COVID-19 Safety Procedures and Preparedness Plan
RVC || COVID-19 Safety Procedures and Preparedness Plan
RVC || COVID-19 Safety Procedures
and Preparedness Plan
The following policies, practices and conditions are set forth to incorporate guidance from the Centers for Disease Control and Prevention (CDC), the Colorado Department of Public Health and Environment , and the Federal Occupational Safety and Health Administration (OSHA) into our daily practices at the RVC Facility.
Knowing that eliminating all risk is impossible, RVC is committed to providing an environment that is as safe and healthy as reasonably possible for all coaches, athletes and families. To that end, we have developed the following Safety Procedures and Preparedness Plan in response to the COVID-19 pandemic. We will continually monitor the COVID-19 pandemic; and as it evolves the below policies and procedures will be modified.
By continuing with RVC for the remainder of the 2020-3021 season all adults and guardians of minors assume ALL risks associated with participation including but not limited to exposure to COVID-19. Exposure to COVID-19 can lead to temporary or permanent health consequences and death.
Club Directors, coaches, athletes and families are all responsible for implementing and complying with all aspects of the policies and procedures in this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our facility, and that requires full cooperation. RVC’s staff is charged with enforcing the policies and this plan during their scheduled training times, with RVC’s directors responsible for further disciplinary actions. All athletes and guardians are required to accept and e-sign this document as assumption of risk, waiver of liability, understanding of and agreement to comply with all aspects of the below Safety Procedures and Preparedness Plan. Any violations by athletes can result in revocation of facility usage privileges with no refunds given.
Club director, or an appointed staff member, will be on site at all times to ensure compliance.
Facility Layout via Courts for Social Distancing
The below details court areas:
Procedure for Pre-Arrival, Arrival
and During and After Practice
Screening and Policies for ANYONE exhibiting Signs and Symptoms of COVID-19 || entering or within RVC
All coaches, athletes and families are required to self-monitor for signs and symptoms of COVID-19. The following policies and procedures are being implemented to assess health status, of all, prior to entering RVC. This process is not all encompassing and does not guarantee the health of any individual entering RVC.
Just a reminder of basic respiratory etiquette while attending activities inside of RVC.
Housekeeping practices are being implemented, including routine cleaning and disinfecting of all surfaces, volleyballs, training equipment, and practice areas, including restrooms and meeting areas. Frequent cleaning and disinfecting will be conducted in high-touch areas.
Communication and Training
This COVID-19 Safety Procedures and Preparedness Plan was communicated to all coaches and necessary training was provided. Additional communication and training will be ongoing, and updates provided to all coaches, and where necessary relayed to all athletes and families.
Running a travel club sports organization isn't just a lot of work, it is a complicated and expensive operation. RVC has to budget and pay for tournaments, our facility, gear, travel, coaching stipends, insurance, and administration costs (just to name a few). If a player drops from the team, none of these costs change. The Club still has to pay the same amount, but our revenue drops by 1/10th.
Parents’ point of view is understandable. If a player leaves the team mid-season, parents want to be refunded the team fees they’ve paid for the remainder of the season. They feel like they’re being asked to pay for something they’re no longer getting.
The money that you're paying as a parent isn't just for your child, it's for the team as a whole to be able to function. In order for teams to exist, we have a strict NO REFUND policy.
We currently offer 3 payment plan options, our most popular option is our "Flex Option" and 88% of our families choose this option to pay for their players Club Fees. We offer this monthly option to cover costs throughout the season rather than charging for everything up front.
When a player leaves the team, parents don’t keep making the monthly payments since their child is no longer playing, leaving the Club at a loss. When this happens and a player leaves, RVC does not pass the cost onto the rest of the team and does not increase the cost of club fees, or travel trips to make up for the loss.
Refund Policy: All services rendered by RVC are provided on a non-refundable basis. All payments made to RVC become completely non refundable.
COVID-19 Related Exception Refund Policy:
EFFECTIVE JUNE 1ST 2020
Due to CHSAA announcing the start of High School Volleyball starting March 1st and with speculation that the "Club Season" may possibly be moved up, the refund policy is subject to change without notice to coincide with a possible new calendar.
In response to COVID-19 and the unprecedented impact it has had on the world and specifically as it pertains to youth sports we have created our COVID-19 Refund Policy. These uncharted waters has created a new issue of having to deal with the reality of refunds, it can be a friction point between the Club and Parents. Each side has its own perspective, and they both make sense.
Given the fluidity of the COVID-19 situation it is an extreme challenge to create a comprehensive refund policy when the future is so uncertain, ever changing and out of everyone's control. While it's hard to speculate what the future holds we are hopeful that we can begin and end the season without interruption, however we have tried to plan for some potential scenarios and while some of our policies address some unlikely circumstances there are some that are a very real possibility. We instituted our refund policy with our RVC Family in mind as well as RVC remaining viable for years to come. While some may not agree with our refund policy it's important to remember that just like our RVC Families we too have financial obligations, from our lease, paying our coaching staff, to the increase of cost of PPE and sanitation products. We thank you for your patronage and are believing for a great season ahead but in the event that life stops again we have you in mind.
All aspects and scenarios of refunds that pertain to COVID-19 related cancellations and closures are ONLY applicable to players accounts that are current and in good standing. The cost of the uniform package is not refundable. Refunds will only be issued in the event that RVC is mandated by either local, state, or federal officials to cease operation due to COVID-19 exclusively. In the event that RVC is required to close and cease operation, refunds will be issued according to our refund policies listed below.
COMPLETE SHUT DOWN w/o RETURN TO PLAY
If a complete shut down is required and mandated by local, state, or federal officials the percentage of refund will be dependent upon the date that the shutdown is issued. The definition of a complete shut down as it pertains to our refund policy is as follows; Access to the facility is prohibited by law, and or restrictions in place would not permit volleyball related training in any practical manner.
The percentage that is eligible for a refund is contingent on the date that the shut down occurs in accordance with the REFUND TABLE below. If a complete shut down occurs after the tenth of the month then the percentage of the refund would be in accordance with the following month.
Example: Shut down is effective Dec. 8th, 82% of monies paid will be refunded, if Shut down occurs after Dec 10th then 71% of monies will be refunded.
COMPLETE SHUT DOWN w/o RETURN TO PLAY REFUND TABLE
This table is for the percentage of refund that will be issued in the event of a COVID-19 complete shut down as it pertains to refund policy above.
The reason for the substantial gap of refund available between January and February is due to the fact that if play was to stop as of Feb. 1st, players would've participated in a minimum of 2-3 events and our Club costs increase drastically once the season begins from team entry fees, paying coaches as well as continual admin costs.
Date when shut down occurs
Eligible percentage 12s-14s
Eligible percentage 15s-18s
July 1st - 10th
July 11th - August 10th
August 11th - September 10th
September 11th - October 10th
October 11th - November 10th
November 11th - December 10th
December 11th - January 10th
January 11th - February 10th
February 11th - March 10th
March 11th - April 10th
April 11th - end of season
COMPLETE SHUTDOWN w/ RETURN TO PLAY
In the event that there is a temporary shut down and RVC is not open for operation, and then is able to return to play at a later date with-in the season the following policy will take effect.
In the event a temporary shut down takes place and then restrictions are lifted at a later date, allowing return to play, all club obligations and fees will resume at a percentage of the original amount of Club Fees minus the uniform package. A refund will be issued as applicable and according to the date that the shut down occurs (refer to complete shut down w/o return to play refund table). Original Club Fees will be calculated according to the payment plan the member is enrolled in. Accounts will be required to be brought current in order for players to return to play. Please refer to the REFUND TABLE for COMPLETE SHUT DOWN w/RETURN TO PLAY percentages.
Example #1: Member's Original Club Fees are $3515 and member is enrolled in the Flex Payment Option which includes a $95 processing fee, the original club fee calculation would be $3610 not $3515. A complete shut down occurs Dec. 8th, a refund of 82% of monies paid will be issued back to member. In this scenario with the member on the Flex Payment Plan they would've paid a total of $1968 up to this point, resulting in a refund back to the member of $1613.76. During the shut down payments would be suspended and credit cards not charged. Then return to play resumes Feb. 1st, resulting in a loss of 60 days of no play. 66% of the original club fees ($3610) are required to be paid by Mar. 15th = $2382.60. The discounted balance will be spread out evenly over the number of installments remaining till Mar. 15th.
COMPLETE SHUT DOWN w/RETURN TO PLAY REFUND TABLE
This table is for the percentage of refund that will be issued in the event of a COVID-19 complete shut down with a return to play as it pertains to refund policy above.
Days Shut Down beginning Nov. 1st
Percentage of Club Fees Due to return to play
Return to play after 30 Day Shut Down
83% of original club fees due
Return to play after 60 Day Shut Down
66% of original club fees due
Return to play after 90 Day Shut Down
49% of original club fees due
Return to play after 120 Day Shut Down
32% of original club fees due
Return to play after 150 Day Shut Down
17% of original club fees due
PARTIAL SHUTDOWN - RVC STILL OPEN
If RVC is able to remain in operation and provide training to athletes but is unable to attend Powers or other events due to cancellation for the sole purpose related to COVID-19 then only the team entry fee will be refunded in proportion to the number of players per team and the cost of the entry fee, provided that the tournament/event issues a refund to RVC for the entry fee. The percentage of refund for the month that the event falls in would NOT be refunded IF RVC is still able to operate according to local, state, and federal guidelines.
Example: Tournament in February is cancelled and team entry fee is $895 and the team consists of 10 players, each player would be refunded $89.50 and if RVC is still able to operate, you would not receive the additional 40% refund for the cancellation of the tournament occurring in February.
GRINDSTONE & MONTHLY INSTALLMENTS
COVID-19 INTERRUPTION POLICY
If a "Shut Down" occurs within 48hrs. prior to the date that an installment is scheduled to be charged the payment will not be charged and payments will be suspended until such time that RVC is able to resume operation. If the shut down occurs the same day as installment is scheduled to be processed and is charged then a refund will be issued.
For those who sign up for our Grindstone program, and are enrolled in the monthly payment option and the program is interrupted and training is unable to take place then payments will be suspended and cancelled till training can resume. For those who enroll in the upfront option and receive the discount, a refund will be issued and prorated for time missed. This is ONLY applicable to accounts that are current and in good standing.
Waiver Terms & Conditions
The novel coronavirus, COVID-19, has been declared a worldwide pandemic by the World Health Organization. COVID-19 is extremely contagious and is believed to spread mainly from person-to-person contact, including individuals without disease symptoms. As a result, federal, state, and local governments and federal and state health agencies recommend social distancing and have, in many locations, prohibited or limited the congregation of groups of people.
The health and well-being of our staff and athletes remains our top priority. In order to minimize the risk of COVID-19 entering our environment and spreading amongst our community, we will only allow staff assigned to work and athletes scheduled to participate to be in our facility. Parents wishing to remain on site can utilize the parking lot to wait for their athlete(s). Athletes waiting to attend a session will need to wait outside while maintaining social distance from others.
Furthermore, all participants in sponsored activities at Relentless Volleyball Club must agree to and abide by the following:
Relentless Volleyball Club (hereafter referred to as the “Club”) has put in place numerous preventative measures and enhanced cleaning protocols to reduce the likelihood of spreading COVID-19 in Club’s facility environment; however, the Club cannot guarantee that you or your child(ren) will not become infected with COVID-19. Further, attending sponsored activities at the Club or while traveling to sanctioned events could increase your risk and your child(ren)’s risk of contracting COVID-19.
By signing this agreement, I acknowledge the contagious nature of COVID-19 and voluntarily agree to the participation terms described above and assume the risk that my child(ren) and I may be exposed to or infected by COVID-19 by attending the Club and that such exposure or infection may result in personal injury, illness, permanent disability, and death.
I understand that the risk of becoming exposed to or infected by COVID-19 at the Club may result from the actions, omissions, or negligence of myself and others, including, but not limited to, Club employees, volunteers, and program participants and their families. I voluntarily agree to assume all of the foregoing risks and accept sole responsibility for any injury to my child(ren) or myself (including, but not limited to, personal injury, disability, and death), illness, damage, loss, claim, liability, or expense, of any kind, that I or my child(ren) may experience or incur in connection with my child(ren)’s attendance at the Club or participation in Club programming including travel tournaments (“Claims”).
On my behalf, and on behalf of my children, I hereby release, covenant not to sue, discharge, and hold harmless the Club, its employees, agents, and representatives, of and from the Claims, including all liabilities, claims, actions, damages, costs or expenses of any kind arising out of or relating thereto.
I understand and agree that this release includes any Claims based on the actions, omissions, or negligence of the Club, its employees, agents, and representatives, whether a COVID-19 infection occurs before, during, or after participation in any Club activity.