Policy Updated: August 2025
Effective for the 2025-2026 Season and beyond

Capital Wave is a not-for-profit organization that relies on thoughtful planning, committed participation, and financial stability to deliver high-quality aquatic programming. When families register, they are committing to a specific program and time frame. Withdrawals can significantly affect team structure, staffing, and pool-time allocations — especially in our competitive and high-performance environments.

All withdrawal requests must be submitted in writing to info@capitalwave.ca. Verbal withdrawals will not be accepted. The timing of the withdrawal request is important and explained in details below.

General Policy Note: Non-Refundable Insurance Memberships

All athletes must be registered with the appropriate governing bodies for insurance purposes. These mandatory annual memberships are non-refundable once processed, as they are governed by external sport organizations. They allow our members to practice and compete for WAVE.

Insurance Memberships

• Water Polo Canada - Annual Membership Fee
  Required for all athletes in all programs.
  Families are responsible for completing this registration and payment directly through RAMP: Water Polo Canada’s official online registration system.
  The correct membership level must be selected based on the athlete’s program below:
  
  
• 10U - Make a Splash/Water Polo for Life
• 12U - Water Polo for Life
• 14U - Water Polo for Life
• 16U - Perform in Water Polo
• 18U - Perform in Water Polo
• Senior - Perform in Water Polo
• Adult - Make a Splash

Registration Links will be shared with the entire membership.

• Swim Canada Annual Membership Fee
  Program required for all 10U, 12U, and 14U athletes. Optional for 16U and 18U athletes who wish to compete in swimming events.
  This fee is collected by Capital Wave at the time of registration and submitted on your behalf to Swimming Canada. Again, they are non-refundable, as Swimming Canada does not issue refunds to clubs.

These memberships are a one-time purchase per fiscal year (September 1 - August 31), and are valid regardless of the number of sessions or programs an athlete participates in during that period.

Important Note: These insurance membership fees are not included in any refund calculations.

1. Sessional Programs (10U & 12U)

Includes: Fall, Winter, Spring, and Summer sessions

• Full payment is required at the time of registration.
• Withdrawals submitted before the day of the first scheduled class are eligible for a 50% refund of the program fee, regardless of whether the athlete attends that class or not. The 50% refund is based on the full program fee (excluding the insurance fees), not a prorated or per-class amount.
• After the day of the first scheduled class, no refunds will be issued for missed classes, short-term illness (under 4 weeks), holidays, scheduling conflicts, or early withdrawal.
• After the day of the first scheduled class,  and in the case of a documented medical condition resulting in an extended absence (minimum 4 consecutive weeks), a prorated credit may be considered at the discretion of the club. Medical refund requests must be submitted within 2 weeks of the documented injury or diagnosis. Approval is determined on a case-by-case basis, taking into account documentation, timing, and the impact on program operations.

Our trial and registration process ensures athletes are placed in appropriate groups and that coaching and pool resources are planned well in advance. This refund policy reflects the need for consistency and supports the sustainability of our programs.

Please note: By registering for our sessional programs, families agree to the terms of this refund policy. We appreciate your understanding as we aim to offer high-quality, well-planned programming for all participants.

2. Year-Round Competitive & HPA Programs

Programs Included:

• 14U Competitive
• 16U B Competitive
• 16U A Competitive
• 18U Competitive
• High Performance Athlete (HPA) Programs

Season:
Early September - End of June (approximately 38 weeks; not including holiday breaks)

Commitment & Payment Structure

• A non-refundable $850 deposit is required at the time of registration (typically in June/July).
• The remaining balance of the program fee will be split into four equal installments, due on:
• September 1
• October 1
• November 1
• December 1
• All fees must be paid in full by December 1 of each year.

Families who wish to pay the full program fee upfront must contact info@capitalwave.ca in advance of submitting payment to make appropriate arrangements.

• Athletes with outstanding balances after this date will be considered “not in good standing” with:
• Capital Wave
• Water Polo Canada
• Swimming Canada

Note: Being not in good standing means the athlete is not permitted to participate in any swim or water polo practices, competitions, or events with WAVE or any other affiliated club until all outstanding fees are paid.

 

Payment Obligations by Withdrawal Date (Per Fiscal Year: Sept 1 - Aug 31):

Withdrawal Date	Refund Eligibility
Before September 1	Full refund of any installments paid (excluding the $850 deposit)
On or after September 1	September payment is non-refundable
On or after October 1	September & October payments are non-refundable
On or after November 1	September, October & November payments are non-refundable
On or after December 1	No refund available

Refund & Withdrawal Policy Summary

• The $850 deposit is non-refundable.

• Program fees are paid in four equal installments (Sept 1, Oct 1, Nov 1, Dec 1).

• No refunds are given once an installment is charged.

• If a participant withdraws, future payments will be stopped, but no past payments will be refunded.

• No exceptions are made for personal, or scheduling reasons; medical reasons are considered at Wave’s discretion.

Program Adjustments & Pool Availability

Capital Wave strives to deliver all scheduled programming as planned. However, as a club dependent on third-party facilities, occasional changes to practice times, locations, or dates may occur due to pool closures, events, maintenance, or other unforeseen circumstances beyond our control. Year-Round Competitive and HPA Programs may experience more frequent adjustments due to competitions and scheduling conflicts, most of the time, out of our control.

We will communicate any changes as early as possible and make every effort to provide suitable alternatives. Such changes do not qualify as grounds for any type of refund.

Why This Policy Exists

Our teams are carefully built based on registration numbers, skill levels, and budget forecasting that happens months in advance. Late withdrawals or payment cancellations can disrupt team dynamics, coaching assignments, and club-wide sustainability. We appreciate your understanding and support in helping us run a successful, community-driven program.