Cancellations & Refunds

Effective September 1, 2025

We understand that schedules can change, but facilities, coaches, equipment, and uniforms are all organized well before the program begins and each registration plays an important role in making our programs run smoothly.

Program Type	Refund Deadline	After Deadline
Recreational Programs	Must be made 30 days before start date to receive a full refund minus $50 admin fee	No refunds or credits will be provided after the 30 day deadline. No credits will be offered for missed sessions or sickness.
Academy Teams	Refund Deadlines: Soccer - March 1st, Lacrosse – March 1, Hockey – June 1. All deposit payments are non-refundable and will be forfeited upon cancellation.	No refunds or credits will be provided for schedule conflicts, missed practices, games, or tournaments.

Medical/Injury Exception: If a major injury prevents participation in at least 50% of a program, we’ll issue a pro-rated credit with a doctor’s note. Credits never expire, but they’re non-transferable, non-refundable, and can’t be applied to Academy fees.

Playing Up an Age Division

Players will not be permitted to play up an age division unless exceptional circumstances exist. This policy is designed to prioritize the safety of all players, physical, social, and emotional development, balanced team environments and equitable competition, and the long-term success and enjoyment of each players.

Exception criteria: Playing up is considered only when a player’s physical ability, skills, game understanding, and social-emotional maturity clearly exceed age-group expectations, and is verified by the Technical Director of that program.
Process: Playing Up requests must be submitted in writing via email to the appropriate Technical Director. The Technical Director will discuss thoroughly with the child’s coaches and parents to determine the right pathway for that child.
Program Balance: Any move must maintain roster balance, competitive fairness, and positive team dynamics, as well as applicable space in the desired division or team.
Final Decision: While we understand the desire of some families to have their children play up, our commitment is to long-term development over early advancement. The Technical Director makes the final determination. Approvals are rare and not subject to appeal.

Code of Conduct

Parents We’re committed to a fun, welcoming, and harassment-free environment for all players, coaches, officials, and families.

Expectations: Cheer positively, respect officials and coaches, and model mature behaviour on the sidelines.
Immediate action: Inappropriate conduct will lead to removal from the field/rink that day and a coach-parent conversation after the session.
Zero tolerance: Repeated or severe behaviour will result in a permanent ban from attending practices and games.
Our belief: Youth sports are for player enjoyment and growth—not an outlet for adult frustration or ego.

Players are expected to uphold a safe, positive, and respectful environment at all times.

Standards: Give your best effort, support teammates, and treat opponents and officials with respect.
Zero Tolerance: for aggressive or rude behaviour; abusive, racist, sexist, or discriminatory language or actions; bullying, harassment, or any physical abuse.
Consequences: Violations may result in immediate dismissal from the program without refund.

Coaches & Staff are expected to uphold a safe, positive, and respectful environment at all times.

Respect: Treat players, parents, opponents, and officials with class and respect at all times.
Zero Tolerance: for aggressive or rude behaviour; abusive, racist, sexist, or discriminatory language or actions; bullying, harassment, or any physical abuse.
Consequences: Violations may result in suspension or termination from the organization.

Health & Safety

Safety comes first in everything we do. Coaches supervise their groups during sessions, while parents/guardians support any off-surface needs.

Supervision: Coaches must remain on the field or ice and cannot leave to accompany a player to the washroom or locker room. Parents MUST be available for bathroom breaks or any issues with their child.
Concussions: Suspected concussions mean immediate removal from play. Return requires medical clearance and a gradual, supervised progression with the appropriate medical guidance.
Rowan’s Law: Staff complete mandatory training annually; families are encouraged to review concussion resources.
Child protection: All staff/volunteers are screened and follow a strict “Rule of Two” policy—no athlete should be alone with an adult in a private setting.

Discipline Policy

We address issues quickly and fairly to keep the environment positive for everyone.

Step 1 — Warning: Behaviour is identified and expectations are clarified.
Step 2 — Temporary removal: The participant may be removed from a practice, game, or event at the coach’s discretion. A player-coach-parent meeting will take place.
Step 3 — Dismissal: Ongoing or serious issues may lead to removal from the program. No refunds are provided for suspensions or removal.
Zero tolerance: Aggressive, abusive, or unsafe behaviour can lead to immediate removal at staff discretion.

Weather, Facility & Scheduling

We try to play as scheduled, but safety is non-negotiable.

Severe weather: Lightning or thunder stops play immediately; activities resume 30 minutes after the last strike or sound.
Facility conditions: Unsafe surfaces, unexpected damage, or permit restrictions may cause cancellations or relocations.
Refunds/credits: Not offered for weather or facility-related cancellations, which are outside our control.

Club Policies