Competitive Program - Policies (2026/27)

Administration

I acknowledge that the primary means of communication is via email originating from the Strathcona County Swim Club website and will maintain an active email address registered within my family account for these purposes. In addition, I will ensure that I will continuously monitor my email account and watch for communications that require my attention on a regular basis.

I am required to register my swimmer(s) for swim meets utilizing the Swim Meet Registration system accessible via my Strathcona County Swim Club account. Swimmers not registered prior to the registration deadline may be subject to omission from the swim meet or may be assessed an administration fee of $15 per swimmer for late entries processed outside of the website.

Upon acceptance of the registration, in order to finalize the registration, you must ​complete your swimmer's Swim Canada registration. Prior to our session commencing (if mid-session registration, within days of acceptance), an email will be sent from Swim Canada to the primary email address as registered with Strathcona County Swim Club. Included in this email will be sign in and acknowledgment instructions to be followed and completed promptly. Failure to complete this step will terminate the insurance to the swimmer supplied by Swim Canada and will result in your swimmer being removed from swim club activities and may also result in membership being revoked.

FEES AND PAYMENT POLICIES

Registration Fee

A non-refundable competitive registration fee of $222.00 is paid during the registration process. The swimmer's Swim Alberta fees will be paid from this non-refundable registration fee.

Training Fees

The 2026/2027 Annual Training Fees are as follow and may be paid based on your choice of the following plans:

Fees are billed on the 1st of the month based on your chosen payment schedule. Additional fees are charged for the following: Swim Meets, Additional Training, Team Travel and Equipment.

Family Discount: additional family members registered in the competitive program with SRAYS will be entitled to a 10% discount on their annual fee. The “sibling discount” will be applied on the lowest fee level(s).

Payment Policy

All family accounts must have a valid credit card on account. If you wish to pay your training fees up front at the beginning of the year a credit card is still required to cover additional charges incurred such as swim meets or equipment purchases. Anyone wishing to make alternate payment arrangements please email treasurer at: treasurer@silverrays.ca

All credit cards are processed on the first day of the month. If your credit card is declined, you will receive an email letting you know and you will be contacted by the treasurer to make arrangements for your account to be brought up to date. If your credit card is declined two months in a row or efforts to make arrangements for payments go unanswered YOUR CHILD WILL IMMEDIATELY BE REMOVED FROM THE WATER AND ALL SWIM MEETS REGISTERED IN. This will remain in effect until your account is in good standing. This policy also applies to expired credit cards. 

Withdrawal

Families electing to withdraw their swimmer from the club may do so at any time, provided that a Withdrawal Form has been completed and forwarded to the Registrar.

The amount Payable/Refund will be calculated at the time of withdrawal based on:

Swim fees paid to date minus:

•  Training fees (per withdrawal policy below)

•  Non-refundable fees which include, but are not limited to, Swim Alberta fees, swim meet fees and equipment costs

•  Fundraising and Volunteer Commitment charges (per withdrawal policy below)

•  Any other outstanding charges on the family account

For swimmers that withdraw from the club during the season, a minimum portion of the training fees, fundraising and volunteer commitments must be earned/paid as follows:

Withdrawal date between:

October 1 - December 1 - 35% of Fees & Commitments

January 1 - April 30 - 75% of Fees & Commitments

After April 30 - 100% of Fees & Commitments

FUNDRAISING AND VOLUNTEER COMMITMENTS

Swim Meet Volunteer Policy

Club-hosted swim meets are our primary source of fundraising. To support their success, each family is required to provide at least one volunteer for every meet hosted by the club.

Officials Missed Shift Charges

Volunteers may can cancel a scheduled officiating shift up to seven (7) days prior to the event without penalty.

If a volunteer cancels less than seven (7) days before their scheduled shift, they are responsible for securing a qualified replacement who meets the requirements of the assigned officiating position and notifying the Officials Coordinator.

If qualified replacement is not secured, the family account will be charged $200 for each missed shift. The missed shift charge will not count towards the family's volunteer point requirements.

The Board of Directors recognizes that exceptional circumstances may arise. Requests for exemption due to extraordinary circumstances may be submitted to the Board for review. Any exemption is subject to Board approval and will be considered on a case-by-case basis.

Fundraising Commitment

To keep our training fees as low as possible, all competitive swimmers with Strathcona County Swim Club must participate in fundraising throughout the year. The fundraising commitment required per swimmer is a flat rate for the season.

The annual fundraising commitment amounts for the 2026/2027 training season are as follows: 

Families will be contacted by email by the Fundraising Coordinator in mid-September with details of the fundraising opportunities. These may include:

• bottle drives
• product sales
• raffle tickets
• FlipGive

Families that wish to opt out of their Fundraising Commitment can pay the amount in full by contacting the Treasurer at: treasurer@silverrays.ca

For swimmers that withdraw from the club during the season, a minimum portion of the fundraising commitment must be earned/paid as follows:

Withdrawal date between:

October 1 – December 31: 35%

January 1 – April 30: 75%

After April 30: 100%

Volunteer Commitment

The Strathcona County Swim Club is a volunteer organization. The points system is in place to ensure that all SRAYS families share in the responsibility of ensuring that our club runs smoothly. All members of the Strathcona County Swim Club are required to earn volunteer points. The amount of the points is based on the level of training of your swimmer(s).

A record of your volunteer points will be maintained on the club website under “My Account / Invoices & Payment / Service Hours”.

Points assigned to each volunteer position will be disclosed at the time of job sign-up. All volunteer points must be earned by July 15, 2027. Member accounts will be charged $12 per outstanding point.

For families with multiple swimmers, the volunteer commitment will be limited to two swimmers registered in the competitive program. The commitment reduction will be applied on the swimmer(s) at the lowest commitment level(s).

If a family earns over their required number of points, they may transfer their extra points to their fundraising obligation at a rate of $12.00 per point.  

For swimmers that withdraw from the club during the season, a minimum portion of the volunteer commitment must be earned/paid as follows:

October 1 – December 31: 35%

January 1 – April 30: 75%

After April 30: 100%

Please note that every effort has been made by the Board to clearly outline volunteer requirements; however, the above is subject to change due to unforeseen circumstances. If this occurs, as much notice as possible will be provided to families.