RULES AND POLICIES
WITHDRAWAL & REFUND POLICY
ANNIVERSARY FEE (Gymnastics BC & WRG Membership Fee)
All Students will be charged an anniversary fee. This fee is valid from September 1st until August 31st. This fee is non-refundable. Billing information must be kept on file in order to process this fee annually, as this may be billed separately from your enrollment.
MAKEUP & TRIAL CLASS POLICY
Makeup & Trial classes are not available at this time. Refunds/credits will not be offered for missed classes, with the exception of a medical withdrawal.
WHAT TO WEAR & WHAT TO BRING TO CLASS
Boys or Girls may wear well-fitting T-shirts and shorts OR Leotards for Girls. Long or very loose shirts pose a safety hazard. Gum is not permitted during class. Jewelry other than small earrings should not be worn. Hair should be pulled neatly and securely away from the face so that it stays up for the entire class. Girls should not wear bows or other large hair ornaments that may cause discomfort during activity. All students participate in bare feet during class. Personal items should be left in cubby holes, please leave all valuables at home. White Rock Gymnastics staff will not be responsible for ANY items that may be lost or stolen. Be sure your student's water bottle is marked with their name.
ARRIVAL AND PICKUP
Be sure your student arrives on time for his/her scheduled class time. Students should not be left unsupervised before or after their class. Coaches are not available to supervise before or after classes. Please pick up your student on time. White Rock Gymnastics may charge a fee of $10/15 minutes you are late for pickup. Please instruct your student to wait inside the building and you should escort them from the building to your car. During peak times the parking lot is crowded. Please take into consideration that our students may include young children. Please drive slowly and carefully. Do not take a chance on your student running to and from your car.
REGISTRATION & PAYMENT POLICY
Registration is processed online through the parent portal. Payment in full is required at the time of registration. Spaces will not be held until full payment is made. We accept Visa, Master Card, Debit, or E-Cheque.
WITHDRAWAL & REFUND POLICY
Parents must notify the office to withdraw a student from a class, team, or camp. Only a written notice via email, regular postal mail, or hand-delivered to our front desk will be acceptable. See program-specific information below to determine refund eligibility.
GYMNASTICS BC & WRG MEMBERSHIP FEE
Gymnastics BC & WRG Membership Fees are not refundable. Billing information must be kept on file in order to process this fee annually. For those registered in the Fall session, this payment will be processed on September 1st.
SESSION CLASS TUITION
Please note: You are responsible for payment for your student's classes whether or not your student attends class.
Enrollments before the start of the session
Students may withdraw prior to the start of the session. All withdrawal notices must be received by the office prior to the start of the 4th class. Insurance is non-refundable and will be valid until August 31st.
Session Weeks 1-3
Students may withdraw during the first 3 weeks of the session. All withdrawal notices must be received by the office prior to the start of the 4th class.
Session Weeks 4+
Students are not eligible for a refund of tuition without a medical exemption. See Medical Withdrawal below.
For students who enrolled after the session has commenced, they will be eligible to withdraw within the first 3 weeks of their enrollment. All withdrawal notices must be received by the office prior to the start of their 4th class.
Regular Withdrawal Refund
Refunds will be pro-rated from the time the withdrawal note is received by the office. See refund schedule below for estimated refund processing time.
Students who can provide a doctor's note or medical report due to injury may withdraw at any point in the session and receive a pro-rated refund. Medical withdrawal refunds will be pro-rated from the time the note is received by the office.
11 days or more before camp
Students are eligible for a full refund of tuition if notice of withdrawal has been received by the office 11 days or more before the start of the camp. Insurance is non-refundable.
Within 10 days of camp
Students are not eligible for a refund of tuition. Transfers to another date will be considered if space permits. A refund for tuition will be issued in full if a medical note is provided to the office within 72 hours of the missed camp day. There are no refunds or credits for any missed camp days.
Camp Withdrawal Refund
See refund schedule below for estimated processing time.
Refunds are not issued, but transfers to another date will be considered if space permits. There are no refunds or credits applied for unattended drop in sessions.
Club Team & Showcase Team
One full calendar month (30 days) notice is required when withdrawing from the Club Team or Showcase Team program. Written notice is required for all withdrawals and must be submitted to the program coordinator by email.
One full calendar month (30 days) notice is required when withdrawing from the Competitive Team program. Written notice is required for all withdrawals and must be submitted to the program coordinator by email. All Competitive programs are a commitment of 12 months from September through to August. Payment for competitive summer training is not optional.
Medical Team Tuition Refund
Refunds will be issued for medical absences of more than 2 weeks pro-rated from the time the medical note is received by the office. See refund schedule below for estimated refund processing time.
Payments by Parent Portal or Autopay
White Rock Gymnastics will process approved refund requests for payments made by the parent portal or autopay within 2 weeks of receipt of written notice. Refunds will be processed to the original payment method.
Payments by External Debit Machine
White Rock Gymnastics will process approved refund requests for payments made by external debit machine within 4 weeks of receipt of written notice. Refunds will be issued in the form of a cheque. Cheques are made payable to the primary guardian listed on the student account. We will contact you when the cheque is ready for pick up. Please let us know if you prefer to receive your cheque by mail.
If a family account has any outstanding charges on their account the credit will be used to cover any other indebtedness to White Rock Gymnastics. The remaining credit - if any - will be refunded.
“The policies and procedures developed by GymBC applies to ALL individuals in the Club (staff, coaches, officials, volunteers, athlete participants and families of athletes participants), and contains guidance on expectations for ethical conduct and practices to ensure safe sport.”
View GymBC’s Complaint Management Handbook here.
View GymBC’s Complaint Submission Form here.
If you have any questions or if you require more information
please call us at 604.542.0386