Policies & Safety

Camp Policies

Everything families need to know about cancellations & refunds, conduct, health & safety, and on-site expectations. Our goal is a positive, safe, and well-organized experience for every camper.

Last updated: Sep 1, 2025

Cancellations & Refunds — Summer Camps

  • Refund Deadline — All cancellation requests must be made in writing by May 31st to receive a full refund. All cancellations are subject to a $50 administrative fee per registration. After the May 31st cancellation deadline, no refunds will be provided for any summer camp cancellations. No refunds or credits will be provided for missed days or sickness.
  • Camp Transfers — Camp Transfer requests must be made in writing and will be accommodated provided there is available spots in the desired program. There is no fee for transferring, but the normal cancellation policy will still apply.
  • Major Injury — if a major injury prevents your child from participating in at least 50% of the program, we’ll provide a pro-rated credit with a doctor’s note.
  • Program Credits — credits never expire, but they are non-transferable, non-refundable, and cannot be applied to TOP Sports Academy team fees.

Cancellations & Refunds — School-Year Camps

  • Refund Deadline — All cancellation requests must be made in writing at least 30-days before the program begins to receive a full refund. All cancellations are subject to a $50 administrative fee per registration. After the 30-day cancellation deadline, no refunds will be provided any program cancellations. No refunds or credits will be provided for missed sessions or sickness.
  • Major Injury — if a major injury prevents your child from participating in at least 50% the program, we’ll provide a pro-rated credit with a doctor’s note.
  • Program Credits — credits never expire, but they are non-transferable, non-refundable, and cannot be applied to TOP Sports Academy team fees.
Camper Code of Conduct

We’re committed to a safe, positive, respectful environment for all. Violations will result in dismissal without refund.

  • Zero tolerance for bullying, harassment, or discrimination (verbal, physical, emotional).
  • Respect camp property, facilities, equipment, and natural surroundings.
  • Follow staff instructions; disruptive/defiant behavior will lead to camper dismissal.

Three-Strike Process

Strike 1 — Verbal Warning: Staff explains the issue and expectations to the camper.

Strike 2 — Temporary Removal: Camper sits out; Camp Manager discusses with parent/guardian at day’s end.

Strike 3 — Removal: Camper is sent home for the day; may be removed for the week depending on severity. No refunds for missed time.

Bullying & Physical Play

Bullying: We have a zero tolerance bullying policy and any infractions will be taken very seriously. No refunds will be provided for camper dismissals.

Overly physical play outside normal rules is subject to the strike policy and the Camp Manager will follow-up with parents/guardians.

Health & Safety

First Aid: Camp Managers and Senior Staff are certified in First Aid & CPR; first-aid kits are on-site and maintained frequently.

Injury: We minimize risk through training and supervision, but sport has inherent risk. Parents/guardians are notified promptly for serious injuries. Head injuries: Camper is removed from play immediately and parents contacted.

EpiPen: Send two EpiPens—one kept with the camper, one in the office. All camps are NUT-FREE but there may be cross-contamination risk.

Medication: Please email our Camp Office before camp with instructions and hand-deliver medication to the Camp Manager on Day 1. Do not send meds in lunchboxes/backpacks (incl. OTC meds).

Sunscreen: Apply before arrival; send a labeled bottle for re-application (staff can assist).

Lice: If lice/nits are found, a camper must go home and remain home until professionally treated. No refunds/credits for missed time due to lice.

Concussion & Rowan’s Law

  • Suspected concussion → immediate removal from play; no same-day return.
  • When in doubt, we err on the side of caution and treat as a concussion.
  • Refer to a physician for diagnosis.
  • Return only after meeting all provincial return-to-play requirements.

Resources: Parachute Canada Guidelines (via coach.ca) • Smart Teams • Coaches Ontario

Rule of Two

Aligned with the Responsible Coaching Movement (R.C.M.), all interactions must be open, observable, and justifiable. Two screened, trained/certified staff are present with a camper in potentially vulnerable situations. One-on-one interactions are avoided except in medical emergencies.

Staff Screening

All staff/volunteers (18+) complete Criminal Record Checks (Enhanced CBC and National Checks via CERTN Canada).

Social Media

All parents/guardians must review and sign a Media Release waiver prior to participation. Campers may be featured in photos, videos, or social media promotions, however, names, ages, or identifying information will never be used without prior express consent. Personal social media posts by staff that include TOP Sports content (participants, staff, facilities, etc.) are strictly forbidden. This applies to Snapchat, Instagram, TikTok, X/Twitter, Facebook, and other public forums.

Camper Phones & Electronics

Cell phones and electronic devices are not permitted at camp and should remain in the camper’s bag or left at home.

Banned Substances

Use or possession of alcohol, tobacco, vapes, marijuana (incl. edibles/gummies), nicotine products, or related products is strictly forbidden at camp. This is a zero-tolerance policy.

Questions about a policy?

We’re happy to clarify anything before your week begins.

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