmer will be gone.  Pro-rating a swimmer’s Annual Training Fee and temporarily suspending the installment payments will take effect as follows: 

1. At the Board’s discretion, acting reasonably, a swimmer’s Annual Training Fee may be pro-rated for the number of full months that the swimmer is unable to participate in any training at all, and the monthly Training Fee installments will be waived.  When a swimmer is able to resume training and/or competition, even in a reduced capacity, that month will not qualify for a pro-rating of the Annual Training Fee, and the normal monthly installments against such fee will resume. 

2. The Board will not pro-rate a swimmer’s Annual Training Fee (and accordingly, will not suspend the monthly installment payments) for swimmers on grounds other than medical or compassionate leave (for example, being away on vacation would not constitute grounds for pro-rating a swimmer’s Annual Training Fee).  Similarly, the Board will not consider pro-rating a swimmer’s Annual Training Fee retroactively, and all families who anticipate having a swimmer temporarily withdraw from the Club for any time period should contact the Head Coach or a Board Member prior to the absence, or as early after the absence begins as is possible, if they wish to request a change to their billing.

2. Voluntary withdrawal: If a swimmer is voluntarily withdrawing from the Club with the intention of not returning, they are required to inform the Head Coach in writing. The Head Coach will liaise with the Club’s President and bookkeeper who will close out the account and notify the family of any outstanding amounts owed, including the balance of the yearly training fee (if paying in installments) and charges for any required volunteer shifts and bingo shifts that were not completed.  If there are funds / credits remaining after the account has been settled, fundraising amounts, which are not transferable, will be credited to the Club’s general revenues and any funds deposited in advance by the member will be refunded.

I have read and agree to the above agreement.