Registration, Cancellation & Refund Policy

Registration Commitment for the Season

By registering with Pickering Swim Club (PICK), you are making a commitment from the date of your registration through to the end of the season or your last meet. You are responsible for paying all registration, training and meet fees as part of the Season Fee and Commitments Schedule outlined in the PICK registration package.

You understand that participation in swim meets is a privilege conditional upon adhering to the Swim Ontario Code of Conduct and the PICK Member Expectations.

Commitment to Swimming Canada

By registering with PICK, you commit to registering your swimmer with Swimming Canada. This is a mandatory requirement of Swimming Canada and Swim Ontario. Your swimmer will not be permitted to attend practices or meets without first completing this registration.

Pickering Swim Club will facilitate this process by arranging for Swimming Canada to send you an email containing access information for your family account. You commit to completing the Swimming Canada registration process.

Family Commitment Points

As a family, you commit to meeting or exceeding the commitment-points allotment and home-meet commitments outlined in the PICK registration package.

You understand that our home meets greatly subsidize club operations and reduce the cost per swimmer. If you are unable to meet your commitment-points or meet commitments, you agree to pay the penalty defined in the registration package.

Illness

Swimmers who are ill should not attend in-person practices. Swimmers are expected to follow any public-health guidance related to illness that is in force at the time when determining when they may attend in-person practices.

No refunds, credits or make-up classes will be offered in the event of non-attendance for these reasons.

Suspension of Programming

In the event of an in-person programming suspension due to a public-health order or other factors outside of our control, PICK will endeavour to provide dryland training sessions online through Zoom or a similar platform.

No refunds will be given if PICK must temporarily suspend its program for these reasons.

From time to time, PICK may also cancel practices to accommodate the hosting of swim meets or the participation of our swimmers at away meets. No refunds, credits or make-up classes will be offered for these cancellations.

PICK may, at its discretion, decide to offer credits for a future season or additional online training sessions in the event of a lengthy suspension of in-person programming. The decision to do so is solely within the purview of the Board of Directors and should not be understood as a right or guarantee that accompanies registration.

Shutdown of Facilities

PICK relies on facilities operated and controlled by the Cities of Pickering and Toronto to deliver our programming.

If one or more facilities are closed for any period, PICK will endeavour to find alternate locations for training sessions. If we are unable to do so, we may need to cancel or suspend some practices until access to those facilities is restored.

No refunds or credits will be offered for cancellations resulting from PICK being temporarily shut out of a facility.

In the event of a lengthy facility shutdown, PICK may, at its discretion, decide to offer credits for a future season or additional online training sessions. The decision to do so is solely within the purview of the Board of Directors and should not be understood as a right or guarantee that accompanies registration.

Shutdown of All Pools

If the Province of Ontario or any jurisdiction in which PICK offers programming imposes a public-health order that closes pools, all in-person programming will cease. PICK will endeavour to provide additional online training sessions.

In the event of a complete shutdown of all in-person programming, PICK may, at its discretion, suspend future training-fee installment payments, or a portion of those payments, based on the length of the shutdown and the likelihood of a return to in-person training during the remainder of the season.

In such circumstances, members who have paid in full for the season would be entitled to a credit toward a future season.

The decision to provide a suspension or credit is solely within the purview of the Board of Directors and should not be understood as a right or guarantee that accompanies registration.

Withdrawals or Transfers to Another Swim Club

If you choose to withdraw from PICK or transfer to another club, your PICK registration fee and Swim Ontario registration fees are non-refundable. Any other outstanding fees or administration charges must be paid in full at the time of withdrawal.

• Withdrawal before March 1, 2027: You must provide one month’s notice of a withdrawal or transfer. Otherwise, you will be subject to an administration fee of $300 or one installment payment, whichever is greater.
• Withdrawal after February 28, 2027: An administration fee equal to the remaining training fees owed for the season will apply.

Families will be responsible for any outstanding family commitment points, which will be billed to the credit card on file in Team Unify.

Swimmers who have paid in full for the season will be entitled to a refund upon withdrawal, less any outstanding account charges and administration fees.

The Board of Directors may, at its discretion, waive these administration fees in the event of financial hardship or other exceptional circumstances on a case-by-case basis. The decision to do so is solely within the purview of the Board of Directors and should not be understood as a right or guarantee that accompanies registration.

Unforeseen Circumstances and Force Majeure

Notwithstanding anything to the contrary in this policy, the Pickering Swim Club shall not be liable for any failure to fulfill its obligations, or for failures in performance, to the extent that performance is delayed, prevented or hindered by circumstances outside its reasonable control.

Such circumstances may include, but are not limited to, acts of God, acts of war or terrorism, labour difficulties or civil unrest.

Amendments to This Policy

The Board of Directors may amend this policy at any point during the season by providing 30 days’ notice to all members.