Kitchener Waterloo Youth Basketball 

House League Program - Refund Policy 

(Ontario Not-for-Profit)

1.   Purpose

The Kitchener Waterloo Youth Basketball Association ("KWYBA") is committed to providing affordable, community-based basketball programming while ensuring the responsible stewardship of Association resources.

Registration fees are used to secure gymnasium permits, insurance, equipment, uniforms, administrative services, and other program-related expenses, many of which are incurred before the season begins and are not recoverable. As a result, refunds are subject to the conditions outlined in this policy.

2.   General Refund Principles

The following principles apply to all refund requests:

  • Refund eligibility is determined by the date on which the Association receives a written request for withdrawal, not the participant's last date of attendance.
  • All approved refunds are subject to a $25 administrative fee, unless otherwise stated.
  • Payment processing fees charged by third-party providers are non-refundable.
  • The cost of any non-refundable items issued to the participant, including uniforms, apparel, basketballs, or other equipment, will be deducted from any eligible refund.
  • Refund requests must be submitted in writing by the participant's parent or legal guardian.
  • Refunds will be issued using the original method of payment whenever reasonably possible.
  • Requests that fall outside this policy due to exceptional circumstances may be reviewed by the Executive Committee, any decision made will be final.
  • Participants who are suspended or removed from the Association for violating the Code of Conduct or other Association policies are not eligible for a refund.
  • Refunds are not provided for missed practices, games, tournaments, or Association activities due to personal scheduling conflicts, vacations, illness, or other absences that do not result in withdrawal from the program.
  • Refund requests must be submitted within 30 days of the participant's withdrawal date.
  • Failure to attend practices, games, tournaments, or other scheduled activities does not constitute withdrawal from the program and does not automatically qualify for a refund.

 

3.   Refund Schedule

 

Timing of Withdrawal

Refund Eligibility

Before player evaluations begin

100% refund less $25 administrative fee and payment processing fees

After evaluations begin but before teams are announced

75% refund less administrative fee and processing fees

After teams are announced but before first practice

50% refund less administrative fee and processing fees

After first practice but before first game

25% refund less administrative fee and non-refundable items

After first game

No refund except approved Special Circumstance

After Mid-Season Tournament

No refund

 

4.   Non-Refundable Costs

Certain costs are incurred by the KWYBA immediately upon registration or during the season and cannot be recovered by the Association. As a result, the following costs are non-refundable and, where applicable, will be deducted from any eligible refund.

Administrative and Processing Fees

The Association's $25 administrative fee applies to all approved refunds unless otherwise stated.

Payment processing fees charged by third-party payment providers are non-refundable.

Uniforms, Apparel and Equipment

Once issued to a participant, the following items become the responsibility of the participant and are non-refundable:

  • Jerseys
  • Basketballs

Where a refund is approved after these items have been distributed, their replacement cost will be deducted from the refund unless the items are returned in new, unused condition, where permitted by the Association.

 Insurance

Player insurance fees paid by the Association on behalf of registered participants are non-refundable once coverage has been activated.

Gymnasium and Facility Costs

Facility rental and gym permit costs committed by the Association prior to or during the season are non-refundable and are included in the Association's overall operating expenses.

Team and Program Expenses

Once teams have been formed, the Association incurs costs related to:

  • Team formation and scheduling
  • League administration
  • Equipment allocation
  • Coach resources and training
  • Game scheduling and officials
  • Facility bookings

These costs are considered committed operating expenses and are not recoverable.

Tournament/Special Event Fees

Registration fees paid by the Association for tournaments or special events are non-refundable once the team has been registered or payment has been made.

Volunteer Screening Costs

Where applicable, fees incurred for volunteer screening, background checks, or certification requirements are non-refundable.

Other Committed Expenses

Any other expenses that have been incurred specifically on behalf of the participant before the withdrawal request is received may be deducted from an eligible refund where permitted under this policy.

 

Registration fees represent a contribution toward the overall cost of delivering the program and are not solely a fee for attendance at practices or games.


 

5.   Special Circumstances

The Kitchener Waterloo Youth Basketball Association (KWYBA) recognizes that exceptional situations may arise that are beyond the control of a participant or their family. Requests for refunds outside the standard Refund Eligibility Schedule may be considered on a case-by-case basis.

All requests under this section must be submitted in writing and include any supporting documentation that may be required. Approval of an exception is at the sole discretion of the Executive Committee (or its designate), and all decisions are final.

Medical Illness or Injury

If a participant is unable to continue participating due to a serious illness or injury, a prorated refund may be considered. A medical certificate or other appropriate documentation may be required.

Family Relocation

If a participant permanently relocates outside the KWYBA service area before or during the season, a prorated refund may be considered based on the timing of the withdrawal and expenses already incurred by the Association.

Program Cancellation by KWYBA

If KWYBA cancels a program before it begins, participants will receive a full refund, less the administrative fee.

If a program is cancelled after the season has commenced, refunds, if any, will be determined by the Executive Committee after considering expenses already incurred.

Inability to Place a Participant

If KWYBA is unable to place a registered participant on a team due to insufficient registration, roster limitations, or the cancellation of a division, a full refund will be issued.

Registration Error

If an administrative error by KWYBA results in an incorrect registration or the Association is unable to provide the program for which the participant registered, the Association will correct the registration where possible or issue an appropriate refund.

Scheduling Conflicts

Refunds will not normally be provided due to personal scheduling conflicts, participation in another sport or activity, vacations, transportation issues, or changes in personal availability after registration.

Voluntary Withdrawal

Participants who choose to withdraw from the program for personal reasons remain subject to the Refund Eligibility Schedule outlined in this policy.

Disciplinary Removal

Participants who are suspended or removed from KWYBA due to violations of the Association's Code of Conduct, Safe Sport policies, or other Association policies are not eligible for a refund.

Extraordinary Circumstances

The Executive Committee may consider other exceptional circumstances that are not specifically addressed in this policy. Approval of any exception does not establish a precedent for future requests.

 

6.   Refund Request Procedure

Refund Request Procedure

The KWYBA is committed to processing refund requests fairly, consistently, and in accordance with this Refund Policy. All refund requests must follow the process outlined below.

A.   Submission of Refund Request

Refund requests must be submitted in writing by the participant's parent or legal guardian to the KWYBA Program Administrator.

Requests should be submitted as soon as possible after the decision to withdraw has been made. Refund eligibility will be determined based on the date the written request is received by KWYBA.

Refund requests submitted verbally, through coaches, or other volunteers will not be considered official until received in writing by the House League Manager.

B.    Required Information

To allow KWYBA to review the request, the following information must be provided:

  • Participant's full name
  • Participant's division and team (if assigned)
  • Parent/guardian name and contact information
  • Date of withdrawal request
  • Reason for withdrawal
  • Any additional information relevant to the request

Incomplete requests may delay processing until all required information has been received.

 

C.   Supporting Documentation

Where applicable, supporting documentation may be required, including:

  • Medical documentation for injury or illness-related requests
  • Proof of relocation for relocation requests
  • Other documentation requested by KWYBA for exceptional circumstances

Documentation will only be used for the purpose of evaluating the refund request and will be handled in accordance with applicable privacy requirements.

D.  Review and Approval Process

Refund requests will be reviewed based on:

  • The date the request was received
  • The participant's stage of participation in the season
  • Costs already incurred by KWYBA
  • Applicable non-refundable expenses
  • The circumstances surrounding the withdrawal

Standard refund requests will be processed according to the Refund Eligibility Schedule.

Requests involving special circumstances may be reviewed by the Executive Committee or its designate.

Approval of a refund exception does not establish a precedent or obligation to approve future requests under similar circumstances.

E.   Refund Processing Timeline

Once a refund request has been approved, refunds will normally be processed within 10–14 business days.

Processing timelines may be extended during periods of high administrative volume, including the registration period, evaluations, and season start-up.

F.   Method of Refund Payment

Approved refunds will be issued using the original method of payment whenever reasonably possible.

Where the original payment method is unavailable, KWYBA may issue the refund using an alternative method approved by the Association.

Any non-refundable payment processing fees charged by third-party providers will be deducted from the refund amount.

G.  Refund Confirmation and Records

Once processed, the participant's parent or guardian will receive confirmation of the approved refund amount.

KWYBA will maintain records of refund requests and decisions to support financial accountability and ensure consistent application of this policy.

 

7.   Contact Information

All refund requests, questions regarding refund eligibility, or requests for clarification regarding this Refund Policy should be directed to the Kitchener Waterloo Youth Basketball Association through the official Association communication channels.

Refund Requests and Inquiries

Parents or guardians should submit refund requests or refund-related questions by email to:

House League Manager – Nita Singh

Email: nitas@kwyba.com

Please include:

  • Participant's full name;
  • Division and team (if assigned);
  • Parent/guardian name;
  • Contact information;
  • A description of the request or question.
  • Date and Time of the request

KWYBA will make every effort to acknowledge refund inquiries within 3–5 business days. Processing times may vary depending on the complexity of the request, the time of year, and whether additional information or documentation is required.

Communication Through Coaches and Volunteers

Coaches, assistant coaches, and other volunteers are not authorized to approve refunds or make commitments regarding refund eligibility.

To ensure consistency and proper record keeping, all refund requests must be submitted directly through the official KWYBA administrative process.

Policy Questions

Questions regarding the interpretation or application of this Refund Policy may be directed to the KWYBA - Director, House League Operations.