Scarborough Gym Elites

Need assistance? Call our office at 416.282.2496

Club Policies

Scarborough Gym Elites in an incorporated non-profit corporation. The day-to-day operations are managed by a team of business and gymnastics professionals. The management team is guided by comprehensive operational policies and oversight is provided by our volunteer Board of Directors.

Click below to review key customer-focused policies.

We will do our best to ensure policies are accurate and up-to-date, however in the event of a discrepancies, the Club's official policy will prevail.

Codes of Conduct

POLICY STATEMENT: Codes of Conduct

Coaches, parents/guardians, and athletes must comply with their respective codes of conduct.

Infractions will be brought to the attention of our Executive Director (ED). The ED, in consultation with the management team and/or the Board of Directors, will determine the appropriate consequences based on each individual situation. This may include sanctions up to and including termination of employment or permanent suspension from the team.

Universal Code of Conduct to Prevent and Address Maltreatment in Sport
The Universal Code of Conduct to Prevent and Address Maltreatment in Sport (UCCMS) is the core document that sets harmonized rules to be adopted by sport organizations that receive funding from the Government of Canada to advance a respectful sport culture that delivers quality, inclusive, accessible, welcoming, and safe sport experiences.

The UCCMS addresses:

common principles and a commitment to advance a respectful sport culture;
standard definitions of various forms of maltreatment, including grooming, neglect, and physical, sexual, and psychological abuse;
a list of other prohibited behavior such as retaliation, failure to report maltreatment, intentionally filing false allegations, misuse of power, etc.; and
a framework for determining appropriate sanctions against such prohibited behavior.

This code of conduct applies to everyone involved with the sport including, but not limited to coaches, athletes, parents/guardians, and administrators.

The entire code of conduct is lengthy and is therefore not published in its entirety here but can be found at: https://sportintegritycommissioner.ca/files/UCCMS-v6.0-20220531.pdf

SGE Coach Code of Conduct

As a coach, I will listen, learn, and collaborate. I will identify opportunities to make our sport more inclusive and accessible, specifically one where race, religion, gender identity, sexuality, and ability do not serve as barriers for participation. I recognize that being a coach is a privilege and a position of power and I understand that as a coach I have responsibilities that extend beyond my day-to-day duties. I will strive to be the best coach I can be and in support of that goal I will:

Follow and reinforce all SGE policies and procedures.
Adhere to all Gymnastics Ontario Safe Sport policies.
Abide by the Universal Code of Conduct to Prevent and Address Maltreatment in Sport.
Coach in a manner which is consistent with the spirit of True Sport.
Treat all athletes, coaches, officials, Club staff, parents, and volunteers with respect.
Demonstrate and reinforce the SGE values of safety, fun and quality.

SGE Parent/Guardian Code of Conduct

As a parent/guardian, I will support my athlete and model positive, responsible behavior at the gym, at competitions, and at all Club events. In support of these goals, I will:

Support my athlete through the highs and lows of their gymnastics journey.
Assist my athlete to set goals that focus on skill development and enjoyment.
Treat all athletes, coaches, officials, Club staff, parents, and volunteers with respect.
Take a healthy interest in Club activities.
Meet my financial and volunteer commitments.
Abide by the Universal Code of Conduct to Prevent and Address Maltreatment in Sport.

SGE Athlete Code of Conduct

As an athlete, I recognize that it is a privilege to participate in gymnastics. I understand that a positive attitude, appropriate behavior, and strong work ethic will have the greatest impact on my ability to meet my goals. As an SGE athlete, I will:

Treat all athletes, coaches, officials, Club staff, parents, and volunteers with respect.
Practice and compete with pride and respect for myself and my teammates.
Strive to achieve my personal best and give myself grace when I am struggling.
Abide by Club rules and the rules of the sport.
Appreciate the sacrifice and commitment my family makes so that I can do gymnastics.
Have fun!

Accessibility

POLICY STATEMENT: Accessibility

The Club is committed to ensuring accessibility for all persons with a disability and to providing excellent service to all customers, including people with disabilities.

Assistive Devices

The Club will ensure that employees are trained and familiar with various assistive devices that may be used by customers with disabilities while accessing our goods or services.
Staff will always ask before assuming that assistance is required.

Information and Communications

The Club, and all who interact with the public on our behalf, shall communicate with people with disabilities in ways that consider their disability.
When asked, the Club will provide information about our organization and its services, including public safety information, in accessible formats or with communication supports.

Employment

The Club will notify employees, potential hires and the public that accommodations can be made during recruitment and hiring.
The Club will inform employees that workplace accommodations and supports are available for employees with disabilities. The Club will develop individual accommodation plans for employees.
Where needed, the Club will also provide customized emergency information to help an employee with a disability during an emergency.
Performance management and career development processes will consider the accessibility needs of all employees.

Service Animals

The Club welcomes people with disabilities and their service animals.
Service animals are allowed in all parts of Club offices that are open to the public.
Where it is not readily apparent that an animal is a service animal, staff may request documentation permitted under applicable legislation.

Support Persons

A person with a disability who is accompanied by a support person will be allowed to have that person accompany them into Club offices and to have access to that person at all times.

Notice of Temporary Disruption

In the event of a planned or unexpected disruption to services or facilities for customers with disabilities, the Club will notify customers promptly through appropriate communication channels, which may include the Club’s website.
This clearly communicated notice will include information about the reason for the disruption, its anticipated length of time, and a description of alternative facilities or services, if available.

Feedback Process

Customers and vendors who wish to provide feedback on the way the Club provides goods and services to people with disabilities can contact the Executive Director by telephone at 416-282-2496 or by email at general@scarboroughgymelites.ca.
Accessibility-related feedback and complaints will be addressed according to the Club’s regular procedures and acknowledged or responded to within five business days.

Registration and Payments

POLICY STATEMENT: Registration and Payments

The Club is committed to administering registrations and payments in a manner that is transparent, consistent, flexible, and fair while balancing the operational needs of the Club and Account Owners.

Memberships

Gymnastics Ontario (GO) memberships are processed through Uplifter and remitted to GO in accordance with their policies.
The membership will be automatically added to your cart if the required membership is not already on the account.
Memberships are for one-year, specifically July 1 through June 30.
The Executive Director may waive the Gymnastics Ontario membership requirement if the participant is attending a special event or drop-in activity that does not exceed three visits within the membership season.
GO memberships are transferable between member Clubs.

Registration

Registration for all activities is completed through Uplifter. It is complete when:
- Uplifter registration form is submitted.
- Payment is made or pre-authorized payments scheduled when available.
- Electronic waivers and acknowledgments are accepted.
- Supplementary information, if requested, is provided.
By registering, the Account Owner is committing to the stated fees, for the full duration of the program.
Program durations vary and it is the responsibility of the Account Owner to verify the duration of the activity.

Waiting List

Waiting lists are electronic and on a first come first served basis.
When a space becomes available, the Account Owner will have 24 hours to accept the spot or it will be offered to the next person on the waiting list. If the spot is not accepted, it may be offered to the next participant on the waiting list or reopened to public registration.

Payments

Payment schedules vary by program and may include:
- Full payment at time of registration
- Installment payments for the duration of the activity
By registering for a Club activity, the Account Owner authorizes the Club to process payments using any payment method stored on the account. This authorization includes reprocessing declined or failed payments for outstanding fees owed under Club policy.

Payment Methods

The Club accepts a variety of payment methods including:
- Credit
- Debit
- Cash
- Gift Certificate
- Third-party funding
The method of payment may vary by activity at the discretion of the Club.

Third Party Funding

Registration spaces are not guaranteed pending approval or receipt of third-party funding.
Funding will be applied to the account when it is received.
The Account Owner remains responsible for the fees if for any reason the third-party funding is not received.
Payment must be received within 30 days of registration, or the Account Owner will be required to make payment.

PROCEDURES/IMPLEMENTATION: Registration & Payments

GO Membership Transfer

The Account Owner must advise the Club if they already have a valid GO membership.
- The Account Owner must provide the name of the Club where the membership was purchased.
- The Club’s Office Manager will contact the other Club to verify that the membership is valid.
- If the Club is unable to verify the membership, the Account Owner will be responsible for payment.

Participant Accommodation

POLICY STATEMENT: Participant Accommodation

The Club has an Accessibility Policy to ensure accessibility for all persons with a disability and to providing excellent service to all customers, including people with disabilities. This policy goes beyond the Accessibility Policy. The purpose of this policy is to provide a framework for the Club to work with the parent/guardian of our youth participants to develop a plan to support and/or accommodate a participants' restrictions or limitations.

The Club is committed to ensuring equal access and participation for people with disabilities. We are committed to treating people with disabilities in a way that allows them to maintain their dignity and independence. We believe in integration, and we are committed to meeting the needs of people with disabilities in a timely manner. We will do so by removing and preventing barriers to accessibility and by meeting our accessibility requirements under Ontario’s accessibility laws.

The Club will make a concerted effort to provide services, programs, etc. in a way that does not create discriminatory barriers that are prohibited under human rights legislation. Where the Club’s programs and/or services do impose discriminatory barriers on a participant, then the Club owes a duty to accommodate that participant so that the person can still access our programs/services despite the barriers. This means that accommodation may require that the Club eliminate or change rules, policies or practices that have a discriminatory impact on a participant. Areas of programming that may require modifications include but are not limited to:

Environment
Instruction
Rules
Equipment
Exercise/Movement

A participant accommodation may be short term due to an injury or illness, or it can be ongoing.

The Club will not pass reasonable costs for accommodating a participant on to the participant or their family. The Ontario Human Rights Commission affirms that "if there is a choice between two accommodations that equally respond to the person's needs in a dignified way, then the accommodation provider is entitled to select the one that is less expensive or less disruptive to the organization".

Confidentiality & Safety of Information

The Participant Accommodation Request forms and the Participant Accommodation Plans will be maintained in confidence by the Recreational Program Supervisor and shared only on a need-to-know basis.

PROCEDURES/IMPLEMENTATION: Participant Accomodation

Request for Participant Accommodation

A parent/caregiver is encouraged to request a participant accommodation by contacting the applicable Program Director, by calling the Club Office at 416-282-2496 or by email to general@scarboroughgymelites.ca A Program Director will respond to all calls and emails requesting an accommodation within three business days. Families may request a temporary accommodation, for example, recovering from a serious illness or injury, or longer-term accommodation required due to a permanent disability. The Club will take all accommodation requests seriously and move forward with developing a Participant Accommodation Plan regardless of the format of the request.

Some families may not proactively identify participant accommodation needs and/or they may be unaware of the participants accommodation needs or be reluctant to disclose them because of fear of stigma and stereotypes. The Club will proactively reach out to the family of any participant who they feel needs an accommodation, to offer assistance and accommodation, even where no accommodation request is made.

Accommodation Plan

The Club will reach out to every person who requests or needs accommodation to discuss the submission and gather additional information if needed. The Program Supervisor, in collaboration with the Executive Director will develop a proposed accommodation plan. The plan does not need to be complex however in some cases, an interim accommodation plan may be required, while a longer-term accommodation plan is developed.

It is our practice to accept the information provided by a parent/caregiver regarding a participant’s need for accommodation without question. We will not generally request proof of a medical condition or seek assessments by experts or professional although the Club reserves the right to do so if it is deemed necessary by the Executive Director in consultation with the Program Supervisor. Requests for medical / expert opinion are more likely to be requested with accommodations that are required because of a traumatic or chronic injury.

The accommodation plan, will include:

A statement of the participant’s relevant limitations and needs.
- Identification of the most appropriate accommodation short of undue hardship.
- Clear timelines for providing the accommodation.
- Criteria for determining the success of the accommodation plan, together with a process for reviewing and re-assessing the accommodation plan as needed.

Once the Program Director and the parent/guardian both agree that the accommodation(s) are appropriate for the participant and safe for the participant and safe for all others in the gym, the accommodation plan will be finalized. The plan will be reviewed with all staff who are on duty on the day(s) that the participant is in the facility.

This process should take no more than ten (10) business days from request or identification of the need for participant accommodation. A new accommodation request must be submitted and a new accommodation plan must be developed at the start of each season.

Photography and Videography

POLICY STATEMENT: Photography and Videography

For the safety and consideration of everyone, spectators are prohibited from taking photos and/or videos of participants during class/training. There may be special events where spectators are welcome to take photographs and/or videos, and the Club will advise you of these events.

Peanut Free Facility

The Club is a peanut free facility.

Efforts will be made to educate families through in-gym signage, newsletters, SGE TV and the Club website. Employees and volunteers must be vigilant to ensure that all food brought into the facility is peanut free.

Families who donate food for special events must ensure that all items are peanut free. If they do not have the appropriate symbols or ingredients list, then they will not be served to anyone for safety reasons and will have to be returned home.

Incident & Injury Management

POLICY STATEMENT: Incident & Injury Management

The Club is committed to providing a safe, healthy, and supportive environment. All incidents, illnesses, and injuries will be:

Responded to promptly with care, compassion, and respect
Managed by trained staff in accordance with first aid and emergency procedures
Communicated to parents/guardians as appropriate
Documented accurately and in a timely manner
Reviewed to identify root causes and reduce the risk of recurrence

All incidents/accidents will be reviewed by the Executive Director to identify hazards and opportunities for improved safety.

Withdrawals, Cancellations & Refunds

POLICY STATEMENT: Withdrawals, Cancellations & Refunds

The Club is committed to transparency, consistency, flexibility, and fairness with respect to refunds, withdrawals, cancellations, and medical accommodations while balancing the operational needs of the Club and the experience of all participants.

Refunds

Eligible refunds are made to the original method of payment.

Credits

Credits are non-transferable.
If requested by the Account Owner, a credit may be applied in lieu of a refund.

Non-Refundable Fees

Club and/or Gymnastics Ontario registration fees are non-refundable.

Missed Activities

The Club does not offer refunds, credits or make-ups for missed activities.

Payment Schedules

Payment schedules vary by program and are presented during the registration process.

Failed Payments

The Account Owner authorizes the Club to store and process payment methods provided during registration for the payment of all fees, charges, penalties, and outstanding balances associated with the account.
If a scheduled or attempted payment fails, is declined, reversed, disputed, or charged back, the Club may reprocess the payment using:
- the original payment method,
- another payment method saved to the account, and/or
- a different payment schedule approved by the Club.
Outstanding balances remain the responsibility of the Account Owner regardless of failed, declined, reversed, or disputed transactions.
The Club reserves the right to suspend participation, deny future registration, or refer unpaid balances for collection if amounts remain outstanding.
The Account Owner is responsible for ensuring payment information remains current and valid.
A $30 administrative fee will be charged to the Account Owner if an invoice is seven or more days past due. This includes:
- Pre-authorized payments that are declined.
- Invoices without a pre-authorized payment plan in place.

Payment Arrangements

The Club recognizes that families may occasionally experience temporary financial hardship and may, at its sole discretion, approve short-term payment arrangements.
Payment arrangements must be requested by the Account Owner and approved by the Club in writing.
Approved payment arrangements do not waive or reduce fees owing unless expressly confirmed by the Club in writing.
Unless otherwise approved by the Club, all outstanding balances must be paid within 30 days of the original invoice due date.
Participants with overdue balances that are not subject to an approved payment arrangement may be suspended from activities and/or restricted from future registration.
Failure to comply with an approved payment arrangement may result in immediate cancellation of the arrangement and the balance becoming immediately due in full.
The Club reserves the right to deny future payment arrangements where previous arrangements have not been honoured.

Program Changes

Requests to transfer between activities, classes, camps, or training groups within the same program may be approved if space is available and the change is operationally feasible.
The Club reserves the right to deny change requests based on enrollment, staffing, scheduling, or program requirements.
The first approved change per participant per season is provided at no charge. An administrative fee may apply to the second and subsequent approved changes within the same season.
Approved changes are subject to any applicable fee differences between activities or schedules.

Voluntary Withdrawal

Written Notice

Notice must be submitted using the activity specific online form on our website.

Refunds - Recreational Classes (excluding Performance Team)

Before the first scheduled class: Refund of pre-paid class fees.
After the first class and before the third class: Refund of pre-paid class fees. No refund for classes that have already passed, whether attended or not.
After the third class: Refund of pre-paid class fees less a $50 administrative fee. No refund for classes that have already passed, whether attended or not.

Refunds - Performance Team

The program registration fee is non-refundable.
Ad-hoc invoices for competitions, grips, team wear, etc. are due immediately upon receipt of notice of withdrawal.
Full fees are due for the month in which notice was provided plus a penalty of one months’ regular training fees.

Refunds - Camps (Summer, Winter, March Break, PA Day)

14+ Days Notice: Refund of pre-paid camp fees, less an administrative fee:
- Each full day of camp: $20 administration fee
- Each half day of camp: $10 administration fee
Less Than 14 Days Notice: No refunds.

Refunds - Competitive Program

Any program registration fee is non-refundable.
Ad-hoc invoices for competitions, grips, team wear, etc. are due immediately upon receipt of notice of withdrawal.
Full fees are due for the month in which notice was provided plus a penalty of one months’ regular training fees.

Refunds - Other Activities

o 14 Days Notice: Full refund.

o Less Than 14 Days Notice: No refunds.

Medical Accommodations

Request for Medical Accommodation:

A written recommendation from a licensed healthcare professional, acceptable to the Club, describing the required accommodation is required. The letter must identify the specific need and anticipated duration.
A medical accommodation will not be made until the letter is received by the Club.
Full fees are due up until the letter is received by the Club.
Medical accommodations and related fee adjustments cannot be applied retroactively.

Clearance to Return to Gymnastics:

A letter from a licensed healthcare professional, acceptable to the Club, is required to resume gymnastics activities in full or in part following a medical accommodation.

Medical Requirement to Modified Activity

Coaches will modify and/or restrict activities in accordance with medical advice.
No fee adjustments will be made.

Medical Requirement to Reduce Participation

Fees will be pro-rated to reflect the time the participant is able to attend.
The fee will not be less than 25% of the regular fee to maintain the participant’s place in the program.

Medical Requirement to Temporarily Pause Participation

Competitive: Fees will be reduced by 75% while paused. The pause may extend to the end of the current season.
Recreational Classes: Fees will be reduced by 100% and their place in the program will be held for a maximum of four weeks. If the pause extends beyond four weeks, the participant will be withdrawn, in accordance with a Medical Withdrawal, and the participant’s place in the program is not guaranteed.

Medical Requirement to Withdraw

Refund of pre-paid class fees with no administrative fee. No refund for classes that have already passed, whether attended or not.

Club-Initiated Cancellations

Insufficient Enrollment: The reserves the right to cancel or change class times due to insufficient enrollment. A full refund will be offered in this case.
Inclement Weather/Force Majeure: No refunds or credits will be issued for classes cancelled due to reasons beyond our control including severe weather, power outages, facility issues, public health orders, or other circumstances beyond the Club’s control.
Coach Availability: A refund, credit or make-up class will be offered, at the Club’s discretion, when a coach is absent and a substitute coach is not available.

PROCEDURES/IMPLEMENTATION: Withdrawals, Cancellations & Refunds

Request to Withdraw

Voluntary withdrawal requests for Classes, Camps, Performance Team and Competitive (team and pre-comp) must be submitted through the applicable online form available on the Club website.
Voluntary withdrawal requests for all other activities/events must be made via email to general@scarboroughgymelites.ca.

Medical Accommodation

Medical Accommodation requests and clearance letters must be submitted via email to the Office Manager.
Applicable fee adjustments will be processed with five business days of receipt.

Complaint Resolution

POLICY STATEMENT: Complaint Resolution

The Club is committed to providing timely, effective, and respectful service to all its program participants and their families. Families have the right to register complaints about Club programs and/or staff. While every attempt should be made to achieve a positive resolution with the complainant, the integrity of Club policies, the integrity of Club employees and the safety of program participants and their families must be maintained.

PROCEDURES/IMPLEMENTATION: Complaint Resolution

Complaintants must address complaints through the lines of authority as defined by the Club.
- Complaints must first be brought to the attention of the Coach or other individual directly involved.
- If resolution is not achieved the complaint may be escalated to the Office Manager or Program Director.
- If resolution is not achieved the complaint may be escalated to the Executive Director.
- If resolution is not achieved the complaint may be escalated to the Board of Directors. All concerns/complaints addressed by the Board of Directors must be made by email to president@scarboroughgymelites.ca and include a description of the attempts to resolve at a lower level.
Personnel involved in the complaint, will be advised of the complaint, however at the discretion of the Executive Director or President, the individual making the complaint may not be identified.
In instances where there is an allegation of criminal or serious ethical breach of conduct by an employee, the Executive Director or President may waive, at their discretion, the requirement to inform personnel until legal and/or police advice is sought and may continue to refrain from informing the person during the course of an investigation.

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