CONTINUOUS MONTHLY PROGRAMS – ENROLLMENT POLICY

We offer a continuous monthly programming model that runs during the months of September – June. We do not run regular classes or charge monthly tuition in July/August and all June enrollments automatically roll over into September.

Registration is ongoing and participants can enroll in an available class at anytime. Once enrolled, participants are free to transfer, level up or age up to the next available class when they are ready.

Once a month has begun and fees have been paid, participants are committed to that month. Enrollments are continuous and remain in effect until written notice of a cancellation is provided and confirmed. If a member would like to cancel an enrollment, written notice must be provided to registration@ksgymnastics.com before the 15th of the month to avoid being charged and committed to the following month.

CONTINUOUS MONTHLY PROGRAMS – PAYMENT AND BILLING POLICY

• We accept the following payment methods:
  Online: Visa, Mastercard and E-check
  In House: Visa, Mastercard, Cash and Interac Debit.
• Class prices vary depending on the program and class duration. Monthly payments will fluctuate based on the number of classes offered in your program for the upcoming month, considering the day of the week, number of weeks, gym closures and holidays. A breakdown of the monthly fee schedule can be found here: kyleshewfeltgymnastics.com/schedule
• The first month’s tuition (pro-rated if applicable) and annual membership fee are due at the time of registration. All subsequent payments are processed on the 1st of each month for that month.
• Monthly tuition will be auto-drafted from the credit card or bank account on file on the 1st of the month. If an account holder would like to pay by cash, payments must be received before the 1st of the month or the credit card or bank account on file will be charged.
• A late fee of $25 will be applied for any fees not paid by the 5th of the month.
• Any fees not paid by the 10th of the month will result in immediate cancellation and removal from the program.
• Please monitor your card on file. An NSF fee of $30 will be applied for any declined credit cards or bank drafts.
• New and updated billing, address and telephone information is the responsibility of the account holder. It is not the responsibility of Kyle Shewfelt Gymnastics to notify the member of expired credit cards and NSF returns.
• If a participant enrolls mid-month, a pro-rated tuition fee and annual membership fee will be due upon enrollment and all guidelines outlined within will apply thereafter.
• Full payment for an entire year can be made in advance, however please note that only account credits will be given if you elect to drop before the end of the season.
• GST (5%) is NOT included in pricing unless otherwise stated.
• Billing Authorization: By registering for programs at Kyle Shewfelt Gymnastics, the account holder represents and warrants that they are paying for a service from this facility or from other merchants through this facility and that:
  (i) Any credit card, banking and personal information they supply is true and complete.
  (ii) Charges incurred by the account holder will be honoured by their credit card company or financial institution.
  (iii) The account holder will pay the charges incurred at the posted prices, including any applicable taxes, fees and penalties, and
  (iv) The account holder understand that monthly payment amounts will vary based on the number of classes that occur in that month and may include additional fees including, but not limited to, late fees and annual membership renewals.
• By providing online payment information to Kyle Shewfelt Gymnastics, the account holder authorizes the facility to automatically charge their credit card or bank account on a monthly basis. The account holder understands and has read the policies of Kyle Shewfelt Gymnastics and understand the named persons and/or participants are enrolled in a program that has continuous monthly tuition.
• The account holder is responsible to make timely payments of all balances due on their Kyle Shewfelt Gymnastics account. If, for whatever reason, payments cannot be processed and an account balance remains overdue, the account holder understands that enrollment in classes will be cancelled and they will be responsible for all costs incurred for collection of any delinquent payments, including but not limited to collection/attorney fees/court costs. Should the account holder dispute a charge through their financial institution this will constitute a breach of contract possibly resulting in, but not limited to, penalties, additional fees, collection, legal action, and/or termination of any and/or all current and future services.

CONTINUOUS MONTHLY PROGRAMS – CANCELLATION POLICY

It is our aim to ensure the best possible experience for our entire community. If there is anything we can do to better meet your needs, please contact our office to discuss the different options available.

• Money Back Guarantee: If a participant is not completely satisfied after their first class, KSG will refund the full monthly tuition and annual membership fee with no administrative fees. We strive to create an exceptional experience and we hope that we can exceed all expectations.
• There are no additional fees for cancellation or dropping classes, however, all class registrations are based on a monthly commitment. Therefore, no refunds or credits will be provided for the remainder of the month if a participant decides to drop mid-month.
• If you do need to cancel your enrollment for the upcoming month, an official notice of cancellation must be provided in writing to registration@ksgymnastics.com and confirmed before the 15^th of the month to avoid being charged and committed for the following month.
• All notices of cancellation received after the 15^th of the month will be applied to the end of the following month. No pro-rated refunds or credits will be given after the cancellation.
• Please note that coaches and/or team leads cannot drop students from classes and all requests must be received in writing and confirmed by our administrative team in order to take effect.
• Cancellation of a registration prior to classes commencing is subject to a $30 cancellation fee. Please note that annual membership fees are non-refundable.
• Kyle Shewfelt Gymnastics must meet our minimum class sizes at all times in order to run. KSG reserves the right to cancel any programs with insufficient registration or combine classes in order to meet minimum numbers. If KSG must cancel a class due to enrollment or scheduling issues, we will transfer the participant to the next available class of their choice. If we cannot find a comparable and convenient alternative option and tuition has been paid, a full pro-rated refund with no administrative fees will be provided. Please note annual memberships are non-refundable.

CONTINUOUS MONTHLY PROGRAMS – REFUNDS & CREDITS POLICY

• Once classes begin, Kyle Shewfelt Gymnastics maintains a NO REFUND policy on all of our fees. There is a required monthly commitment to a class and the monthly tuition fee reserves the student’s place in the class whether they attend or not. There are no refunds or credits for missed classes and annual membership fees are non-refundable.
• Account credits are issued for medical reasons only and a medical certificate or doctor’s note must be provided. Medical cancellations will receive a non-refundable pro-rated credit for any missed classes remaining in the month. If a family wants to hold the participant’s spot in the class, future monthly tuition payments are still required. If a family chooses to withdraw, future monthly payments will be cancelled and the student will be removed from the class. Please note that re-enrollment is not guaranteed and is based on availability. Any other arrangements will be made on a case-by-case basis by management.
• In the event that Kyle Shewfelt Gymnastics must cancel a program offered at our facility due to unforeseen circumstances that are beyond our control (including coach illness, extreme weather, power outage, gas leak, global pandemic, etc.) we will provide a non-refundable account credit for any missed classes. *Only credits are available*
• Once an account credit is issued, the credit amount is non-refundable. Account credits can be used towards future online purchases made at KSG and have no expiration date.

MAKE UP CLASSES

Due to child/class/coach ratios, safety and the structure of our programs, make up classes are NOT offered. By registering for programs, a class spot is secured for the participant, whether they attend or not.

CLASS TRANSFERS

We understand that situations can change and participants may age up, level up or a family’s schedule may adjust. Therefore, participants may transfer to a different class at any time, as long as there is availability. If there is a price difference, we will make the necessary adjustments at the time of the transfer.

We reserve the right to switch a student to a different class due to low enrollment, when the participant has difficulty keeping up with the class, lacks sufficient skills compared to the other students, or would be more successful in a different class. All students must meet the pre-requisite age requirement before attending the class, unless permission is granted by our management team.

We also understand that each of our team members has a diverse and unique teaching style and not every participant and coach combination is the right fit.  We want everyone to love their KSG experience, so please bring any concerns you may have to our immediate attention so we can work together to find an appropriate solution.

CONTINUOUS MONTHLY PROGRAMS – DISCOUNTS POLICY

• Multi-family: We offer a 5% discount for the second participant from the same family in the same month and a 10% discount for any additional participants from the same family in the same month.
• Multi-class: We also offer a 10% discount on multiple classes for the same participant in the same month. These discounts are applied to the class of equal or lesser value.

If you are registering additional participants or for additional classes mid-month, discounts will not automatically apply until the next monthly billing cycle. Please contact us so we can apply a credit for any discounts, which can be used for future payments.

ANNUAL MEMBERSHIP POLICY

• Annual memberships are non-refundable.
• Annual memberships are required for each participant registered in a continuous monthly program as they include mandatory secondary insurance.
• Memberships are valid for a one (1) year term and renewal will be required annually in the anniversary month of purchase when a participant is still enrolled in programming at our facility.
• Having an annual membership does not guarantee the participant a spot in a class.

WAITLIST POLICY

If a program is full or pending and the waitlist has current capacity, a waitlist option will be available. When there is an opening in the program, waitlisted participants will be emailed in priority order based on the day and time they joined the waitlist. All new enrollments must be accepted and processed by calling our office. Individuals will be given 24 hours to accept the open spot before they are removed and the next waitlisted participant is contacted. In all circumstances, waitlist priority will be given to those currently enrolled in programs, then returning participants and finally family members of current participants.

Please only waitlist for a program that you highly desire and that will fit your schedule. Participants can go on a maximum of ONE waitlist at one time. Due to program demand and high waitlist volumes, once an open spot has been offered to a waitlisted participant, they will be removed from the waitlist. Families that decline an open spot are not permitted to retain their original waitlist position – they must request to re-join the waitlist and will be placed in priority order based on the newest request date. We do this in order to move through waitlists at a reasonable pace and successfully fill our programs.

All waitlist requests expire after 12 consecutive months or when a student has exceeded the maximum age limit for a class. Once a waitlist request expires, the participant is removed from the waitlist. This policy helps us to ensure that we are only offering open spots to those who are currently interested in a program. If a waitlist request expires, but the participant is still interested in joining the program, please contact our office. In this circumstance, the participant will be re-added to the waitlist based on the same day and time that the original waitlist request was received.

ILLNESS POLICY

• Please keep sick participant’s at home. The health and well-being of our team and KSG families is our top priority and we greatly appreciate our entire community respecting this policy. KSG reserves the right to ask an ill participant to leave the facility, and no refund or credit will be given. If your child suffers from seasonal allergies, please make our office aware.
• No credits or refunds will be issued for Covid-19 related illness or isolations.

Gym Closures

We follow the Calgary Public School’s weather closure schedule. A list of gym closures due to Statutory Holidays or events will be posted on the KSG website under the schedules tab. If you are unsure, please call the gym or email us.

Monthly tuition fluctuates based on the amount of classes that are offered on the participant’s class day in that month. All statutory holidays and planned gym closures are already accounted for in the monthly price.

SUMMER CAMP POLICIES

Once you are registered, we hope that nothing interferes with your child coming to Kyle Shewfelt Gymnastics. However, if you must cancel or transfer your child’s registration for our Summer Camps, please be aware of our cancellation, transfer and late pick-up policies:

• If a cancellation is requested a minimum of two weeks prior to the first day of camp, you will receive a full refund (less a $30 administration fee) or a full credit can be applied to your account for future use (with no additional administrative fee).
• If a cancellation is requested one week prior to the start of camp, you will receive a 50% refund (less a $30 administration fee) or a 50% credit can be applied to your account for future use (with no additional administrative fee).
• If a cancellation is requested less than one week before the first day of camp, no refund or credit will be issued.
• Once a credit is issued to an account, the credit amount is non-refundable. Account credits can be used towards future online purchases made at KSG and have no expiration date.
• All camp transfers are subject to availability and must be requested a minimum of two weeks before the initial camp start date. One transfer per registration is permitted.
• Once a transfer has been applied to a registration, no future refunds or credits will be issued.
• If your child is ill or, for any reason, misses one or more days of camp, we will not be able to provide a partial refund.
• After a camp commences, refunds are issued for medical reasons only and a medical certificate or doctor’s note must be provided. Medical cancellations will receive a pro-rated refund (less a $30 administration fee per cancellation) or a pro-rated credit can be applied to your account for future use (with no additional administrative fees).
• In the event that Kyle Shewfelt Gymnastics must cancel a program offered at our facility due to unforeseen circumstances that are beyond our control (including coach illness, extreme weather, power outage, gas leak, global pandemic, etc) we will provide a full non-refundable credit on your account for any missed camp dates. *In this circumstance, only account credits are available*
• If a child can not adhere to staff instruction and safety requirements, they will be removed from the program and a pro-rated refund (less a $30 administration fee) will be provided for the remainder of the camp.
• Our facility closes promptly at 4:30pm. Out of respect for our team’s time, any late pick ups after 4:30pm will be assessed a $25/15 minute late pick up fee per occurrence. This will be charged to the payment method on file during the next business day

Every year, unfortunately, children are turned away from our camps due to lack of available room. The more notice we have of cancellation, the better our ability to fill that space with another interested participant.

OPEN GYM POLICIES

Preschool:

• All participants must have a fully executed waiver signed by a parent/guardian in order to be permitted gym entrance. Waivers are required for each participant once per July 1 – June 30 calendar year.
• All participants must have a fully executed trampoline specific waiver in order to be permitted gym entrance. Waivers are required for each participant once per July 1 – June 30 calendar year.
• Use of all trampolines is at your own risk.
• Payment is required for children 1 year or older and/or any infant not in a carrier or bucket seat while in the gym.
• Maximum of 3 participants per supervising adult.
• Parent or Guardian must be in the gym providing direct supervision at all times.
• The maximum age for Preschool Open Gym is 6 years old
• We can accommodate the first 50 guests so please arrive early to secure your spot
• Black out dates will be posted on our website and Facebook page
• Preschool Open Gym Rules can be found here
• Trampoline Rules can be found here

Adult:

• All participants must have a fully executed waiver signed in order to be permitted gym entrance. Waivers are required for each participant once per July 1 – June 30 calendar year.
• All participants must have a fully executed trampoline specific waiver in order to be permitted gym entrance. Waivers are required for each participant once per July 1 – June 30 calendar year.
• Use of Olympic trampolines is only permitted to those in our registered programs and NCCP certified gymnastics/trampoline coaches. Please see our our notice for more information on this policy. 
• The minimum age for Adult Open Gym is 18 years old
• We can accommodate the first 50 guests so please arrive early to secure your spot
• Black out dates will be posted on our website and Facebook page
• Anyone appearing to be under the influence of drugs or alcohol, including marijuana, will not be permitted entrance to the gym.
• Adult Open Gym Rules can be found here.
• Trampoline Rules can be found here. 

IMPORTANT – PLEASE READ THIS BEFORE DECIDING IF KSG IS THE RIGHT FIT FOR YOUR ADULT OPEN GYM EXPERIENCE:

Our Adult Open Gym culture is one where participants respect themselves, our space and each other. Although unstructured, the energy and vibe of this evening is not a free for all. Our environment is open to mature and responsible adults who do not put themselves or others in danger. We have a zero-tolerance policy for taking unnecessary risk. Those “chucking” skills without demonstrating the proper basics will be asked to leave. Those not sharing equipment will be asked to leave. Those appearing to be under the influence of any prohibited substance will be asked to leave. Anyone who puts our supervisor on high alert will be asked to leave. These rules are strictly enforced and we ask that all participants play a role in helping to keep our space safe and welcoming.

BIRTHDAY PARTIES

Fees: 
All fees are due at the time of booking. Please ensure you are confident with your party date and time before proceeding with your booking.

Cancellations:
Our parties often book up 2 months in advance and therefore the following cancellation policies are in place:

• If cancellation is received from the time of booking and 4 weeks prior to the party, KSG will refund the full amount of the party fee minus a $30 administration fee or apply an account credit for the full amount with no admin fee.
• Please note: Once a credit is issued to an account, the credit amount is non-refundable. Account credits can be used towards future online purchases made at KSG and have no expiration date. Credit amounts will not appear as a payment option during check out when “installments” are the chosen method of payment. Please contact us to have account credits placed towards an Installment payment.
• If the cancellation is received between 4 and 2 weeks prior to the party, KSG will refund 50% of the party fee minus a $30 administration fee or apply an account credit for 50% of the party fee with no admin fee.
• If the cancellation is received less than 2 weeks prior to the party, no refund or credit will be issued.
• All cancellation notices must be received in writing and submitted to info@ksgymnastics.com

Switching Dates:
A minimum of 4 weeks notice must be given to switch the date/time of your party. Switching the date/time of your party will result in a $30 administration fee. There is a limit of one date/time change per booking.

Party Guests:
In order to keep the party safe and fun, we require you to keep the guest list to a maximum of 16 participants. Please remember to include the Birthday child and all participating siblings in this count. Participants 4 years old and under require a caregiver to accompany them in the gym for the duration of the party.

We understand that it is hard to keep guest lists from growing, but please be respectful of this policy so we can work together to make this the best party for your child! Any additional children above 16 guests will be charged $25+GST up to a strict maximum of 20.

Waivers:
All party attendees must have a waiver filled out online in order to be permitted entrance into the gym.

Reminder:
To avoid disappointment, we highly recommend you book early. Our parties book up 2-3 months in advance.

WINTER CAMP CANCELLATION POLICY 

Once you are registered, we hope that nothing interferes with your child coming to Kyle Shewfelt Gymnastics. However, if you must cancel or transfer your child’s registration for our Winter Camps, please be aware of our cancellation and transfer policies:

• If a cancellation is requested a minimum of two weeks prior to the first day of camp, you will receive a full refund (less a $30 administration fee) or a full credit can be applied to your account for future use (with no additional administrative fee).
• If a cancellation is requested one week prior to the start of camp, you will receive a 50% refund (less a $30 administration fee) or a 50% credit can be applied to your account for future use (with no additional administrative fee).
• If a cancellation is requested less than one week before the first day of camp, no refund or credit will be issued.
• Once a credit is issued to an account, the credit amount is non-refundable. Account credits can be used towards future online purchases made at KSG and have no expiration date.
• All camp transfers are subject to availability and must be requested a minimum of one week before the initial camp start date. One transfer per registration is permitted.
• Once a transfer has been applied to a registration, no future refunds or credits will be issued.
• If your child is ill or, for any reason, misses one or more days of camp, we will not be able to provide a partial refund.
• After a camp commences, refunds are issued for medical reasons only and a medical certificate or doctor’s note must be provided. Medical cancellations will receive a pro-rated refund (less a $30 administration fee per cancellation) or a pro-rated credit can be applied to your account for future use (with no additional administrative fees).
• In the event that Kyle Shewfelt Gymnastics must cancel a program offered at our facility due to unforeseen circumstances that are beyond our control (including coach illness, extreme weather, power outage, gas leak, global pandemic, etc) we will provide a full non-refundable credit on your account for any missed camp dates. *Only Credits are available*
• If a child can not adhere to staff instruction, they will be removed from the program and a pro-rated refund (less a $30 administration fee) will be provided for the remainder of the camp.

Every year, unfortunately, children are turned away from our camps due to lack of available room. The more notice we have of cancellation, the better our ability to fill that space with another interested participant.

KIDS NIGHT OUT CAMP CANCELLATION POLICY:

We have a limited number of spots available and our camps fill fast. Therefore, we have a no refund policy on our Kids Night Out Camps.

If a request for transfer is received with a minimum of one week notice before the camp date, you may transfer your registration to another date with availability at no additional charge. Only one camp transfer is permitted per registration. No transfers will be permitted one week prior to the camp date to ensure proper staffing.

If your child is ill or, for any reason, misses the camp, we will not be able to provide a partial refund. Medical cancellations will receive an account credit and a medical certificate or doctor’s note must be provided.

BEHAVIOUR & EXPULSION

A participant may be expelled without refund or credit if their behaviour is abusive to classmates or staff. A participant may be expelled for destruction of equipment or the property of others.

Drop Off & Pick Up

It’s important to pick up and drop off participant’s on time. We have a flexible 5-minute window to pick up your child. Any pick-ups after this time will be charged $5 per 5 minutes and this balance will be applied to your account. If there is an emergency, please call the gym and we will do our best to accommodate. Please be respectful of our staff – leaving work at the end of their shift is important to them too!

Parent supervision is required in the viewing lounge prior to the class start time. No early unsupervised drop off is permitted. Siblings not attending a class must be supervised in the facility at all times.

ATTIRE

• Please wear shorts and a tshirt or a gymnastics body suit.
• Barefeet is best. We sell KSG grippy socks in our proshop for those who would like to wear socks in the gym.
• Please refrain from wearing jewellery, earrings, belts, jeans or loose fitting clothing.
• Long hair must be tied back.
• Please bring a water bottle – we have a water fountain in the gym and a Kinetico filtered water station in our viewing lounge.

CHILD ABUSE PREVENTION POLICY

• All staff must be Respect in Sport Certified and undergo a vulnerable sector Police Criminal Record Background Check before being employed at Kyle Shewfelt Gymnastics.
• All staff receive an Abuse Prevention Orientation on an annual basis and certify that they accept our policies in respect to abuse prevention.
• Profane and degrading language is prohibited
• Bullying, abuse of any kind and violence is prohibited
• Threatening or intentionally inflicting physical injury is prohibited
• Committing any sexual offence against a minor or engaging in sexual contact with a minor is prohibited
• Making any kind of sexual advance, making a request for sexual favours, or engaging in other verbal, visual or physical conduct of a sexual nature is prohibited.
• Our organization has a zero-tolerance policy for non-related one-adult/one-child interaction including rides to/from practice, in the gym and on the facility premises. Another coach, student or adult must always be present. We adhere to the ‘Canadian Coaching Association’s Rule of Two’ in all circumstances.
• Staff are forbidden to make personal calls or send texts/emails to minor students. All communication must be handled through the participants caregivers and our office.
• Staff are forbidden to entertain minor students in their homes, unless it’s a group function approved by management and another adult is present.

If you suspect an incident of possible abuse, please immediately inform proper law enforcement agencies and our management team.

In the event that a suspected incidence of abuse is reported, the staff member in question will be temporarily suspended from duties while an investigation takes place. In all circumstances, Kyle Shewfelt Gymnastics will inform the proper law enforcement agencies and entrust them to conduct a comprehensive investigation and supply us with the results. If the investigation reveals foul play, the staff member will no longer be permitted to work at our facility and they will be reported to all appropriate agencies included Alberta Gymnastics, Gymnastics Canada and SafeSport. If the investigation is inconclusive, Kyle Shewfelt Gymnastics has the legal obligation to reinstate said employee to their regular duties.

SPECIAL NEEDS PARTICIPANTS

We pride ourselves on creating an inclusive environment and we do our best to accommodate most situations. To ensure a safe and high-quality experience for all participants and staff, those with a special need that requires one-on-one attention are required to have an aid accompany them in the gym.

Please keep in mind that our staff are trained gymnastics coaches, but do not always have the necessary certification or knowledge to accommodate those with special needs. Please indicate any special circumstances under the medical notes in your online profile so our staff can be aware prior to commencement of classes. Each situation will be handled on a case-by-case basis, keeping in mind a safe and high-quality experience for all.

KSG reserves the right to request a participant have a one-on-one aid for their class if our staff determines this will create the most positive experience for all. All additional costs associated with this request will be the responsibility of the participant’s caregivers.

PERSONAL PROPERTY

Kyle Shewfelt Gymnastics is NOT responsible for lost or stolen property in or around our premises, including the gym floor, the observation area, or your vehicle. Please do not leave purses or other valuable in plain sight in your vehicle as we have experienced targeting from thieves in the past.

We accept no responsibility for articles left behind. Kyle Shewfelt Gymnastics personnel are not permitted to accept responsibility for personal articles. Please lock all valuables in a locker which can be found in the gym.

All water bottles left will be thrown away and all lost and found items will be donated after the last day of the session.

SHEWBUCKS REFERRAL REWARDS

For each positive reference, we will apply one $10 Shewbucks credit per account. Shewbucks Referral Rewards are applied as a credit to your account on a quarterly basis and these credits can be used to offset fees for future programs available for online registration only. If multiple children from the same family register and one person is mentioned as the referrer one each registration form, only one $10 credit will be applied. The referrer’s FIRST and LAST name must be present on the referral form and only first-time customers with new accounts are eligible to designate a referrer to receive Shewbucks.