Refund Policy

Program Cancellation & Refunds

Key Terms

• Processing Fee: $10 non-refundable administrative fee
• Hardship Documentation: The Parks and Recreation Department defines a hardship as a medical issue limiting program or camp participation, moving out of the service area, or family legal issues. Documentation must be submitted within the timelines outlined below for refund consideration.
• Halfway Point: 50% of scheduled program days or classes completed

Short-term Program (meets once or twice for under 3 hours per meeting)

Refund Eligibility Based on Cancellation Timing

• 7+ days before start of program: Refund issued minus $10 processing fee
• 6 days or fewer before start of program: No refund unless hardship documentation is provided
• After program starts: Hardship documentation must be submitted before the halfway point for refund consideration

Series Programming (meets three or more times for under 3 hours per meeting)

Refund Eligibility Based on Cancellation Timing

• 7+ days before start of program: Refund issued minus $10 processing fee
• 6 days or fewer before start of program: Refund minus $10 processing fee and cost of one program day, unless hardship documentation is provided
• After program starts: No refund unless hardship documentation is provided before the halfway point; refunds are prorated for remaining classes only

Special Event (one-time event lasting more than 3 hours)

Refund Eligibility Based on Cancellation Timing

• 7+ days before start of event: Refund issued minus $10 processing fee
• 6 days or fewer before event: No refund unless hardship documentation is provided
• After the event: Hardship documentation must be submitted within 7 days of the event for refund consideration

 Trips (any program that includes transportation, excluding trips that include a ticketed event)

Refund Eligibility Based on Cancellation Timing

• 7+ days before trip: Refund issued minus $10 processing fee
• 6 days or fewer before trip: No refund unless hardship documentation is provided
• After trip begins: Hardship documentation must be submitted before the halfway point for refund consideration

Camps (Summer & School-Year Camps)

Refund Eligibility Based on Cancellation Timing

• 7+ days before camp starts: Refund issued minus deposit
• 6 days or fewer before start through first day of camp: Refund issued minus deposit and cost of one camp day
• Within 6 days with documented hardship: Refund may be considered minus deposit
• After camp starts: No refunds; hardship documentation must be submitted before the halfway point for consideration

Leagues (programs requiring multiple teams)

Refund Eligibility Based on Cancellation Timing

• 7+ days before league starts: Refund issued minus $10 processing fee
• 6 days or fewer before start: Refund minus $10 processing fee and cost of one program day, unless hardship documentation is provided
• After league starts: No refund unless hardship documentation is provided before the halfway point

Additional Notes

Transfers to another program may be requested when space is available. To initiate a transfer, please contact staff for your current enrollment.

To maintain program viability, transfers are not permitted if the transfer would cause the original program to fall below minimum enrollment and the vacated spot cannot be filled.

Step 1: Is a Transfer Possible?

• Transfer is allowed: Space is available in the requested program
• Transfer is not allowed: Transfer would cause current program to fall below minimum enrollment and the spot cannot be filled
• Transfer is not allowed: Program is a non-refundable item (drop-in, membership, pass, card, ticket)

Step 2: When Is the Transfer Requested?

Refund Eligibility Based on Cancellation Timing

• More than 72 hours before program start: Transfer allowed; $10 transaction fee applies
• Within 72 hours of program start: Transfer allowed; $10 transaction fee plus prorated cost of first class
• After program has begun: Transfer only considered for documented hardship

Step 3: Fees, Proration & Price Differences

Transfer Fees and Timing Guidelines

• Any approved transfer: $10 transaction fee
• Paid and outstanding balances: Prorated at time of transfer
• Camp transfer initiated less than 7 days before start: Price difference is non-refundable
• Program transfer initiated 72 hours or less before start: Price difference is non-refundable
• Transfer approved after program start (hardship only):  Adjustment prorated; deposits are non-refundable

Step 4: Transfers After a Program Begins (Hardship Only)

Requirements

• Eligible hardships: Medical issues limiting participation, relocation outside the service area, or family legal issues
• Documentation deadline: Must be submitted before the halfway point of the program
• Refund/credit: Prorated for remaining classes only; deposits not refunded

Important Transfer Notes

• Transfers are not guaranteed and depend on space and program viability.
• All transfer requests must be initiated by contacting staff for the current enrollment.
• Price differences resulting from late transfers may result in no refund.
• Non-refundable items are never eligible for transfer.

Requests to join a program, camp, or activity after registration has closed are not guaranteed and will be considered on a case-by-case basis.

How to Request Late Registration

1. Contact the Program Coordinator for the desired program, camp, or activity.

2. Provide the participant’s name, age, and the program you wish to join.

3. Await confirmation before attending or participating. Do not attend until approval is granted.

Approval Requirements

Late registration requests must be approved by the Program Coordinator and are subject to the following conditions:

• Staff availability: Adequate staffing must be in place to safely support additional participants.
• Space availability: Facility capacity limits must allow for additional enrollment.
• Safety considerations: Safety is the primary deciding factor in all late registration decisions.
• Program supplies and equipment: Availability of required materials, uniforms, equipment, or supplies may affect approval.

Additional Conditions

• Late registrations may be denied if approval would impact program quality, supervision ratios, or participant safety.
• Approval may be limited to certain dates or sessions, depending on the program structure.
• Fees must be paid in full prior to participation once approval is granted.
• Late registrations are subject to all existing cancellation, transfer, and refund policies.

Important Notes

• Approval is not automatic and may not be possible for all programs.
• Drop-in programs, memberships, passes, and tickets are not eligible for late registration.
• Staff decisions regarding late registration are final.