Policies


Health And Safety

At Virginia Elite Gymnastics Academy (VEGA) we take great pride in being able to offer a safe and clean environment for your child to excel! Please take a look at the facility features and safety measures taken at VEGA.

We will continue our enhanced cleaning practices, promote hand sanitizing and distance students when possible. We encourage guests to wash hands and remain distanced in the common areas. Any participant showing signs of illness will be sent home. If your child has symptoms of a communicable disease or contagious condition, including but not limited to Covid-19, he/she cannot attend classes at VEGA. Some symptoms include fever of 100.4, rash, excessive cough, muscle aches, shortness of breath, loss of taste or smell, vomiting, or diarrhea. Scanning your barcode affirms that no one entering the building has any known symptoms, and they have not had any recent exposure. If your child has a communicable disease or other symptoms mentioned above they must be symptom-free for 48 hours before returning to the facility. If the participant, or someone they have come in direct contact with tests positive for Covid-19, please consult the CDC’s guidelines. We will continue to follow CDC guidelines for future procedural updates.

Registration:

VEGA offers a variety of recreational classes for all ages and skill levels throughout the week. Classes are meant to be continuous with training provided year round. Most billing is monthly, with recreational accounts drafting on the 1st of each month. Families enrolled in our After School program will be billed weekly on the Wednesday prior to your registered week. Anyone participating in out Before & After Care for our Day Camps will be billed by the end of the week. Students can enroll in classes at any time as long as there is an available opening. Space is limited, so we do offer a waitlist option once a class is full. If you choose to join a waitlist, we will contact you only when and if an opening becomes available. All students must have an account with us and be enrolled in a class in order to attend. New students have a no-risk first class, this means you have 1 week to contact the Front Desk (or email info.thevegagym@gmail.com) if it is not a good fit. Then your child can be dropped immediately and your account will be refunded or credited back any tuition & registration fees. After that week, your child is considered enrolled and you will continue to be billed until you give us an emailed 30-day drop notice. Please contact us with any questions.

Cancellation and Refunds:

You must submit one month’s notice, a 30-day “Drop Notice”, in writing or email, should your child decide to take a break from classes. If your child leaves our program without the required paid registration fee and one month’s notice, you will continue to be billed for tuition until we receive a notice in writing. Returning students will be subject to class availability and skill level assessment at the time of their re-enrollment. In some circumstances (e.g. family moving or injury), VEGA management will handle accounts on an individual case basis. All other cancellations require 30 day advanced notice in writing. If you desire to transfer classes or your child is recommended to progress to another class, the class you want to join must have openings and previous skill criteria must have been met. Participants may receive a full refund for any reason ONLY if it is requested before the second class meets.

No refunds or credits will be given after your second class meets, or for non-attendance for any reason including illnesses.

Make-Up Policy for all Recreational Classes:

If VEGA unexpectedly closes for any reason (weather closings, facility issues, or cancellations), or if you can not attend a class, a make-up may be available on a different day or time. If you do not attend your scheduled make-up, no credits or refunded tuition will be given. Holiday closings and planned gym-maintenance closures do not need to be made up as they are scheduled into your tuition. Inclement weather closings will be posted on social media, as well as the social media section of the VEGA website. Families will also be emailed, if possible. VEGA closings may not be in conjunction with the school systems, please check the website before you leave home. Make-up classes are a courtesy and will only be offered if it does not jeopardize the safety and integrity of the classes. Make-up classes are also only offered if proof of non-attendance is indicated on the athlete portal. You must scan your barcode tag every class you attend and in any other applicable instances (i.e. make ups, RISE/RESET, etc). Every effort will be made to find an appropriate make-up class. If none are available, no credits will be given or tuition refunded. You may request one make-up class per month, depending on availability. Please schedule within a week of the class missed if possible.

Other Policies for all Recreational Classes:

Students may register for classes at any time throughout the year, provided space is available. An annual registration fee per family will apply and monthly tuition will be prorated if registering mid-month. We reserve the right to cancel classes or events due to low enrollment. We will try to find an alternative placement for your student. Although we try to keep consistency among classes, coaches may change without notice. Classes may combine, but the lesson taught will still be appropriate based on the skills of the individual students. If only one student shows up to class, you will receive a 1/2 hour private lesson with their coach.

Observation Rules:

VEGA welcomes parent and guest observation of classes, however, to have the highest degree of safety, the following rules will be strictly enforced:
At no time is a parent allowed to communicate with, or coach their child from the seating area, which helps keep them focused on their coach and their task. Cheering is welcome, but instruction is not. Your child may not be doing their assignment perfectly and that's ok! They will get better with time and practice. If your child's coach needs your help with a behavioral issue, they will get your attention. If there is a problem, alert your child's coach. Otherwise, thank you for respecting this rule.
No one is allowed on the matting or equipment unless instructed to do so. Parents, siblings, guests and anyone else not enrolled in the class being held at the time, must remain in the enclosed lobby areas.
Keep your non-participating children with you and safe while observing. Please respect VEGA property by cleaning up after yourself and not allowing children to play on the furniture. This is an athletic training facility and we want to limit distractions for the participants. Siblings that are running, yelling or playing in the lobby could be a dangerous distraction. If you choose to bring other children, please bring your own quiet activities.

Behavior Policy:

A child’s participation in the program depends upon his/her behavior. We want each child to enjoy the classes, camps, programs and events and to benefit from their experience at VEGA. Basic rules of safety and conduct are reviewed in this policy. Please make certain that you and your child are aware of the potential consequences for behavioral infractions.
Minor disciplinary problems will be dealt with and discussed on a one-on-one basis with the child and/or parents. If improvements are not made, VEGA reserves the right to ask you to come pick up your child if he/she is having difficulty in functioning cooperatively with others, or is a threat to the safety of themselves or others.
Exhibiting the following behavior may lead to a written behavior incident report, possible suspension, or termination from the program:
a. Repeatedly engaging in fighting; including but not limited to hitting, kicking, biting, jumping on other class/camp members, spitting, etc.
b. Stealing or defacing the gym property.
c. Refusing to follow basic safety and program rules.
d. Repeated disrespect of staff or rude and discourteous behavior toward others.
Flagrant disobedience will not be tolerated. In the event that a child exhibits these behaviors, all actions will be documented in detail. An incident report will be written up and signed by the parent. A second written incident report will constitute a conference with the parent. A third written incident will cause discussion for suspension or dismissal from the program. Immediate termination may occur if the VEGA staff feels they cannot maintain the safety and welfare of the child or other children in the program. While we want all participants to have a fun and rewarding time at VEGA, health and safety remains our number one priority. Communicating what is expected will foster a better experience for all.

Pick-Up/Arrival Procedure:

Please arrive for class and pick-up on time. Repeat late pick ups will be charged a $25 fee at our discretion. Alert us if you will be late picking up your child or if someone else is picking them up. Please provide any adults authorized for pick up with a photograph of your athletes’ VEGA barcode. Do not leave the building during class if your child needs assistance with using the bathroom, otherwise, feel free to come and go once your child's class has begun. All children who are not participating in class must be under the direct supervision of an adult at all times.

Attire:

In the interest of safety, it is highly recommended that girls wear leotards correctly with no skirts. A variety of sizes and selections are available for purchase at VEGA if needed. They can be worn with fitted shorts or pants. Boys may wear fitted shirts and shorts or pants. Footed tights and socks are not recommended. Hair should be pulled back and no jewelry except for stud earrings.