Dana Hills Swim Team (DHST) Refund Policy

This document outlines the official policy of the Dana Hills Swim Team ("DHST") regarding registration fees, refunds, waitlist deposits, and other financial obligations. This policy is designed to be transparent and fair to all members while ensuring the financial stability of the team.

Acceptance of this policy is a condition of registration. By completing the registration process and submitting payment, you acknowledge that you have read, understood, and agree to be bound by the terms and conditions set forth below.

Registration Fee Refunds

Registration fees cover a variety of seasonal costs, including coaching salaries, insurance, meet entry fees, and pool usage fees, many of which are paid by DHST in advance of the season. For this reason, our ability to offer refunds is limited to the schedule outlined below.

All refund requests must be submitted in writing to the DHST Board of Directors via the official team email address([email protected]). Refunds will be processed to the original credit or debit card used for payment within 15 business days of approval.

The refund schedule is as follows, based on the date the written request is received:

  • 75% Refund: For requests received on or before April 20, 2026.
  • 50% Refund: For requests received between April 21, 2026, and April 27, 2026.
  • 30% Refund: For requests received between April 28, 2026, and May 1, 2026.
  • No Refund: No refunds will be issued for any reason for requests received after May 1, 2026.

For any age groups (typically 12 and unders) that are at capacity, there are NO REFUNDS after April 20, 2026

New Swimmer Trial Period: New swimmers are welcome to try the team for one week. However, this trial period operates within the refund deadlines stated above. If a new swimmer decides not to continue after their first week, their refund amount will be determined by the date their written withdrawal request is received, according to the schedule above.

Waitlist Deposit Policy

In the event that a registration group is full, DHST may offer a waitlist. To secure a position on the waitlist, a non-refundable deposit may be required.

  • Waitlist Deposits are strictly NON-REFUNDABLE. This deposit covers administrative costs and holds a potential spot for your swimmer, which may prevent another family from registering.
  • If a spot becomes available and is offered to your family, the waitlist deposit will be applied toward the total registration fee.
  • If a spot does not become available by a predetermined date, the waitlist deposit is forfeited and will not be refunded or credited.

Other Financial Policies

  • No Pro-Rated Fees: Registration fees are for the full season and will not be pro-rated or discounted due to a swimmer's late start, vacation, absence, or limited participation in practices or meets.
  • Invitational Meet "No-Show" Fees: For invitational meets where DHST pays entry fees on behalf of swimmers, any swimmer who is signed up but fails to attend the meet without prior notification ("No Show") will be billed for all associated entry fees. This amount will be charged to the credit card on file.
  • Volunteer Commitment Fines: Failure to fulfill the family volunteer commitment will result in fines as outlined in the Membership Agreement.
    • No-show for a signed-up volunteer job: $150 fine.
    • Failure to work the Pentathlon meet: $250 fine.
    • Your swimmer(s) will be ineligible to participate in practices or meets until all fines are paid in full.

Credit Card Disputes (Chargebacks)

DHST aims to resolve all financial disagreements directly with our members. We encourage you to contact the Board Treasurer to discuss any billing concerns.

By agreeing to this policy during registration, you agree to abide by the stated refund deadlines and financial obligations.

  • If a member initiates a credit card chargeback for a non-refundable fee, a fee outside the refund window, or a fee for which services were rendered (i.e., your child participated in the program), DHST will provide this policy and your signed registration agreement as evidence to the credit card company to dispute the chargeback.
  • Members who initiate a chargeback that is inconsistent with this policy may be suspended from the team until the dispute is resolved and the fees are paid.