cotswold gymnastics club
Dear Parent or Guardian We are pleased to be welcoming your child into our Gym Club and look forward to welcoming them to their first session. To follow is a membership information pack which includes a gymnast medical form and details of our club rules and payment policy, please complete the membership form and sign the declaration and return to us at your child’s first session. Please also arrange for your standing order to be set up in readiness for the payment on the 6th of next month for the amount of £20. BAGA Fee For insurance purposes all of our members are required to join the British Amateur Gymnastics Association (BAGA). The current cost of this is £17 per gymnast It runs from October 1st to 30th September, BG offer discounted rates to those joining in June, July and August. As from September 2017, British Gymnastics require you to manage this British Gymnastics membership directly. You will need to go onto the British Gymnastics web site and register your child and pay the membership fee. British Gymnastics provide complimentary cover for your child’s first two sessions to enable you to have time to complete the membership. After these two sessions, we are unable to coach gymnasts who have not registered with British Gymnastics. Club Fee and Session Charges The club operate fixed monthly charges depending upon the number of hours your child trains each week. This amount will be collected by standing order each month throughout the year. Even though we do not operate any classes in August, the monthly charges have been calculated to be spread over the full year period. Deposit The club operates a 1-month notice period for cancellation of membership, we therefore charge for a month’s fees as a deposit, which covers the notice period required. This will be charged when your gymnast joins the club. A separate initial fees email will be sent to you which, should be paid in accordance with the terms detailed on it this will consist, the deposit and the session charge to cover sessions to the 1st of next month. If you have any queries about membership or payment, please contact us at the address/phone number below. Yours sincerely Charlotte Cunningham Membership Secretary - COTSWOLD GYMNASTICS CLUB 10 Tall Trees, Baunton Lane, Cirencester, Glos GL7 2AF [email protected] 01285 643116 www.cotswoldgymnastics.co.uk 1
MEMBERSHIP FORM Please complete and return, at your child’s first gym session to: GYMNAST NAME SESSION ADDRESS
PARENT/GUARDIAN TELEPHONE MOBILE 1 MOBILE 2 EMAIL GYMNAST DATE OF BIRTH DOCTORS NAME & TEL NO Please indicate any relevant medical condition or special needs that your child may have and which should be known to the coaches. Include past injuries, illnesses, allergies, current medications and any other relevant information. All information will be confidential.
SIGNED:
……………………………………………………………………………………..
DATE: ……………………….
2
Important information regarding fees Upon joining the club, you will receive an Initial Gymnastics Fees email which will cover, the deposit (one month’s fees to cover the notice period) and the fees for the first month’s (or part month) sessions. These should be paid by BACS in accordance with the details on the email. A standing order needs to be set up for the 6th of each month to cover the ongoing session charges, please refer to the Standing Order form attached for details of how to set this up. A copy of this Welcome Pack can be found on our website www.cotswoldgymnastics.co.uk Current Monthly fees structure Hours Trained Each Week 1 2 3 4 5 6 7 8+
Monthly Charge – Based on 12 payments in a year. £20 £34 £41 £47 £52 £56 £59 £60
BAGA registration is £17. Every gymnast must register with British Gymnastics. This must be completed directly with British Gymnastics and is a compulsory requirement of your child being a member of our club. Competing gymnasts may require a higher level of BAGA insurance but these will be notified on an individual basis. Notice to Leave the Club The club require one months’ notice in writing if your child no longer wishes to be a member and attend sessions at the club. The payment to cover this months’ notice period is taken in the initial deposit paid upon joining, we therefore recommend you cancel your standing order agreement as soon as you issue notice to prevent extra payments being sent to the club. The club are not able to cancel standing orders this must be done directly by yourselves. Gym Rules
1.
Regular attendance is required.
2.
Gymnasts must be punctual.
3.
Parents must drop-off and collect gymnasts into/from the atrium and stay with them until a coach 3
calls them for their session. To ensure the children’s safety they must not be dropped off in the carpark to make their own way over to the building. 4.
The membership secretary/Coach should be informed if a child is to miss more than 3 consecutive gym sessions.
5.
Acceptable clothing must be worn during all gym sessions, no hoodies are allowed, and no socks are to be worn unless accompanied by gym shoes. Coaches must wear clothing deemed suitable by the club’s head coach.
6.
All personal equipment should be kept out of the working area of the gym.
7.
No jewellery is to be worn during sessions or left around the edge of the gym. No responsibility will be accepted by the coaches, for any personal belongings.
8.
All hair below shoulder length must be tied back.
9.
No gymnast should use any of the apparatus without the permission or presence of a coach.
10.
At the end of each session for safety reasons children must not continue to use the equipment when their gym session has ended.
11.
Gymnasts must not leave the gym without the permission of a coach, and should not wander into any other part of the building.
12.
No monies are to be handed to coaches. Please hand monies to one of the committee members.
13.
Coaches should not be approached or distracted whilst coaching. If you need to speak to a coach do so before start of session or at end.
14.
Children should not practice gymnastics in the atrium as this area is not set up for gymnastics and it is not supervised by any coaches. Code of Conduct
The Club The Cotswold Gymnastics Club and British Gymnastics strive to ensure that children, young people and vulnerable adults are protected and kept safe from harm whilst participating in gymnastics activities. We are fully committed to safeguarding and promoting the well being of all our members. The club believes it is important that members, coaches, administrators and parents associated with the club should, at all times, show respect and understanding for the safety and welfare of others. Therefore, members are encouraged to be open at all times and share any concerns or complaints that they may have about any aspect of the club with the Club Welfare Officer. We endeavour to promote the highest standards of care for participants and will: Provide and implement procedures to safeguard the well being of all participants and protect them from abuse. 4
Respect and promote the rights, wishes and feelings of all participants. The club have a registered Welfare Officer who may be contacted regarding any concerns individuals may have regarding any aspect of safeguarding or welfare within the club: The Club’s Welfare Officer is: Charlotte Cunningham Telephone: 07879 628716 Email: [email protected]
Parents/Guardians Encourage your child to learn the rules and participate with them. Discourage challenging/arguing with officials. Publicly accept official’s judgements. Help your child to recognise good performance, not just results. Set a good example by recognising good sportsmanship and applauding the good performances of all. Never force your child to take part in sport. Always ensure your child is dressed appropriately for the activity and has plenty to drink. Endeavour to establish good communications with the club, coaches and officials for the benefit of all. Share any concerns or complaints about any aspect of the club through the approved channels. Use correct and proper language at all times. Never punish or belittle a child for poor performance of making mistakes. Always ensure your child arrives on time for their session. Always register your child’s’ attendance. Always collect your child promptly at the end of a session. Support your child’s involvement and help them to enjoy their sport. Respect club premises and other parties present.
5
Participants As a member of Cotswold Gymnastics Club you are expected to abide by the following club rules:
All members must participate, adhering to the club rules above and respect coaches, judges and their decisions.
All members must respect opponents and fellow club members.
Members must wear suitable attire for training and events as agreed with the coach. Keep all long hair tied back.
Remove all body jewellery.
Members must pay any fees for training or events promptly.
Members should treat all equipment with respect.
Members must inform the head coach of any injuries or illness then may have before the warm up begins.
Members should not eat or chew gum during a session.
Members must not use bad language.
Members should remain in the atrium at the end of a session until collected by their parent or guardian.
Respect club premises and other parties present.
Coaches From the moment a child arrives in their session or event, or when they are handed over by their parents to travel to an event, the staff or volunteers have a duty of care and, while carrying out a supervisory role, should act in loco parentis. The responsibility remains until the child is handed back to the parent. Ensure that if mixed teams are taken away on trips, at least one male and one female member of staff accompany the gymnasts. Treat all participants equally with respect and dignity. Always place the safety and welfare of the participants as the highest priority. Behave in an exemplary manner and provide a role model for excellent behaviour. Keep up to date with knowledge and technical skills. Do not exceed the level of competence and qualifications. 6
Respect the needs and wishes of the participants and do not exert them against their will.
Club Payment Policy The club issues three distinct charges for the participation in our sessions. 1. British Gymnastics Membership Charge – British Gymnastics is our regulating body; it also provides all the insurances required for gymnasts to participate in the sport and is therefore a compulsory membership for all gymnasts. The charge is set by British Gymnastics each year, and is charged on an annual basis running from October 1st to September 30th You must complete this registration within 2-weeks of your child joining the club. Please go to the British Gymnastics Site – www.britishgymnastics.org in order to complete this registration and pay the membership fee.
Failure to pay the BG membership will result in the gymnast being unable to participate in the sessions, due to being uninsured. 2. Initial Deposit – This will equate to one month’s fees and is held to cover the one-month notice period required when leaving the club. This charge will be invoiced to you upon acceptance of the place within the club. Please see the section titled Changes in Charges Due to Increased/Decreased Hours and Fees Increases for details of how the deposit is affected by this. 3. Monthly On-Going Session Charge – These cover the session charges and the club administration charges, and are determined by the number of hours trained each week. These charges are based on 12 equal payments being made in any 12-month period. Current Monthly fees structure Hours Trained Each Week 1 2 3 4 5 6 7 8+
Monthly Charge (based on 12 payments in a year) £20 £34 £41 £47 £52 £56 £59 £60
The monthly charge will be confirmed to you upon joining. Please see the sub-section Changes in Charges Due to Increased/Decreased Hours and Fees Increases for information as to how these will be managed.
7
Payments Deposit – The deposit (to cover the 1-month notice period required by the club) will have been paid either upon joining or in January 2017, in accordance with the payment deadlines given. Monthly Session Fees – Each member’s monthly session fees must be paid for by Standing Order. This will need to be paid into the Gym Club’s bank account on the 6th of each month. The payment will cover the fees for that particular month, i.e. the June 6th payment will cover the fees for June, the July 6th payment the fees for July, and so forth. British Gymnastics Membership – This will need to be renewed each year ready for October 1st. Payment Chasing Procedure Session Fees 6th – Payment will reach the Gym Club bank account. 13th – Any non-payments will be notified to the parent through the gym database email (cots@) email. The onus is on the parent to contact us to make up the payment. 20th – If no payment is received, an email of notice will be served. The gymnast’s membership will cease on the last day of that month. Gymnasts wishing to return to the club after this point will need to make an application to go back onto the waiting list. New Members Initial Invoice Failure to make payment by the date given on the invoice may result in the place being revoked and allocated to another member from the waiting list. Changes in Charges Due to Increased/Decreased Hours Trained Should the coaches decide that a gymnast would benefit from an increase or decrease in their hours, you will be notified by the coach and/or the membership secretary. You will be notified of the increase or decrease in the monthly session fees, and also the one-off extra debit or credit that would be incurred to amend the deposit held to the correct level, for the proposed number of hours trained. If these new charges are acceptable to the parent:
The parent must amend the Standing Order for the following month to reflect the new monthly charge. An invoice will be produced or a refund given to bring the deposit to the correct level. The invoice must be paid within 7 days of issue.
The gymnast will commence their new hours on the 1st of the following month. 8
Ad-Hoc Charges There will often be a requirement for extra charges to be made for agreed additional items or training, such as competitions, display leotards and events. The costs of any such items will be invoiced directly to the parents of the gymnasts concerned. Payment will need to be made in accordance with the dates on the invoice. Failure to pay will result in the gymnast being unable to participate at the event in question, or orders for goods (such as display leotards) not being placed. Fees Increases Any increase in the monthly session fees will be notified to you at least 3 months before they are due to become effective. This will be notified by email broadcasts as well as posters displayed at the gym sessions. It Is believed that the most likely time for fees increases would be on January 1 st, so notification would be made by October 1st of the preceding year. When the new charges come into effect, an ad-hoc invoice would also be sent in order to request an extra one-off top up fee to bring the deposit paid back into line with the new monthly charges. --------------------------------------------------------------------------------------------------------------------------------I confirm that I have read and accept the conditions for club membership as outlined in the above membership pack. Please could you sign and return a copy of this to either, a coach or club committee member at your child’s first session. I hereby agree to adhere to the Cotswold Gymnastics Club Membership Rules detailed above. Gymnast Name: ……………………………………………………. Signed: ……………………………………………………………… Print Name: ………………………………………………………… Date: ………………………………………………………………….
9
MEMBERSHIP FORM Please complete and return, at your child’s first gym session to: GYMNAST NAME SESSION ADDRESS
PARENT/GUARDIAN TELEPHONE MOBILE 1 MOBILE 2 EMAIL GYMNAST DATE OF BIRTH DOCTORS NAME & TEL NO Please indicate any relevant medical condition or special needs that your child may have and which should be known to the coaches. Include past injuries, illnesses, allergies, current medications and any other relevant information. All information will be confidential.
SIGNED:
……………………………………………………………………………………..
DATE: ……………………….
2
Important information regarding fees Upon joining the club, you will receive an Initial Gymnastics Fees email which will cover, the deposit (one month’s fees to cover the notice period) and the fees for the first month’s (or part month) sessions. These should be paid by BACS in accordance with the details on the email. A standing order needs to be set up for the 6th of each month to cover the ongoing session charges, please refer to the Standing Order form attached for details of how to set this up. A copy of this Welcome Pack can be found on our website www.cotswoldgymnastics.co.uk Current Monthly fees structure Hours Trained Each Week 1 2 3 4 5 6 7 8+
Monthly Charge – Based on 12 payments in a year. £20 £34 £41 £47 £52 £56 £59 £60
BAGA registration is £17. Every gymnast must register with British Gymnastics. This must be completed directly with British Gymnastics and is a compulsory requirement of your child being a member of our club. Competing gymnasts may require a higher level of BAGA insurance but these will be notified on an individual basis. Notice to Leave the Club The club require one months’ notice in writing if your child no longer wishes to be a member and attend sessions at the club. The payment to cover this months’ notice period is taken in the initial deposit paid upon joining, we therefore recommend you cancel your standing order agreement as soon as you issue notice to prevent extra payments being sent to the club. The club are not able to cancel standing orders this must be done directly by yourselves. Gym Rules
1.
Regular attendance is required.
2.
Gymnasts must be punctual.
3.
Parents must drop-off and collect gymnasts into/from the atrium and stay with them until a coach 3
calls them for their session. To ensure the children’s safety they must not be dropped off in the carpark to make their own way over to the building. 4.
The membership secretary/Coach should be informed if a child is to miss more than 3 consecutive gym sessions.
5.
Acceptable clothing must be worn during all gym sessions, no hoodies are allowed, and no socks are to be worn unless accompanied by gym shoes. Coaches must wear clothing deemed suitable by the club’s head coach.
6.
All personal equipment should be kept out of the working area of the gym.
7.
No jewellery is to be worn during sessions or left around the edge of the gym. No responsibility will be accepted by the coaches, for any personal belongings.
8.
All hair below shoulder length must be tied back.
9.
No gymnast should use any of the apparatus without the permission or presence of a coach.
10.
At the end of each session for safety reasons children must not continue to use the equipment when their gym session has ended.
11.
Gymnasts must not leave the gym without the permission of a coach, and should not wander into any other part of the building.
12.
No monies are to be handed to coaches. Please hand monies to one of the committee members.
13.
Coaches should not be approached or distracted whilst coaching. If you need to speak to a coach do so before start of session or at end.
14.
Children should not practice gymnastics in the atrium as this area is not set up for gymnastics and it is not supervised by any coaches. Code of Conduct
The Club The Cotswold Gymnastics Club and British Gymnastics strive to ensure that children, young people and vulnerable adults are protected and kept safe from harm whilst participating in gymnastics activities. We are fully committed to safeguarding and promoting the well being of all our members. The club believes it is important that members, coaches, administrators and parents associated with the club should, at all times, show respect and understanding for the safety and welfare of others. Therefore, members are encouraged to be open at all times and share any concerns or complaints that they may have about any aspect of the club with the Club Welfare Officer. We endeavour to promote the highest standards of care for participants and will: Provide and implement procedures to safeguard the well being of all participants and protect them from abuse. 4
Respect and promote the rights, wishes and feelings of all participants. The club have a registered Welfare Officer who may be contacted regarding any concerns individuals may have regarding any aspect of safeguarding or welfare within the club: The Club’s Welfare Officer is: Charlotte Cunningham Telephone: 07879 628716 Email: [email protected]
Parents/Guardians Encourage your child to learn the rules and participate with them. Discourage challenging/arguing with officials. Publicly accept official’s judgements. Help your child to recognise good performance, not just results. Set a good example by recognising good sportsmanship and applauding the good performances of all. Never force your child to take part in sport. Always ensure your child is dressed appropriately for the activity and has plenty to drink. Endeavour to establish good communications with the club, coaches and officials for the benefit of all. Share any concerns or complaints about any aspect of the club through the approved channels. Use correct and proper language at all times. Never punish or belittle a child for poor performance of making mistakes. Always ensure your child arrives on time for their session. Always register your child’s’ attendance. Always collect your child promptly at the end of a session. Support your child’s involvement and help them to enjoy their sport. Respect club premises and other parties present.
5
Participants As a member of Cotswold Gymnastics Club you are expected to abide by the following club rules:
All members must participate, adhering to the club rules above and respect coaches, judges and their decisions.
All members must respect opponents and fellow club members.
Members must wear suitable attire for training and events as agreed with the coach. Keep all long hair tied back.
Remove all body jewellery.
Members must pay any fees for training or events promptly.
Members should treat all equipment with respect.
Members must inform the head coach of any injuries or illness then may have before the warm up begins.
Members should not eat or chew gum during a session.
Members must not use bad language.
Members should remain in the atrium at the end of a session until collected by their parent or guardian.
Respect club premises and other parties present.
Coaches From the moment a child arrives in their session or event, or when they are handed over by their parents to travel to an event, the staff or volunteers have a duty of care and, while carrying out a supervisory role, should act in loco parentis. The responsibility remains until the child is handed back to the parent. Ensure that if mixed teams are taken away on trips, at least one male and one female member of staff accompany the gymnasts. Treat all participants equally with respect and dignity. Always place the safety and welfare of the participants as the highest priority. Behave in an exemplary manner and provide a role model for excellent behaviour. Keep up to date with knowledge and technical skills. Do not exceed the level of competence and qualifications. 6
Respect the needs and wishes of the participants and do not exert them against their will.
Club Payment Policy The club issues three distinct charges for the participation in our sessions. 1. British Gymnastics Membership Charge – British Gymnastics is our regulating body; it also provides all the insurances required for gymnasts to participate in the sport and is therefore a compulsory membership for all gymnasts. The charge is set by British Gymnastics each year, and is charged on an annual basis running from October 1st to September 30th You must complete this registration within 2-weeks of your child joining the club. Please go to the British Gymnastics Site – www.britishgymnastics.org in order to complete this registration and pay the membership fee.
Failure to pay the BG membership will result in the gymnast being unable to participate in the sessions, due to being uninsured. 2. Initial Deposit – This will equate to one month’s fees and is held to cover the one-month notice period required when leaving the club. This charge will be invoiced to you upon acceptance of the place within the club. Please see the section titled Changes in Charges Due to Increased/Decreased Hours and Fees Increases for details of how the deposit is affected by this. 3. Monthly On-Going Session Charge – These cover the session charges and the club administration charges, and are determined by the number of hours trained each week. These charges are based on 12 equal payments being made in any 12-month period. Current Monthly fees structure Hours Trained Each Week 1 2 3 4 5 6 7 8+
Monthly Charge (based on 12 payments in a year) £20 £34 £41 £47 £52 £56 £59 £60
The monthly charge will be confirmed to you upon joining. Please see the sub-section Changes in Charges Due to Increased/Decreased Hours and Fees Increases for information as to how these will be managed.
7
Payments Deposit – The deposit (to cover the 1-month notice period required by the club) will have been paid either upon joining or in January 2017, in accordance with the payment deadlines given. Monthly Session Fees – Each member’s monthly session fees must be paid for by Standing Order. This will need to be paid into the Gym Club’s bank account on the 6th of each month. The payment will cover the fees for that particular month, i.e. the June 6th payment will cover the fees for June, the July 6th payment the fees for July, and so forth. British Gymnastics Membership – This will need to be renewed each year ready for October 1st. Payment Chasing Procedure Session Fees 6th – Payment will reach the Gym Club bank account. 13th – Any non-payments will be notified to the parent through the gym database email (cots@) email. The onus is on the parent to contact us to make up the payment. 20th – If no payment is received, an email of notice will be served. The gymnast’s membership will cease on the last day of that month. Gymnasts wishing to return to the club after this point will need to make an application to go back onto the waiting list. New Members Initial Invoice Failure to make payment by the date given on the invoice may result in the place being revoked and allocated to another member from the waiting list. Changes in Charges Due to Increased/Decreased Hours Trained Should the coaches decide that a gymnast would benefit from an increase or decrease in their hours, you will be notified by the coach and/or the membership secretary. You will be notified of the increase or decrease in the monthly session fees, and also the one-off extra debit or credit that would be incurred to amend the deposit held to the correct level, for the proposed number of hours trained. If these new charges are acceptable to the parent:
The parent must amend the Standing Order for the following month to reflect the new monthly charge. An invoice will be produced or a refund given to bring the deposit to the correct level. The invoice must be paid within 7 days of issue.
The gymnast will commence their new hours on the 1st of the following month. 8
Ad-Hoc Charges There will often be a requirement for extra charges to be made for agreed additional items or training, such as competitions, display leotards and events. The costs of any such items will be invoiced directly to the parents of the gymnasts concerned. Payment will need to be made in accordance with the dates on the invoice. Failure to pay will result in the gymnast being unable to participate at the event in question, or orders for goods (such as display leotards) not being placed. Fees Increases Any increase in the monthly session fees will be notified to you at least 3 months before they are due to become effective. This will be notified by email broadcasts as well as posters displayed at the gym sessions. It Is believed that the most likely time for fees increases would be on January 1 st, so notification would be made by October 1st of the preceding year. When the new charges come into effect, an ad-hoc invoice would also be sent in order to request an extra one-off top up fee to bring the deposit paid back into line with the new monthly charges. --------------------------------------------------------------------------------------------------------------------------------I confirm that I have read and accept the conditions for club membership as outlined in the above membership pack. Please could you sign and return a copy of this to either, a coach or club committee member at your child’s first session. I hereby agree to adhere to the Cotswold Gymnastics Club Membership Rules detailed above. Gymnast Name: ……………………………………………………. Signed: ……………………………………………………………… Print Name: ………………………………………………………… Date: ………………………………………………………………….
9
