Fees policy during illness or injury

Unfortunately we are unable to give refunds or make up sessions for short-term absences, because the monthly fees you pay already take into account that almost everyone will be absent some of the time, for illness/ injury/ holidays etc.  The fees are calculated per year and are currently smoothed over 11 months.  

However, we do have a policy for fee reductions for longer absences, as follows.

1. Existing member unable to train due to illness or injury which is highly likely to last six weeks or longer and who does not attend sessions: the monthly fee will be reduced to the rate for membership only (£20/ month) on request in writing via email to the Otters email [email protected]
2. Existing member unable to train due to illness or injury which is highly likely to last six weeks or longer, who continues to attend sessions for the sake of their mental/ physical well-being during that period but is unable to participate in the training program save in a minimal way: on request in writing as above, the monthly fee will be reduced to the membership fee (£20/ month) + 50% of the training fees (ie. the amount above £20/ month).  For example, if the member is attending twice a week: membership fee (£20) + 50% of (£40 - £20) = £20 + £10 = £30/ month.  Examples of this category are swimmers who have an arm in plaster but come to sessions anyway to do some kicking, or a swimmer who is too ill to do more than about 15 minutes of a session.
3. An existing member who is returning from a complete absence due to an illness or injury lasting six weeks or longer and who, as part of their return, attends sessions in the limited way described in B above: membership fee + 50% reduction in training fees, as in B above.
4. Periods of illness/ injury lasting less than six weeks: no reduction, although anyone can drop to one swim/ wk at any time.
5. No retrospective reductions or refunds except in exceptional circumstances (eg. life-threatening illness, when the parents cannot reasonably have been expected to contact the club).
6. Brand new members (ie. not former members returning after illness/ injury) will be dealt with on a case-by-case basis.  The general expectation is that they will pay fees in full. 
7. Decisions as to whether someone's attendance at sessions falls within category B/C, or is training for which full fees should be paid, will be made by the head coach and a member of the committee.  If the head coach has a conflict of interest, the decision will be made by two committee members, who may take the advice of a swimming coach of their choice (from Otters or elsewhere) if they wish. 

The purpose of this policy is:

1. To treat fairly people who are unavoidably unable to attend.
2. To encourage members to attend training even if there is very little they can do: the coach will be happy to give advice and to set appropriate tasks.
3. To provide clarity.

Please note that we do not deal in parts of a month - so if, for example, a member breaks their leg on 14th January, full fees will be payable for January but (on request in writing) the rate will drop to £20/month from 1st February.

If you have any questions, please don’t hesitate to contact us.