- Programs – Refunds will be given up to 3 working days before the program start date. There will be a $5 admin fee per program. No refund will be given after these dates.
- Camps – Refunds will be given up to 1 week before the camp start date. There will be a $10 admin fee per camp. No refund will be given after these dates.
- Removal by Society – In the rare case that a student is removed from a program or camp by the society due to some conflict, a pro-rated refund will be given at the discretion of the Executive Director.
- Mandatory Closures – There may be the rare event of mandatory program or camp closures due to school district or government mandates. The policy in this case is as follows. For programs or camps that have begun, we will provide a pro-rated credit to your Amilia account. For programs or camps that have NOT begun, we will provide a full refund using the same method of payment used upon registration (ex: credit card).
- Processing Time – Please note that refunds can take anywhere between 3-5 business days to appear back on your credit card.
- Notifications – We will notify all participants of program cancellations via email and/or phone latest by 4pm of day of program.
- Snow Days and Unforeseen Events – Please note that all programs will be cancelled on school district snow days. For other unforeseen events such as poor weather, school emergency, school district priority, and such, our programs could potentially be cancelled. For the above cancellations, we will not provide a credit or refund.
- Make Up Classes – In case of unforeseen cancellations, we will try our best to make up the missed class time by extending class time or adding additional classes.
- Low Registrations – Programs that have lower than required registration numbers will be cancelled. In such events, a full refund will be provided.
Bullying and Behaviour Expectations
- Bullying – We have a zero-tolerance policy for bullying.
- Participation – Students are expected to do their best in participating in all activities.
- Safety and Listening – Students are expected to listen to instructors and follow program or camp instructions/rules. Students are expected to exhibit safe behaviour.
- Physical Contact – Students are to keep their hands to themselves, no fighting, punching, kicking, etc.
- Inclusivity – Students are expected to treat everyone with respect and do their best to be inclusive.
- Incident Reports or Daily Manager’s Report – Negative behaviour will be recorded and a verbal or written notice will be given to parents.
- 3 Strike System – The 3 strike system will give students and their parents warnings about unacceptable behaviour. This should encourage improvement in their behaviour. If this system does not work for the student, they will be removed from the program or camp.
- Extreme Cases – In the case of extremely dangerous or unacceptable behaviour, the child may be instantly removed from the program or camp at the Supervisor and Executive Director’s discretion. A pro-rated refund may be provided in these scenarios at the Executive Director’s discretion.
- Intentionally Damaging Equipment/Facilities – Student(s) who intentionally damage equipment or facilities will be removed from the program or camp.
Student Drop-off and Pickup
- Alternate Pickup – Only people listed in the Amilia Alternate Pickup Form during registration are permitted to pick up program or camp participants.
- Permission to Walk Home – For students to walk home alone, the Amilia Walk Home Permission Form must be filled out during registration. Otherwise, the student must be picked up from the program or camp by an approved parent/guardian or alternate pickup.
- Timeliness – Students are expected to be dropped off on-time and picked up on-time. Continued failure to drop off or pick up students on-time will result in an extra charge or removal from the program or camp.
- Program Drop-off – Students must be dropped off at the program doors by an adult and attendance will be taken by the instructor.
- Program Pickup – Student must be picked up at the program doors unless they have permission to walk home.
- Camp Drop-off – Students must be dropped off at the camp doors and signed in by an adult.
- Camp Pickup – Student must be picked up at the camp doors and signed out by an adult.
Summer Camp Field Trips
- Forms – Field trip forms will be emailed to parents a week prior to the camp start date. These must be filled out and brought to the first day of camp. Students who are missing their forms will not be allowed to attend.
- Forms for Students in Care – It is the responsibility of the guardians to get the required forms filled out by the appropriate ministry representatives and brought to the first day of camp.
- Parent Attendance – Parents are not permitted to attend field trips unless they are specifically required to assist or support their child. Parents are expected and responsible for providing their Criminal Record Check to the Supervisor of said camp.
- Gear and Supplies – Students are expected to dress accordingly for field trips and have all necessary supplies (raincoat, sunscreen, proper shoes, hat, lunch, etc).
- Cancellations – In case of a field trip cancellation, refunds will not be issued however a special activity will replace the field trip.
- Departure Time & Absentees – Field trips generally require transportation by bus, therefore we will not wait for late arrivals. The bus will leave for the field trip as scheduled.
- Return Time – Every effort will be made to arrive at the camp location on time. Should our bus be running late, a Supervisor will notify parents of the time delay at the camp location. Parents will be notified by an email as well.
- Spending Money and Buying Food – Students are permitted to bring money for food and snacks during field trips. Students are solely responsible for their money. ACSS does not take any responsibility for lost or misplaced money.
- Supervision and Ratios – Our student to instructor ratio will be 6-8 students per instructor. Students will be in their small groups during the field trips. Mandatory numerous head counts will be done throughout the day. ACSS staff will be provided with highly visible staff t-shirts to be easily recognizable by the students.
- If Sick then Stay Home – If your child is sick, then please do not bring them to our programs.
- Sickness Policy – ACSS reserves the right to send a student(s) home from the program or camp if they exhibit fever, cold, mucus (runny nose), phlegm (cough), throwing up, diarrhea, other symptoms, cannot participate comfortably in activities, require more care than instructors can provide.
- Returning to Program – We require a child to be symptom-free for 24 hours before returning to our programs or camps. Symptoms typically covered under this rule include vomiting, diarrhea, rash, persistent cough, fever, and contagious conditions such as head lice or pink eye.
- Notification – A notification email will be sent to all parents in case a student with a contagious illness attends a program or camp.
- EA/Support – To best support students with designations, we must be informed of those designations in the medical notes portion of the Amilia registration. If the student has designated daily support or if ACSS deems the child as needing support in our programs or camps, then it is the responsibility of the parent or guardian to provide that support. We reserve the right to remove student(s) to whom we cannot provide the necessary resources for.
- Medical Release Checkbox – Participation in programs or camps requires the acceptance of our medical release agreement/policy.
- Incident Reports – Incident reports will track all major medical incidents. For minor medical incidents (scraped knee, cut on finger, etc), a manager’s daily report will be kept.
- 911 – In case of major incident requiring professional medical aid, 911 will be called and their instructions will be followed. Please note that all of our instructors are required to have CPR C and First Aid.
Technology in Programs, Camps, and Field Trips
- Phones – Phones are only permitted for instructors and only for program needs. No phones or other devices are allowed for participants in programs or camps. Using prohibited technology will result in it being confiscated by the ACSS staff.
- Technology Programs – No food or drinks are permitted near equipment and students are to treat equipment with a high degree of respect. Students who intentionally cause damage to equipment will be automatically removed from the program.
Registration and Waitlists
- Online Registration – All registration is to be done online only. If assistance is needed, please contact our office at firstname.lastname@example.org or 604-853-2221.
- Reserving Spots – We do not offer reserved spots in programs or camps.
- Age Restrictions – Children must fall within the age restriction(s) of the programs or camps.
- Non-Registered Participants – Only registered persons are allowed to participate in our programs.
- Family Programs – For programs that require both an adult and student registration together, please note that only the registered adult is permitted to attend. In the case that the adult is no longer able to attend the program, their registration may be replaced with another adult’s registration for the remainder of the program. This process can only be done once. Please contact the office to have this done.
- Drop Off Programs – On the first day of drop off programs, adults are welcome to stay for 10 minutes on the sidelines to ensure that the student is comfortable in the program. For sport programs in the gymnasium, adults are welcome to watch from the sidelines if there is seating available, but please no coaching from the sidelines. For all other types of programs, we ask that you to please drop off and pick up your student at the appropriate times.
- Waitlists – When space become available in our programs or camps, the office will notify client(s) on the waitlist via email.
Instructors, Volunteers, and Guest Visitors
- Staff – All ACSS instructors are required to obtain CPR C, First Aid, and a Criminal Record Check. Our staff predominantly consist of university students pursuing careers in Education, Social Work, or similar fields, but not limited to. We strive to hire staff with skillsets that complement our programs.
- Volunteers – Our programs and camps may have volunteers. Volunteers over the age of 19 are required to submit their Criminal Record Check to ACSS. Volunteers are never left alone with student(s).
- Guest Visitors – Occasionally, ACSS programs and camps will include visits from guests or other organizations.
- Program and Camp Ratios – Programs with 12 or less students have 1 instructor, programs with 13-20 students have 2 instructors. Above 20 students, there will be 3 or more instructors. Summer camp field trips have 1 instructor for every 6-8 students.
Program, Camp, Event, and Registration Dates
- Fall Session – October – December, registration opens August 1st.
- Winter Session – January – March, registration opens December 1st.
- Spring Session – April – June, registration opens March 1st.
- Summer Camps – July – August, registration opens April 1st.
- Winter and Spring Camps – Registration dates TBD. Stay tuned…
- Please note that these dates are subject to change. Keep updated through our website, Facebook, and Instagram!
Lost and Found
- Programs – All lost and found items left behind in programs will be taken by the instructor and brought back to class for the following session. If no one claims the items, they will be placed in the school’s lost and found bin. It is the parent’s or guardian’s responsibility to connect with the instructor regarding lost and found items.
- Camps – All lost and found items will be announced daily. If no one claims the items by the end of the final week of camps, they will be donated to a nonprofit. It is the parent’s or guardian’s responsibility to connect with the instructor regarding lost and found items.
Photos and Social Media
- Taking pictures during programs is only permitted for ACSS Staff. ACSS will only feature photographs of students who have given ACSS and community partners photo release permission. Our social media includes Facebook, Instagram, brochures, flyers, and our website.