Edmonton Acrobatic Gymnastics
2025–2026 Team Handbook & Policies

Mission Statement

We are dedicated to delivering a high-quality, positive sport and fitness experience for athletes of all abilities.

Welcome & Safe Sport

Welcome to the Edmonton Acrobatic Gymnastics Family. Our programs provide a safe, encouraging environment that develops essential life skills – Respect, Trust, Teamwork, and Commitment.

Safe Sport Policy

• All coaches (including owners) must maintain an annual clear criminal background check (including vulnerable sector reports).
• Every coach and leader completes the Respect In Sport and NCCP Making Ethical Decisions programs.
• Each parent/guardian is required to complete the online “Respect In Sport for Parents” course within 45 days of joining (a small fee may apply).
• Concerns regarding Safe Sport should be reported to management or via the Alberta Gymnastics Federation Safe Sport program.

Team Programs

Each competitive team program demands full commitment. All tuition represents annual charges for the season (July through June) and monthly payments are offered solely for convenience. Registration is by invitation based on coach recommendations and athletic ability. Tuition covers only the regularly scheduled in‑gym training; additional charges for team track jackets and pants, choreography, extra training sessions, event entry fees, travel, and coach-related expenses are billed separately.

Rookies Team

• Training Commitment: 3 hours per week
• Schedule: Saturdays, 2:30 pm–5:30 pm (July to June)
• Levels: Pre-Competitive and USDP Level 5
• Notes:
  • Summer training is encouraged (late registration may require a tryout).
  • Only Level 5 athletes participate in competitive events; Pre-Competitors may be invited to demonstrations.
  • Domestic travel opportunities for group events/performances may be available, but are not guaranteed.

Apprentices Team

• Training Commitment: 6 hours per week
• Schedule: Mondays, 5:30 pm–8:30 pm; Saturdays, 2:30 pm–5:30 pm; additional sessions as needed
• Levels: USDP Level 6
• Notes:
  • Summer training is encouraged (late registration may require a tryout).
  • Domestic travel throughout Alberta and Canada is expected; special events (e.g., Vegas Acro Cup) depend on coach recommendation and unit consensus.

Initiates Team

• Training Commitment: 9 hours per week
• Schedule: Mondays, Fridays, and Sundays, 5:30 pm–8:30 pm (plus additional sessions if required)
• Levels: USDP Level 7
• Notes:
  • Registration for July and summer training is mandatory (late registration may necessitate a tryout).
  • Travel commitments may extend to domestic and international destinations.

Contenders Team

• Training Commitment: 11 hours per week
• Schedule: Tuesdays, 4:30 pm–8:30 pm; Thursdays, 5:30 pm–8:30 pm; and Sundays, 4:30 pm–8:30 pm (with possible additional sessions)
• Levels: Aspire, USDP Level 8
• Notes:
  • Registration (including summer training) is mandatory in July; late registration may require a tryout.
  • Travel opportunities may include domestic and international destinations, though not guaranteed.

Specialists Team

• Training Commitment: 17 hours per week
• Schedule:
  • Mondays: 4:30 pm–8:30 pm (4 hours)
  • Tuesdays: 4:30 pm–8:30 pm (4 hours)
  • Thursdays: 5:30 pm–8:30 pm (3 hours)
  • Fridays: 5:30 pm–7:30 pm (2 hours)
  • Sundays: 8:30 am–12:30 pm (4 hours)
  • *Additional sessions as necessary*
• Levels: Level 9, Level 10, FIG 11–16
• Notes:
  • Summer training is mandatory; travel may be domestic or international.

Masters Team

• Training Commitment: 21+ hours per week
• Schedule:
  • Mondays: 4:30 pm–8:30 pm (4 hours)
  • Tuesdays: 4:30 pm–8:30 pm (4 hours)
  • Wednesdays: 7:00 pm–8:30 pm (1.5 hours)
  • Thursdays: 5:30 pm–8:30 pm (3 hours)
  • Fridays: 5:30 pm–8:30 pm (3 hours)
  • Sundays: 8:30 am–12:30 pm (4 hours)
  • *Additional sessions as required*
• Levels: FIG 12–18, Jr., Sr.
• Notes:
  • Summer training is mandatory; travel guidelines mirror those of other teams.

Level Prerequisites & Advancement

• Physical Preparedness: Athletes must meet specific level prerequisites to ensure safety and competitive performance.
• Testing: Coaches will conduct testing before finalizing partnerships and may adjust groupings based on progress, maturity, and availability.
• Advancement: Movement to a higher level is solely at the head coach’s discretion. Athletes or groups may remain at the same level for multiple seasons as needed.

Partnership, Grouping, & Associated Responsibilities

• Assignment: The head coach assigns partnerships based on level prerequisites, athletic ability, age, attendance, and group dynamics.
• Friendship Considerations: While previous partnerships and friendships are considered, final groupings are determined solely by what best supports competitive performance.
• Non-Refundable Fees Responsibility:
  • If an athlete cancels or withdraws (outside the permitted reasons) or is removed for disciplinary reasons, they may be held responsible for all associated non-refundable fees incurred by their partner if that cancellation prevents the partner’s participation.

General Team Policies

Training & Performance Attire

• Acquisition: All athletes must purchase the designated team attire. Previously owned items may be used if they are in good condition and conform to the current season’s guidelines.
• Training Attire:
  • Female: Training bodysuit (gymnastics leotard) with optional shorts.
  • Male: Approved body shirt/tank with shorts.
• Additional Items: Custom team performance leotards (mandatory for Levels 7 and up; optional for Level 6 with partner consent) and designated team track jackets and pants.
• Grooming: Hair must be secured in a bun and nails (especially long or shaped gel nails) kept short for safety.

Team Leo Days

To promote unity and professionalism, athletes must wear the team leotard and black dance-style shorts on designated “Team Leo” days:

• Rookies: Every scheduled training day (Saturdays)
• Apprentices: Saturdays
• Initiates: Sundays
• Contenders: Tuesdays and Sundays
• Specialists: Tuesdays and Sundays
• Masters: Tuesdays and Sundays

Competition Leotard Leasing

• Option: Leasing of club-owned competitive leotards is available.
• Responsibility: Any alteration costs, damages, or failure to return a leased leotard (a $450 replacement fee applies) will be charged to the athlete.

Travel Attire & Swimwear Guidelines

• When traveling for competitions or hosting events, athletes must adhere to approved travel attire.
• In facilities with pool access, athletes are required to wear "safe" bathing suits. String bikinis or any swimwear deemed inappropriate are not permitted; athletes may be required to change to avoid any wardrobe malfunctions.

Extracurricular Activity Conflicts

• Team commitments must take priority over additional extracurricular activities.
• Families must ensure that participation in other sports, hobbies, or personal pursuits does not interfere with scheduled training, conditioning, or event preparation.

Choreography Fees & Intellectual Property Rights

• Fees paid for choreography and music cutting cover only the choreographer’s time.
• All associated choreography and music arrangements remain the intellectual property of the club.
• Should modifications or additional arrangements be required, these costs will be communicated in advance.

Attendance & Absence Reporting

• Reporting Absences: All absences must be reported to the coach or head coach via email or text before the day's training begins.
• Planned Absences:
  • For absences up to 3 training days: A minimum notice of 8 training days is required.
  • For vacations or absences exceeding 3 training days: A minimum of 30 days’ written notice is mandatory.
• Impact: Excessive or unapproved absences may result in team assignment adjustments or loss of event participation without refund.

Pre-Event Training Requirements

• For competitions/performances, athletes must attend the required number of training days (e.g., 4 days for provincial-level athletes; 6 days for national-level athletes) prior to events.
• Failure to meet these requirements may result in event cancellation without refund, and, if part of a partnership, the withdrawing athlete may be liable for the partner’s non-refundable event fees.

Injury, Illness & Contagion

• Injury: Athletes should continue training with modified programs if injured, unless medically advised otherwise.
• Illness/Contagion: Athletes displaying contagious symptoms must remain home. In the event of outbreaks or pandemics, daily medical screenings may be required before training.

Viewing Protocols

• In-Facility Viewing: Due to space constraints, in-person facility viewing is not available.
• Online Viewing: Sessions will be streamed via a secure Zoom link provided solely to registered parent/guardians. Unauthorized sharing of these links will result in disciplinary action.

Travel Guidelines

Individual Travel

• Responsibility: Arrangements for transportation and accommodations are the responsibility of the athlete’s family. Athletes must remain with a parent/guardian and stay in the team-designated hotel or facility.

Team Travel

• Organization: Travel and accommodation for team events (domestic or international) are organized by the club or the official organizing entity (e.g., AGF, GymCan).
• Fees: Athletes are responsible for their portion of the expenses processed either directly or via group payment. Personal arrangements outside these directives may result in removal from the event without refund.
• Chaperones:
  • Required for group travel events, chaperones must meet all Safe Sport criteria (background check, Respect In Sport, and Child Intervention Check).
  • They are responsible for supervising athletes, ensuring logistical arrangements, and maintaining strict professional conduct (e.g., abstaining from alcohol or cannabis within 24 hours of athlete contact).

Tuition, Payment, Refunds & Withdrawal Policies

Tuition Payment

• Annual Tuition: Tuition is billed for the full season (July 1 – June 30) and is payable monthly for convenience only; this does not convert to a month-to-month program.
• Payment Processing: Payments are automatically processed on the first of each month via a credit card held on file (Visa and Mastercard Debit accepted, if applicable).
• Late Payment: Declined installments incur a $25 fee. Payments more than 30 days late may result in expulsion from the program.

Additional Fees

• Extra Costs: Tuition covers only the regularly scheduled in‑gym training. Fees for items such as team track jackets and pants, choreography, event entries, travel expenses, or coach travel/accommodation are billed separately.

Refunds & Withdrawal

• Non-Refundable Fees: Club and federation membership fees are non-refundable.
• Withdrawal Before Group Assignment: Withdrawal within 30 days of signing is penalty-free; however, all remaining membership fees remain due.
• Withdrawal After Group Assignment:
  • A minimum 30-day notice (or one monthly installment) is required.
  • No tuition refunds will be issued for fees already collected.
  • Cancellations or withdrawals without a permitted cause require payment of all outstanding tuition and non-refundable fees — including those affecting an athlete’s partner.
• Permitted Withdrawal Exception: Withdrawal due to job loss (resulting from a health order, natural disaster, or government directive) is permitted; outstanding fees remain payable.

Collections & Credit Card Security

• Collections: Failure to clear outstanding amounts may result in legal action. A minimum $100 collection fee (plus any additional legal costs) will be added.
• Security: All transactions are processed through a certified secure banking system meeting Payment Card Industry Data Security Standards. Card details are tokenized and are not directly accessible by the club.

Penalties, Discipline & Forfeiture of Tuition

• An athlete removed from an event due to disciplinary issues, late or non-payment of tuition, or abusive behavior will not receive a refund.
• Should an athlete’s withdrawal or disciplinary action prevent a partner from competing, that athlete may be held responsible for all non-refundable fees and expenses incurred by the partner.
• Additional disciplinary measures, including potential expulsion from the team, may be imposed for repeated or severe offenses.

Communication, Social Media & Additional Guidelines

Communication

All team communications will now be conducted exclusively through the Band App. This platform is the Alberta Gymnastics Federation’s preferred method because it is secure, manageable, and includes safety features designed for minors. Parents, athletes, and coaches must ensure their contact information is current on the Band App to receive all team updates and messages.

Social Media Policy

• Content Standards: All social media posts must reflect positively on Edmonton Acro. Negative, defamatory, or humiliating content about athletes, parents, or coaches is strictly prohibited.
• Privacy: Do not share private communications, screenshots, or personal information without explicit permission. Direct messaging with minor athletes is only allowed in monitored group chats that include a parent/guardian.

Coach Meetings & Parental Responsibilities

Coach meetings must be scheduled in advance via the Band App. Parents are advised to thoroughly review the handbook and communicate any concerns only during pre-arranged appointments. Unscheduled or impromptu meetings should be minimized to respect coaching schedules and ensure efficient communication.

Healthy Eating Recommendations

Due to the high-performance nature of acrobatic gymnastics, athletes are encouraged to maintain a healthy eating plan. For guidance, please refer to the Canada Food Guide or consult a nutritionist specializing in athletic needs.