Policy and Agreements

Below is a copy of the policies and procedures that must be read and agreed upon before swimming lessons will begin.  All payments, scheduling, cancellations and other questions are covered in the material. Please read the entire document carefully.


We are so excited you are joining our amazing program!! Because our program is small, we have limited spacing and the scheduling is very tight. We ask that you carefully read and agree to the following policies. It may seem like a lot of “rules,” but these are necessary to keep things running smoothly and make sure that everyone is treated fairly. Above all, these are to ensure everyone’s health and safety. Thank you again and we can’t wait to get started on our swimming adventure!

General Policy Agreements

A) Dream Big Swim Academy (DBSA) requires written notifications for all communication. DBSA accepts the following written communication methods: 

1.) Email to dreambigswimacademy@gmail.com 

2.) Text message to this number only – 304-919-2929. Replies to automated numbers or other staff are not accepted. 

3.) Electronic messages on Facebook through the DBSA page only. Personal messaging is not accepted.
*At NO time will verbal notification/communication be accepted. No exceptions.
• Failure to submit correct written notification may result in payment forfeiture, program dismissal or other action.

B) A minimum two-month participation in the program is required. Cancellation or withdrawal before this period will result in payment forfeiture.

C) All accounts are required to have a valid credit card or bank account stored on file. Clients are responsible for updating this information.
• Accounts with declined or invalid payment methods will not be permitted into lessons until the payment method is updated. The lesson day/time may be forfeited and re-enrollment required. No refunds or credit for missed/absent classes.

D) Tuition fees and other charges are billed on the 15th of each month. Account balances must be paid in full BEFORE the 1st of the following month. Payments must be made prior to classes starting. Students with outstanding account balances will not be admitted into class. No credit or refunds will be given for missed classes. *See Payment Policy Below*

E) Lessons are scheduled and tuition is billed for the entire month, regardless of previously scheduled events, vacations, or other obligations. No credits or refunds are given for missed classes. Make up lessons are permitted only if DBSA receives written notification 24-hours in advance. *See Attendance Policy Below*

F) If at any time after the two-month minimum participation period you would like to discontinue lessons, you must submit written notification to DBSA before the 15th day of the month. After tuition fees are billed and statements emailed on the 15th, the scheduling is final and no changes will be made. NO Exceptions.
• If you fail to notify DBSA by the 15th day of the month and pay by the 1st of the following month, you will automatically be billed for the next month and responsible for the full payment. No exceptions. No refunds. *See Termination Policy Below*

G) DBSA reserves the right to use any photographs and/or videos taken during lessons for advertising and marketing purposes. Any photographs and/or videos acquired during lessons or by other means, such as but not limited to guardian submission, will be considered property of DBSA. Written consent is NOT required for use of any obtained photography or videos. If you choose not to participate in advertising or marketing activities, you must submit a hand-written and signed letter stating you do not wish to participate. All efforts to accommodate requests will be made but not guaranteed. DBSA does not accept responsibility for photographs and/or videos used by other par

Payment Policy

A) Registration fees are a one-time charge and must be paid online. Fees are non-refundable. Fee is not a deposit nor will it be applied as credit to tuition fees. No exceptions.

B) Cash and check payments may be brought to lessons and deposited into the locked payment box only. At no time are DBSA staff permitted to accept or deposit payments. DBSA is not responsible for lost/stolen payments left with other personnel, incorrectly deposited or misplaced.
C) Invoices are emailed on the 15th of the month. All balances must be paid in full on or before the 1st of each month. Payments received after 11:59 pm EST on the 1st will be charged a $10 late fee. No exceptions.

D) All outstanding account balances will automatically be charged to the account’s saved payment method on the 2nd day of the month. No exceptions.

E) Declined/invalid credit card payments will be charged a declined card fee ($20) in addition to the late fee ($10). Bank withdrawals or checks returned from the bank will be charged an insufficient funds fee ($35) in addition to the late fee ($10). *Declined/invalid payments will receive an email and text notification.*
• Balances must be paid in full within five (5) days or before the start of the next lesson. Students with outstanding balances will not be permitted into lessons until the balance is paid in full.
• No refunds or credits given for missed classes. Lesson day/time may be forfeited and re-enrollment required.

F) Credit/debit card payments have a 3% processing fee. Bank withdrawals have a 1% processing fee. These fees will be added to the account after payments have been processed.
G) Check payments may be mailed. Payments must be received by the 1st so please allow ample time.

H) Cash payments receive a $5.00 per child account discount applied to the next month’s invoice. The full account balance must be paid for the discount to be applied.
I) Accounts with multiple late payments, declined/invalid payment methods, returned checks, or other continued policy violations will be considered a “problem account.” Problem accounts will receive email notification that the account has been placed in this status. Problem accounts are prevented from enrolling into any new classes, including make up lessons.
• Any further account difficulties and ANY policy violations, not limited to payments, will result in dismissal from the program and not readmitted for a (1) one year period. Any remaining balance must be paid in full before re-admittance will be considered.
J) NEW STUDENTS – If you are a new student and enrolled after the 1st of the month, payments are due immediately. Payment must be received before lessons begin and will NOT be accepted during the first week of class.

Attendance Policy

We understand that sometimes things happen. However, we cannot permit exceptions and NO special circumstances will be granted.

A) Students arriving 15 minutes (or more) late to a 30- minute lesson will not be permitted to start the lesson. Payment and lesson are forfeited. Students will not be permitted to do “half” or “partial” lessons for any period of time.

B) Lessons may be rescheduled for another day and time only if written notice is given 24 hours in advance. Less than 24-hour notification will result in forfeiture of payment and no rescheduling option.

C) One (1) lesson per month may be rescheduled free of charge. Additional reschedules/make ups will be assessed a $5/lesson fee.

D) Make up lessons must be scheduled within two (2) weeks of the absence. After the two week period, the lesson is forfeited and cannot be rescheduled.

• Make up lessons must be scheduled 24 hours in advance for preparation. No lesser time will be accepted, and students will not be admitted.

• Make up lessons cannot be rescheduled. Failure to attend a scheduled make up lesson results in lesson forfeiture. 24-hour cancellation is still required or it will be considered a “No Show.”

• If you are unable to schedule a make up lesson during any of the available options, the lesson is forfeited. No refunds or credits are given.

E) Notification of cancellation is required before the lesson’s scheduled start time, even if it is less than 24-hours. Failure to notify before lessons begin will be considered a “No Show.”

• Two (2) “No Show” events in a two-month period will result in a 1-lesson suspension with payment forfeited.

• Two (2) “No Show” events in a one-month period will result in immediate removal from the program with payment forfeiture. No re-admittance to the program.

• Three (3) “No Show” events during any participation period will result in removal from the program with payment forfeiture. No re-admittance to the program.

Please Note:  Little Dreamers Classes and Semi-Private Lessons do not have a make up option for missed classes.  In the event of an absence, the tuition fee is not refunded or credited.

Termination Policy:

A) If you wish to discontinue lessons for the next month, you must submit written notification to DBSA before the 15th day of the month. Billing for the next month is automatic. After tuition fees are applied and statements emailed on the 15th, the scheduling is final and no changes will be made. No exceptions.

B) If you fail to notify DBSA by the 15th day of the month, you will are still responsible for the full payment, regardless of attendance. No exceptions.

C) Written notice submitted after the 15th of the month will be accepted as notification for the next billing cycle. No further notification is necessary.

D) Noncompliance with this policy will result in permanent removal from the program. Outstanding balances will be charged to the payment method on file.
• If the payment method on file is invalid/declined, the applicable fees will be charged in addition to the late fee. You will have one-month (30 days) to pay the account balance. After 30 days, additional late fees will be added, and the outstanding balance will be turned into a collection agency.

Diaper Policy

A) As required by the Health Department, ALL children under the age of 4 must be properly doubled diapered – wearing a snug fitting, non-disposable diaper over a disposable swim diaper - regardless of toilet training.

B) Children found to be improperly diapered will be removed from the pool. The lesson and payment will be forfeited.

C) In the event that the pool must be closed due to fecal matter, students who were found to be improperly diapered will be charged for the closure and associated costs. These fees include, but are not limited to – pool rental fees, tuition fees for all cancelled classes/lessons, instructor pay, cost of pool treatment and chemicals, and equipment replacement.

Please make sure that your child visits the bathroom before the start of lessons, even if they went at home. Just because children can tell mom/dad that they have to go “potty,” doesn’t mean that they will tell the instructor.  We hate to miss time in the pool for a potty break! 


Pool Closures

Dream Big Swim Academy is an independent entity and is not affiliated with Millsop Community Center. The facility is rented. Maintenance, upkeep, and other general issues and complaints about the facility should be taken to the facility staff.

A) This is a rented facility and we are subject to ALL pool rules and facility management.

B) Dream Big Swim Academy is not responsible for pool or building closures. Rescheduling may be possible but is NOT guaranteed. If lessons cannot be rescheduled, they will be forfeited. No refunds. No exceptions.

C) Inclement weather conditions that result in pool closure or lesson cancellation such as hazardous road conditions, thunder storms, and lightening will not be refunded. Rescheduling may be possible but is NOT guaranteed. If lessons cannot be rescheduled, they will be forfeited. No exceptions.

Little Dreamers Classes

A) This is an infant-rescue style swimming course, not a “mommy and me” class. This class teaches infant rescue skills such as independent floating and rolling. Infants and children are fully submerged during the course.

B) A parent or other adult must accompany the swimmer in the water and will need to demonstrate the skills being taught in class. Participants must stay with the group and follow instruction. You must stay with the class and participate in the same activities as the group. No one is permitted to break away from the class, use equipment without permission, or attempt skills without instructor supervision. This class should be taken seriously.

C) ANY diversion from this policy will result in immediate removal from the pool with payment forfeiture. A second violation will result in immediate removal from the pool and dismissal from the program. All payments are forfeited. No exceptions.

D) Little Dreamers Classes do not have the option to make up a missed class. In the event of an absence, the tuition fee is not refunded or credited and the lesson is forfeited.