Policies

Please keep your child at home if they are not well or are displaying any symptoms including: fever, cough, shortness of breath, runny nose, or headache.

To safeguard the health and safety of all our participants and coaches, we maintain the discretion to exclude any child or participant from a class if they exhibit symptoms like excessive coughing, fever, chickenpox, flu, or any other potentially infectious conditions that could pose a risk to others. In such instances, the parent or guardian will be contacted and requested to pick-up their child.

Health Policy: It is the responsibility of parents to verify that their children are physically capable of participating in the KGTC programs they are registered for. Parents have the discretion to inform coaches of any medical conditions as they deem appropriate.

Change Room Policy: Our facility is equipped with two change rooms, designated separately for Women and Men, exclusively for the registered participants.

*Parent or caregivers of preschool-aged children are permitted to enter the change room to help their child or children, but they must use the change room that corresponds to the parent or caregiver’s gender.

*For children of school age, parents or caregivers are allowed to assist only if necessary. In such cases, a female parent or caregiver should help a child in the Women’s change room, while a male parent or caregiver should assist a male child in the Men’s change room.

*For mixed groups of school-aged children or those with diverse gender needs, the family change room located in the TCC facility near the fieldhouse washrooms should be utilized by parents, caregivers, and their children.

*Individuals who are not registered participants are required to use the washrooms and family changerooms situated in the TCC facility.

Medical Evaluation for the Competitive Program: KGTC highly advises that each athlete joining our competitive programs undergo a thorough medical check-up to confirm their ability to withstand the sport’s physical requirements. We also suggest that athletes receive a comprehensive physical assessment at the start of every season. Should there be any significant changes in your child’s health, it is important to communicate this information to your child’s coach.

Safety Measures: At KGTC we prioritize safety by exclusively utilizing high-quality equipment, which undergoes regular inspections to maintain its excellent condition. Our coaches implement a safety protocol for equipment use, ensuring that every child learns the correct and safe way to use it.

If a child disregards the coach’s instructions or misuses the equipment, there’s a risk of injury to themselves or others. Violations of fundamental safety guidelines could result in disciplinary measures.

Injury Management: Given the physically demanding nature of sport, injuries can occur despite having top-notch coaching and equipment. Our coaches are equipped with sports first aid training, and we have well established protocols for handling injuries.

Athletes are required to notify their coach immediately if they sustain any injury. The coach will then determine the next steps. For minor injuries, rest is advised. For more severe injuries, we ensure prompt medical evaluation. We keep a Medical Book in the gym to log all reported injuries.

Should a serious injury occur, we provide a detailed form to be emailed, outlining the incident, treatment administered, and any further recommendations.

To accommodate injuries, athletes are encouraged to work with their coaches to adjust their training regimen according to their injury’s limitations. It is beneficial for athletes to attend their regular training sessions as much as possible since prolonged absence can be detrimental both physically and mentally.

In cases of injuries requiring a break from sport or modified training, KGTC mandates a clearance letter from a family physician before the athlete can resume full training or participate in competitions. It’s crucial to keep coaches updated about any medical advice or restrictions during the recovery period to ensure a tailored training plan that supports the athlete’s rehabilitation. Effective communication is key for both the coach, in designing an adapted training program, and for the athlete, in navigating their recovery. If you are unable to obtain and provide a clearance letter, please bring this to the attention of the General Manager.

Overuse Injuries: Some injuries arise not from a singular event but through cumulative minor incidents or various factors.

Athletes must inform their coach about any discomfort they experience. If pain occurs during practice, the training regimen will be adjusted accordingly. Should the injury not show improvement after a week of modified training, the athlete will be advised to consult with a sports medicine doctor or a sports physiotherapist, and the altered training schedule will persist.

Upon receiving professional medical advice, our coaches will adhere to the recommendations provided by sports injury experts. Open and clear communication among coaches, athletes, and parents about any injuries is crucial for effective management and recovery.

Infectious Illness Policy: In the interest of the health and safety of all our participants and coaches, we maintain the authority to withdraw any child from a session if they display symptoms such as severe coughing, fever, chickenpox, flu, or any other condition that could pose a significant risk of contagion to others. The parent or guardian of the child will be contacted and requested to take their child home. For information specifically regarding chickenpox symptoms, we recommend consulting the Heathlink BC website for detailed guidance on this condition.

Head Lice Policy: If you observe symptoms such as persistent scratching, a rash on the neck, or the appearance of nits in the hair, it’s essential to wash the affected hair area and initiate treatment immediately. We kindly ask that your child does not attend training sessions until the lice have been fully treated and there is no evidence of nits or lice in the hair. Should we identify a child in class showing signs of head lice, we will contact the parent to request that their child be taken home to prevent the spread to others, and we will inform the rest of the class. For comprehensive guidance on managing head lice, please consult the Interior Health website for their recommendations.

Membership Requirement: Participation in any KGTC program requires a membership with our Society. A portion of your membership fee goes towards insurance coverage through Gymnastics BC and/or BC Diving.

All minors must have a waiver signed by their parents or guardians to take part. This can be completed digitally via our online registration platform or in person. We must have the waiver on file before we can process any registrations over the phone.

Our membership period extends from July 1st to June 30th annually.

Please note, Membership fees are non-refundable.

Non-Payment of Fees: KGTC requires that all fees be settled for participation in any program. Should there be a situation of financial difficulty, families are encouraged to discuss their circumstance with the General Manger for potential accommodations. Future registrations will be on hold until any outstanding balances are fully cleared.

Insufficient Funds Policy: A $50 administrative fee will be applied to any cheque returned due to insufficient funds (NSF). The total amount due, including the NSF fee, must be settled either in cash or by certified cheques. Failure to remit payment within 10 days will result in automatic withdrawal from the classes.

Credit Card Decline Policy: Should there be two unsuccessful attempts to charge a credit card, a $25 administrative fee will be applied to your account.

Field Trips, Camps, Clinics, and Cross-Training Programs: Payment is required at the time of registration. For cancellations to be eligible for a refund, they must be made at least 72 hours prior to the start date. A $15 administrative fee will be deducted from the refund amount.

Private Lessons: Payment is due at the time of booking. to qualify for a full refund, cancellation of a scheduled private lesson must be communicated at least one week in advance. No refunds or credits will be issued for cancellations make with less than 7 days notice.

The monthly payment plan tuition is available at the time of registration and requires a credit card with “auto-pay” enabled. To provide a full payment of the program, please contact the office for assistance with the sessional payment amount. We allocate class spots on a first-come, first-served basis.

The registration fee secures your spot in the class for the entire term, independent of attendance. Should a class be cancelled by KGTC, whenever possible we will try to make up that class. However, no refunds will be issued for classes cancelled due to unforeseen circumstance beyond our control, such as severe weather, power outages, or other natural disasters.

Class fees are calculated on the term of the session and equally divided into 3 monthly payment tuitions. There will be a fee adjustment credit applied for statutory holiday closures and when the gym is closed due to an event, a charge will not be incurred. The fee adjustment credit will reduce your future monthly payment plan tuition or appear as a credit balance on your family account.

A withdrawal refund will only be given with the first two weeks following the session start date. A $15 service charge will be applied.

Refunds for withdrawal from a program are granted exclusively for medical reasons, contingent upon submission and approval of a doctor’s note by the Registrar, and will be effective from the date the note is accepted.

Requests for transfers to a different class are subject to availability and a $15 administrative fee.

Should a class be at capacity, your child will be added to a waitlist free of charge, and we will notify you via phone or email if a spot opens up.

For late registrations, provided there is space, enrollment in a class or program will be offered at a pro-rated fee.

Field Trips: Our cancellation policy requires notification at least 2 weeks before your scheduled session to give us sufficient time to fill the spot. If you cancel less that 2 weeks in advance, the cancellation fee is $50 per session cancelled. If you cancel within 3 business days prior to your session the fee is $75.

Sports Program: Should the group find themselves unable to make a scheduled date, our club requires at least 3 business days’ notice to rearrange the training sessions, subject to the availability of the club and coaches. To notify us, please call 250-374-6424 or email Member Services

If notice is not provided at least 72 hours before the planned session, the club will not be able to offer a refund or reschedule the class.

Camps And Clinics: Our policy requires cancellation to be made at least 3 business days before the camp or clinic to give us time to allocate the space(s) to others. A $15 administrative fee will be charged for cancellations.

In cases of illness or unexpected events occurring within 3 business days of the camp or clinic, a credit will be applied to your account, less a $15 administrative fee. Such refunds will be evaluated and issues at the discretion of the registrar on a case-by-case basis.

Program expense fees must be paid in full at time of registration and are non-refundable. Training fees may be settled either in one full payment or through monthly installments.

We do not offer refunds or makeup sessions for any classes that are missed.

Family Discounts: KGTC provides a 10% discount for families enrolling two or more children exclusively in our 10 and 12 month programs (including Team, High School, Kickstart and TG XCEL Silver, and GymStars programs). This discount is applied to the lower of the training fees when multiple children are enrolled. Please note: this discount does not extend to Membership Fees, Program Expense Fees, Camps, or Clinics.

Occasionally, a coach may suggest altering an athlete’s training schedule. Such adjustments will be made without any penalties to fees. Conversely, should a family request changes to the training schedule, a $25 administrative fee will be incurred, subject to approval by the program staff and management.

For information on withdrawing, please consult the Withdrawal Policy provided below.

Program expense fees must be paid in full at time of registration and are non-refundable. Training fees may be settled either in one full payment or through monthly installments.

We do not offer refunds or makeup sessions for any classes that are missed.

Family Discounts: KGTC provides a 10% discount for families enrolling two or more children exclusively in our 10 and 12 month programs (including Team, High School, Kickstart and TG XCEL Silver, and GymStars programs). This discount is applied to the lower of the training fees when multiple children are enrolled. Please note: this discount does not extend to Membership Fees, Program Expense Fees, Camps, or Clinics.

Occasionally, a coach may suggest altering an athlete’s training schedule. Such adjustments will be made without any penalties to fees. Conversely, should a family request changes to the training schedule, a $25 administrative fee will be incurred, subject to approval by the program staff and management.

For information on withdrawing, please consult the Withdrawal Policy provided below.

Meet entry fees require a deposit at the time of registration. KGTC 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.

Program expense fees must be paid in full at the time of registration and are no-refundable. Training fees may be settled either in one full payment or through monthly installments.

We do not offer refunds or makeup sessions for any classes that are missed.

The training fees are for 10 months and summer training for the Competitive program is additional. The summer training schedule is available in May and the coaches will recommend the minimum number of days the athlete should attend. Summer training is important so that conditioning and flexibility are not significantly compromised. It is also a good time to learn new skills and choreography changes for the upcoming season.

If, during the course of the year, there is a change in Group or training hours within the Group, 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. An administrative fee may apply.

The cost of your fees will be based on the specific program in which you child is enrolled. Program placement will be decided by the coaches, taking into account the child’s skill level, work ethic, and commitment. To enroll in any program for the next season, all outstanding fees must be settled in full by June 15.

Requests for any exceptions to the full fee payment must be made in writing to the General Manager for consideration and approval. These requests should also include the endorsements from both the Program Coach and Program Coordinator.

No refunds or makeup sessions are given for missed classes.

Family Discounts: KGTC provides a 10% discount for families enrolling two or more children exclusively in our 10 and 12 month programs (including Team, High School, Kickstart and TG XCEL Silver, and GymStars programs). This discount is applied to the lower of the training fees when multiple children are enrolled. Please note: this discount does not extend to Membership Fees, Program Expense Fees, Camps, or Clinics.

Occasionally, a coach may suggest altering an athlete’s training schedule. Such adjustments will be made without any penalties to fees. Conversely, should a family request changes to the training schedule, a $25 administrative fee will be incurred, subject to approval by the program staff and management.

For information on withdrawing, please consult the Withdrawal Policy provided below.

Meet entry fees require a deposit at the time of registration. KGTC 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 athlete attends within the Interior, an additional $75 Coach Support Fee is added to cover the coaches’ expenses.

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

Choreography Fees for WAG: Floor routines, tailored to each gymnast, are crafted for a two-year period. Training for these routines might need to be arranged beyond regular gym hours, and this specialized coaching is not included in the standard training fees. Choreographers are selected individually, with costs encompassing both the one-on-one instruction time with the gymnast and the choreographer’s preparation work. Parents will receive an invoice for these additional service and the amount, and when applicable, will be charged to the family account.

Due to the significant effort involved in editing the music and crafting the routine, both the music and choreography remain the intellectual property of KGTC.

Refunds for withdrawals 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 withdrawals must be submitted in writing to the Registrar and be accompanied by the appropriate proof.

Once the request is accepted, the withdrawal is subject to 6 weeks fees, starting from the date of the request, with proper documentation, is received by the office and the athlete has ceased to attend class.

If you are withdrawing from the program, any volunteer participation hours (if applicable) not completed until the last day of training will be added to your statement and additional participation hours will be pro-rated for the portion of training completed.

Fee Payment Policy: KGTC prohibits participation for anyone with unpaid fees. Families facing financial difficulties are encouraged to discuss their situation with the General Manager for potential accommodations. Enrollment for the subsequent season will be on hold until all due fess are settled.

Credit Card or Automatic Debit Failure Policy: Families must notify the office of any updates to their credit card or bank account details. A $50 service charge will be applied for any Non-Sufficient Funds (NSF) on automatic debit transactions. Additionally, is there are two unsuccessful attempts to charge a credit card, a $25 service charge will be incurred. After these attempts, a reminder email will be sent to the family, and it becomes the parent’s responsibility to contact the office via phone or email to update their account information. Relevant charges will be enforced.

Unsettled Training Fees: Should there be any training fees overdue, families will be alerted via email if a payment fails to process or if an NSF notice is issued. A second reminder will follow 15 days later if the payment remains outstanding. Should the account not be reconciled within another 15 days, an additional fee of $50, in addition to any NSF fees, will be imposed, and the athlete’s training will be suspended until full payment is made. For any exceptions, families are required to submit a written petition for consideration and potential approval by the General Manager.

The cost framework for your child’s programs is influenced both by the timely settlement of fees and the fulfillment of your Parent Participation obligations (if required). Any hours not completed by May 31st will incur a charge of $20 per hour.

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

KGTC is dedicated to fostering a sporting and working environment where respect and dignity prevail for everyone. Every person is entitled to engage and contribute in a setting that supports equal opportunities and strictly forbids any form of discrimination.

Addressing bullying and harassment is a critical responsibility for all participants within the amateur sports system, including administrators, coaches, athletes, and volunteers.

There is zero tolerance of harassment at KGTC.

This policy is applicable to everyone associated with KGTC, including employees, directors, officers, parents, volunteers, coaches, athletes, officials, and members. We advocate for the immediate reporting of any harassment incidents, irrespective of the offender’s identity.