Purpose

The GSC Travel Club Fee Refund Policy defines the circumstances under which Gunston Soccer Club (GSC) will grant a refund of GSC Travel Club fees. The Travel Club Fee Refund Policy also outlines the steps that must be taken when requesting a refund of GSC Travel Club fees. It is important to note that this Policy does not address any other fees associated with GSC Travel soccer (for example, team specific fees, uniforms, etc.).

The goal of the Travel Club Fee Refund Policy is to ensure the continued financial solvency and efficient operation of GSC and its Travel teams and the fair and equitable granting of requested Travel Club fee refunds. By defining and sharing this policy, GSC strives to ensure that all GSC families understand the Travel Club Fee Refund Policy before they commit to participate in the GSC Travel program.

Travel Program Commitment

When a family accepts an invitation to join a GSC Travel team, they are making a commitment to the GSC Travel program for the 12-month soccer year, which generally runs from July 1 of one year through June 30th of the next year. The commitment is for this entire one-year period and not for a specific soccer season (Fall, Spring) or training period (Summer, Winter).

This yearlong commitment is important for two reasons. Each year, GSC incurs expenses and makes resource commitments based on the total number of Travel players who commit to the 12-month soccer year. Financial and resource commitments are made based on the number of families who accept the yearlong GSC Travel program commitment and many expenses are incurred in advance.

Refund Eligibility

As an organization, GSC must work to maintain a predictable financial model and, equally important, a positive experience for every Travel Payer. To help ensure that these two goals are met, GSC will only grant refunds of the GSC Travel Club fee in clearly defined circumstances.

Any GSC Travel program family who meets one of the following criteria will be granted a pro-rated Travel Club fee refund:

• Any GSC Travel program player whose parent or legal guardian is active duty military and receives orders to relocate outside of the GSC league playing area during the September through March timeframe is eligible for a pro-rated refund of the GSC Travel Club fees. Documentation of the relocation order is required to be submitted with the refund request.
• Any GSC Travel program player who accepts an invitation to join a GSC Travel team that is unable to form a full roster and, therefore, is unable to participate in Fall league play is entitled to a 100% refund of any and all monies paid toward their annual GSC Travel Club fees, including the initial GSC Travel program deposit.
• Except in those cases where a player’s parent or legal guardian is in the active military, refunds are not given due to job relocations of a player’s parent or legal guardian.
• Any player that suffers a significant injury or medical condition that will prevent the player from playing. Appropriate medical documentation and a letter from players physician will be required. 

Refund Amounts

For active duty military families receiving relocation orders and requesting a refund of the GSC Travel Club fee, refunds are granted on a prorated basis as outlined below. All approved Travel program refunds will be paid via check within 15 business days of the date the GSC Vice-President approves the refund request.

Refund Request Process

All requests for a refund of the GSC Travel Club fees must be submitted in writing and must be signed by one or more of the player’s parents or legal guardians listed in their child’s (children’s) GSC registration record. A copy of the signed refund request must be submitted to the player’s Team Manager and the team’s coach. The team’s coach will forward the refund request to the Director of Coaching. All refund requests must include supporting documentation as defined in the GSC Travel Club Fee Refund Policy.

The Director of Coaching will forward the refund request and supporting documentation to the GSC Treasurer and the GSC Vice-President, who will determine the refunded amount, if any, based on the GSC Travel Club Fee Refund Policy. All approved Travel program refunds will be paid via check within 15 business days of the date the GSC Vice-President approves the refund request.