Swim ARCademy

Swim ARCademy is a perpetual swimming program offering lessons 7 days a week for ages 4 months to adult

Lessons are ongoing and not in accordance to school term.

No lessons on public holidays

COST is $19.00 per week per student debited fortnightly on Thursdays from a nominated credit card or bank account

Inclusions

One 30 minute lesson each week
Free unlimited access to practice swimming (see ages for inclusions)
1. CHILDREN UNDER 3 YEARS
  - Water bubs sessions
  - During lessons – 1 adult in the water + 2 adult spectators
  - Non lesson day – access for child and 1 x adult guardian
2. CHILDREN 3-11 YEARS
  - During lesson – 2 x Adult spectators
  - Non lesson – access for child and 1x adult guardian
3. CHILDREN 12 – 17 years
  - During lesson – 2x Adult spectators
  - Non lesson – access for child and 1 x adult spectator
4. ADULTS
  - During lesson – 2 x Adult Spectators
  - Non lesson – access for Swim ARCademy entry only

All spectators must be present with the enrolled swim ARCademy child at the gates to be allowed entry on lesson day. Any spectators arriving late (this includes parking the car) MUST pay a spectator fee.

SUSPENSIONS: No make-up lessons

Medical suspension : for 2 – 7 lessons only with a medical certificate with specific dates
“Take a Break” : Hold your place in a class for $5.50 p/w for a period of 2 – 6 weeks. Must give 7 days’ notice.

CANCELLATION:

Cancellations must be submitted before close of business on the Tuesday prior to the direct debit running. Cancellations must be in writing and submitted by the online form via the website

Watch Around Water Policy
All children 6 years and under must have an adult in the water within arm’s reach, and children 11 years and under must be directly supervised at all time during lessons and practice swims.

Exclusions
Their enrolment does not include access to the pools without the individual enrolled in Swim ARCademy present, locker, wellness lounge or any external programs including clubs, Vac Swim and Dept Education

Full terms and conditions are available on the Cockburn ARC website. There is a 48 hour cooling off period.

Giving out student information

Giving out student information:

Student information including lesson times can only be provided to the responsible person listed in PG. We are not to provide information to a third party which includes the emergency contact
Lesson times can be changed by a family member if they are able to verify the child’s details including what day/time they are currently enrolled.

New SS students- first class senario

The parent will be contacted to confirm the child/adult is now enrolled for lessons.
When they arrive at the desk for their first lesson:
1. Check the account on PGM.
2. Assign a new swim school card, and a guardian card (for non members only).
3. Finalise the pro rata payment as this will not be direct debited.
4. Inform the parent's of the terms and conditions as a SS member. Direct debits, two guardians entering with the child otherwise a spectator fee will apply for late arrivals etc.

Changing SS lessons

PGM

select classes > ... 3 grey dots

pop up will appear > select skill level > 1 Vancancy > Apply filters

available classes will display > select class to transfer into

Enter student name

select enrol or transfer

select transfer from > confirm class change details with guardian > select add member

e.g Leo is moving from Build Thursday 8.55am into Tuesday 10.05am starting 19th August.

Confirm student is only enrolled in one class

... 3 grey dots > vacancies - any > filter by member > apply filter

class student is enrolled in will appear - ensure only one class per week.

Signing out from a double booking

select class to remove > ... 3 grey dots > sign out from classes

select class to sign out > submit

select ignore the refund limit > submit

Payment timeline will now accurately refelect payments.

Enrolment Confirmation Email

Welcome to Swim ARCademy! We are so pleased to have you on board.
We look forward to meeting you at your first lesson on Wednesday, 8 December 2021 for the Immersion level at 6:40 PM . It will be with Meg M.
Please find the terms of conditions of your membership available at any point on our website: www.cockburnarc.com.au/About/Terms-and-Conditions
Throughout your swimming journey, our team members will be at hand to assist you wherever possible. Please come and see us at the AquaHub which is located next to the learn to swim and 25m pools, or alternatively contact us at 9411 3378 if you have any questions or concerns during your time with us.

Your first lesson
Please ensure you arrive 15-20 minutes before your lesson start time. This allows you to:

Set up your membership card at reception (if you have not already done so at enrolment)
Scan your card through the turnstiles
Get changed into your bathers and grab your goggles
Meet your instructor

Please see us at the AquaHub if you have any issues finding your class.
To assist in ensuring you get the most out of every lesson please ensure you always bring:

Bathers
Goggles
Towel
Drink bottle
Warm clothes for after your lesson
Membership card

Changing Stages
If you have received a progression email from us or your teacher notifying you that you have progressed, come and see us at the AquaHub or at reception before your next lesson and one of our staff members will provide you the current availability options of the next level.

From there you can decide which class for the next level you would like to move to. If you have any questions please give us a call on 9411 3337 prior to your next lesson.

Swimming Outside of Lessons
We would also like to encourage you, as part of your membership, to take advantage of our aquatic facilities outside of your scheduled lesson time (this does not include the warm water pool & slide entry). Regular practice and even a ‘fun’ swim will assist you in moving through your swimming journey more steadily.
Do note that your membership cards only work on the turnstiles 120 minutes prior to your lesson. When coming in for a practice or ‘fun’ swim, please see our staff at reception. They will scan your card for you at the desk and let you into the aquatic area.

Striving for Outstanding Service
Our team is fully committed to doing everything we can to make your experience with us outstanding. If you have feedback or would like to discuss anything with our friendly team members please give us a call on 9411 3378.

Welcome again,
Your Swim ARCademy Team

Swimming lesson conversion

Activate - Level 1

Build - Level 2 / 3

Commit - Level 4

Drive - Level 5 / 6

Excel - Level 7

Finesse - Level 8 / 9

Graduate - Level 10 / 14

Watching children during lessons

Watch around water policy – Any child 11 years and under needs to be supervised centre wide.
If the child needs to go to the toilet, it is the parents responsibility to take them.
If the instructor requires the parents assistance, the parent must be quickly and easily identifiable and accessible.
The instructor has to focus on teaching the class.
During an emergency evacuation the parent is responsible for the child.

Enrolling child into future class (past 7 days)

We can only enrol a child into the next available lesson.
As we are a perpetual swim school, children are constantly changing levels, enrolling or cancelling.
Availability may not be the same now as it will be in two weeks.

Two children in lessons at the same time

Children in different pools:

Siblings swimming in the LTS & 25m pool can be booked into lessons at the same time - as long as the guardian can maintain visual contact between both pools.
This does NOT apply to parents and babies; they cannot have another child in the LTS or 25m whist in the warm water pool unless another guardian is present.

Second Spectator - First warning process

Parents are aware that all guardians wanting to spectate lessons will need to arrive at the same time as the children.
If guardians arrive to watch their child's lesson and the child is not present- they are required to pay the spectator fee.

Script
As per the terms and conditions in order to take advantage of the extra spectator we do require all spectators to arrive at the same time the Swim ARCademy student scans at the access gate prior to lessons. Any spectators coming after the student has gone through will be required to pay a spectator fee. This includes for example, Adults dropping children off and then finding a park.

Swim ARCademy Charges

Swim ARCademy membership entitlements on lesson days:

0 – 3 years old: 1 student + 3 adult entries to the aquatic area (spectator or swim) free of charge
4 years and over (including Adult lessons): 1 student + 2 adult entries to the aquatic area (spectator or swim) free of charge

Non-lesson days, 1 guardian has complimentary entrance. Adult lessons complimentary acces for adult student only.

Swim ARCademy upgrades (in all scenarios)

Slides: All Swim ARCademy members and guardians to pay an upgrade fee only.

Why:

We are a family based facility and want to encourage our families to come down and spend quality time together.

Wellness Lounge:

No upgrades - everyone must pay the full entrance rate (unless they have a concession card)

Why:

The Wellness Lounge is not required to practice swimming lessons (the LTS pool is heated to a similar temperature if they want a warmer pool)
Due to the age restrictions, it does not encourage family involvement.
We try to keep our swimming program as affordable as possible, if we included the Wellness Lounge then all prices would need to be increased significantly. This would be unfair for those who don’t use it.

New Enrolments

If a patron is interested in enrolling in Swim ARCademy,

Direct them to the website > swim > find a swim class and enrol > follow the prompts
In person > send to aqua hub > assist through ipads

The prompts will provide class matching tool to find the correct level. They will then be shown all the available class times for that level and can enrol and pay online.

They will then be instructed to come to reception early on their first lesson day to pay the pro rata and get their cards.

Re-enrolments

If the patron is enquiring about re-enrolment in person, we can assist with a re-enrolment link on the iPad which has the re-enrolment form or send to aqua hub.

If the patron is not in person when enquiring, and they have cancelled in the last 12 months, forward their details through to SS to follow up.

If the patron is not in person when enquring, and they have cancelled more than 12 months ago, encourage them to use the class matching tool and go from there.

'Take a break' and Cancellations

SS Cancellation policy

Cancellation must be lodged by close of business on the Tuesday prior to the next direct debit date to ensure payment is not taken out. If it is after Tuesday, then the cancellation will come into effect on the following direct debit date, a fortnight later. If the Tuesday occurs on a public holiday, all forms must be received by the previous Friday.
All outstanding amounts must be paid and the cancellation must be submitted using the 'Swim ARCademy Cancellation Form' on the website.

If a patron would like to cancel their SwimARCademy membership, encourage them to go to the website, and search 'Cancel' in the search bar. Then selected the 'Swim ARCademy Cancellation' link, and fill in the form for each student who needs to cancel. If it's an adult, they fill in both the student and the parent details. We cannot fill this form in for the patron.

To check if a patron has cancelled their SwimARCademy membership, you can check the 'End Date' on their PGM profile, or in their User Files (Data > User Files) on PGM to find the Cancellation Form Submission.

Suspend SS membership

If you would like to make use of our 'take a break' option the $5.20 per week charge is to hold your child's swimming lesson booking.
7 days notice must be provided for TAB, and can be utilized for a minimum of 2 weeks and a maximum of 6 weeks. You are unable to TAB if there are outstanding payments on the account, and you are unable to change your lesson day/time during this time.
Swim school does not run on public holidays, if your child's lesson falls on a public holiday you will not be charged for that week. This also means that if you come to swim on that particular week the casual entrance prices will apply.

If the patron would like to Take a Break, encourage them to search it on the website, they must complete a form for each student.

To check if a patron is on Take a Break, check their user files on PGM (Data>User Files) for the form.

Class changes during take a break period

We are unable to move the class time/day if you are requesting to take a break.

Use the centre while on 'take a break'.

You will need to pay the casual entrance fee if you wish to use the centre while on take a break

Medical Suspensions

A students swim ARCademy membership can only be medically suspended (or have credit applied to the account) if they are able to provide a medical certificate covering 2 - 7 weeks. This can be backdated one month from the suspension.
If a patron needs to medically suspend, direct them to the Cockburn ARC website. The ask them to search 'medical suspension' in the search bar, then click the 'Swim ARCademy Medical Suspension Form'. Get them to fill this out and attach the medical certificate.

To check if this has been received, check the members user files (Data>User Files).

Cancelling and outstanding fees

The application will not be processed until the outstanding balance is paid

Newly Enrolments and 'take a break'

You are unable to take a break within the first four weeks of enrolment.
You can cancel the take a break submission- please note that if the debit has been processed class fees will apply.

FAQ for 'take a break'

Can they early return on the day and access the class that day?	No
Can I cancel during this period	No
Can I do an early return	No
Can I put the application in advance	No
Can I enrol for a different lesson during the ‘Take a break’	No
Can I request to ‘Take a break’ for part of the DD period i.e. 2^nd week of the next DD period & 1^st week following DD period	Yes
Can I extend my ‘Take a break’ (to a max of 6 weeks) during a current ‘Take a break’	They would need to complete a new application
For pool entry does the ‘Take a break’ go from Mon to Sun or lesson to lesson	Monday to Sunday within their lesson week

Confirming take a break has processed

You can find this in manual transactions, under the child's account saying "TAB __ date".
TAB form is saved in user files

Kidsport / Kidsport Vouchers

Sport program run by City of Cockburn at Cockburn ARC.
The primary intention behind KidSport is to connect low socio-economic families with club based sport.
This provides an opportunity to engage further with their community and experience the additional benefits of belonging to a club in addition to the benefits from the child increasing physical activity.

City of Cockburn is currently only able to access KidSport through the new Swim School category.
Vouchers are only applicable for swimming lessons.

Swim ARCademy

Inclusions

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