Fees and Payment Policy

Policy Name

Fees and Payment Policy

Date of Approval

01 July 2019

Date of Review

01 July 2020

Policy Coverage

The purpose of this policy is to outline the terms and conditions for payment of fees and other expenses associated with any services delivered or facilitated by Grips Gymnastics. This includes, but is not limited to, all gymnastics classes (both term-time and during the school holidays) any expenses associated with internal and/or external gymnastics competitions, apparel and training equipment.


This policy applies to all current and future members of Grips Gymnastics who are enrolled in or participate in gymnastics activities.


This policy also applies to any family members, or other person(s) responsible for payments relating to the member’s gymnastics activities.

CONTENT

All members of Grips Gymnastics are required to enrol in classes via Registration Form. Among other things, the enrolment process includes an agreement to abide by the provisions set out in the Fees and Payments policy.

FEES

All members are invoiced monthly for fees for gymnastics classes and at times competitions. Competitions will be invoiced as registration is confirmed, which may occur mid term. Fees are payable within 14 days.

The first month invoice also includes the annual Member Registration fee, which takes in to account Gymnastics Australia’s Registration and Insurance levy. The full Registration fee is applicable for the first half of the year but reduces in fourth term.

Fees –Kindergym, Recreational and Tumbling Programs.

Fees are calculated based on an hourly rate and the number of weeks in the month (excluding public holidays and school holidays). If a member decides to enrol in an additional program, the fees for the additional classes will be invoiced on an hourly rate according to the program.

14-day payment terms apply to all invoices.

Fees – Squad Programs (Gymstar, MAG and WAG)

Athletes that have accepted a position in a squad are invoiced an hourly rate based on the number of hours trained each week. The hourly rate reduces as the number of hours trained increases. This is to take into account the high number of hours that squads are expected to train and makes allowances for hours that individuals may choose not to train during the term or holidays.
If an athlete decides to enrol in an additional program, the fees for the additional classes will be invoiced on an hourly rate according to the program.

14-day payment terms apply to all squad invoices.

NO ADJUSTMENTS will be made for changes in individual hours by squad members, however make- up classes can be arranged. Refer to class replacement policy.

Given that fees are subject to change, members will be provided with 30 days’ notice of any fee changes.

Fees –Adult classes

Bookings and payment for Adult classes are made via the phone or in person. Payment is made at the time of booking.

NEW MEMBERS TO GRIPS GYMNASTICS

New member to Grips is provided with one free trial class. If the new member wishes to go ahead with enrolment appropriate fees will be calculated and invoiced. Grips must be notified within the 21 days if a cancellation to the class is requested.

REFUND AND ADJUSTMENTS

Refunds / adjustments will only be made under the following circumstances:

Medical reasons – refunds or credits may be provided upon production of a valid medical certificate where the injury or illness is greater than a two-week period. The credit refund can cover up to a maximum of 10 weeks with a medical certificate listing the dates to be covered.

During this period the child’s place in the class will be held. After 10 weeks, if the child is not cleared to return with a medical certificate, they will be placed on a priority wait list for the selected class.

A Refund / Credit Request form (see Attachment 1) must be completed and submitted to the office for approval within 4 weeks of injury or illness occurring.

There will be no refunds/credits issued for athlete absences due to holidays.

Events at Grips – where Grips Gymnastics host an event which falls during normal training hours, alternative training times (which may include alternative training venues) will be arranged for squad members. For non-squad members, a credit will be applied to the appropriate invoice for that period or.

Program Cancellations (Kindergym, Tumbling & Recreational classes) – if a member decides to discontinue classes, 21 days written notice must be provided. Upon receipt of a completed Refund / Credit Request form, the appropriate refund / credit will be processed.

Program Cancellations (Squads) – In the event that a squad athlete decides to discontinue training in their squad, four weeks’ notice must be given. Written notice must be provided to the coach and the office.

Competition Fees – In the event that an athlete withdraws from a competition, a refund (less 25%) will only be issued upon production of a valid medical certificate and completion of a Refund / Credit Request form.

EVENTS OUT OF THE DIRECT CONTROL OF GRIPS GYMNASTICS

Invoices will not be amended for events that are outside the direct control of Grips Gymnastics (for example, if there is a power outage at the venue). In this instance, every endeavour will be made to provide a catch-up class during the term or school holiday period for any sessions where the gym is unable to operate.

POLICY BREACHES AND COSEQUESNCES

Members are required to adhere to the terms and conditions outlined on the payment invoices issued to them. If this does not occur, the following process will be applied:

Overdue fees in excess of 90 days for active members

Where any fees remain unpaid for 90 days or an account has reached $1000 debt, a written notice will be sent stating that unless your outstanding fees are settled in full in 7 days, you will not be allowed to participate in classes or compete for Grips.

Members with outstanding fees will not be permitted to compete at competitions until such time that fees have been paid.

Overdue fees in excess of 90 days for non-active members

Where any fees remain unpaid for 90 days or an account has reached $1000 debt, your details will be passed onto a third party for debt collection. In the event that your overdue account is referred to a collection agency and/or law firm, you will be liable for all costs which would be incurred as if the debt is collected in full, including legal demand costs.

POLICY CHANGES

Grips Gymnastics will provide members with written notice of any changes to this policy.

CONFIDENTIALITY & PRIVACY

Grips Gymnastics will adhere to the relevant Privacy regulations when collecting and managing member’s data.

RELATED DOCUMENTS

The following document is referred to in this policy:

Attachment 1 – Refund / Credit Request form