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Policies

Policies

HEALTH AND SAFETY

Medical policy: Parents are responsible for ensuring that their children can meet the physical demands of participation in the DGS program(s) in which they are enrolled.  Parents may make coaches aware of medical issues as they see fit.

Physical exam for the Competitive program: DGS strongly recommends that every new gymnast entering our Competitive program has a complete medical examination to ensure their child can meet the physical demands of the sport. It is further recommended that the gymnast have a complete physical examination at the beginning of each season. Any pertinent changes in your child’s medical health should be discussed with your child’s coach.

Accident prevention: DGS uses only top-quality equipment that is checked on an ongoing basis to ensure it is in good condition.  The coaches follow a program of safe use of the equipment and you can expect your child to be taught to use it properly. 

A child who does not follow the instructions of the coach, and who does not use the equipment in a safe manner can hurt themselves or someone else.  An infraction of basic safety rules may lead to disciplinary action.

Acute injuries: Gymnastics is a strenuous and difficult sport and hence, even with the best coaching and the best equipment, injuries can occur.  Our coaches are trained in sports first aid and we have well-defined procedures in case of injury.

Gymnasts must inform their coach immediately if they are injured in any way. The coach will decide on appropriate action. For a minor injury: ice and rest. For a major injury: prompt medical attention. A Medical Book (record) is maintained in the gym with a record of all reported injuries.

In the case of a significant injury, a form will be sent home with the gymnast to indicate the nature of the accident, the treatment given and recommendations.

Injured gymnasts should meet with their coaches to plan a modified training program within the restrictions of the injury.  It is recommended that the gymnast attend their regular training   sessions as much as possible.  Absence from class is physically and mentally detrimental.

With injuries that result in absence from the gym or alteration in normal training, DGS requires written permission from the family doctor before the gymnast can return to regular training and/or competition. Please keep coaches informed of any limitations recommended by the doctor during the injury healing time.  Communication in this area is vital both for the coach, who will plan a modified training program, and for the gymnast who is coping with the injury.

Repetitive stress/strain injuries: Some injuries do not come as a result of a specific incident, but as a result of a series of small incidents or other causes. 

Any pain must be communicated by the gymnast to the coach.  Where pain occurs during training, the training will be modified.  If after a week of modified training the injury has not improved, the gymnast will be directed to get a sport medicine doctor and/or sport physiotherapist’s evaluation, and modified training will continue.

Once a professional opinion is obtained, the coaches will then strictly follow the sport injury specialists’ advice.  It is vital there is good communication between coaches, gymnasts and parents regarding any injury.

Communicable Diseases: For the health & safety of our participants and coaches, we reserve the right to remove any child from a class that we feel should not be participating in a class due to heavy coughing, fever, chicken pox, flu symptoms or any other illness that might be highly contagious and harmful to others.  The parent/guardian will be called and asked to take their child home. For Chicken Pox symptoms, please refer to the Healthlink BC website with information about this condition.

Lice: If you notice signs of scratching, rash on the neck, or nits growing in the hair, ensure you wash the hair and start treatment right away.  Please do not bring your child to train until the condition has been treated and no sign of nits or lice are present in the hair.  If we notice a child in the class with symptoms of lice, we will call the parent and ask to remove their child to prevent spreading it to others and the rest of the group will be alerted.  Please refer to the Fraser Health website detailing guidelines for managing head lice.

Coaches’ Certification

All of our coaches are required to have completed the Foundations Parts 1 and 2 of the National Coaching Certification Program, have current First Aid certification, complete a criminal record check (every 3 years), complete the “Respect in Sport” and “Fundamental Movement Skills” training courses and complete the “Making Ethical Decisions” evaluation.

GENERAL FEE AND REFUND information

Membership fee: Everyone who participates in any program at DGS must be a member of our Society.  Part of your membership fee covers your insurance costs through Gymnastics BC. 

Accordingly, parents/guardians must sign a waiver for all minors in order for them to participate. You can do this electronically through our online registration system, or in person. We cannot accept registration over the phone until the waiver is completed.

Our membership runs from September 1 to August 31 each year. The Annual General Meeting is held in September and all members are invited to attend.

No refunds are given for Membership Fees.

Family discounts: DGS offers a 10% discount to families with three or more children registered in our Developmental Programs (Teams and/or Sessional). When three or more children are registered, the 10% discount applies to one child’s (the lesser) fees. This discount does not apply to Birthday Parties, Camps, Clinics, Kids’ or Teens’ Night Out.

Non-payment of fees: DGS does not allow anyone to participate whose fees have not been paid.  In cases of financial hardship, the family may approach the Business Manager for consideration.  Registration for the following season cannot be accepted until all outstanding fees have been paid.

Non-sufficient Funds (NSF) cheques: NSF cheques will be subject to a $50 administration fee. Replacement payment, including the NSF charge, must be paid in cash or by certified cheque. Payment not received within 10 days constitutes withdrawal from classes.

Failed credit card charge: After 2 failed attempts to process a credit card, a service charge of $25 will be added to your account.

Birthday parties: Fees are paid upon booking.  To receive a refund, you must cancel three weeks in advance. A $10 service charge will be applied.

Kids’ and Teens' Night Out: Fees are paid upon registration.  To receive a refund, you must cancel 24 hours in advance.

Field Trips, Camps, Clinics and Sport Cross-training: Fees are paid upon registration. To receive a refund, you must cancel 72 hours in advance.

Private lessons: Fees are paid on booking. One week’s notice is required for a full refund of a scheduled private lesson. No credit or refund will be given for notice less than 7 days in advance.

DEVELOPMENTAL PROGRAM FEES, REFUNDS AND WITHDRAWALS

Full payment must be made at time of registration.  Class spaces are allocated on a first-come, first-served basis. 

Your registration fee pays for a class spot for the entire session, regardless of attendance. In the unforeseen event that we cancel a class, we will provide an opportunity to make up that class. 

Fees are calculated based on planned classes.  When the gym is closed due to an event, a charge will not be incurred.

A  refund will only be given up to 72 hours prior to the beginning of the first class. A $10 service charge will be applied.

Refunds for program withdrawals are only permitted for medical reasons with a note from the doctor and will be applied from the time the note is presented to, and approved by, the Business Manager. 

If you request a transfer to another class, we will try to accommodate you depending on available space.  A $10 service charge will apply.

In the event that a class is full, your child will be placed on a waitlist at no charge.  We will contact you by phone if a space becomes available.

In the event of a late start, if space is available, you can register for a class or program on a pro-rated basis.

Team, High School, Gymnaestrada and Gymstars program Fees

Program expense fees are paid in full upon registration and are non-refundable.  Training fees can be paid in full or in monthly installments.

No refunds or make-up times are given for missed classes.

From time to time, a coach may recommend a change in the athlete’s training hours.  Fees will be adjusted accordingly without penalty. However, if a change to training hours or times is requested by the family, the adjustment is subject to a $25 Administration Fee.

Please refer to the Withdrawal Policy below.

SUPERSTARS PROGRAM FEES

Program expense fees are paid in full upon registration and are non-refundable. Training fees can be paid in full or in monthly installments.

No refunds or make-up times are given for missed classes.

From time to time, a coach may recommend a change in the athlete’s training hours.  Fees will be adjusted accordingly without penalty. However, if a change to training hours or times is requested by the family, the adjustment is subject to a $25 Administration Fee.

Please refer to the Withdrawal Policy below.

Meet entry fees require a deposit at the time of registration. DGS submits the entry fees to the club hosting the meet and then bills the attendees. (The fees will be added to your registration invoice; you can view your account online.) If you are entitled to a refund at the end of the season, it will be issued when no outstanding fees remain on your family’s account.

COMPETITIVE PROGRAM FEES (MAG AND WAG)

Program expense fees are paid in full upon registration and are non-refundable. Training fees can be paid in full or in monthly installments.

The training fees are for 12 months and summer training for the Competitive program is included. The coaches will recommend the minimum number of weeks the gymnast should attend.  Summer training is important so that conditioning and flexibility are not significantly compromised.

If, during the course of the year, there is a change in Group Option or training hours within the Group Option, recommended either by the Program Coordinator or requested by the parent due to academic or medical concerns, training fees for the remainder of the season will be re-assessed accordingly. Administration Fees may apply.

Your fees will depend upon the program option in which your child has been placed.  Coaches will determine the program placement based on skill level, work ethic and dedication.   All outstanding fees must be paid in full by June 15 to register in any program for the upcoming season.

Any request for exceptions from full fees must be submitted in writing to the Executive Director for approval.  The request must include the recommendations of the Program Coach and Program Coordinator.

No refunds or make-up times are given for missed classes.

From time to time, a coach may recommend a change in the athlete’s training hours.  Fees will be adjusted accordingly without penalty. However, if a change to training hours or times is requested by the family, the adjustment is subject to a $25 Administration Fee.

Please refer to the Withdrawal Policy below.

Meet entry fees require a deposit at the time of registration. DGS submits the entry fees to the club hosting the meet and then bills the attendees. (The fees will be added to your registration invoice; you can view your account online.) If you are entitled to a refund at the end of the season, it will be issued when no outstanding fees remain on your family’s account.

For each meet the gymnast attends, an additional $10 Administration Fee is added to cover the coaches’ expenses.  

For some meets there will be additional travel costs to cover coaches’ expenses, which will be divided by participating athletes and charged to their accounts.

Choreography fees for WAG: Floor routines are individually designed for each gymnast and are used for two years. Training for floor routines may have to be scheduled outside of gym time and the cost is not covered in your training fees. The choreographer is assigned on an individual basis. The cost is for the one-on-one coaching time that the gymnast receives and the preparation time of the choreographer.  An invoice will be sent out to parents for payment.

As there is a tremendous amount of time put into the cutting of the music and the design of the routine, the music and choreography are the property of DGS.

REFUNDS AND WITHDRAWaLS FROM TEAM, HIGH SCHOOL, Gymnaestrada, Gymstars, SUPERSTARS AND COMPETITIVE PROGRAMS

Refunds are only given for training fees and only given due to:

  1. Medical reasons with a doctor’s note;
  2. Relocation from the municipality with proof presented, or
  3. An academic challenge with a teacher’s note.

Requests for refunds must be submitted in writing to the Business Manager and be accompanied by the appropriate proof.  

Once the request is accepted, the withdrawal is subject to 6.5 weeks’ fees, starting from the date the request, with proper documentation, is received by the office and once the athlete has ceased to attend classes. 

Refunds and withdrawals from School Programs

Field Trips

Our cancellation policy is 3 weeks prior to your booked session to allow us time to fill the spot.  If you cancel less than three weeks in advance, the cancellation fee is $50 per session cancelled.  If you cancel within 72 hours prior to your session the fee is $75.      

Kids Can Move

Our cancellation policy is three weeks prior to your booked session to allow us time to fill the spot . If you cancel less than 3 weeks in advance, the cancellation fee is $50 per day cancelled. If you cancel within 72 hours prior to your session the cancellation fee is $75 per day cancelled.

Sports Programs

In the unforeseen situation of the group being unable to attend a scheduled date, our club needs to receive a minimum of 72 hours notice in order to reschedule the training session based on the club/coach availability.  You can phone 604-943-0460 or email mevans@deltagymnastics.com

The club will be unable to reimburse or reschedule a class if no notice is given less than 72 hours prior to the scheduled session. 

Outstanding Parent Participation fees

The fee structure for your child’s programs depends not only on prompt payment of fees, but also on completion of your Parent Participation requirements.  Outstanding hours after May 31st will be charged at a rate of $15/hr.

PRIVACY POLICY

We adhere to the Gymnastics BC Privacy Policy.  For details please see the Gym BC Privacy Policy.

BULLYING AND HARRASSMENT

DGS is committed to providing a sport and work environment in which all individuals are treated with respect and dignity.  Each individual has the right to participate and work in an environment that promotes equal opportunities and prohibits discriminatory practices.

Bullying and harassment is a serious issue that needs to be addressed by everyone involved in the amateur sport system, from administrators to coaches, and athletes to volunteers.

There is a zero tolerance of harassment at DGS.

This policy applies to all employees, directors, officers, parents, volunteers, coaches, athletes, officials, and members of DGS.  We encourage the prompt reporting of all incidents of harassment, regardless of who the offender may be.

If you require assistance please contact the Executive Director. All information will be treated with consideration and will be kept as confidential as possible.

specific program Fundraising initiatives 

If there is a specific fundraiser for a special purpose (for example, World Gymnaestrada or a Team Travel Meet), the fundraiser must be approved and coordinated with our Director of Marketing before any advertising or promoting of the event/fundraiser. The event or fundraiser must fit into DGS’s calendar of events and must clearly state the purpose of the fundraiser. If the fundraiser is any type of “game of chance”, DGS must apply for a Gaming License.