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POLICIES & FAQ'S

 

Suspension and Expulsion Policy

Definitions

Club – Weyburn Skating Club

Parent – Any legal caregiver including, but not limited to: biological parent, stepparent, legal guardian, or foster parent.

Skater – An active participant in the programming provided by the Weyburn Skating Club.

Skating Club Executive – Members of the Board of Directors as defined by the Weyburn Skating Club Constitution and By-laws.

Contracted employee – Coach or individual hired by the Club to provide a service to the Club.

Discipline Committee – Consists of the President, Coach Liaison, and one other member of the Skating Club Executive.

Purpose

Parents, skaters, contracted employees, and the Skating Club Executive are expected to fulfill certain responsibilities and obligations including, but not limited to, the Weyburn Skating Club Code of Conduct.  Non-compliance may result in sanctions as outlined in this policy. 

Application

Any behavior that is contrary to the Weyburn Skating Club Code of Conduct may lead to disciplinary action from the Skating Club Executive.  The President, on the recommendation from the Discipline Committee, has the authority to suspend any member for various actions until the Skating Club Executive conducts a meeting to determine sanctions.

Procedure

Any individual may report a complaint to the Club.  The complaint must be provided in writing and filed with the Skating Club Executive within 14 days of the alleged incident.  The President may then initiate the investigation process by delegating the complaint to the Discipline Committee.  The Discipline Committee may conduct their business in-person, via telephone, or via email as appropriate.  A minimum of two members of the Discipline Committee must be present to conduct business of the committee.

Investigation

The Discipline Committee upon receipt of a complaint will:

  1. Declare any conflicts of interest so a new member of the executive may be appointed temporarily to the committee until matter in question is resolved.
  2. Conduct a thorough investigation to gather all relevant information.
  3. Invite the individual under investigation to provide explanation of the events, and may request that the individual under investigation appear before the committee to address the allegations and provide further explanation. This appearance shall be considered a hearing of the Discipline Committee.
  4. Determine a recommended sanction, if necessary.
  5. Convene a meeting of the Weyburn Skating Club Executive to present a summary of the event and recommended any sanctions.

Disciplinary Action

When determining appropriate disciplinary sanction, the Discipline Committee can consider:

  • The nature and severity of the infraction
  • If the infraction was an isolated incident or part of an ongoing pattern.
  • The age of the complainant.
  • Whether the individual under investigation admitted responsibility and expressed a willingness to change.
  • Other mitigating factors not listed above.

The disciplinary committee may hold a hearing for determining appropriate sanctions.  If the individual being disciplined chooses not to participate in the hearing, the hearing may proceed without their participation.  Where the individual acknowledges the facts of the incident, he or she may waive the hearing, in which case the disciplinary committee shall determine appropriate disciplinary sanctions and make those recommendations to the Skating Club Executive. 

The disciplinary committee may recommend the following sanctions singly, or in combination as deemed appropriate:

  1. Written reprimand to be placed in the individual’s file.
  2. Written apology by the individual.
  3. Suspension from certain Weyburn Skating Club events which may include lessons, special events, competitions or future such events.
  4. Suspension from certain Weyburn Skating Club activities such as participation as a skater, coach, volunteer or employee for a designated period.
  5. Suspension from all Weyburn Skating Club activities for a designated period.
  6. Revocation of individual membership in the Weyburn Skating Club.
  7. Revocation of family’s membership in the Weyburn Skating Club in the case of serious breaches of the Code of Conduct by a parent.

The Skating Club Executive can approve sanction recommendations of the Discipline Committee via simple majority.

Appeal Process

Decisions can be appealed in writing to the Skating Club Executive within 48 hours of their delivery.  A decision cannot be appealed on merits alone.  Within 7 days of receiving the notice of appeal, the Vice-President shall decide whether one of the grounds for appeal validates a hearing.  An appeal may be heard by the full Skating Club Executive within 7 days of the appeal being granted. 

Sufficient grounds for appeal include:

  • The Discipline Committee making recommendations for which it did not have authority.
  • Failure to follow procedures laid out in this policy
  • Identified bias in the decision-making process
  • Indiscretion of the Discipline Committee

If the appeal is denied based on insufficient grounds, the appellant shall be notified of this decision, in writing, giving reasons within 7 days of the denial. 

 

Refund Policy

Definitions

Club – Weyburn Skating Club

Club Administrator – Contract employee responsible for managing registration information and collecting payments. 

Fees – Additional costs for club programming.  May include, but not limited to: Skate Canada fee, Club fee, fundraising buy-out fees. 

Parent – Any legal caregiver including, but not limited to: biological parent, stepparent, legal guardian, or foster parent.

Skating Club Executive – Members of the Board of Directors as defined by the Weyburn Skating Club Constitution and By-laws.

Week – Seven (7) consecutive days.

Purpose

Costs associated with registration in club programming may be partially refunded at the discretion of the Skating Club Executive.  Parents may apply for refunds throughout the skating season as outlined in this policy. 

Application

The Club Administrator, with approval from the Skating Club Executive, has the authority to refund costs of programming to parents of skaters for various reasons including: withdrawal from programming, injury, or suspension from club membership.

Procedure

Parents may apply in writing for a refund of registration costs, minus fees, up to two weeks from the start of programming. 

 

Payment

Full payment is required at time of registration for all CanSkate and Pre-CanSkate sessions. Visa and Mastercard payments are accepted online. 

 

Declined Payments/NSF Cheques

There will be a $25 administration fee for NSF cheques and/or declined credit card transactions. In all cases of decline (NSF, declined credit, stopped payment, etc.) one additional attempt will be made by the club administration to receive payment. If payment continues to be declined the skater will be considered not in good standing with the club and will not be permitted to participate in any of the club activity, including regular skating sessions, until full payment has been made. If payment has not been made within 30 days from date of decline or NSF, the member shall be considered as having terminated their membership. No refunds will be provided for any partial monies paid and all privileges will be permanently revoked.

 

Missed Classes

Participants are to attend all classes as scheduled for the program in which they are registered. In the event that a participant is unable to attend a scheduled class(es), make-up classes, refunds, or credits for the missed class(es) will not be provided.

The Weyburn Skating Club reserves the right to change or cancel any program for which there is insufficient paid registration. In the event of any program change or cancellation, the registrants will be offered a full or pro-rated refund, as appropriate.  Skaters must be registered at their appropriate assigned level. NO EXCEPTIONS!

In the event that a StarSkate participant is unable to attend a scheduled session:

  • The coaches must be contacted with the details 24 hours prior to the session
  • Coaches will not be required to reschedule any lessons missed during the session

 

Emergency Ice Cancellations

Emergency ice cancellations are done by the city and are out of the control of the Weyburn Skating Club. The club will provide as much notice as possible if an emergency cancellation arises.  The Club will attempt to find replacement ice at a later date but if City scheduling does not allow for this, there will be no refund of ice fees.

 

Coach Cancellations (StarSkate)

In emergency cases where our coaches are unable to be on the ice, skaters can use the scheduled ice time for practice but they must be supervised by a parent.  If you can not supervise your child, you can arrange for another parent to look after your skater however this must be arranged before the skaters take the ice.  You can not assume that a parent who is sitting in the lobby will automatically look after your child.

 

Make-up Session Policy (StarSkate)

It is understandable that there will be times during the season where skaters will miss sessions due to other school or personal commitments.  There will be a posted list of sessions available for makeup ice.  Skaters can make up their ice time within one week of missing their session.  This does not include coaches’ time or a programmed lesson. It is the skater’s responsibility to schedule time with his or her coach. It is the responsibility of the skater to have given ample and enough warning to their coach so that their missing the lesson does not incur any cost to them from the coach.