REfund policy

Calgary Rockies FC Refund and Withdrawal Policy

Calgary Rockies FC (“CRFC” or the “Club”) is committed to delivering high-quality soccer programming while managing registration fees in a fair, transparent, and fiscally responsible manner. Registration fees are used to secure coaching resources, facilities, league registrations, equipment, administration, and other program-related commitments. Accordingly, refund eligibility is governed by the terms set out in this policy.

By completing registration with Calgary Rockies FC, the registrant acknowledges and agrees to be bound by this Refund and Withdrawal Policy.

1. Events Outside the Control of Calgary Rockies FC

Calgary Rockies FC is not responsible for circumstances beyond the Club’s reasonable control, including, but not limited to:

• War, civil unrest, or other emergencies;
• Government orders, restrictions, or responses;
• Pandemics, epidemics, or disease outbreaks;
• Severe weather or unsafe playing conditions;
• Air quality issues, including wildfire smoke;
• Natural disasters or other “Acts of God”; and
• Any other circumstances that materially affect the Club’s ability to deliver its programs.

Sessions cancelled due to inclement weather, unsafe air quality, or other circumstances beyond the Club’s reasonable control will not be rescheduled or made up, unless CRFC determines otherwise.

If a program or season is cancelled because of circumstances beyond CRFC’s reasonable control, the Club may, at its sole discretion, offer refunds or credits on a case-by-case basis.

Any refund issued may be reduced by the registrant’s proportionate share of costs and expenses already incurred or committed by the Club in connection with the program.

CRFC reserves the right to delay, suspend, modify, or cancel a program or season in response to circumstances beyond its reasonable control.

If a program is delayed but ultimately proceeds, no refund or credit will be provided solely because of the delay. If a program has already commenced, no refund or credit will be provided because of a subsequent delay, suspension, postponement, or rescheduling, except where CRFC expressly determines otherwise.

2. CMSA and Community Stream Programs

This section applies to CRFC programs registered through the Calgary Minor Soccer Association (“CMSA”) and CRFC Community Stream programming.

Voluntary Withdrawal

A registrant may request to withdraw from a program by submitting a written withdrawal request by email to info@rockiessoccer.ca.

Refund eligibility will be determined based on the date and time CRFC receives the written withdrawal request.

Refund Schedule

Withdrawal Request Received	Refund
During the applicable Calgary Rockies Early Bird Registration Period	Registration fee refunded less a $100 administration fee
After the applicable Calgary Rockies Early Bird Registration Period and on or before the applicable Final Withdrawal Deadline	Registration fee refunded less a $200 administration fee (if registration fee is less than $200, the full fee is enforced)
After the applicable Final Withdrawal Deadline	No refund or credit

Final Withdrawal Deadlines

To provide families with clear and consistent refund deadlines, CRFC has established fixed annual Final Withdrawal Deadlines that apply independently of CMSA registration, team formation, roster, or team registration deadlines.

For Indoor Seasons, the Final Withdrawal Deadline is 12:00 a.m. (midnight) on September 8 of the applicable registration year. This means that September 7 is the final full day on which a withdrawal request may be submitted and remain eligible for a refund.

For Outdoor Seasons, the Final Withdrawal Deadline is 12:00 a.m. (midnight) on March 25 of the applicable registration year. This means that March 24 is the final full day on which a withdrawal request may be submitted and remain eligible for a refund.

A withdrawal request received after the applicable Final Withdrawal Deadline will not be eligible for a refund or credit.

These fixed deadlines apply regardless of any changes to CMSA registration, team formation, roster, or team registration deadlines.

Once the applicable Final Withdrawal Deadline has passed, CRFC may have incurred or committed substantial costs associated with the player’s participation, including coaching resources, facility bookings, league registration, equipment, administration, and other program-related expenses. Accordingly, no refund or credit will be provided for withdrawal requests received after the applicable Final Withdrawal Deadline.

Refund eligibility under this section applies regardless of whether a player has attended a tryout, assessment, placement session, practice, game, or other Club activity.

Program Changes

A request to move from Club Stream to Club Lite programming will be subject to a $25 administration fee.

3. Other Programming

This section applies to Summer Sessions, Camps, Academies, Girls Winter Soccer, and other non-seasonal training programs that are not covered under Section 2.

A registrant may request to withdraw from an Other Programming program by submitting a written withdrawal request by email to info@rockiessoccer.ca.

Refund eligibility will be determined based on the date and time CRFC receives the written withdrawal request.

Refund Schedule

Withdrawal Request Received	Refund
More than 30 days before the advertised program start date	Full refund less a $50 administration fee
16 to 30 days before the advertised program start date	Full refund less a $100 administration fee
15 days or fewer before the advertised program start date	No refund or credit
After the program has commenced or after program resources have been committed	No refund or credit

For Other Programming, CRFC may identify an applicable early withdrawal deadline and final withdrawal deadline in the program registration information. These deadlines may vary by program based on facility bookings, staffing commitments, equipment requirements, minimum registration thresholds, or other program-related costs.

No refund or credit will be provided after the applicable final withdrawal deadline or for programs that are already in progress, delayed, postponed, or rescheduled, except where CRFC expressly determines otherwise in writing.

4. Season-Ending Injuries

If a player suffers a season-ending injury, CRFC may consider a refund or credit toward a future CRFC program on a case-by-case basis and solely at the Club’s discretion.

To be considered, the parent or legal guardian must provide:

1. Written notification to CRFC; and

2. A valid doctor’s note confirming the injury and indicating the expected recovery period.

The relevant date for consideration will be the date CRFC receives both the written notification and the required medical documentation.

Any refund or credit offered may consider:

• The portion of the program or season already completed;
• Costs already incurred or committed by the Club; and

• Any other relevant circumstances determined by CRFC.

Submission of a season-ending injury application does not guarantee that a refund or credit will be provided.

5. Club Store Refund Policy

Calgary Rockies FC Club Store products are covered against defects and issues arising from normal use for one season, subject to reasonable exclusions for misuse, accidental damage, improper care, or normal deterioration.

The following conditions apply:

• Customized or personalized items are non-refundable.
• Approved Club Store returns or refunds are subject to a $25 restocking fee.
• Refunds will be processed after the returned item has been received and inspected by the Club or its designated supplier.

6. Refund Processing

Where a refund is approved under this policy, CRFC will process the refund to the original payment method when reasonably possible.

Refunds may take up to two weeks to process from the date the refund is approved.

The processing period begins once CRFC has approved the refund and has received any information reasonably required to complete the refund.

7. Outstanding Accounts and CMSA Do-Not-Release List

Any account with outstanding fees owed to Calgary Rockies FC may be placed on the Calgary Minor Soccer Association (“CMSA”) Do-Not-Release List, in accordance with applicable CMSA policies and procedures.

Placement on the CMSA Do-Not-Release List may affect a player’s ability to transfer or register with another soccer organization until the outstanding account balance has been resolved.

Payment Plans and KidSport Registrations

For players registered through a payment plan or with financial assistance through KidSport, all scheduled payments remain due in accordance with the applicable payment agreement.

If, after one month of the applicable regular season, CRFC has not received an outstanding scheduled payment, and no alternative payment arrangement has been approved by Rockies Administration:

• The player’s participation may be suspended;
• The player’s registration may be held on file pending payment of the outstanding balance; and

• The player’s account may be placed on the CMSA Do-Not-Release List.

CRFC encourages families having trouble meeting their payment obligations to contact Rockies Administration as soon as possible to discuss available options.

Outstanding Performance Fees and Other Charges

Accounts with outstanding Performance Fees or other amounts properly owing to CRFC may also be placed on the CMSA Do-Not-Release List.

Where a registrant has an outstanding balance, CRFC reserves the right to charge the payment method on file for amounts properly owing under the applicable registration, payment, or other agreement, including charges that become due after the related event or program has taken place.

8. Non-Sufficient Funds (NSF) and Returned Payments

Payments made to Calgary Rockies FC by cheque or credit card must be honoured and processed successfully.

Cheques

If a cheque submitted to CRFC is returned or declined by the financial institution for any reason, including insufficient funds (“NSF”), the account will be subject to a $35 NSF administration fee.

CRFC reserves the right to require that the outstanding amount, including the NSF administration fee, be paid by certified cheque, bank draft, electronic transfer, or another payment method approved by the Club.

Any outstanding balance resulting from a returned cheque must be paid promptly. Failure to resolve the outstanding balance may result in the player’s participation being suspended and/or the account being placed on the CMSA Do-Not-Release List, in accordance with Section 7 of this policy.

Credit Cards and Chargebacks

If a credit card payment is declined, reversed, charged back, or otherwise returned to CRFC, the outstanding amount remains payable to the Club.

A $35 payment processing and administration fee may be applied to any declined, reversed, or charged-back credit card payment where the Club incurs a cost or administrative expense as a result.

CRFC may make reasonable attempts to reprocess the payment using the payment method on file or request an alternative payment method from the registrant.

If a credit card payment is subject to a chargeback or dispute initiated by the cardholder, the registrant remains responsible for any amount properly owing to CRFC under the applicable registration, payment, or other agreement. Any applicable chargeback, banking, or administrative costs incurred by CRFC may be charged to the registrant’s account, to the extent permitted by applicable law.

Outstanding balances resulting from declined, reversed, or charged-back credit card payments may result in the player’s participation being suspended and/or the account being placed on the CMSA Do-Not-Release List, in accordance with Section 7 of this policy.

9. Collections

Accounts which are left unpaid during the season or which parents ignore to pay after 3 reminder emails will trigger a Club Leadership email series to the parentn to identify the issue.

Every attempt will be made by Club Leadership to get the account settled.  Should parents decide to not pay during a season after the Club Leadership reached out, the player will be suspended from the programs.

Accounts left unpaid will be added to the CMSA Do-Not-Release list and this policies is the written reminder to the parent of this decision.  Unpaid accounts will be carried forward season over season until paid.

10. Policy Administration

Calgary Rockies FC reserves the right to interpret and administer this policy in a manner consistent with its purpose and the circumstances of each program.

Any exception to this policy must be expressly approved by CRFC and confirmed in writing by an authorized representative of the Club.

This policy applies to all registrations completed after its effective date and supersedes any previous CRFC refund or withdrawal policy, unless otherwise expressly stated in writing.