policies

To help us provide the best experience KWGC adheres to the below policies for programs, members and staff. We are dedicated to serving our community.

General Class Guidelines

  • All children (athletes and spectators) under the age of 12 must be accompanied by an adult at all times in the facility.

  • Athletes must be picked up by a parent or guardian from the gym door promptly at the end of class. Unfortunately we are not able to provide supervision in the hallway between classes.

  • Parent participation classes require a ratio of one adult to one child. We cannot allow any unregistered children on any of the equipment in the gym.

  • Participant safety is our primary concern. Any child who does not have a sufficient attention span to enable them to follow the coach’s instructions, harasses other athletes, puts their own safety and/or that of other gymnasts at risk, may be asked to withdraw from the program. Any fees paid in advance will be refunded.

Recreation Fees and Discounts

An annual Gymnastics Ontario fee of $50.00 will be added for each member for the July 1 – June 30 calendar year. This fee covers Gymnastics Ontario (our governing body) registration and member insurance, and cannot be discounted or refunded.

  • Multi Class Discount:
    Applicable for the same athlete, in the same session.
    • 10% for 3 or more classes 
  • Multi Child Discount:
    Applicable for athletes in the same household, registered in the same session.
    • 10% discount for 3 or more family members

Payment Options

KW Gymnastics accepts cash, Visa, Mastercard, and Visa-Debit.

Payment is due at the time of registration. You will receive an electronic account statement once you are fully registered in the class. 

If a credit card payment is declined, an email is automatically sent to inform the credit card holder, and you have 24 hours to contact the office with updated information or an alternative method of payment before the athlete is removed from the class. Payment information can also be updated through the parent portal.

Refunds

The Gymnastics Ontario Fee is NON-REFUNDABLE. All athletes must be registered with Gymnastics Ontario. All refunds are subject to a $35 cancellation fee. 

Classes: Refunds will only be granted up to three classes into the session. Any refunds granted following the first class will reflect a deduction of the cost of all classes prior to the date of the request. 

Camps: Are non-refundable within one week of the camp occurring. Refunds will be disbursed by cheque if paid by cash or debit, or put back onto the same card originally used if paid by credit card.

Transfers

If the family requires a second transfer a $10.00 transfer fee will apply. Transfers are only permitted if there is space available in a class. Transfer fees are not applicable on waitlist transfers.

Class Cancellation

KWGC reserves the right to cancel or change class times due to insufficient numbers. Notice will be provided to those affected in advance. If KWGC cancels a class due to insufficient enrolment we will offer a full refund or another class that is suitable to the family. Classes may be cancelled for inclement weather but will not be rescheduled or refunded.

Privacy

We respect your right to privacy. We commit to never give out or sell e-mail addresses, telephone numbers or any other information about our customers to third parties unless required by law. We will use the information only for the processing and payment of your gymnastics class registrations, and nothing more.

Code of conduct

Our Philosophy

We strive to:

  • Ensure all athletes and coaches develop and maintain great self-esteem
  • Help all athletes and coaches become leaders and good citizens
  • Instill in athletes and coaches the importance of teamwork and professionalism
  • Help athletes and coaches set their own goals and to support them in achieving those goals
  • Keep the spirit of gymnastics alive
  • Ensure the health and safety of our athletes, coaches and members
  • Support our athletes and coaches in being well-rounded in other sports and activities.

How We Treat Others

All Members:

  • Must show respect and understanding for the rights of fellow members and conduct themselves in a way that reflects the principles of the organization.

  • Shall maintain and enhance the dignity and self-esteem of members and participants by demonstrating respect to individuals regardless of gender, ethnic or racial origin, sexual orientation, age, marital status, religion, political belief, disability or economic status.

  • Will refrain from negative public discussion, including but not limited to any written or electronic discussions/chat rooms/blogs, Instagram, Facebook, Snapchat or other social media about KW Gymnastics, its employees, athletes or members, and all other members of Gymnastics Ontario including other clubs, athletes, coaches and judges.

  • Shall refrain from any and all forms of bullying, including but not limited to, verbal, written, electronic or on social media.

 

Any matters of concern are to be discussed at an appropriate time with the Head Coach and/or Executive Director.  KW Gymnastics is committed to being a “gossip free” gym.

Our Gym Rules

  1. Athletes and Coaches will respect the rules of competition, their opponents and play fair.

  2. Athletes will respect their coaches, trainers, parents, medical professionals and any decisions made with regards to their health and safety.

  3. Athletes will develop their skill, body strength and flexibility so that they can participate in the sport to the best of their abilities.

  4. Videos and photos on the KWGC website and Facebook page are the property of KW Gymnastics and are not to be copied or transmitted in any fashion.

  5. No photos or videos of any form will be taken by athletes, family members or visitors on the property of KW Gymnastics either inside or outside of the gym unless permission has been granted by the staff of KW Gymnastics.  Parents will be invited to take photos/videos at official competitions or during special “parent days” in the gym.

  6. Videos or photos taken by coaches will be for training purposes only and shall be deleted after use.

  7. Photos and videos may only be posted by the Head Coach or Communications Coordinator on the official KW Gymnastics website or Facebook site.

Duty of Care

A coach of young athletes has a duty of care which is more onerous than that of a coach of adult athletes.  The Head Coach and coaching staff are responsible for setting and monitoring the boundaries between a working relationship and friendship with participants.  KW Gymnastics coaches are given clear guidelines and extensive training about professional standards and have signed contracts to abide by those policies.

Athletes and parents must respect the boundaries between coach and athlete/parent including but not limited to not e-mailing, social messaging or telephoning coaches, sharing private information with coaches, or inviting coaches to social activities.

Coaches must respect the boundaries between coach and athlete/parent including but not limited to not e-mailing, social messaging or telephoning athletes or parents, sharing private information with athletes or parents, or inviting athletes or parents to social activities.

Parents, spectators and visitors will not coach or give instructions to athletes during competitions or practices and are expected to demonstrate the spirit of sportsmanship and sports leadership.

All members are entitled to understand how athletes are being coached and how classes are organized.  Members are expected to gather information through discussions with their child’s coach or the Head Coach at an appropriate time in order to ensure accurate information is obtained.  Members are encouraged to bring questions and concerns to the Head Coach or Executive Director in order that continual improvements can be made to our programs.