Be familiar with our Policies and Procedures. If you have questions, please do not hesitate to contact us. 

POLICIES & PROCEDURES

Revised 8.2025

Introduction to Wahoos of Jacksonville, Inc.    

Financial Policies    

Meet Requirements     

Competition progression    

Practice Requirements    

Swimmer Etiquette    

Parent Etiquette    

Refund Policies    

Waivers    

Membership Fees 

Health Policy   

Make-up / Cancel practice    

Weather Policy

Locations Policy

 

Introduction  

Wahoos of Jacksonville is affiliated with USA Swimming, a governing body that oversees our sport in the United States. In addition to USA Swimming, we are also affiliated with Florida Swimming, the governing body that oversees our sport in Florida. Florida Swimming is the Local Chapter of USA Swimming.

• All Wahoos of Jacksonville Athletes participating in the water during practices must be current USA Swimming athlete members.
• All Wahoos of Jacksonville Coaches and assistant coaches coaching during practices or at USA Swimming/Florida Swimming meets are current USA Swimming Non-Athlete members.
• The Wahoos of Jacksonville will abide by all current USA Swimming/Florida Swimming Rules and Regulations during practices/meets and while representing this USA Swimming/Florida Swimming Club.
• Each parent, guardian, and swimmer is expected to read, understand, and adhere to the content in ALL of our Policies and Procedures, and provide a signed contractual agreement affirming that you will do so.

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Financial Policies

• All groups are expected to swim throughout the season.
• All monthly dues, registration, and meet fees, but not limited to USA Swimming fees, are non-refundable.  
• If monthly fees are not paid within that specific month, the swimmer (s) will not be allowed to compete or participate in practices with the team.
• We only accept credit cards for payment of any fees.
• For any payments with a credit card that is declined, a $45.00 service charge will be applied to the swimmer’s account.
• There are no discounts for missing practices or pro-rated fees. Regardless of the number of practices attended, members are still responsible for the monthly dues.
• Swimmers and their families  who join our swim team are committing to the team for the duration of an entire season. We have three dedicated swim seasons and they are:
  • Summer Swim Season: April through July
  • Fall Swim Season: August through December
  • Year-round Swim Season: August through March.
• If a swimmer decides to terminate their commitment before the end of the current season, Parent(s) must notify Stacy by e-mail at [email protected] by the 15th of the month before terminating. All monthly fees for that month will apply and any other outstanding balances due.
• There is an early termination fee equivalent to one month of the monthly dues for every swimmer who wishes to terminate their commitment before the expiration of the current season.
• Payment:
  • Fees are due on the first day of each month. There will be a $15.00 charge for late fees.
  • All swimmer fees will be charged internally on the first of each month.

 

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Meet Requirements

• Parents and Swimmers are expected to ALWAYS show good sportsmanship behaviors. 
• All swimmers are encouraged to compete at every scheduled meet. 
• Each swimmer is required to wear his/her swim cap proudly at each meet. If additional caps are needed, ask the coaches for an additional cap (cost is $20.00)
• We ask that you save these special caps for meets so that we can identify our swimmers easily in the pool. 
• All USA Swimming meets, coaching expenses, and travel fees need to be paid before any swim meet.  These fees will be charged internally to your account.
• If a swimmer has committed to a meet, he/she is still responsible for the meet fees and coaches’ fees BEFORE each meet.
  • All fees related to swim meets are in addition to the session/ monthly fees.
  • Parents and Swimmers are responsible for ALL meet and Coaches’ meet fees.
  • A Coaches’ meet fee ($25.00) will be added to each in-town meet in which a swimmer chooses to participate. 
• Out-of-town meets:
  • Same policies as above and include the following:
  • Swimmers 17 years or younger MUST be accompanied by an adult/chaperone.
  • Out-of-town meet fees are in addition to monthly/session dues and may include hotel, transportation, food, meet fees, coaching fees, and other travel expenses.
  • A Coaches’ meet fee of $30.00 applies to each out-of-town meet. Additionally, coaching staff, hotel, and transportation will be divided among the number of swimmers participating in that swim meet.
  • Hotel room blocks are secured for the team so everyone can stay together. Information will be emailed out about the location, cost, and length of stay. You will need to register for your room by using a link that the hotel provides to us for the discounted room rate. 
  • If a swimmer is going to an out-of-town meet with another Wahoo family, an email from each family needs to be sent to [email protected] stating that all responsibility for that swimmer will be placed on the other family including transporting, rooming, feeding, etc. for that specific swimmer. 
  • Wahoos coaches/staff will NOT be responsible for any swimmers at any swim meet as they are coaching, resting between preliminaries and finals, and working the meet. Parents will need to assist their swimmers during swim meets, especially big championship meets.
• If a swim meet is canceled for any reason, and fees have been collected, a credit will be refunded to your account as soon we have figured out the logistics with vendors, hotels, and the hosting team.

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Competition Progression

Our sport is amazing and fits ALL types of skill levels. Competing at swim meets is an integral part of the overall experience. Each athlete learns at his/her own pace. This is why we have divided our swim meets into two groups - Introductory and Competitive. We encourage you and your swimmer to participate in the competition aspect of the Wahoos Swim Team.

INTRODUCTORY MEETS 

Format: Local, single day, smaller sized, usually completed within 4 hours.

Purpose: Exposes younger and novice swimmers to competition. 

Cost: ~$25.00

COMPETITIVE MEETS

Format: Multiple days and sessions, larger sized, USA Swimming sanctioned, most are held locally, but some may require travel.

Purpose: For our more experienced swimmers to track progress throughout the season, compete against other competitive teams/swimmers, and set goals to qualify for state, sectional, and national competitions. 

Cost: ~$65.00 +

 

 

 

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Practice Policies

All training groups are expected to swim throughout the season. To see progress, a minimum number of practices are required. Additionally, some equipment is required for each group. 

• Swimmers should attend all offered practices; to see improvement and to obtain desired goals, swimmers need to attend practices consistently.
• There will be NO make-up practice for these National holidays (i.e., 4th of July, Christmas and New Year's Day)
• During practice, swimmers must have their equipment ready. This includes a swimsuit, goggles, cap (if needed), fins, kickboard, paddles, water bottle, tennis shoes, shorts and shirt.
• Equipment REQUIRED per group: 
  • Intro & Junior: Fins / Flippers, Kickboard
  • Advanced: Fins, Pull buoy, kickboard, and paddles
  • Elite: Fins, Pull buoy, kickboard, and paddles
• Pool Facilities and other Aquatic locations
  • Swimmers must show respect and take care of the facilities that the team is using.
  • We are guests at a hosting facility and we need to be mindful of this.
• Swimmers are responsible for picking up after themselves.
• Wahoos Swim Team is not responsible for any swimmer’s equipment. Write your name on your gear. Hold onto your gear.  Tag your swim bag.

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Swimmer Etiquette

All swimmers, parents, guardians, and family members of the Wahoo’s Swim Team must know and understand the following rules and regulations:

• Swimmers MUST remember that being part of the Wahoos of Jacksonville carries responsibility in our community. This means that swimmers MUST behave, be respectful, and make good decisions in and out of the pool.
• All participants are encouraged to attend as many practices as possible so that each swimmer can improve his/her skill level, and as a team, we can perform at our highest level.
• Listen to the coaches.
• Good sportsmanship is expected at all times, on or off the pool deck. This includes social media usage, text messaging, or any kind of communication among athletes, coaches, parents, and the community.
• Foul or obscene language or gestures are strictly prohibited.
• Disrespectfulness toward other swimmers, any coaches, teammates, or meet officials will not be tolerated.
• Coaches reserve the right to remove a swimmer from any team-related activity if proper team etiquette is not followed.
• Social Media:
  • Swimmers MUST abstain from using social media in an offensive, derogatory, malicious, and/or insulting way towards others.
  • Swimmers MUST avoid inappropriate behavior using social media at all times. This includes posting offensive material about others, targeting a specific group of people, and/or posting inappropriate videos/photos.

Failing to follow these rules will result in disciplinary actions that can include: suspension, probation, and/or removal. Each situation will be reviewed on a case-by-case basis.

 

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Parent Etiquette

All swimmers, parents, guardians, and family members of the Wahoo’s Swim Team must know and understand the following rules and regulations:

• We ask that all parents and guardians encourage swimmers to attend as many practices as possible so that each swimmer can improve his/her skill level, and as a team, we can perform at our highest level.
• We ask that you demonstrate a respective, positive, and supportive attitude towards all swimmers, and coaches, meet officials at all times, and avoid actions or behaviors that may be detrimental or reflect adversely on the team and coaching staff.
• Foul or obscene language or gestures are strictly prohibited.
• Specific concerns that may be viewed as confrontational or detrimental should be addressed away from other swimmers and parents, preferably off the pool deck or away from the designated team waiting area.
• If at any point, the behavior of a parent escalates and becomes a distraction to a coach, a swimmer, a meet official, or another parent, the offending parent will be asked to leave the area immediately. We realize that it is not fair to penalize a child for an adult’s behavior but neither is it right to allow such behavior to have a negative or detrimental impact on the team, coaching staff, or other parents.
• If it is determined that the parent’s behavior is egregious enough after discussing the incident with the coaching staff, the related swimmer will be removed from all further team-related activities including practices, meets, and team events.
• Under the above circumstances, no refund will be issued.

Failing to follow these rules will result in disciplinary actions that can include: suspension, probation, and/or removal. Each situation will be reviewed on a case-by-case basis.

 

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Refund Policies

We want each swimmer to enjoy their experience, but we understand that circumstances can occur which are out of your control.  Always reach out to Stacy Mejia at [email protected] and inform her of your situation.

• Please read
  • No refunds are issued for violations of any of the policies stated in this document.
  • A processing fee of $5.95 may apply if a refund is issued
  • There are no discounts for missing practices or pro-rated fees. Regardless of the number of practices attended, members are still responsible for the monthly dues.
  • If for some reason a family’s circumstances change and they wish to withdraw from the team before the first practice, a full refund will be issued, minus a $25.00 processing fee.
• Swimmers and their families who join our swim team are committing to the team for the duration of an entire season. We have three dedicated swim seasons and they are:
  • Summer Swim Season: April through July
  • Fall Swim Season: August through December
  • Year-round Swim Season: August through March.
• If a swimmer decides to terminate their commitment before the end of the current season they are in, Parent(s) must notify Stacy by e-mail at [email protected] before the 15th of the month to avoid upcoming monthly dues charges. All monthly fees for that month will apply, and any other outstanding balances due.
• There is an early termination fee equivalent to one month of the monthly dues for every swimmer who wishes to terminate their commitment before the expiration of the current season.

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Waivers

Liability Waiver

I hereby waive, release, and forever discharge Wahoos of Jacksonville, Inc. and associated supervisor, coach, or other team administrator from all rights and claims for damages, injury, or loss to person or property which may be sustained or occur during participation in Wahoos of Jacksonville, Inc. activities, whether or not damages or loss is due to negligence. I hereby acknowledge that my children is (are) physically fit and capable of participation in all Swim Team activities.

By registering my child(ren) with the Wahoos of Jacksonville, Inc., I agree to participate (or allow my child(ren) and family members to participate) in the Wahoos of Jacksonville, Inc. and hereby release Wahoos of Jacksonville, Inc., its directors, officers, agents, coaches, and employees from liability for any injury that might occur to myself (or to my child(ren) and family members) while participating in the Wahoos of Jacksonville, Inc. program, including travel to and from training sessions, swim meets or other scheduled team activities.

I agree to indemnify and hold harmless the above-mentioned organizations and/or individuals, their agents and/or employees, against any and all liability for personal injury, including injuries resulting in death to me, my child(ren) and/or other family members, or damage to my property, the property to my child(ren) and/or other family members, or both, while I (or my child(ren) or family members) participating in the Wahoos of Jacksonville, Inc. program.

As legal guardian of the kid(s) mentioned above, I hereby consent to the aforementioned person participating in Wahoo's Swim Team. I have further read and agree to abide by the Swimmer and Parent Etiquette policy set forth in the Policies and Procedures section. 

I understand that it is the express intent of the Wahoos of Jacksonville, Inc. to provide for the safety and protection of my child; and in consideration for allowing my child to use the Harvest Community School pool and other facilities, I hereby forever release Wahoos of Jacksonville, Inc., its officers, employees, teachers, and coaches from all liability, for any and all damages and injuries suffered by my child while under the instruction, supervision or control of The Wahoos of Jacksonville, Inc.. 

As legal guardian of the aforementioned person, I hereby agree to individually provide for possible future medical expenses, which may be incurred by my child as a result of any injuries sustained while training at, or competing for Wahoos of Jacksonville, Inc.

I hereby grant The Wahoos of Jacksonville, Inc. and their agents the absolute right and permission to use photographic portraits, pictures, digital images or videotapes of my child and my family, or in which my child or family may be included in whole or part, or reproductions thereof in color or otherwise for any lawful purpose whatsoever, including but not limited to use in any Wahoo's publication or on the Wahoo's websites, without payment or any other consideration.

I hereby waive any right that I may have to inspect and/or approve the finished product or the copy that may be used in connection therewith, wherein my child's likeness appears, or the use to which it may be applied. I hereby release, discharge, and agree to indemnify and hold harmless the Wahoos of Jacksonville, Inc. and their agents from all claims, demands, and causes of action that I or my child have or may have by reason of this authorization or use of my child's photographic portraits, pictures, digital images or videotapes, including any liability by virtue of any blurring, distortion, alteration, optical illusion, or use in composite form, whether intentional or otherwise, that may occur or be produced in the taking of said images or videotapes, or in processing tending towards the completion of the finished product, including publication on the internet, in brochures, or any other advertisements or promotional materials.

This acknowledgment of risk and waiver of liability, having been read thoroughly and understood completely is signed voluntarily as to its content and intent.

 

 

Medical Waiver

 

I certify that I am the parent or legal guardian for my child(ren). I hereby give my permission for any supervisor, coach or other team administrator associated with the Wahoo's of Jacksonville to seek and give appropriate medical attention for our child(ren) in the event of accident, injury, illness. I will be responsible for any and all costs associated with any necessary medical attention and/or treatment.

 

I hereby waive, release and forever discharge Wahoo's of Jacksonville and associated supervisor, coach or other team administrator from all rights and claims for damages, injury, loss to person or property which may be sustained or occur during participation in Wahoo's of Jacksonville activities, whether or not damages or loss is due to negligence. I hereby acknowledge that my children is (are) physically fit and capable of participation in all Swim Team activities.

 

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Membership Fees

Our Membership Fees are set up in monthly payments. The payment is automatically charged on the first of each month after the initial registration. For more information about our membership, please contact [email protected]

 

RECREATIONAL SUMMER PROGRAM

 

 

COMPETITIVE SUMMER PROGRAM

 

​

RECREATIONAL FALL PROGRAM

 

 

COMPETITIVE YEAR-ROUND  PROGRAM

 

USA Swimming Fee

Everyone is required to have a membership with USA Swimming.

 

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Healthy Child Policy

For the overall health of our swimmers/participants as well as our coaches, instructors, and volunteers, parents must refrain from bringing their swimmers/participants to lessons/practice or team activities if they have had any of the following symptoms within the last 24 hours:

• Temperature over 100 degrees (without fever-reducing medicine)
• Vomiting or diarrhea
• Runny nose that is thick or dark in color
• Unexplained rashes or skin infections/conditions
• Eye infections of any kind
• Communicable/contagious diseases such as chicken pox, hand-foot-mouth disease, etc.
• Head lice

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Make-up / Practice Cancelations

Should it become necessary to cancel a regularly scheduled practice, we will work to make up that practice, if possible, within that month’s training cycle.

 

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Weather Policy

Always come to the pool!  We teach/coach in the rain, but not in the lightning.  A storm on your side of town does not necessarily mean it’s storming at our pool.  If a swim lesson must be canceled, we will try to make-up the lesson within the current session. If we cannot make it up, a credit will be entered into the participant's account. 

Winter: If the air temperature during the winter is below 30 degrees Fahrenheit, we will not have practice. 

 

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Locations Policy

We are in two locations: Harvest and Fletcher. At this moment no one is required to stick to one location. This could change base on the demand, attendance, and participation in each location. 

 

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