Procedures

Registration

Registration is completed on the West Coast Rhythmic Gymnastics portal here:

https://app.iclasspro.com/portal/westcoastrg/ 

Fee payment completes the registration process. There is an annual non-refundable registration fee of $55.00 which is applied to the first registration for the year. This fee covers registration costs with the provincial governing body and WCRG administrative fees. New students can sign up for a Trial registration (at no charge). 

See the Registration Steps here: RegSteps

Class Fees

Class fees are set for the year and are based on the number of classes in the year. This results in same classes on different days of the week having a reduced fee (e.g., classes offered on Mondays where there are more statutory holidays have a lower fee than Tuesday classes). This approach means that WCRG does not prorate fees for closures. 

Email Communication

West Coast Rhythmic Gymnastics communicates with its families using email blasts from the iClassPro registration application. Families are encouraged to NOT opt-out of these emails as important just-in-time information will be sent regarding class cancellations and make-up classes. 

Waivers

When registering for classes, parents will be asked to review and sign off on the following waivers:

1. Parent Volunteer Commitment 

2. Photography Consent and Release Form for Minor Children (Under 19)

3. BCRSGF* Release of Liability, Waiver of Claims, Assumption of Risks and Indemnity Agreement 

4. Billing Authorization

   *The BC Rhythmic Sportive Gymnastics Federation is the Province’s governing body for gymnastics and all members at all BC clubs must sign this waiver. 

   These are important agreements for all parents to consent to. More information: gymnasticsinvictoria@gmail.com .

View Your Account

West Coast Rhythmic Gymnastics families can view their accounts on the West Coast Rhythmic Gymnastics iClass Pro Registration Portal here. 

Detailed instructions for viewing accounts can be found here: ViewAccounts 

Class fees are assessed monthly and are not prorated for cancellations due to statutory holidays. Make-ups will be offered where possible. 

Policies

Cancellation Policy:

If you no longer wish to continue with West Coast Rhythmic Gymnastics Club, cancellation* must be received by email by the 1st of the month to be done by the end of that month. There is no fee to cancel. 

*Please note that Competitive programs are 10 months in length and athletes are expected to maintain their registration for the entire 10 months. 

Cancellation Before First Class

If you have held a spot with payment and then choose to cancel before classes start, you can receive a refund of class fees minus a $25 admin fee or leave the full credit on account. 

Injury/Illness Cancellation Policy:

If your child has injured themselves or suffering from a severe illness and is unable to continue in classes, we require a doctor's note to immediately remove your child from classes and a credit for the remaining classes that month will be left on your child's account for when they return. Your child will then be removed from class and placed on the waitlist and all payments cancelled. We cannot guarantee space will be available when they are ready to return. 

Class Cancellations Due to Coach Unwell/Away:

If a coach is unwell/away and a substitute coach is unavailable, we may cancel the class and provide a make-up for that class. 

Class Cancellations Due to Mother Nature:

If a class is cancelled due to Mother Nature (storm, power outage, bad weather, natural disaster, etc.), no make-up class and no refund will be provided. 

Government Mandated Gym Closure:

If West Coast Rhythmics is required to close due to public health concerns (e.g. a pandemic) , all payments will be halted and a credit for all unused classes will be applied to your account. Credits must be used within 2 months of re-opening. 

Summer Camps:

• Cancellations more than two weeks, refund minus $10 administration fee (to cover transaction and administration fees).

• Cancellations less than two weeks prior, 50% camp fees can be used towards fall classes.

• If our facilities are shut down due to COVID-19, members will be refunded a pro-rated portion of the fees (e.g. if cancelled with two days remaining in the camp, members will be refunded for two days).

• If our facilities remain open, we will be unable to refund fees once the camp has begun due to illness or potential illness

Closures (Regular Season):

• If our facilities are shut down due to a public health issue (e.g. a pandemic), we will immediately switch classes to Zoom for the rest of the month.

• Before the next month begins, members can decide if they would like to continue with Zoom classes or withdraw.

• Zoom classes for the following month(s) will be billed at 40% of the regular class fees. Members will be refunded a pro-rated portion of the fees (e.g. if cancelled with two weeks remain in any given month, members will be refunded 60% for two weeks of classes).

• If our facilities remain open, we will be unable to refund fees once the month of classes has begun due to illness or potential illness.

Late Charges:

Late pickups of 5-15 minutes are subject to a $10 admin fee. If 15-30 minutes late for pick up, the fee is $25.  If 30-45 minutes late, the fee is $50.