The Code of Conduct is designed to promote the goals of the Nepean Artistic Swim Club (NASC)

Download the Code of Conduct

In our climate, we can have numerous days of inclement weather during the season. If the pool facility remains open, we endeavor to continue to provide pool time and coaching as usual. Ultimately, it is up to

the parents of our swimmers to decide if they feel it is safe to transport their child during periods of inclement weather.

If we are not able to provide a safe swimming environment for the swimmers by supplying sufficient coaches and/or lifeguards, the session will be cancelled. Families, athletes and coaches will be notified via EMAIL by a Board Member, Head Coach or Lead Coach if:

1.        Pool facility closes

2.        Club cancels practice

The club will also try to post on social media(Facebook, Instagram). However, as the prime communication is EMAIL, parents, athletes and swimmers should monitor email on a REGULAR basis when inclement weather has been forecasted .

The Club will endeavour to give at least 4 hours notice for practices in the afternoons and evenings and night before for early morning practices.

Sessions that are cancelled due to inclement weather will not be rescheduled, and no refunds will be given.

Download the Weather Cancellation Policy

Nepean Artistic Swim Club Weather Cancellation Policy – Last Update September, 2019

Purpose

Nepean Artistic Swim Club (NASC or the “Club”) has an ongoing commitment to its members and to all families and athletes that participate in any of the programs within our Club.  As a not-for-profit corporation, our annual fees for the Club programs are based on all anticipated costs, to be borne fairly and proportionately among members and participants.  As such, a commitment to participate in any of our programs also results in associated financial commitments.  These commitments are explained within this document by describing our Registration, Fee and Refund policies.

Registration

To be considered FULLY registered in one of the Club’s programs, participants must complete a three(3) step process:

1.        Register online by using the appropriate online forms on our website (https://nepeansynchro.com).

2.        Pay the fees described in the online registration. Fees due to complete registration are different for each of our programs, which is further outlined in this document.

3.        Complete the OAS H20 online registration and pay OAS fees in full at time of registration

Once a participant has completed these three steps, they are considered FULLY registered with the Club. No swimmer will be allowed to start their program until all online registration is complete and fees are paid.

Fees

Fees for all of our programs can vary from year to year due to a multitude of factors, which are, but not limited to:

• Cost of Pool Time

• Coaching Hours

• Ontario Artistic

• Swimming(OAS) Fees

• Number of athletes enrolled in any program to share joint expenses, such as accounting, lawyer and advertising costs.

• Number of athletes enrolled in a particular program to share expenses for that particular program, such as Head Coach and Lead Rec/Nov Coach salaries.

• Changes to provincial or national Employee rights, such as minimum wage

In addition to this information, below you can find more details on fees for each of our programs

Provincial and Regional Competitive (including AWD)

These programs have three (3) different fees: Commitment, Registration and Competition.

Commitment Fee

These programs require a $300 mandatory non-refundable Commitment Fee at the time of registration. An athlete will NOT be considered registered with Club until this fee is received. In addition, the athlete will not be eligible to attend the Club’s mandatory start-of-season training camp for their stream until payment is received.

Registration Fees

Once training camp and team selection is complete, the Board finalizes fees for these programs.

These fees include (but not limited too), for both team and extra routines:

• Club overhead costs

• Program overhead costs

• Pool costs

• Coaching costs

• Clothing costs

Invoices are usually sent out mid-late September and can be paid in two equal installments. This first 50% is usually due around October 1st, second 50% around December 1st.

The $300 Commitment Fee is considered part of the Registration Fee and is deducted from the amount owing for registration. For example, if the Registration Fee was $2000, the amount owing would be $1750.

Competition Fees

These fees, for the most part, cover the cost of competitions, but also a few other items and include, but not limited too:

• Meet Registration Fees

• Travel cost for away meets

• Hotel costs for athletes, coaches, travel coordinators and team parents

• Transportation costs such as bus rental

• Coaching fees at meet

• Team/Extra Routine and/or spacing suits

• Year End banquet tickets.

• Routine Suits

These fees are also collected over two (2) installments, 50% around February 1st and 50% around April 1st. The fees published for these at the beginning of the season are estimates, based on previous experience, type of travel, program and program age group. Should the estimate be too low at the end of the season, an additional invoice will be issued. Should the estimate be too high, a refund can be requested or the credit can be applied to next season. Detailed invoices will be provided as soon as possible once final meet costs are calculated.

Recreational (including AWD), Summer and Masters (including Comp and Rec)

NASC has an ongoing commitment to its members in its recreational programs. As a not-for-profit corporation, our annual fees for recreational swimmers are based on all anticipated costs, to be borne fairly and proportionately among members. As such, a commitment to swim also results in associated financial commitments. Specifically, the refund policy is as follows:

All recreational swimmers must register on-line and agree to all NASC waivers and permission forms prior to participating, as well as complete the OAS H20 online registration.

A non-refundable deposit of 50$ is due at time of registration. No swimmer will be allowed to start a class until all waivers are signed and payment has been accepted. Exceptions may be made if discussed ahead of time with the club treasurer.

For full-season recreational programs, 50% of the remaining cost will be invoiced in September prior to classes starting and the final 50% will be invoiced at the start of November.

The fees for 12-week programs and recreational summer synchro programs are non-refundable after the start of the program and will be invoiced in full (less registration deposit) in September before classes begin. The fees cover coaching and pool costs, and mandatory registration fees and insurance with Ontario Artistic Swimming.

The full season programs are between 1.5-4hrs per week. The fees for these programs include the routine suit and all gelling, hair and make-up supplies for the season end Watershow, coach and pool costs, mandatory registration fees and insurance with OAS. Full refund minus $100 administration costs will be given within the first 3 classes. 50% refund minus $100 administration costs will be given between the 3rd and 6th class. No refunds will be given after the 6th class.

Refunds will be given on a pro-rated basis for medical reasons, with proper documentation and on a case-by-case basis.

There are no refunds for canceled practices due to weather or pool cancellation. All efforts will be made if a class is canceled to make up the class. This will depend on pool availability and is not guaranteed. Classes missed by individual swimmers will not be able to be made-up as teams are all very unique in what is being practiced, depending on the levels and swimmers.

Late registrations will not be prorated.

Refunds

Provincial and Regional Competitive (including AWD)

There are no refunds for missed or canceled practices.

As previously mentioned, the Commitment Fee is non-refundable.

If an athlete chooses to withdraw up to and including August 31st, there are no further fees required, other than forfeiture of the aforementioned Commitment Fee. In addition, any financial commitments the Club has made on behalf of the athlete (including but not limited to travel, meet fees, routine suit, clothing) will be due immediately.

If an athlete chooses to withdraw due to an extraordinary circumstance (i.e., injury or serious illness) up to December 31st, an appeal can be made to the Board of Directors. Any refund will be determined at the discretion of the Board of Directors. There is no guarantee a refund will be granted. After December 31st, no fees will be refunded. In addition, any financial commitment the club has made on behalf of the athlete (including but not limited to travel, meet fees, routine suit, clothing will be immediately due.

In the case of any athlete being asked to leave the Club by decision of the Head Coach and Board of Directors, fees will be prorated up until December 31st. No refunds will be issued for decisions made after December 31st. In addition, any financial commitments the club has made on behalf of the athlete including, but not limited to, meet fees, travel costs and routine suit will be immediately due.

Recreational (including AWD), Summer and Masters (including Competitive and Recreational)

There are no refunds for missed or canceled practices. If a practice is canceled, all efforts will be made to make it up pending pool and coach availability.

Should the participant completely withdraw from the program for whatever reason, refunds will be given on a prorated basis for medical reasons, with proper documentation.

Late registrations will not be prorated.

Payment

Please be advised that all invoices will be issued and sent directly to you through our accounting system, QuickBooks. You will receive these documents via email with a secure link to view and process your payments.

Note: If you would like to inquire about alternative payment options. Please contact the Treasurer at treasurer@nepeansynchro.com.

Download our Fee and Refund Policy

Last Updated: June, 2026

Download our Anti-Bully Contract

Last Updated - September 2019

Injury Protocol

This protocol must be followed whenever an athlete has an injury which requires them to modify activity for

more than ONE WEEK or requires them to modify activity within the BLACKOUT PERIOD leading up to a competition.

Step 1: Seek professional advice and get them to fill out the Nepean Artistic Swim Club Functional Abilities Form (FAF), then hand it out to your coach(es). Ask for recommendations about what the athlete can do at/outside of the pool to help with recovery (ex. Specific exercise program, posture correction, find short term functional goals in accordance to a gradual progression of activity, etc.).

Step 2: Follow up on recommendations – athlete/parent must update coach(es) on progress once a week to ensure successful recovery and reintegration into practices.

Step 3: Increasing participation in practices based on successful recovery of injury and suggested timeline from medical professional (ex. Moving from on land activity, to in water activity out of pattern, to in water activity in pattern).

Step 4: Full return to practice with no restrictions. Athlete must pass a specific screening tool provided by their coach(es) and a signed note from their medical professional must be provided to reach stage 4, except where the note provided in step one includes a full timeline for recovery and the timeline has been met.

Notes regarding injuries during a blackout period:

If an injury occurs or continues into the blackout period, a meeting is required between parents, the athlete, team coach(es), a head coach and a board member to discuss the athlete’s participation in the upcoming meet.

If an athlete has not reached Step 4 within two weeks of the competition, the athlete will be scratched for the upcoming meet.

An exception may be made if an athlete is able to participate in >75% of regular training activities and has approval for participation in a competition by a medical professional. The final call will be made by the Head Coaching team and may involve partial participation in the competition (i.e. figures only).

Other notes:

The Head Coaching team has the right to make final decisions concerning an athletes’ participation in artistic swimming activities during and post-injury. It is the athlete and parent’s responsibility to inform coaches of injury as soon as possible so that the proper steps are taken to ensure maximum health of the athlete.

During injury, athletes are expected to attend ALL practices (either in the water or on land) unless otherwise advised by a medical professional. Exceptions may be made at the discretion of the Head Coaching team.

The Head Coaching team recognizes that each case is different and will take into account all factors before making any final decisions.

Medical Professional includes sports medicine doctors, physiotherapists, chiropractors, athletic therapists, massage therapists.

Download our Return to Sport Injury Protocol

Nepean Artistic Swim Club Return to Sport Injury Protocol – Last Update September, 2019

Nepean Artistic Swim Club recognizes mental health benefits and risks inherent to competitive sport. We strive to create a sport environment that is positive, task-oriented, and develops the mental strength and skills of our athletes. Similar to physical injury, mental health symptoms can impede training and cause unsafe training environments in a sport where athletes are at risk of injury when those around them cannot perform to the demands of training. NASC aims to support any athlete experiencing mental health challenges by supporting them to stay in sport as much as possible while working with appropriate health professionals towards recovery and management of symptoms.

While this protocol provides guidance for coaches and athletes, it does not constitute medical advice and athletes should follow the instructions of their doctor or another medical professional.

Definitions

Mental Health: a state of well-being in which the individual realizes their own abilities, can cope with the normal stresses of life, can work productively and fruitfully, and is able to make a contribution to his or her community (WHO).

Mental Illness: persistent and substantial deviation from normal functioning that impairs the ability to execute social roles and generates emotional suffering.

When to enact the MHRTS Protocol

•  The athlete has to sit out of portions of/ miss practice for mental health reasons for one week or more of practices

• The athlete discloses suicidal ideation

• The coach notices unexplained behaviour change in the athlete for 2+ weeks (ex. mood, energy, significant weight gain or loss, significant drop in performance and/or athleticism), or observes evidence of self-harm behaviours in the athlete

Download out Mental Health Return to Sport Protocol

Last Updated November 2023

Download our Competitive/Novice Team Commitment Agreement

Download our Discipline and Appeal Policy

Last Updated September, 2019