Policy For Parents

We require all parents/guardians to read and agree the below policies before allowing their child to join Jays Gymnastics. 

In order to protect the welfare of children within our club, as well as the staff, coaches, parents, volunteers and members we have set out our club rules inline with British Gymnastics guidelines.

More information can be obtained from the British Gymnastics website british-gymnastics.org. We ask that you agree to the rules outlined below when registering with the club as part of the membership process.

The term ‘Club’ refers to all aspects of Jays Gymnastics Limited.

We require everyone within the club to observe the following.

Please note that everything listed below is for the safety and wellbeing or your child and all the children in our care during, before and immediately after class times.

• Please ensure that your child understands the Clubs Gymnasts Code of Conduct Policy and adheres to it. 
• Please ensure that your child understands about good ‘sportsmanship’ and the need to support and show courtesy to others.
• Please set an example by supporting your child and other gymnasts if you choose to remain onsite. See section referring to spectating, exceptional circumstances or previously arranged parental support. We also provide our rules on spectating within your introductory ‘Trial’ email.
• Please ensure that your child remains under the supervision of the coach during their class. This will help them to focus on their gymnastics, their peers and in particular their safety.
• Please assist your child to remain focused by not distracting them, examples being removing them early from class or speaking to them unnecessarily. If there is an emergency and you need your child to leave early, then we ask that you get the attention of the Head Coach who will of course support you. 
• Please ensure that your child is prepared for their class by arriving on time & having the correct kit, removing jewellery etc. Please see the Clubs Gymnasts Code of Conduct Policy.
• Please do not attend if your child is sick. Gymnasts should not train if they are not fit to do so.
• Please note it is not club policy to issue any refunds for absenteeism. Please see section on Refunds.
• All medical requirements must be declared at point of registration. Please ensure all medication such as inhalers or epi pens are clearly marked with the gymnast’s name and handed to the head coach at point of drop off or when you leave the premises. 
• Please ensure that all information we have on file is accurate and up to date and if anything changes you must inform us immediately. You must not allow your child to attend class without up-to-date emergency contact and medical information.
• Photography and Videography is strictly regulated, please see the clubs Photography and Videography Policy and the clubs Social Media Policy.
• To protect you and your child online, British Gymnastics provides the following guidance;  please do not allow your child to ask their coach, judge, helper/volunteer or club official to be their social networking site friend.
• Club coaches may refuse admittance to any gymnast arriving late on the grounds of safety reasons. We hold ‘warm-up’ sessions at the start of each class and failure to arrive on time may mean your child is not adequately fit enough to participate in the lesson. Allowing your child to participate without an adequate ‘warm-up’ session is in direct contravention of BG guidelines and therefore renders the clubs and your child’s personal insurance invalid.
• We will not allow children to leave the hall or to become distracted during ‘warm-up’, we ask that you recognise the importance of a good ‘warm-up’ session and support your child’s coach in ensuring they take this seriously.
• Coaches can not accompany your child to the toilet however we will allow them to go alone, if you do not want your child to go alone please remain close by to accompany them yourself. The toilet is located within the same building as the gymnasium and is clearly marked. We will never allow children to leave the building for any reasons unless accompanied by yourself (parent) or member of coaching staff. 
• Gymnasts will not be allowed to leave the premises at the end of their class without their parent or appropriate adult collecting them from the main exit. If you have arranged collection for your child by another parent or relative and we do not know or recognise them, then we will not allow the gymnast to leave with them. You must inform the head coach before the lesson starts that someone else will be collecting them. We do not insist you stay onsite but we do need to know who is collecting the gymnast at the end of the lesson.
• Jays Gymnastics Limited will not be held responsible for any lost or stolen items. We request that all items such as clothing, bags, water bottles etc are marked with the gymnast’s name and valuable items such as mobile phones, smart watches and jewellery are left at home.
• Jays Gymnastics Limited accepts no responsibility for damage to personal property such as cars, scooters, bikes etc when on site or personal injury sustained onsite. You use the school’s premises with respect and park vehicles in the carpark at your own risk. Please do not leave your vehicles unattended on site.
• The school’s carpark is for our use only during our operational hours. We do not have permission for its use out of these times. 
• Parents should speak with the Head Coach Tracie Jay if they are concerned about any coaching or developmental matters. tracie.jay@jaysgymnastics.co.uk
• All questions, concerns or complaints should be directed to Ryan Condon (Club Manager) – ryan.condon@jaysgymnastics.co.uk

Fees & Charges;

• Jays Gymnastics operates a membership-based pricing system for your child as a member of the club. 
• We charge one annual membership fee - which includes your gymnast’s affiliation cost to our governing body British Gymnastics, the cost of your gymnast’s annual personal insurance policy and the cost of your gymnast’s annual registration with Jays Gymnastics Limited. This has to be renewed annually every September.
• And we charge a monthly class fee (subscription). This is one flat fee for each class your gymnast attends.
• All fees are discussed with you before you join so you’re clear what it is you’re expected to pay and when. We allow you a chance to ask any questions before you make any financial commitments.
• We offer the first lesson as a free trial lesson to ensure you are happy with the operational elements of the club before you join.
• We do not accept cash payments.
• We do not accept part payments.
• We do not have pay-as-you go options.
• We have an easy-to-use online payment process.
• All classes have to be paid for in advance by midnight on the 1st of each month.
• When joining, your annual registration fee and monthly class fee has to be paid in full at least 24 hours before the start of your child’s first class (not including your trial lesson).
• All ongoing monthly class fees need to have been paid on the 1st of each calendar month. We recommend setting up a direct debit to avoid forgetting or relying on reminders.
• Our annual membership fee needs to be paid to us no later than the 1st of October. Your invoice for this will be sent to you at the end of September every year for as long as you remain a valid member of the club. 
• Your agreed monthly class fee will not change regardless of the month being a four-week or five-week month. We believe this advantage for you mitigates against classes missed due to family holidays or absenteeism etc.
• If your gymnast fails to attend at least 50% of their scheduled classes within a two-month period without a pre-agreed valid reason, then this may result in your gymnasts’ space being offered to another on the waiting list and them being removed from the club. We reserve the right to do this without warning. We also reserve the right to treat each scenario on its own individual merit.
• Our monthly class fee is not a contract and you’re free to cancel at any time however if you do, we do not provide refunds – see refund section. And your gymnast’s space will be offered to someone else.
• We will send all ‘live’ members a personal invoice that will include a breakdown of costs for annual registration fees and monthly class fees.
• There is a requirement for all club members to become a member of British Gymnastics. Becoming a member of British Gymnastics will ensure your child is fully insured as a gymnast. As a parent, failure to do this will mean your child cannot train, participate or compete in any BG gymnastic clubs including Jays Gymnastics Limited. Please note that you will be informed, within your annual invoice, of any deadlines/dates for registrations/membership payments.
• Parents are responsible to ensure that all payments of training fees, membership fees, competition fees & annual insurances are paid on time. Failure to do so will mean your child will not be able to participate or train within the club.
• Registration with British Gymnastics and confirmation of your gymnast’s insurance policy with them has to be completed before their 2nd lesson with us. It is the parents responsibility to ensure this happens and all instructions on how to do this is provided within your welcome email.
• You will be expected to pay all relevant registration fees to Jays Gymnastics Limited, and we will pay the correct bodies on your behalf, you will be expected to complete all personal details online yourselves. 
• Please note that the annual membership fee is in addition to your monthly class subscription fee. The annual membership fee has to be renewed every September.
• All monthly invoices will be sent (via email) on the last working day of the month. All invoices have to be paid online via direct debit or manual card payment before midnight on the 1st of each month. Failure to make payment will result in your gymnasts’ space being given to someone on our waiting list and them being removed from the club.
• There is a £5 'late payment fee' for all late or failed payments that exceed 7 days from the above listed deadline.
• There is a £10 'late payment fee' for all late or failed payments that exceed 14 days from the above listed deadline.
• You must report any problems or disputes in payment, to us, before their first class of the month so we can resolve it for you. Failure to communicate with us will result in your gymnast being removed from the club and their space being offered to someone else. No refund will be offered.
• We operate every week of the year. The only exception being two weeks over the Christmas period – This will be communicated every year. We ensure your December invoice is class fee reflected this way. 
• We are closed on Bank Holidays.

Refunds;

In short, it is NOT the policy of Jays Gymnastics Limited to offer refunds. Please see below exceptions or expansions;

• It is not the policy of Jays Gymnastics Limited to offer any form of refund for missed classes for any reason. We ask you ensure you’re committed to joining the club before you make any financial commitment. This includes the monthly class fee and annual membership fee.
• We offer you and your child a free of charge full class trial to ensure you and your child are happy to join before making any financial commitment. 
• We are very transparent in breaking-down all of our fee's and costs for you before you and your child joins.
• We operate every week of the year. The only exception being two weeks over the Christmas period – This will be communicated every year. We ensure your December invoice is class fee reflected this way. We are also closed on Bank Holidays.
• We do not offer a cooling off period or change of mind refund. Instead, we offer all new potential members a free trial class to ensure you join Jays Gymnastics in the full knowledge of what we offer and what to expect. 
• We do not offer refunds for missed classes due to family holidays, absenteeism due to illness or other personal reasons. See Leaving and re-joining section below for exceptions.
• The only exception to this point is if the club decides to cancel classes due to unforeseen or exceptional circumstances. This does not include ‘acts of god’ - The term “Act of God” can be defined as an event which is caused solely by the effect of nature or natural causes and without any interference by humans whatsoever, deeming them unpreventable or impossible to guard against.
• In the unlikely event that the club decides to cancel a class then an alternative class will be offered in place of a physical refund. We reserve the right to offer credit on future payments or alternative classes as compensation in this scenario.
• We do not offer refunds for club 'fundays', festivals. competitions or any other event organised by Jays Gymnastics due to absenteeism or change of mind.
• UPDATED - Due to an unprecedented year in 2020/2021 and the Coronavirus pandemic we consider this an ‘Act of God’ and as such not an exception to our refund policy. 
• We will not offer refunds due to lockdowns, isolating or other Covid19 related cancellations however we will offer credit notes on future class fees if we have to cancel classes due to the pandemic or last-minute lockdown precautions. 
• As a club we have made every effort to make our facility safe and have followed every government guideline in ensuring all gymnasts, visitors, parents, coaches and staff are safe and are protected as best we can. We will not offer a refund or credit to anyone choosing not to attend if current government restrictions allow it.
• We will not offer a refund or credit to anyone having to self-isolate due to testing positive with Covid19.

Leaving and re-joining.

• If you choose to leave Jays Gymnastics, remove your child from our system and then later wish to re-join (irrelevant of timescale), then we charge a re-joining fee of £23 to cover the cost of additional administration. This will increase to £40 if your Gymnasts existing insurance policy, with British Gymnastics, has expired.
• If your British Gymnastics insurance has also expired, then you will also have to renew this at full cost. You will be able to check this cost via the BG website.
• If you have an exceptional personal circumstance, e.g. a medical procedure that will mean your child is physically unable to participate in recreational sports, then please ensure you speak to us about your situation to avoid additional costs for you and additional administration for us as it may be possible to freeze your membership until they’re fit enough to resume classes. We will treat each case on an individual basis.
• Please note that monthly invoices will be sent (via email) on the last working day of the month. All invoices have to be paid online via direct debit or manual card payment before midnight on the 1st of each month. Failure to make payment on time may result in your gymnasts’ space being given to someone on our waiting list and then being removed from the club.
• There is a £5 'late payment fee' for all late or failed payments that exceed 7 days from the above listed deadline.
• There is a £10 'late payment fee' for all late or failed payments that exceed 14 days from the above listed deadline.
• You must report any problems or disputes in payment to use before the first class of the month so we can resolve it for you. Failure to communicate with us will result in your gymnasts’ space being offered to someone else.
• We reserve the right to remove any gymnasts and/or parents that fail to adhere to our club policies without notice or refund. 

We reserve the right to remove any member from the club, without warning, if their behaviour does not meet the expected standards as outlined in in our Club Policies & Rules.

We reserve the right to remove any member from the club, without warning, if their parents or guardians behaviour does not meet the expected standards as outlined in in our Club Policies & Rules.

Parent/Visitor Spectating;

• We would love to allow all parents to spectate, but we are restricted on space as every inch of our sports hall is used to teach the best possible gymnastics to all our members; we respectfully request that you don’t ask to spectate inside of the sports hall as there are rules and requirements that we would need to put into place to allow all adults to spectate which would mean reducing class sizes to make space for all parents. We are already at class size capacity and we want to help more children join, not less.
• We will allow parents to wait in the building reception area as long as you do not block the exit routes. We reserve the right to ask anyone waiting in this area to vacate it if we need to. 
• There will be someone there to welcome you to the club at the start of the lesson and then our head coach Tracie will be there to let you know how they got on at the end. You can come in and find a staff member if you need to of course. We do operate an ‘open door’ policy which means you’re welcome to come in and speak to us whenever you want to and you are welcome to remain on site in your car, on site. 
• If your child is feeling anxious, of course you’re welcome to bring them in and help settle them in, all we ask is you don’t remain in the hall when they’ve started warm-up. If your child is unable to join in independently (without you) then they won’t be able to attend the trial. This does not apply to children with additional needs or medical exemptions.
• If your child has special educational needs or is medically disabled then we are able to make provisions for parents to remain with their child within the hall. Please just ask.

If you are worried about any of this then please speak to our Head Coach Tracie, our team of coaches are very good at welcoming nervous or shy children and we promise you they will love their trial with us. 

Our beginner’s classes are incredibly popular at the moment and we understand that things can change, all we ask is that you let us know as soon as possible if you decide to no longer want to attend your trial so we can offer the space to another child.

• As part of our inclusivity and equality policy, we only allow parents or guardians to spectate classes under special circumstances. If you child has special requirements, then please ensure you discuss this with Tracie Jay (Head Coach) at point of joining and we will help support your requirements as best we can.

Personal Details;

• We will keep all registration personal data on file in line with GDPR regulations. Jays Gymnastics Limited will use your personal contact details to keep you up to date with promotions, class changes and day to day club activities. We will also inform you of price changes, payments due and membership renewals.
• By completing the online registration form you’re agreeing to all club policies, please ensure you have reviewed all club policies, these can be viewed via our website https://www.jaysgymnastics.co.uk/policies

Safe place to work and train Policy;

Jays Gymnastics gymnasts, coaches, staff,  volunteers, employees, members, children under our care, parents and anyone undertaking work for Jays Gymnastics Limited, have the right to train, work and operate in a safe environment. This policy outlines our policy and procedures to prevent, manage and respond to any violent, abusive or threatening behaviour towards any Jays Gymnastics gymnast, coach, staff member,  volunteer, member, child or parent. This policy gives a clear message to anyone that any violent, abusive or threatening behaviour is unacceptable and will not be tolerated.

THE LAW AND DEFINITIONS OF VIOLENT, ABUSIVE OR THREATENING BEHAVIOUR; Health and safety law applies to risks from violence, just as it does to other risks from work. The Health and Safety Executive (HSE) defines work-related violence as: ‘Any incident in which a person is abused, threatened or assaulted in circumstances relating to their work. This can include verbal abuse or threats as well as physical attacks’.

• Violence and aggression at work is defined as any incident in which a person is abused, threatened or assaulted in circumstances relating to their work or attendance.
• Physical abuse is defined as the intentional application of force from one person to another, without lawful justification, resulting in physical injury, personal discomfort or damage to property.
• Verbal abuse is defined as the use of inappropriate words (including, but not exclusively, verbal/written/social media) or behaviour causing alarm, distress and/or constituting harassment.
• Persistent unacceptable behaviour is defined as referring to behaviour both within one contact and/or a number of separate contacts over an undefined period (this includes email, telephone contact).

We ask that if you witness or are subject to the above then you report it immediately to a member of staff within Jays Gymnastics Limited.

All incidents reported will be fully investigated and the appropriate action taken.

We reserve the right to not make public the outcome of any investigations and/or outcomes.

Any individuals proven to have carried out or demonstrated the above offences will be permanently banned from the club and depending on the conditions may be reported to the police. 

Reporting Concerns or Making a Complaint;

In the event that you do have any concerns or complaints then we ask that you directly address these concerns with our Head Coach Tracie Jay and/or our Club Manager Ryan Condon who will do everything within their power to resolve the matter for you;

Tracie Jay - 07764167316 - tracie.jay@jaysgymnastics.co.uk

Ryan Condon - 07764167316 - ryan.condon@jaysgymnastics.co.uk

However we also have an independent welfare officer - if you feel our standards fall below what is expected then you can contact the Clubs Welfare Officer directly;

Welfare Officer - Aimee Valentine

Welfare Contact – aimee.valentine@jaysgymnastics.co.uk

Jays Gymnastics Limited – Registered in England – Registration No 12220749

Website - www.jaysgymnastics.co.uk

Contact - info@jaysgymnastics.co.uk

Message us – 07764167316

PRIVATE AND CONFIDENTIAL – PLEASE DO NOT SHARE Please note that this document is for the attention of the Parents and/or Guardians of Jays Gymnastics members only. We do not give permission for this document to be shared or used in any other context.