As a member club of Swim Alberta, the Edson Orcas are required to abide by Swim Alberta policies. Please take a moment to familiarize yourself with these policies here:

By-Laws & Policies - Swim Alberta

In addition to Swim Alberta policies, the Edson Orcas Swim Club has club specific policies as listed below:

1. Refund Policy

All withdrawal requests must be submitted in writing to the registrar edsonorcasregistrar@gmail.com. Registrar will forward to treasurer, president and coach.

Withdrawal notices received before September 30 will become effective immediately. 

Withdrawals notices received between October 1 and December 1 will take effect January 1 and monthly payments will continue until December 31.

The final deadline for written withdrawal notice is December 1. Withdrawals requested after December 1 will not be eligible for any refund.

All withdrawals will incur a $50 admin fee. Swim Alberta insurance is not refundable for any withdrawal.

Exceptions may be considered at the discretion of the board of directors for medical or other extenuating circumstances.

If a swimmer wishes to return to the club after a withdrawal, this will be at coach/board discretion.

2. Changes to registration 

A $50 admin fee will be applied if parents make changes to volunteer commitment level after registration. Changes will only be accepted until September 30. 

Changes to swim groups can occur at any time during the season, only at coach discretion pending available space. Billing will be prorated if change occurs mid- month. Change in volunteer credit will be calculated from the beginning of the next month.

3. Billing

Swim fees are payable in monthly installments only. Billing will occur on the first of each month and will be charged to the credit card on the account. An email will be sent by the 5th of the month if payment was unsuccessful.

Late fee of $10 will be applied to the account if the monthly balance is not paid by the 15th of the month.

If monthly fee is not received by the last day of the month, swimmers will not be permitted to swim until payment is made

Multi Swimmer Discount: Full price will be paid for the most expensive registration and all subsequent registrations in the family will receive a 5% discount.

4. Volunteer Commitment

Families cannot reduce swim fees any further than the specified volunteer amounts. Any extra fundraising goes towards general club expenses unless an email is sent to the volunteer coordinator specifying which family should receive the volunteer credit. For anyone wishing to transfer their volunteer credit to another swimmer, an email must be sent to the volunteer coordinator indicating who is to receive the credit. A separate email must be sent for each individual fundraiser and must be sent within 2 weeks of the closing date of the fundraising event.

If a swimmer withdraws from the program, volunteer credit will be prorated based on the number of months of participation. The swimmer remains responsible for fulfilling the adjusted volunteer requirement or opting to pay out the remaining balance.

Each fundraiser profit will be split with 60% to parents and 40% to the club.

Corporate sponsorship donations obtained by swim families for the Edson Orcas Swim Club will receive 50% volunteer credit. Only monetary corporate sponsorship donations of $100 or more are eligible for volunteer credit. Donations of items, discounts etc, while greatly appreciated, do not qualify for swimmer volunteer credit. 

5. Mandatory Volunteer Requirements

All families are required to participate in mandatory volunteer events each season. These events are mandatory for at least 1 adult to attend, even if you choose NO fundraising/volunteer option when registering. Please note a $100 fee will be applied for failure to attend EACH required shift.

These mandatory events are:

Bottle Drive – September/October (1 adult per family)

Home meets your swimmer participates in (1 shift/swimmer)

*A shift is determined based on the format of the meet. If the meet is an all-day meet, a shift constitutes the responsibilities covered throughout the day. If the meet is split into aged sessions, 1 shift constitutes the responsibilities covered throughout 2 half-day sessions.

Parents/guardians are responsible for providing the following contributions for home swim meets:

Fall Meet: $30 per family toward the swimmer basket raffle

Spring Meet: $25 per family toward the hospitality room

Fundraising families will receive $25 volunteer credit for each shift they work for home swim meets (including the mandatory shift) to put towards their volunteer commitment for the season.

Stroke and Turn positions require additional courses and training and will earn $50/shift towards volunteer credit.

This volunteer credit does not apply to volunteering at away meets.

6. Swim practice cancellation

There will be no swimming on school breaks (Fall Break, Teachers Convention, Spring Break, Christmas Break) and stat holidays. Swim practices will still run as scheduled when buses are cancelled. If swim practice needs to be cancelled for any reason, parents will be notified but make up practices/refunds will not be offered.

7. Swim Meets

Parents will be invoiced within a week prior to a swim meet and be billed on the Wednesday prior to the swim meet. Host clubs will be paid prior to the swim meet.

A swimmer may not register for another swim meet if the previous meet fees are not paid.

Refunds are only permitted if requested by the meet scratch date, which is listed in each meet package, Withdrawal requests must be submitted by email to the coach and treasurer.  

Only scratches accompanied by a medical note may be eligible for refund after the scratch date.

Please refer to individual meet packages for scratch dates.

Swimmers must be actively registered with the club to attend swim meets. Swimmers who withdraw, or choose not to continue for a subsequent session, are no longer eligible to participate, effective immediately upon withdrawal or at the end of their current session.

We require a minimum of 6 swimmers to attend a swim meet (with the exception of Festivals, Provincials, and Championships).