POLICIES

By registering at ChampionsTX, you agree to all of our policies.  Please refer to the Parent Handbook for policies specific to the Explorers Preschool Program.

TOTAL DUE AT SIGN-UP

All students pay the $35 ChampionsTX Registration Fee once per yearly season, along with the program fee for any program they are participating in.  You’ll also pay your first month and last month (default is May 2017) of tuition.  SIGN UP OVER THE SUMMER TO SPREAD OUT YOUR PAYMENTS!  At sign-up you’ll be charged registration fees, on August 1st you’ll be charged “last month” tuition / May 2017, and on September 1st you’ll begin your normal tuition.

Due at time of enrollment:

  • $35 ChampionsTX Registration Fee

  • Program Fee (varies by program)

  • First Month Tuition (varies by program)

  • Last Month Tuition (varies by program)

 

FREE TRIAL CLASS

Even though all classes follow the same progressions lists, due to the makeup of kids enrolled in classes, all classes have a slightly different feel, and your child might enjoy and do better in one class more than another.  Schedule an evaluation with the program director to get a class recommendation and find the perfect class match!  Free Trial Classes are limited to 1 per child per season.  Free trials must be booked in advance by emailing the director of the program which you wish to do a trial in.

DISCOUNTS

  • MULTI CHILD DISCOUNT: 10% off per class for any child after the first enrolled.  The 10% will be applied to the tuitions of lower value.  Applies to classes/tuition only.  Camps, Clinics, and Special Events may not include a sibling discount (varies per event).

  • MULTI CLASS DISCOUNT:  10% off per class for any class after the first enrolled.  The 10% will be applied to the tuitions of lower value.  Applies to classes/tuition only.  Camps, Clinics, and Special Events do not include a sibling discount (varies per event).  Does not apply to open gyms.

  • SCHOLARSHIPS:  Every year, ChampionsTX awards approximately 30 students with scholarships towards their tuition at ChampionsTX.  While we do not require financial information to apply, this is done on the honor system in an effort to reserve the scholarships for families who need the assistance.  Applications must be turned in by August 1st for the School-Year Session.  If spaces become available mid-season, families put on the waitlist will be contacted.  To apply, email info@ChampionsTX.com.

FINANCIAL POLICIES

AUTOPAY:  Tuition for classes and teams is charged to your online account on the 1st of each month.  If the 1st falls on a weekend, the payment rolls onto the next business day. Payments are prepared on the 25th of the previous month, so all drops must be in before the 25th or we will be unable to drop you until the next month.  Payments may take a few days to finish posting to your account.

LATE FEES:  A late fee of $15 will be added to any account not paid by the 7th. An additional fee of $15 will be added if your account isn’t paid by the 14th.  If a credit card is expired, you will have the 7 day grace period before being charged the late fee.  It is the parent’s responsibility to keep their online account up to date with credit cards, emails and phone numbers.  Please make sure the credit card information and email address on file for your account are correct. Any bank charges or fees generated by use of debit card, rather than credit card, will be the sole responsibility of the customer.

SESSION:  You remain enrolled until the end of the season (Sept. 12 – May 27) unless you notify us. (Please see our cancellation policy.)  Tuition is calculated by the total number of classes in our session.  Monthly payments are the same for 3, 4 & 5 week months.  We do not prorate months that have closed days due to holidays.  No refunds or adjustments are made due to absences.  ChampionsTX does not prorate or give refunds.  Instead, for students that join in the middle of the month we offer students the opportunity to catch up on missed classes by doing makeups.

PARENT PORTAL:  Due to our enrollment software, we are not able to split payments between two payment methods. We’re sorry for any inconvenience.  Families who want other family members to contribute to the cost may log in to their Champions parent portal and pay any amount they choose towards future balances.  No checks or cash.  All payments must be paid on your online parent portal.  ChampionsTX does not mail statements.  It is the parent’s responsibility to keep their account in good standing.

REGISTRATION FEES:  Registration fees are non-refundable and non-transferable.

What is the difference between the ChampionsTX Registration Fee and the program fee?  We separated the fees this year into two smaller, even more budgeted fees, so that they are more tailored to what you are participating in.  The ChampionsTX Registration Fee includes insurance, account processing and correspondence, and the camps and special events fee.  The program fee is specific to the class you’re enrolling in.  Not all classes require the same items, so this fee is different depending on what you’re enrolling in. See information on program pages.

Camp Refund Policy:   Staff is hired and supplies are bought and prepared based on number of enrolled children in each age group. In order to prepare a first-rate out of this world camp experience for your child, ChampionsTX devotes an extraordinary amount of time and effort to plan and purchase age appropriate crafts, activities and staff with each specific child in mind. On that note, we hope you will understand that our cancellation policy is as follows:  Payment is due in full at the time of enrollment, and is non-refundable and non-transferable.  Cancellation requests must be received in writing to Camps@ChampionsTX.com to receive a credit (good towards camps or special events at ChampionsTX for six months). If you notify us within 24 hours of sign-up that you made an error in registration, you will receive a full credit to your ChampionsTX account.  If you notify us of a cancellation up to four weeks out from your scheduled camp date, you will receive a 75% credit to your ChampionsTX Account.  If you notify us of a cancellation with more than one week of notice, but less than four weeks, you’ll receive a 50% credit to your ChampionsTX Account.  If you notify us of a cancellation with less than one week of notice, we will be unable to give a credit.  Requests to transfer camps must be received in writing two weeks before the camp start date (of which you are currently enrolled) to Camps@ChampionsTX.com to avoid the $35 transfer fee.  Request to transfer less than 24 hours before the start of camp will be charged for one day of camp in addition to the $35 transfer fee.  All transfers are subject to availability.   Makeups/refunds are not offered for missed camp days.

PARTY Policy:   Staff is hired based off the party package you book.  Once a date is secured no refunds or credits will be given.

FUN FRIDAYS & Events Policy:   If you notify us of a cancellation up to two weeks out from your scheduled date, you will receive a full credit to your ChampionsTX Account. If you notify us of a cancellation between 24 hours and 2 weeks out from your scheduled date, you will receive a 50% credit to your ChampionsTX Account.   If you notify us of a cancellation with less than 24 hours of notice, we will be unable to give a credit.  Request to transfer dates less than 24 hours before the start of camp will be charged a $10 transfer fee.  All transfers are subject to availability.   Makeups/refunds are not offered for missed days.

Cancellation Policy:  All tuition paid is non-refundable.  In order to drop from a class or program, we need written notice to your program director (listed below) by the 25th of the month BEFORE you want to drop. Because you have paid first and last month’s tuition, we won’t charge you the following month if you alert us by the 25th. This also allows us enough time to remove your upcoming automatic tuition charge before it posts and to contact wait-listers about enrollment.  (Ex:  Email the office by March 25th if you would like your last day to be April 30th.)  Teams are considered a full year commitment, so please consider your decision to join one of our higher level workouts carefully before accepting your team invitation.  You will be automatically dropped at the end of the school-year season (May).  You’ll receive an email at this point about which class we recommend you enroll in for next year and currently enrolled Champions will receive first priority of registration.

Immediate Drop Option:  In the event that your child sustains an injury that prevents them from participating (by Dr. orders) for an extended period of time, you can either continue to pay tuition for the class in order to hold your child’s spot, or you may request an “Immediate Drop of Enrollment”.  There is a $50 “fee” for the Immediate Drop.  We will calculate the amount of tuition paid including the months’ attended and last month, subtract the $50 fee and any balance remaining will be posted as a credit on your account.  The credit will be good for up to 6 months.   Example:  If your child breaks her arm on the monkey bars on Feb 15th, you can continue paying tuition to hold her spot so that she can return when healed and participate in the remaining gymnastics months and trophy day, or you can request an Immediate Drop.  Since you have paid February and May tuition already, we will take that total, subtract the “$50 immediate drop fee” and two weeks of tuition that she attended before breaking her arm, and give you a credit to your ChampionsTX for the balance.

Transferring Classes:  Let us help you find the PERFECT replacement spot for your Champion! Changes must be made through your program director. Please ask him/her if it is a good match and about availability before attending your desired new class. Your request will be processed if possible and an email or phone call will confirm.

 

GENERAL GUIDELINES

PARENT WATCH POLICY:  Parents are welcome to watch their child anytime in our parent watch area. However, for safety reasons and in order not to distract the students, siblings who aren’t enrolled should remain off the mats and equipment. There is a kids play area available for active toddlers. Please clean up toys and games after your children.  We also ask that all parents stay off the gym floor and any mats for safety/liability reasons if choosing to watch your athlete(s) as surfaces around the gym are uneven and athletes rotate around the gym. We also offer official parent watch days throughout the year, including an end-of-year award ceremony in May.

MISSED CLASSES: Class tuition reserves a spot in the class your child is enrolled in, and therefore tuition is not based on attendance.  If notified in advance of absences, make-ups can be arranged.  Call up to three days before you would like to do the makeup, so we can check if the classes have a spot.  If the class is full, you’ll have to check back in closer to the class to see if someone else is going to be missing.

MAKEUPS:  We are proud to be one of the few gyms to offer makeups! Make-ups must be scheduled with the office to ensure there is enough space and that we are keeping our coach:student ratios for great classes. Make-ups are for currently enrolled students only. If you drop, make-ups are forfeited.  Please alert the office that you will be missing your class by emailing your program director so that another child can makeup in your spot and any workout plans can be adjusted.  Make-ups must be done in classes of the same type.  There are no makeups for team workouts.  If you are absent for your make-up class, you do not get to reschedule without a 24 hr notice to our office.

CALENDAR & GYM CLOSINGS:  Follow the calendar at ChampionsTX.com/Calendar for closures and other dates. You do not pay for any planned closures, such as Winter Break, as they are not calculated into tuition.  ChampionsTX generally follows the school district decisions in the case of inclement weather.  Check Facebook.com/ChampionsTX for up to date weather closings.  Competitive teams follow separate schedules.

ARRIVAL / PICK-UP:  Be sure your student arrives 5 minutes before (no earlier please) his/her scheduled class time and please make sure your child takes care of water and bathroom needs before class so it doesn’t take away from their time.  To  ensure your child’s safety, upon arrival at ChampionsTX your athlete will wait in the parent watch area, kids waiting area, or designated athlete warm-up area until they are called out onto the gym floor for practice by a coach.  After your child’s class is over we ask that you come into the ChampionsTX gym for pick up to ensure that an adult is present and children are safely picked up. Please pick up your student on time.  A 10-minute grace period is permitted for occasional and unforeseen circumstances, but for parents who make picking up their child late a recurring issue (3+ times), a late fee will be assessed at a rate of $1.00 per minute for the amount of time exceeding the grace period.  We appreciate your regular and timely attendance. Instruct your student to wait at the cubbies.  Athletes should not be on gym mats or equipment except when it is their class time and a coach is accompanying them.  During peak times the parking lot is crowded. Please take into consideration that our students may include young children. Please drive slowly and carefully. Do not take a chance on your student running to and from your car. Thank you for your help with this.

BATHROOM/LOBBY:  Per WAYA policy, children under 6th can not be in the lobby area without a guardian.  Please bring water.

BEHAVIOR POLICY:   Champions works towards providing the best experience for all of our students.  With that in mind, it is important that our athletes meet certain behavioral expectations to promote the safety and well-being of their peers.  The program directors will give a verbal warning to any child who does not meet these expectations. If behavior persists directors reserve the right to deny or discontinue enrollment of any child who does not meet these expectations.

LOST AND FOUND:  ChampionsTX is not responsible for items left, lost or stolen at the gym.  We cannot guarantee the security of personal items left in cubbies during classes and we do not guarantee that items lost will be found.  Champions maintains a lost and found bin, and due to space constraints, we cannot keep items in the office.  Occasionally we will clear out the Lost and Found by donating the unclaimed items to charity (typically at the end of May, August, and December). Be sure all personal items are marked, as we will contact you if we find a lost item with a name.

FOOD POLICY:  Please do NOT bring any sort of nut product into the gym as a precaution for anyone in our building who has any type of nut allergy, no matter how severe.  Athletes are encouraged to bring a water bottle to every practice.

WHAT TO WEAR:  Students should be dressed in comfortable clothing that allows freedom of movement.  Hair should be pulled neatly and securely away from the face so that is out of the eyes.  Girl gymnasts typically wear a leotard.  Boys typically wear a t-shirt and athletic shorts.  Tumble and cheer students typically wear a fitted tank top and athletic shorts. Cheer students need to wear cheer shoes for safety in stunting.  The following are not appropriate for the gym:  jeans, belts, zippers, skirts, jewelry, gum, socks, footed tights.

CELL PHONES & MEDIA USE:  We encourage parents to bring iPads, gaming devices, toys or homework for siblings to use during class so they have something to do. Please keep in mind though that some devices can be a distraction to class and team practices, so all toys or media must be used with headphones or kept on silent. Please go downstairs for long phone conversations.

SICK POLICY:  Children need to be fever-free for a full 24 hours before coming to class. If they miss school due to illness, they shouldn’t attend Champions. If the child is experiencing heavy symptoms (severe runny nose/rattle cough), you may also want to consider doing a makeup class. If the child has a noticeable irregular rash or a coach notices lice, this may also be consideration for doing a makeup class. This is a safeguard for helping us all keep each other healthy and bug-free.

To read our detailed policies and procedures, including our discipline policy and emergency procedures, please email info@ChampionsTX.com and a copy will be sent to you.  If you have a question over any of our policies, please do not hesitate to email us for clarification.