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.

Elite Volleyball Club Code of Conduct
At Elite Volleyball Club, we are committed to fostering a safe, inclusive, and
positive environment where athletes can thrive — on and off the court. All
members of our community share in the responsibility to uphold these standards.
 ATHLETES’ CODE OF CONDUCT
As an Elite athlete, you are expected to:
Demonstrate Respect at all times — to teammates, coaches, referees,
opponents, volunteers, and club property. Uphold Sportsmanship, whether in competition or training, by playing fair,
working hard, and supporting others.
Take Ownership of Development by maintaining a positive attitude, being
open to feedback, and showing commitment.
Represent the Club with Integrity, both on and off the court, including
during travel, online, and in public.
 Follow the Playing Time Policy:
o 12U–14U: All athletes must start in either the first or second set; no
substitutions are allowed during these sets. Third set playing time is at
the coach’s discretion.
o 15U–18U: Playing time is based on attendance, attitude, work ethic,
team needs, and performance.
Use Respectful Communication with coaches. You are encouraged to
initiate conversations about playing time and development.
Refrain from Prohibited Substances — use or possession of drugs,
alcohol, or performance-enhancing substances is strictly forbidden.
Support Team Culture by staying positive, inclusive, and encouraging to
all members of the club.
PARENTS’ CODE OF CONDUCT
As a parent at Elite Volleyball Club, you play a critical role in shaping your child’s
experience. You are expected to:
 Model Positive Behavior, showing respect for coaches, referees, players,
and others at all times.
Promote Sportsmanship by emphasizing effort, teamwork, and personal
growth over winning or statistics.
 Support the Playing Time Policy:
o For 12U–14U, all players will start one of the first two sets.
o For 15U–18U, playing time is at the coach’s discretion based on set
criteria.
o Parents must not approach coaches about playing time. Players are
encouraged to speak with coaches directly in a respectful manner.
 Use the 24-Hour Rule before addressing any concern with coaching staff.
 Maintain Open, Respectful Communication — all concerns should be
expressed professionally and constructively.
 Respect the Role of Coaches in guiding development, tactics, and decision-
making during practices and competitions.
 Avoid Disruptive or Abusive Behavior — offensive language, aggressive
behavior, and unsportsmanlike conduct will not be tolerated.
 Uphold the Club’s Reputation at all events. Avoid any behavior —
including substance misuse or gambling — that could harm our community.
 Encourage Holistic Support, including your child’s physical, mental, and
emotional well-being.
 COACHES’ CODE OF CONDUCT
As a coach representing Elite Volleyball Club, you are expected to:
ï‚· Lead with Integrity, modeling the behaviors and values we expect of
athletes and families.
 Create a Positive and Inclusive Environment, ensuring every athlete feels
safe, respected, and challenged.
 Communicate Clearly and Respectfully with athletes and parents,
especially regarding development, expectations, and feedback.
 Apply Playing Time Policies Fairly based on age-group guidelines and
individual/team performance factors.
 Promote Skill Development and Teamwork, prioritizing long-term athlete
growth over short-term results.
 Maintain Professional Boundaries with players and families at all times.
 Respond Constructively to Concerns, and escalate issues when necessary
through appropriate club channels.
 Follow All Club, Provincial, and National Guidelines, including those of
Volleyball BC and Volleyball Canada.  Commit to Ongoing Learning, staying current with coaching best
practices, athlete safety, and sport ethics.
 Compliance & Accountability
By participating in Elite Volleyball Club activities, all athletes, parents, and
coaches agree to follow this Code of Conduct and support its enforcement.
Violations may result in disciplinary action, including suspension or removal from
club activities, at the discretion of the Club Director and/or governing bodies