Finance Policy

Keeping track
The Administrator and Treasurer maintain accurate records of your family's fees and commitments.

Monthly squad fees

All squad payments are calculated on the number of hours offered for training. Squad fees are calculated on an annual basis but for convenience may be paid in 12 equal monthly instalments. Payments are due on the first of each month in advance of training undertaken and should be paid by direct debit.  The link for the direct debit  is

http://www.harrowswim.info/content/direct-debit-setup

The club will consider your child to have left the club if no fees are forthcoming over a consecutive two-month period.

The club reserve the right to levy an administrative charge where fees are continually paid late and/or where a club official has to chase for fees when payment has not been made.

Discretion of the Treasurer and Chair
The Chair and Treasurer are authorised by the Club's Committee to review individual cases and total Club situations, and make necessary adjustments and changes to the above fees and commitments. These are reported back to the Committee for ratification. If you are unable to meet your financial obligations due to extenuating circumstances contact the Treasurer by email on bhsc@harrowswim.com(link sends e-mail)

If your swimmer squad level changes
Once your swimmer is training at a new squad level, your swimmer will be considered to have made that change. It is your responsibility to change the fees.

If your swimmer joins part way through the swim year
If you join after the swim year has started:

ASA/Club Membership Fee: is payable for the full swim year irrespective of when you join.

Squad Fees: are payable with immediate effect.

Fee Waiver
Under the following criteria, fees could be waived.

Broken limbs, surgery, serious illness etc – Please inform the Club Administrator following hospital confirmation of fracture or admission. Failure to do so will mean that squad fees are payable and no refund or credit will be issued for fees already paid. No refund or credit will be issued retrospectively. A maximum of 6 weeks credit may be offered. A medical certificate must be produced from your GP/hospital.

No refund or credit will be given for everyday illnesses like cold, flu & tummy upset etc.

Learn-to-swim - Credit may be offered against the following term’s fees for those in the learn-to-swim section of the club who have already paid for the term in advance of the lessons. This credit will equate to the number of sessions missed (maximum of 6 weeks credit will be offered) which will commence from the date of being informed of a child’s absence for medical reasons, such as those cited above. A medical certificate must be produced from your GP/hospital.

Holidays

Fees are still payable if swimmers cannot swim because they are going on holiday or because of other commitments. We still have to pay for the pool and teachers' fees. If a swimmer who decides to take a break for a couple of months and then come back they
need to get agreement from their coach/teacher (who then informs either the Treasurer or one of the pool coordinators), the swimmer will have to pay for the whole period even if they have swum or not.

Bank holidays - Bank holidays have already been taken into consideration when working out swimming fees.

See Refunds section for further information.

Club galas
We offer a range of incentives to encourage ASA registered officials and volunteers to run
Club Funded Gala Entry
In the following circumstances the Club will fund the swimmer's entry fees;

ASA National BAGCAT and Youth Championships.
Relay entry for County and London (BAGCAT & Youth) Regional Championships.

Financial Structure

Membership fees

Membership fees
The annual membership fee is per swimmer and is outlined below. Annual membership fees must be paid in full in January or at time of registration and is non-refundable. We do not offer pro-rata membership fees, even if joining half way through the season.  Club membership fees are renewable in January every year and should these fees not be paid by 31st January, then your club and ASA membership will be rescinded and you will no longer be a member of the club. Should you wish to re-join, an administrative fee of £20.00 will be payable.  These fees will be automatically deducted by direct debit at the end of January if squad fees are paid via this method. 

All squad swimmers £50.00 and all members of our swimming squads from Stroke Development through to Masters needs to pay this fee.  Those swimming in the junior squads (Junior Potential, Junior Intermediate and Junior Advanced) also need to pay these fees and this sum is currently added to the Spring Term’s fees.

Parents/Poolside Helpers/Teachers etc £7.50 This fee is applicable for parents, teachers, coaches, squad reps, members of the Executive etc and those who assist on poolside in an administrative capacity. Select this category to vote at the AGM and have a say in the running of the club. 

Your membership fee includes:
Membership of the Borough of Harrow Swimming Club.
Registration with Amateur Swimming Association.
Registration with London Region ASA.
Registration with Middlesex County ASA.

IF YOUR FAMILY HAS AN OUTSTANDING AMOUNT OWING TO THE CLUB FROM A PREVIOUS YEAR, REGISTRATION WILL NOT BE ACCEPTED UNTIL THE OUTSTANDING AMOUNT IS PAID
IN FULL.

Squad/Learn-to-Swim Fees
Membership fees are based on the level at which your swimmer trains i.e. the more hours of training per week, the higher the squad fee.

If you have three or more swimmers under the age of 16 in competitive squads
For families with more than two children under the age of 16 in competitive squads the club offers a 10% discount on your total monthly squad fees.

If you have a swimmer in Higher or Further Education
Swimmers over the age of 18 who are in full-time tertiary education AND who train on a regular basis (weekly or monthly) will pay a flat fee of £35 per month.

Swimmers over the age of 18 who are in full-time higher or further education BUT can only swim outside of term-time (i.e. living away from home at college or university) will pay £30 in December (Christmas holidays); £30 in March/April (Easter holidays) and £30 in June/July  (summer holidays).

Normal squad fees will be reinstated when a swimmer finishes in full-time higher or further education.

Full club membership fees are still payable by those who are in tertiary education.

Normal squad fees will be reinstated when a swimmer finishes in full-time higher or further education.

Thinking of leaving the Club?
We require at least a month’s notice in writing of your intention to leave the Club. All correspondence should be addressed to the Club Administrator by email atadmin@harrowswim.com(link sends e-mail).

By notifying the Club Administrator, it does not prevent you from writing or emailing the squad coach to explain further or to thank them. The club reserves the right to charge one month’s squad fees in lieu of notice.

Refunds
It is your responsibility to contact your own bank or financial institution to cease the monthly payments once notice of resignation has been given to the Club Administrator. Should you fail to give notice or the bank continues debiting your account in error, we reserve the right to impose a £10 per month administration fee.

There will be no refunds, credit or alternative sessions offered due to adverse weather conditions which may affect either learn to swim or squad training, such as snow or where the pools are closed with less than 12 hours notice due to contamination, pool temperature or any other circumstances beyond our control, which may affect the health and safety of
our members.

Refunds for galas will not be given if your child leaves the club or is unwell or has alternative plans on the day etc.

No gala refunds will be paid unless your child has been ‘rejected’ from a swimming meet.
Refunds will then be issued once the club has received a refund cheque from the host club.
Please be patient as it has been known to take up to three months to receive these!

Once you have submitted a gala form with appropriate gala fees, it is deemed that you have
‘entered’ the meet.