POLICIES & PROCEDURES

All new enrolments must complete, sign and submit the Registration Form prior to commencement of the term or the first lesson.

All existing players will automatically be re-enrolled into the following term unless notification of withdrawal is received via email before the due date of invoice. Otherwise a cancellation fee of $30 will apply for holding that position. All class times and lessons will remain the same unless a WCTA coach recommends a student to be moved up a level in which case you will be contacted. Please notify WCTA if you require any adjustments to your lesson time or day.

New players are graded into a class based on age & experience. If we find you are in a class which is not your standard we will then try to find a more suitable class, subject to availability. We guarantee we will make every effort to find a suitable class but stress that the more flexible you are the more chance you have of finding the “perfect” class.

*PLEASE NOTE THAT WORLD CLASS TENNIS ACADEMY RESERVES THE RIGHT TO VARY PRICES AND SPECIALS WITHOUT PRIOR NOTIFICATION.

WCTA accepts payment by Cash or Electronic Funds Transfer. Payment by cash needs to be directly made to Head Coach Simon Batoni in a sealed envelope with the player's name, date and amount enclosed. Payment by Electronic Funds Transfer needs to include player’s name or invoice number as reference.

For all the groups and private lessons, accounts are distributed via email at least one week prior to the school term start date and will be due in their entirety by the start of the school term. It is the responsibility of each parent/player to notify us if an account is not received prior to the end of each term.

Any payments not made by the due dates (without prior notification to WCTA administration) will incur a late penalty of $15 and if required a Debt Collecting Agency will be engaged and associated costs will be added on.

Due to our waitlists please note that a player’s position is not secured or held after the due date if tuition fees have not been paid. If there is no attendance in the first two weeks of term (without prior notification to WCTA administration), the student’s position will be made available to the waiting list and full tuition fees will still apply.

If outstanding fees are not paid WCTA reserves the right to refuse training privileges.

Term fees can and will be corrected in good faith should an error occur in billing, as soon as practical after the error is detected. Any problem with payments please contact WCTA administration immediately.

Fees are calculated on a term basis, with typically 8-9-11 weeks in each term, generally aligned with public school terms. All classes are billed according to the number of lessons being offered for each term. As such, term fees may vary from term to term.

An exception is made for the Daytime Kinder Stage classes and In-school coaching where a fixed 8-week term applies.

Notice of cancellation of enrolment must be received in writing via email to WCTA administration, prior to the new school term starts.

Once the term started the students MUST pay for the whole term (unless there is a medical condition) if they decide to discontinue classes for the remainder of the term. We do not allow students to stop mid-term and transfer payment to another term. Students may change times/days/class to another day if scheduling permits or fees may be transferred to pay for another new sibling to join classes during the same term. Failure to pay the term fees will result in a late charge fee of $10 and if required a Debt Collecting Agency will be engaged and associated costs will be added on.

It is the player's responsibility to attend all classes of the tennis term.

If you are unable to attend your scheduled lesson, you need to contact Simon Batoni by email, phone or text message by the required time (see below). This will allow other pupils waiting for a make-up lesson to take one, keeping it fair and flexible for everyone involved in the Program.

If contacting via email or text message, please keep copy until make up lesson has been completed. We do not guarantee, but will make every effort, to find a make up class/es subject to your availability. Its players/parents responsibility to contact Head Coach Simon Batoni to organise a make- up lesson (please don't rely on us to call). The more availability of times and days the more chances we can help you find a class.

Make up lessons for all missed Hots Shots, Junior Groups, Squads, Adult Groups, Private Lessons and Match Play sessions will be given to participants provided a minimum of 24 hours notice is given to Simon Batoni. Failure to give required notice for any WCTA session will result in that class being forfeited.

There is a maximum of Two (2) make up classes per Term. Make up classes cannot be carried over to the next Term and you are not entitled if you're not longer enrolled in our coaching program at the time of your request.

Late notice will only be considered for a make up class for medical reasons with an accompanying medical certificate. For serious illness and injury that results in multiple missed lessons, credit will be given for the next Term’s fees provided a valid medical certificate is supplied. For shared private lessons, we recommend the following arrangements are made with your coach and partner. If Student A is unable to attend but Student B can, than Student A has a one-on-one private lesson that week and Student B has a one-on-one private lesson the following week. In the event of absentees (due to long term injury) from a shared lesson, the remaining member will cover the full cost of the lesson time.

RAIN: All classes of our coaching programs are guaranteed against rain. If it begins to rain during the lesson, the lesson will be completed indoors working on tactics, scoring, rules, fitness and watching tennis videos as a teaching aid. A decision is made at exactly 3:50 pm to determine whether classes are rained out or not. Please do NOT call before as a decision needs to be made on site.

Cancellation of one group or private lesson does not necessarily mean that other lessons will be cancelled that day. If a class is washed out then the entire lesson will be re-scheduled on Sunday morning (make-up day).

If you choose not to attend on a doubtful day then you risk missing the class if takes place. Any group or private lessons cancelled due to rain will be added to the end of term. Whenever the WCTA coaches know there will be a definite washout, they will endeavour to contact you with an SMS message to your mobile.

Classes will still be conducted in unpleasant weather conditions e.g. drizzle, heat, cold, wind etc. and will only be cancelled in the event weather conditions make playing tennis dangerous e.g. slippery courts. Unfortunately, in Melbourne, we cannot promise every day will be ideal weather conditions!

Classes are, though, modified in extreme weather conditions to allow for a productive and safe class to take place. e.g. windy days - we take the opportunity to teach how to play in windy conditions.

At all times coach duty of care to our players is paramount.

Heat Policy: if the temperature is 37 degrees or above you will receive a text message informing of the heat out. When the temperature is between 34 and 36 degrees, we will apply a ‘WCTA tennis program’, which is a friendly and safe class with non-competitive and less physical games/activities eg. serving to targets.

Provide regular drink & rest breaks during classes

Conduct lessons and demonstrations in shaded areas where possible

Recommend using sunscreen and a sun hat.

NO REFUNDS will be provided under any circumstance.

WCTA will always make every effort to offer make up time options where applicable (refer to Absenteeism & Make Up Classes) subject to class type and availability.

Credit will be given only for long term injuries/illness - If a player misses classes due to an injury or illness you need to mail a signed Medical Certificate to be eligible for a credit or refund. Once players resume we calculate and record the amount of credit you are eligible for which may be used for the following terms coaching. Credit is NOT TRANSFERABLE from one sibling or family member to another.

No credit will be given for discontinuing classes midterm. Once a class is started for a term the players MUST pay for the whole term (unless due to injury as above) if they decide to discontinue classes for the remainder of the term.

WCTA reserves the right to replace your coach with no prior notice during the term. There are many reasons your coach may have to be replaced either as a one off or permanently: illness, holidays, change of coach schedules, coach resignation, etc. If we cannot replace a coach then we will SMS or call all parents to let you know the lesson has been cancelled and a make up session will be offered.

There will be no group/private lessons on Public Holidays during the Term: Australia Day, Labour Day, Good Friday, Easter Day, Easter Monday, Anzac Day, Queen Birthday and Melbourne Cup Day.

Group and Private lessons will go ahead on Saturdays during long weekends (i.e. when there is a Public Holiday on Monday). The day before long-week-ends still go ahead as usual.

By registering with WCTA, participants/parents/guardians authorise and consent to first aid and/or medical treatment as deemed necessary for the pupils whilst participating in the program, at their own expense. Please advise WCTA if you or your child has any specific medical conditions that coaches and staff should be aware of.

As participants, parents/guardians of WCTA, you agree to indemnify and keep indemnified and hold harmless WCTA and its affiliates against all actions, suits, proceedings, claims, demands, costs, losses, damages and expenses ("Claim") in any way connected to or resulting from any damage, loss, death, or injury sustained during or otherwise associated with the program.

It is the responsibility of the guardian to pick up their child on time at the completion time of all activities. WCTA or delegate will not accept responsibility for your child after this time.

WCTA may wish to use images and/or video footage of students for promotional and/or educational purposes, i.e. website, promotional flyers, social media, coach education. Please notify WCTA in writing if you do not wish to have you/your child’s image to be used, otherwise it will be assumed that you have no objections.

Encouraging your child's participation in a positive manner.

Not requesting staff to provide any other support or service outside the boundaries of their role at the coaching program such as for babysitting service or for lifts home for your child.

Not engaging in behaviour that discriminates any other person on the basis of gender, race, colour, religion, languages, politics or national or ethnic origin.

Not engaging or inciting your child to commit violent act or to breach the program rules.

Treat staff and other customers with courtesy and respect. We do not tolerate abusive or bullying behaviour.

Let us know if there is a problem.

Work with us to solve problems.

Be honest and accurate in your dealings with us.

Read the policies of the service that you are purchasing.

All Peak timeslots (4pm-10pm Monday to Friday, 12pm-8pm on Saturday and all day Sunday) need to purchase a term package. This secures your timeslot for the term. Outside of this time, casual lessons can be organized if preferred.