Policies And Procedures

V.V Rhythmic Academy Policies and Procedures

V.V Rhythmic Academy outlines specific policies and procedures regarding safety, code of conduct, fees, safety rules, emergency procedures, travel and other related policies for the information and guidance of gymnasts, parents and caretakers, administrators, and other staff.

We want to make your experience with our academy as seamless, safe and pleasant as possible. And to ensure this, we follow specific procedures. You should regularly visit this page to read our policies as we reserve the right to change or update them without prior notice, and we are not responsible for informing you about it. So it is your responsibility to stay updated with our latest policies and procedures.

Our Code of Conduct

The standards, behaviors and conduct of parents, gymnasts, students, teachers and administrators should not violate the code of conduct policy of VV Rhythmic.

They should all work in coordination with one another, showing respect for each other and encouraging better performance.
No one is allowed to discourage or degrade anyone for any reason whatsoever.
Respect the dignity, value and rights of all individuals irrespective of their age, gender, socioeconomic background, or religion.
Show sportsman spirit during any event.
Cooperate fully with team, coach and opponents.
Never use offensive language.
Always follow the instruction of the coach.
Parents should cooperate with their children and encourage them at every step.
Students must wear proper uniforms and comply with other related regulations while attending classes, competitions and events.
No performance-enhancing drugs or alcohol is allowed.

For more details about our code of conduct policy, you can get in touch with our staff.

Child Safety

The safety of all children attending our academy holds paramount importance to us. We never compromise child safety under any circumstances. We comply with the safety standards and rules of the local and state authorities related to gymnastics and child safety. Moreover, we are committed to ensuring the well-being and safety of all our club members, including coaches and other staff members. We have no tolerance for any form of child abuse at our academy.

However, we also consider it essential that everyone related to gymnastics should understand their responsibilities towards child safety, and we also provide education to the people involved in this regard. You can contact us to have detailed information about child safety and the measures we adopt for the safety of children at our gymnastics academy.

COVID Safety Policy

Given the situation due to the pandemic, we have included COVID safety policy in our policies and procedures. We ensure to take all COVID safety measures at our premises and expect the same from our teachers, parents, students and other people who visit our academy.

We ensure that everyone takes personal responsibility for their hygiene and health. Some critical points that you should follow in addition to our COVID safety planning are as follows:

If you are not feeling well, stay home!
No one from outside can enter the academy premises except the students, coaches and staff members after proper sanitization and checking. If necessary, we can only accommodate one parent for each child for support.
Wearing a mask is mandatory for everyone in the academy.
If you want to ask something or have any concerns, you better email or call us.
Don’t bring any extra supplies for your class. Come for class prepared and in uniform.

For more information about our COVID guidelines and plan, you can call us.

A policy of Health and Safety

The V.V Rhythmic Academy management complies with the local and federal health and safety standards and policies. We strive to ensure a healthy and safe working environment for all our employees, gymnasts, volunteers and anyone connected with our academy’s operations.

We are only responsible for those operational and environmental aspects in our control subject to conditions at that time. To demonstrate our care and safety responsibility, we put in all reasonable efforts to provide our employees and staff with a safe and protected working environment with minimum risks of illness, personal injury and damage to the property.

However, maintaining an optimally, safe environment is a mutual effort. We are not responsible for any injury or illness, or property damage that results from the negligence of the employees, staff, or any other stakeholder.

Get in touch with us to know more about our health and safety policy.

Emergency Rules and Safety Procedures

V.V Rhythmic Academy complies with all emergency and safety rules and procedures that ensure the safety and well-being of our gymnasts, coaches, volunteers and other members of our academy. We have taken proper measures for their safety and well-being at all times.

To have a detailed overview of our emergency rules and safety procedures, you can contact us.

Travelling Policy

At V.V Rhythmic Academy, we encourage the participation of our gymnasts and coaches at various interstate and international rhythmic gymnastics competitions. Through this initiative, we aim to provide enhanced exposure opportunities to compete at interstate and international levels.

We have kept a separate travel budget for these exclusive events to ensure the participation of our gymnasts and coaches. We provide financial travelling support for the selected gymnasts and coaches. If our budget is insufficient to support all travel arrangements, we raise it through special fundraising events. However, we need the permission of parents or guardians for participation in interstate or international events.

You can get more information about our travel policy by contacting our staff.

VV Rhythmic Academy Fees Payments and Terms.

V.V Rhythmic Academy Fee Payment Terms:

The entire gymnastics fee must be settled by the specified due date mentioned on the invoice. Requests for instalment payments should be directed via email and applies for gymnasts who train over 7 hours per week. Instalment plans are limited to a maximum of three equal payments per term.

Late Payment Charges:
In the event that quarterly fees remain unpaid past the due date, a late fee of $50 will be appended to the subsequent invoice.

Unpaid Fees:
Should fees remain overdue by 2 weeks, gymnasts will be prohibited from training until the fees are settled in full or an instalment plan is
activated.

If outstanding fees persist for more than 30 days despite two reminders to settle the debt, the matter will be escalated to a debt collection agency. An additional charge of 20% of the outstanding amount will be invoiced to cover associated costs.

Payment Methods:
Payment can be made via bank transfers of direct debit. Cash payments must be exact and handed directly to the Director of the club, with a receipt obtained.

Financial Hardship:
Should you encounter difficulties with payment, please contact the Club Director for a confidential discussion promptly. The individual listed as the Enrolment form signatory will bear responsibility for settling all outstanding accounts.

Additional Terms & Conditions:

Full Training Schedule Commitment:

Upon acceptance of a gymnastics position, parents are committed to payment for the full training hours designated for the group.
Any necessary adjustments to the training schedule must be discussed and agreed upon with the Director of the club.

Holiday Training:
While holidays are typically taken during school breaks, attendance at holiday training sessions is crucial for maintaining fitness and agility,
particularly leading up to competitions.

Timings for holiday training will be communicated closer to the dates and may differ from regular training sessions. The fee for holiday training is incurred prior to commencement and is non-refundable for the specified weeks outlined in the information email. Additional holiday training sessions may be available at the coach’s discretion, with charges applied at the normal hourly rate.

Public Holidays:

Training sessions will not be held on Victorian and Australian Public Holidays.

Extended Absences:
Extended absences, whether for holidays or other reasons, do not warrant fee reductions.

However, for absences exceeding 5 weeks during the school term, families may apply for a 50% credit of the missed period. Applications must be submitted in writing to the Director of the club at least 3 weeks before the start of the school term, with credits applied to the following quarterly invoice.

Injury or Illness:
Gymnasts unable to attend training due to illness or injury are not eligible for fee reductions. Credits for missed training periods due to injury or illness may be considered under the following conditions:

The absence must span three or more consecutive weeks. Families must submit a written application to the Director of the club along with a medical certificate covering the entire period. Credits will be applied to fees for the subsequent quarter.

Withdrawal from the Program:
To withdraw from the program, gymnasts must provide written notice at least 4 weeks before the end of the calendar quarter.

The withdrawal date will be set as the end of the calendar quarter. Withdrawals made during the quarter will incur full payment for the quarter.

Failure to provide 4 weeks’ notice will result in a late withdrawal fee equivalent to 4 weeks’ payment.

Make-up Classes:
No make-up classes will be offered unless a class is cancelled by the club or coach. Any cancelled class must be made up before the end of the term by mutual agreement with the coach.

Missed classes do not qualify for refunds.

Heat Policy:

In the event of temperatures reaching 36 degrees Celsius, as reported at 1pm on the Bureau of Meteorology website for the Melbourne Metropolitan area, afternoon training sessions will be cancelled for health and safety reasons. Notification of cancelled sessions will be promptly communicated via email. Replacement sessions can be scheduled before the term ends. No refunds will be issued for missed classes due to high temperatures.