You may be looking for our Refund and Fee Adjustment Guidelines page.

For those wishing to enrol but unable to afford our full registration fees, we offer some subsidies to families who qualify. We also recommend local service organizations who may be able to provide financial support to our members.

Fee Assistance – Offered by KW Water Polo

Each year, KW Water Polo sets aside $25 of each membership fee in order to be able to provide assistance to those in financial need who wish to enrol an athlete in one of our development programs. It is important to understand that these funds are supported by fellow members and are not endless.

Funds are distributed as fairly as possible, until they are exhausted, focusing on the families most in need of assistance first.

Submission of an application does not guarantee receiving assistance.

• Household income < $45,000 – maximum of $300 per family
• Household income >= $45,000 but less than $50,000 – maximum of $200 per family
• Household income >= $50,000 but less than $55,000 – maximum of $100 per family

If there is low demand for the funds in a particular year, they do not accumulate or carry over to the following year. They are added to the current year’s general revenue.

If you feel you qualify for fee assistance from KW Water Polo, please complete the fee assistance form as soon as possible prior to, or during registration. You will be required to provide documentation that shows total family income. Documentation must be provided for all parents providing support for the enrolled member. Copies of your previous year’s T1(s) or T4(s) or Notice of Assessments are acceptable documentation.

Your information will be reviewed by the Registrar, Treasurer and the President and you will be notified as soon as possible of the decision.

You may also wish to reach out to any of the local service organizations listed below which may also be able to provide support.

Please fill out the Fee Assistance Application Form.

If you require assistance, please contact us by emailing info@kwwaterpolo.com.

Multi-Athlete Families

Consistent with other competitive clubs in Waterloo Region, KW Water Polo does not provide additional support for families choosing to enroll multiple athletes in the club.

Subsidy for Bingo Coordination

Bingo revenues assist in lowering the fees that must be charged for each club member. This subsidy is provided in recognition of the need for individuals to be trained, and the time commitment they make to attend bingos regularly, and to provide training to our volunteers, and other related activity.

KW Water Polo pays qualified individuals up to a total of $100 per session managed. This can be shared by more than one coordinator in any way they feel is appropriate, but is limited to that amount. The total subsidy does not exceed $1300.

If you are interested in this role, please send an email to  bingo@kwwaterpolo.com

Senior Coach’s Bursary

The Senior Coach’s Bursary allows a Senior Coach to offer assistance to players who will coach while continuing to play in our development program. It is intended to support those who are in need of assistance.

The available bursary is equivalent to a maximum of 30% of the player/coach’s membership fee, not including competitive fees. The bursary comes with an expectation that the recipient(s) will be active in coaching junior members in weekly practices and at tournaments.

As an Assistant Coach, they will continue to earn the standard hourly wage, and will be reimbursed for tournament and travel expenses following the same formula as all coaches.

Each of our two Senior Coaches may elect to provide an individual player/coach with a bursary, or they may choose to split their bursary across multiple player/coaches. It is not necessary for the Senior Coach to use all, or any of the available bursary in any given year.

A Senior Coach may choose to transfer some or all of their bursary to the other Senior Coach. The two bursaries may not be combined into a single bursary of 60%.

Examples:

• Senior Coach 1 uses their bursary to assist two player/coaches, each player/coach receives a 15% reduction in their fees.
• Senior Coach 2 uses their bursary to assist three player/coaches, each player/coach receives a 10% reduction in their fees.

If a Senior Coach finds the available bursary is insufficient, they may choose to reduce their own monthly stipend to provide additional funds.

Discussion with the President and Treasurer are required in all cases prior to the bursary being offered.

Fee Assistance Offered by External Organizations

	Kitchener Sports Association (KSA) The KSA Fee-assistance Program provides direct financial support to local minor sports groups that have a formal Fee-assistance Program. If you qualify for fee assistance through the process outlined above, you may also receive additional support as a result of our submission to the Kitchener Sports Association. Kitchener Sports Association
	KidSport™ KW KidSport is a not-for-profit organization that provides financial assistance for registration fees and equipment to kids aged 18 and under within Kitchener and Waterloo. You must apply directly yourself. KidSport Kitchener Waterloo
	Fee Assistance Leisure Access Program The City of Waterloo Fee Assistance Leisure Access Program offers financial support for permanent residents with low income, living in Waterloo, in order to help individuals participate in City of Waterloo recreational and affiliated minor sport and arts programs. The assistance is given in the form of a credit to eligible individuals. Eligibility is based on total family income.  You must apply directly yourself. Waterloo Fee Assistance Program
	Jumpstart Jumpstart helps kids in financial need participate in organized sports and physical activities by assisting with the costs associated with registration, equipment and/or transportation. You must apply directly yourself. Jumpstart – How to get help Jumpstart – Apply here

Refund and Fee Adjustments Guideline

You may be looking for our Fee Assistance Programs page.

The assumption we make as an organization is that people choose to join the KW Water Polo club because they have a strong interest in the sport, and a desire to develop their skill over time and to be a part of our community. We also believe that they understand that when they register, they are not only making a commitment to their team mates. They are aware that they are making a financial commitment to the club and agreeing to pay all required fees for the full season. Not just the period of time that they participate.

In the case of an injury, coaches, pool rentals, equipment, etc. all have to be paid for, regardless of whether a member can enter the water or not. Even if the athlete is injured for an extended period of time, they would be expected to be interested enough to continue to connect with and support their team mates, to listen to the coach and observe and learn the skills being taught so they can put it into practice at a later time.

Refunds

The following outlines situations where the Board may consider a refund:

• Withdrawal within 10 days of the date that the club received a member’s original registration, either during the Early Bird or Fall Registration: 100% refund of annual membership commitment or deposit made
• Withdrawal more than 10 days after an Early Bird Registration, but before the season begins as marked by the official Fall registration date: Per athlete penalty of 20% of annual membership commitment
• Withdrawal by a new member within the first five (5) weeks following the official Fall registration date: Per athlete penalty of 20% of annual membership commitment plus any competitive expenses incurred to date must be paid in full

For any other withdrawals to warrant a refund, they must be due to an extreme circumstance that is recognized by the Board. A refund of the annual membership commitment is not guaranteed. Competitive fees are forfeit.

Fee Adjustments

As a general rule, the membership fee will not be prorated based upon an athletes specific circumstances. There are far too many special circumstances which could result in many unique payment schemes if we were to entertain this and it would be difficult to manage the club in a fiscally responsible manner.

• A decision to not attend all practices is a personal decision. No fee adjustments will be made as a result of an athletes desired attendance as the costs remain the same whether they choose to be there or not.
• New members joining after the start of the standard season will be reviewed with the Board for applicable fee adjustments.  Note that depending on when the athlete joins there may be other restrictions.