Camp Policies & Procedures
All Coder Sports in person camps begin at 9:00 AM and end at 4:00 PM. Parents are expected to arrive onsite on time for drop off and pick up. All children under age 13 must be accompanied in person to & from the Kanata Coder Gym for hand over to our camp staff.
Before and after care, beginning at 8:00 AM and ending at 5:00 PM may be available certain camp weeks. Failure to pick up the camper on time will result in removal from the remainder of the camp and/or a fee of $1.50 per minute for every minute the parent or guardian is late.
Cancellation and Refund Policy
You may cancel your child’s attendance at a Coder Sports Academy camp and receive a refund minus a $75 administrative fee per camp up to 8 weeks prior to the scheduled start date. If you cancel less than 8 weeks prior to the start of the camp, no refund will be issued.
We reserve the right to cancel any program due to low enrollment. In the event of a cancellation, we will notify you and offer you the option to transfer to a different program or receive a full refund.
Partial refunds may be granted for medical or emergency circumstances only (less $75 admin fee). To request a refund due to medical or emergency circumstances, you must provide an email notice of cancellation along with an explanation of the circumstances. Additional documentation may be requested by Coder Sports Academy, and partial or full refunds will be granted at the discretion of our management after reviewing the request.
Coder Sports Academy may make changes to our cancellation and refund procedures in consideration of the health and safety of our campers and staff. Please note that no refunds will be given for campers arriving late, leaving early, dismissed from camp, or unable to attend all or part of any session.
If Coder Sports Academy cancels a scheduled camp for which you have registered and completed payment, you will receive a full refund without penalty.
Transfers
You may request to transfer your child to a different camp program at least 14 days before the start date of your child’s session. Transfer requests will be considered based on availability within the requested program and are subject to a $50 administrative fee per camp per child. Please note that transfer fees are non-refundable.
Participant Sign-In and Sign-Out Procedures
To participate in any Coder Sports Academy program, participants must complete and submit the Coder Athlete Information and Waiver (CIW) form.
It is the responsibility of families to ensure that all required paperwork is completed and submitted by the first day of the program. Participants are advised to arrive by 8:45 AM on the first day of camp, accompanied by a parent or guardian.
For virtual youth programming, Coder Coaching staff will take attendance at the beginning of each session or camp. Before-care is not available for virtual youth programming.
In-person Camps and Programs:
Participants aged 7-13 are not eligible for self-sign-out and must be signed out by an authorized person at the end of each day.
Participants aged 14 or older may sign themselves out at the end of the program if designated as “self-sign-out” on the Household form in the camp registration portal.
Participants designated as “self-sign-out” may attend aftercare until 5:00 PM. At 5:00 PM, the participant will be dismissed from the designated sign-in/out location.
Participants requiring an authorized individual for sign-out must be designated as such on the Household form in the camp registration portal.
Authorized individuals must present a government-issued photo ID at sign-out and will be the only persons allowed to pick up participants.
Virtual Youth Programming:
- Virtual youth programs do not require sign-out procedures.
After-Care:
- In-person after-camp care is available from 4:00 PM to 5:00 PM each day and is only offered for in-person camps and programs.
Please note that all participants must be signed out by an authorized person or designated self-sign-out participant at the end of each day. By selecting self-sign-out or designating an authorized person for sign-out, families are providing official consent to the release of participants.
Coder Sports may offer a healthy lunch program for each day of camp. You may select the lunch option when registering for camp. Meals include drinks each day. Children with food allergies are not eligible for the lunch program.
We offer a bursary program for select children. Bursary applications can be completed as part of the online application process. If you are aware of a child in need, please reach out to our management team anytime via phone 613-509-0460 or email Info@CoderSports.com
Coder Sports adheres to all government of Ontario health guidelines related to COVID-19. At this time proof of vaccination is not required for registration. However should current government regulations change and require proof of vaccination to participate in day camps, and your child is unvaccinated, we will provide a credit on account for use at a later date (no refunds will be issued).
By registering your child for the Coder Sports Academy Summer Camp program, you agree to the following terms and conditions:
Coder Sports Academy reserves the right to remove any camper whose behavior is deemed dangerous, incompatible with the camp, or violates the camp’s rules and policies. If your child is removed from the program, no refund will be given.
Using profanity, engaging in disparaging dialogues, physical violence, or making threats during any Coder Sports Academy programs, including camps, is strictly prohibited. All rules and instructions set forth by Coder Sports Academy staff must be followed at all times.
By registering for the Coder Sports Academy Summer Camp program, you give permission for your child to be photographed and/or recorded during camp activities. Coder Sports Academy reserves the right to use these materials for promotional and marketing purposes. Please inform us if you do not wish for your child to be photographed or recorded.
All photography and artwork appearing on Coder Sports Academy brochures or websites are the property of Coder Sports Academy, Ltd. and may not be used without written consent. Please inform us if you do not wish for your child’s photograph to be used for promotional material.
Coder Sports Academy staff are authorized to take campers off camp premises to local parks and green spaces for outdoor recreation.
In the event of an incident or emergency, Coder Sports Academy staff are authorized to seek out and administer proper medical treatment to the best of their ability. Parents will be notified of all major and minor incidents in a timely manner.
Please note that Coder Sports Academy is not responsible for any personal belongings brought to camp. We advise that campers do not bring expensive or treasured items such as cell phones, gaming devices, jewelry, designer clothes, or shoes to camp. All personal belongings are the sole responsibility of the parent or guardian accompanying the camper.
Parents or guardians are responsible for any property damage caused directly or indirectly by their child.
By registering your child for the Coder Sports Academy Summer Camp program, you release Coder Sports Academy, Ltd. and its employees, volunteers, and supporters from any and all claims, actions, costs, damages, and expenses related to bodily injury or damage to property resulting from your child’s participation in the camp.
