Policies & Procedures
Policies Effective January 1, 2016
As a member, you will place your credit card on file in the secure parent portal. This card will be charged on the 20th of every month for the upcoming month's tuition unless you make a payment via the parent portal before that date. We will send out an email on the 16th of each month to remind you that tuition will be charged.
As a Swim With a Purpose Family Member, you will secure your child's enrollment in the same day and time each month. Your child will stay in their same class until they are moved to a different level. You are still welcome to make adjustments to your schedule as needed using our parent portal or by calling the office.
Tuition is based on taking swim lessons once per week. This fee is based on 4 classes per month. Additionally, some families choose to swim twice per week and billed for two separate classes. We will prorate your monthly tuition for any holidays or extra days that fall on your swim day.
Example: Some month's have 5 classes per month and we prorate you up for that class and some month's there are 3 classes and we prorate you down.
Credit cards that are on file will be charged on the 20th of every month for the upcoming month. Declined monthly payments will incur a $7.50 decline fee. All declined payments have until the 27th of that month to bring balance to $0 before the swimmer is withdrawn. If you choose to not be enrolled in auto draft, a $15 monthly service charge will be applied to your account.
Past due balances must be paid prior to participating in any lessons!
No refunds will be processed except in the case of medical emergencies or inappropriate class level selection. In the rare occurrence that an instructor’s late arrival prevents the student from completing a full 25-minute lesson, the lesson fee shall be refunded for that lesson. Otherwise, credits will be applied to the family’s account for future swimming with SWAP. All refunds are processed once per month during the first week of every month. Please email SWAP at firstname.lastname@example.org to make your request for refunds.
A non-refundable registration fee for every swimmer is due upon registration and every subsequent anniversary that the swimmer remains registered. The registration fee is $25 for an individual swimmer. This covers insurance and the cost of registration.
Missing a Lesson
Make up Policy
SWAP permits 1 courtesy make-up lesson per month for current members. Lesson must be completed within 30 days of the missed lesson or they will be forfeited. Make up eligibility will not roll-over from session to session. A make up can be scheduled anytime during the week you wish to use it however, availability is NOT guaranteed. Once you withdraw, make up eligibility ends. You may not make up a make up lesson. Make ups are non-transferable and have no cash value. Make-up lessons cannot be "cashed in" at the end of a session for credits or refunds.
*Can be requested up to 7 days in advance of the make-up date
*Expire when you withdraw and are not carried over
Reporting an Absence
Please do your best to attend your lesson. However, if you plan on missing a class a 48-hour advanced written notice emailed to (email@example.com) is required to schedule a make-up lesson.
NOTE: It is not permitted to reschedule appointments with instructors at the lesson sites.
How to schedule
All makeup lessons will be scheduled via the parent portal:
Step1 Select desired class/time via parent portal
Step 2 Change “enrollment type” to makeup & “select student”
Step 3 Add to cart & complete check out process
Step 4 You will receive an email receipt with your request
Step 5 We will approve your request and you will receive a final confirmation email with date/time
NOTE: Your make up lesson request must be within 7 days you wish to have your make up lesson completed.
NOTE: We cannot guarantee that the your normal instructor you’re enrolled with will be available for your makeup lesson.
Make-up Policy For Summer Session
Due to the short session (3 months), as well the over-whelming demand of
swim lessons in the summer, SWAP will suspend it's normal courtesy
make-up policy for the summer session. Therefore, there will be NO make up lesson
SWAP will provide make-up lessons or credits for missed lessons beyond
our control (i.e. inclement weather, pool closings, or instructor absences/
tardiness without a SWAP substitute teacher).
In the unfortunate event that you need to discontinue taking swim lessons, please click the "WITHDRAWAL BUTTON" tab at the top of the web page. Notification by the 15th of the month is REQUIRED if your swimmer(s) is not planning on continuing lessons for the following month. Notification received AFTER the 15th of the month will result in the next month's fee being billed/charged to your account on file.
Please note: You are still responsible for payment of your student's classes WHETHER OR NOT YOUR STUDENT ATTENDS CLASS until the drop date is provided to the SWAP office via the withdrawal from.
Please do not rely on your student's coach to verbally let us know that he/she will no longer be attending classes. If a student stops coming to class without written notification, then that student's account will be charged for the next 30 days. This charge will be for holding the student's place in that class instead of offering that place one of the many families on our waiting list.
We do swim in the rain, but NOT if conditions are dangerous. We only close for lightning, thunder and hard, persistent rain in our outdoor locations. Our outdoor locations are closed for 30 minutes following the last strike of lightening or sound of thunder. You will receive the opportunity to reschedule any class that is cancelled by SWAP due to poor weather. Please assume your class is on unless you receive a call or text from our office stating otherwise. If you choose to not come because of weather and we have not cancelled, we will not reschedule the lesson.
Class Start and Finish
All students should be present 10 minutes prior to the start of their swimming class. If you arrive after the class has started, please escort your child to the instructor as quickly as possible to complete the remaining lesson time. As a courtesy to all clients, all lessons end at their scheduled time even for late arrivals.
Arrival and Pickup
Be sure your student arrives 10 minutes before (no earlier please) his/her scheduled class time. Please pick up your student on time. Instruct your student to wait inside the building and you should escort them from the building to your car. During peak times the parking lot is crowded. Please take into consideration that our students may include young children. Please drive slowly and carefully. Do not take a chance by allowing your student to run to and from your car.
Parents must supervise their children before and after their swimming class. Parents must stay on the property at all times during their child’s lesson. PLEASE DO NOT ALLOW YOUR CHILD TO ENTER THE POOL UNTIL THE INSTRUCTOR IS READY TO BEGIN THEIR CLASS. PLEASE DO NOT ALLOW YOUR CHILD TO RE-ENTER THE POOL AFTER THEIR CLASS ENDS. Parents, please be mindful of siblings at the pool. Our coaches are only responsible for the scheduled student during the scheduled class time. Please do not permit siblings to enter the pool or otherwise distract the coach or student during the lesson.
**Addendum for the Highland Athletic Club Facility: ONLY STUDENTS WITH A PAID LESSON AT THE APPOINTED CLASS TIME AND PAID MEMBERS OF THE FACILITY ARE PERMITTED TO USE THE POOL**
Every child under the age of 3 (whether or not they are toilet trained), or an older child who is still learning to use the potty, must wear a snug-fitting NON-DISPOSABLE swimsuit diaper. Wearing ONLY a disposable swim diaper (like a Little Swimmer) is not allowed. These diapers do not keep a solid from entering the pool. In addition, please do not bring your child to class if they have had diarrhea within the past 2 days. In the event that a student defecates in the pool, a $500 charge shall be assessed to the client's account. When available, you can purchase swim diapers from SWAP for $5.00 on the pool deck.
I understand that photos are taken at SWAP facilities and that any photo taken of my child(ren) may be used for internal marketing to our clients (e-newsletters, announcement TV, Facebook, etc.). I understand that names are NEVER printed with the photos of the children. I understand that SWAP will ask my permission before using my child’s photo for outside publicity purposes (car wrap, postcards, advertisements, etc.).