Privacy Policy

General Refund Policy

1. Cancellation Prior to Program Start

If a parent/player requests to cancel before the start of a program, they may choose:

  • Full Credit toward a future Elite program (transferable to any family member on the account), or

  • Refund to the original payment method, minus:

    • 20% administration fee

    • 5% credit card processing fee (non-refundable)

2. Cancellation After Program Has Started

If a cancellation request is made after the program has begun but before 50% completion:

  • A pro-rated refund will be issued for the remaining sessions

  • A 20% administration fee will be deducted

  • The 5% credit card processing fee is non-refundable

Note: No refunds will be issued after 50% of the program is completed.

3. Club Team Registration Fees

  • Once a player has committed, no refunds will be issued for Club Team registration fees.

  • Exceptions may be made in extenuating circumstances, at the discretion of the Club and handled on a case-by-case basis.

 

Inclement Weather & Facility Closure Policy – Indoor Volleyball

  • Sessions will only be cancelled if the facility is closed.

  • If the facility is open, sessions will proceed as scheduled.

  • If a session is cancelled:

    • The Club will make every effort to schedule a make-up session.

    • If a make-up is not possible, a credit or refund will be offered.

Refund or credit amounts will be based on recoverable costs, and a breakdown of those costs will be provided.
The 5% credit card processing fee is non-refundable.

Bullying is not an acceptable behaviour towards anyone at Elite Volleyball Club including children/coaches/volunteers/parents and will not be tolerated.

Anyone found to be bullying others will be dealt with seriously both in regards to the behaviour exhibited and reasons for the behaviour.

Actions to be taken when bullying takes place:

Any bullying incident will be dealt with immediately by the team manager/coach/Club Executive members.

Complaints will be recorded and separate discussions will be conducted with victim and alleged bully to ensure both perspectives are considered. Witnesses may also be consulted.

If players are involved, parents will be notified of the situation and informed of consequences.

The coach(es)/manager(s)/Club Executive will decide on the sanction to be levied and include: verbal warning, written warning, temporary ban from practices or tournaments, permanent ban from the Club.

Texting, Email and Similar Electronic Communications

If it is necessary for a coach or staff member to send a direct text message or email to a player, the following guidelines must be followed:

A parent (or guardian) must be copied

It must be signed so it is clear as to whom or what organization is sending the message. Just using the number or email address for identification is not sufficient.

It should be non-personal and for the purpose of communicating information about team activities

It should never include or contain offensive, sexual or inappropriate language or photos

The time of day and the number of messages sent should be considered

Records should be kept of every coach’s current cell number and email accounts

When a player feels the need to text or email a coach or staff member, the following guidelines must be followed:

A parent (or guardian) must be copied

It should be sent only with information regarding the organization or team or club activities

Social Media (Facebook, Twitter, Blogs and Similar Sites)

Coaches are not to have contact with players on any social media site.

Players are never to post pictures of other club members or players that can be hurtful or embarrassing or without their permission.

The use of any device of recording or transmitting visual images is strictly prohibited in showers, restrooms, changing rooms or other areas where participants expect privacy.

Protecting the identity and privacy of all Elite players is required.

Do not post names, photos or identifying information at any time.

Social media sites should not be used to abuse or criticize the organization, members or players.

At Elite Volleyball Club, we are dedicated to fostering a safe, inclusive, and positive environment that supports the development and growth of all athletes.

General Conduct

All parents and players are expected to conduct themselves responsibly at all times. This includes upholding the core values of fair play, integrity, open and respectful communication, and mutual respect for others.

Role of Parents

Parents are expected to model positive behavior both on and off the court. They are responsible for encouraging their child to do the same and for ensuring their child maintains a respectful and constructive attitude throughout all club activities.

Respect for Others

All individuals—including players, coaches, team managers, officials, volunteers, and any club-related property—must be treated with dignity and respect. Any form of offensive, profane, sexist, racist, or abusive behavior will not be tolerated.

Sportsmanship

Parents should promote and reinforce the importance of sportsmanship, teamwork, effort, respect for others, and the value of skill development. Recognition should be focused on positive behaviors and fair play.

Playing Time Policy

  • 12U–14U: All players listed on the official scoresheet must start in either the first or second set. Substitutions are not permitted during these two sets. Playing time during the third set is determined solely at the discretion of the coaching staff.

  • 15U–18U: Playing time is determined by the coaching staff based on multiple factors, which may include but are not limited to: attendance, attitude, work ethic, team needs by position, and overall performance. Players are encouraged to initiate respectful conversations with their coaches to discuss their development and opportunities for increased court time. Parents are asked not to engage coaches in discussions regarding playing time.

Communication Protocol

Should a parent or player wish to address a concern or incident involving a coach, a 24-hour waiting period is required before making contact. All communications must be conducted respectfully and professionally.

Parental Expectations

Parents should set realistic and constructive expectations for their child, prioritizing personal growth, learning, and enjoyment of the sport over competition or results.

Support & Well-Being

Parents are encouraged to actively support their child’s physical and mental well-being, development, and health, while recognizing and respecting the authority of the coaching staff in matters related to on-court instruction and performance.

Prohibited Substances

The possession, use, or distribution of alcohol, drugs, or performance-enhancing substances by parents or players is strictly prohibited in any Elite Volleyball Club context or setting.

Club Reputation

Parents and players are expected to refrain from any behavior that could harm the reputation of the club. This includes, but is not limited to, the misuse of alcohol, non-medical drug use, or any form of gambling.

Compliance

By participating in the Elite Volleyball Club, all parents and players agree to uphold this Code of Conduct and to support its enforcement among others. Adherence to the standards and policies of Elite Volleyball Club, Volleyball BC, and Volleyball Canada is mandatory.