Dutchess County Gymnastics Policies

The boring stuff – but important!

A copy of these rules and policies are available at the reception desk and are distributed to parents when registering.


Rules and Policies

Welcome to the recreational program at Dutchess County Gymnastics Center!  We are pleased to offer gymnastics instruction for all skill levels and ages from 18 months to 18 years old.

Below is a list of our Rules and Policies for your reference.

REGISTRATION FEE

All families will be charged a registration fee when enrolling in a program at Dutchess County Gymnastics Center, Inc.

WHAT TO WEAR

Boys or Girls may wear tucked in T-shirts, shorts, leggings, sweatpants OR a leotard for girls.  Hair should be pulled neatly and securely away from the face so that it stays up for the entire workout.  Children should not wear bows or other large hair ornaments that may cause discomfort during activity.  All students should have activity-appropriate footwear during class.  Most classes will be barefoot as shoes cause damage to equipment and socks will slip on the equipment.

WHAT NOT TO WEAR

For the safety of our students, staff and to prevent damage to the equipment, we do not permit jeans, stockings, dresses, skirts or tutus to be worn during class.  We do not permit any clothing with zippers, snaps, buttons or buckles on the equipment.  Small post earrings are acceptable, however, dangling earrings, necklaces, bracelets, anklets or watches are not permitted.  Jewelry should not be worn during classes.  PLEASE LEAVE JEWELRY ARTICLES AT HOME.  This facility and staff will not be responsible for ANY items that may be lost or stolen.  Be sure your child’s personal items are marked with their name.

DROP PROCEDURE

PARENTS MUST NOTIFY THE OFFICE TO DROP A STUDENT FROM CLASS.  Only a written notice via email, regular postal mail or hand delivered to our front desk will be acceptable.

Please note: You are responsible for payment for your child’s classes WHETHER OR NOT YOUR CHILD ATTENDS CLASS until the time you notify the staff VIA WRITTEN NOTICE.  Please do not rely on your child to verbally let us know that he/she will no longer be attending classes.  If a student stops coming to class without notification then that student’s account will be charged for the additional 30 days.  This charge will be for holding the student’s place in that class instead of offering that place to a possible student on a waiting list.

ARRIVAL AND PICKUP

Be sure your child arrives 5 minutes (no earlier please) before his/her scheduled class time.  Please pick up your child on time.  Please inform the office if you know you will be late picking up your child.  Instruct your child to wait inside the building and you should escort them from the building to your car.  During peak times the parking lot is crowded.  Please take into consideration that our students may include young children.  Please drive slowly and carefully.  Do not take a chance on your child running to and from your car.

Make-Up Class Policy

Make-up classes are provided to our students under the following conditions:  1) Availability in appropriate class for make-up, 2) The office is notified in ADVANCE of the absence, 3) A maximum of ONE (1) make-up is allowed every TWO (2) months per class per session, 4) Make-ups cannot be carried over to a new session, and 5) No make-ups will be scheduled on the first or last week of classes.  Failure to attend scheduled make-up class will result in forfeiture of the make-up.  We appreciate your cooperation.

Cancellation Policy

A full refund minus the prorated amount of classes taken will be given until the third week of class.  After that point, a written notice to cancel will release any obligation for future classes.

IMPORTANT NOTICE FOR HEALTH CLUB MEMBERS

New York State law requires certain health clubs to have a bond or other form of financial security to protect members in the event the club closes.

This club has posted the financial security required by law.

YOU MAY ASK A REPRESENTATIVE OF THE CLUB FOR PROOF OF THE CLUB’S COMPLIANCE WITH THIS LAW.  YOU MAY ALSO OBTAIN THIS INFORMATION FROM THE NEW YORK STATE DEPARTMENT OF STATE, DIVISION OF LICENSING SERVICES, A.E. SMITH STATE OFFICE BUILDING, 80 SOUTH SWAN STREET, P.O. BOX 22001, ALBANY, NY 12231

CONSUMERS RIGHT TO CANCELLATION.  YOU MAY CANCEL THIS CONTRACT WITHOUT ANY PENALTY OR FURTHER OBLIGATION WITHIN THREE (3) DAYS FROM THE DATE SIGNED BELOW.  

Notice of cancellation shall be in writing subscribed by the buyer and mailed by registered or certified United States mail to the seller at the address specified in such form.  Such notice shall be accompanied by the contract forms, membership cards, and any other documents or evidence of membership previously delivered to the buyer.  All monies paid pursuant to such contract shall be refunded within 15 business days of receipt of such notice of cancellation.  If the buyer has executed any credit or loan agreement to pay for all or part of health club services, any such negotiable instrument executed by the buyer shall also be returned within 15 days.

ADDITIONAL RIGHTS TO CANCELLATION: You may also cancel this contract for any of the following reasons: 1) If upon doctor’s order, you cannot physically receive the services because of significant physical disability for a period in excess of six months. 2) If you die, your estate shall be relieved of any further obligation for payment under the contract not then due and owing. 3) If you move your residence more than 25 miles from any health club operated by seller. 4) If the services cease to be offered as stated in the contract. 5) All money paid pursuant to such contract cancelled for the reasons contained in this subdivision shall be refunded within 15 days of receipt of such notice of cancellation; provided however that the seller may retain the expenses incurred and the portion of the total price representing the services used or completed, and further provided that the seller may demand the reasonable cost of goods and services which the buyer has consumed or wishes to retain after cancellation of the contract.  In no instance shall the seller demand more than the full contract price from the buyer.  If the buyer has executed any credit or loan agreement to pay for all or part of health club services, any such negotiable instrument executed by the buyer shall also be returned within 15 days.

Safe Sport Policies

 Safe Environment/Athlete Protection Policy

Dutchess County Gymnastics is committed to creating a safe and positive environment for all coaches, staff, volunteers, athletes and parents, as well as, promoting an environment that is free of misconduct. Therefore, the following Policy has been set forth to promote a safe gymnastics environment, both solely and in partnership with other necessary parties, including staff, volunteers, parents, and athletes.

Dutchess County Gymnastics has “zero tolerance” for abuse, including inappropriate behavior and sexual misconduct, in its programs, activities and events. All coaches, staff and volunteers shall abide by and adhere to all Dutchess County Gymnastics policies, standards, rules, procedures and guidelines pertaining to safe environments/athlete protection.

Definition of Abuse

Abuse, including child abuse, is defined in various sources, such as state statutes, case law, sports organization and professional association codes of conduct and training manuals, corporate and business workplace documents and human rights commission materials. Dutchess County Gymnastics has not adopted any specific definition of abuse; rather, it has chosen to defer to such general sources and definitions for reference and application, depending upon the circumstances. Nonetheless, in general, the following conduct may be considered abusive:

Physical Abuse

  1. Any physical contact with a participant that intentionally causes the participant to sustain bodily harm, including without limitation striking, hitting, kicking, biting, shaking, shoving, forcing an athlete to train or compete when injured or mandating excessive exercise as a form of punishment.
  2. Any physical contact with a participant that intentionally creates a threat of immediate bodily harm or personal injury.
  3. Giving alcohol or inappropriate drugs to a participant.
  4. Any violation of applicable law.

Physical contact that is reasonably intended to coach, teach or demonstrate a gymnastics skill or to prevent or lessen injury (e.g., spotting, catching) does not constitute physical abuse. Infrequent, non-intentional physical contact particularly that which arises out of error on the part of the gymnast or coach, does not constitute physical abuse.

Sexual Abuse

  1. Rape, incest, fondling, exhibitionism or sexual exploitation.
  2. Any form of sexual contact or inappropriate touching, unwanted physical contact, unwelcome advances or requests for sexual favors.
  3. Any form of wanton or obscene gesturing, lewd remarks or indecent exposure.
  4. Sexual abuse of a minor includes without limitation:
    1.  Touching a minor participant for the purpose of causing the sexual arousal or gratification of either person.
    2.  A minor participant touching any person, if the touching occurs at the request of or with the consent of such other person, for the sexual arousal or gratification of either person.
  5.  Neither consent of the participant to the sexual abuse or contact, mistake as to the participant’s age, nor the fact that the sexual contact did not take place at a gymnastics function is a defense to a complaint of sexual abuse. 
  6. Sexual abuse also includes sexual misconduct described in the USA Gymnastics Code of Ethical Conduct, including:
    1.  Soliciting or engaging in sexual relations with any minor.
    2.  Engaging in any behavior that utilizes the influence of a professional member’s position as coach, judge or administrator to encourage sexual relations with an athlete.
    3.  Engaging in sexual harassment by making unwelcome advances, requests for sexual favors or other verbal or physical conduct of a sexual nature where such conduct creates an intimidating, hostile or offensive environment.
  7. Any violation of applicable law involving sexual misconduct or child abuse, or that is specifically designed to protect minors.

Standards of Behavior

To promote a safe gymnastics environment for Dutchess County Gymnastics activities and events, and to lessen the likelihood of an abusive situation, coaches, staff and volunteers must adhere to the following Standards of Behavior, as well as, sound teaching and training.

  • Children are to be supervised at all times, including:
    • Children who are dropped off early; and
    • Children who are not picked up immediately after class.
  • Dutchess County Gymnastics personnel will never be alone with a child; two adults (one of whom may be a parent) are required to be present at all times.
    • This includes all travel situations, before and after classes and workouts, “private” lessons, etc.
  • All interactions (practices, workouts, competitions, lessons, classes, meetings, etc.) with a child shall be observable and interruptible at all times.
  • Care should be taken to ensure that such physical contact is not invasive of sensitive areas of the body.
  • Children may only be picked up from Dutchess County Gymnastics by a parent or other person designated by a parent.
  • Parents are encouraged to become as active as reasonably possible in the activity/event.
  • Out-of-program contact with athletes, such as babysitting, tutoring and ride giving, is prohibited.
  • Gift-giving or providing special favors or privileges to individual athletes is prohibited.
  • Lap-sitting, tickling, back rubs, wrestling and other incidents of body contact that are inconsistent with the coach-athlete relationship are prohibited.
  • Provision of alcohol or inappropriate drugs to athletes is prohibited.
  • Electronic and social media communications with athletes are subject to Dutchess County Gymnastics’ Electronic Communications Policy.
  • Travel with and transportation of athletes are subject to Dutchess County Gymnastics’ Team Travel Policy.
  • Safety in the locker rooms/restrooms is subject to Dutchess County Gymnastics’ Locker Room/Restrooms Policy.

Reporting

Any suspected violation of this policy or Dutchess County Gymnastics’ other safe environment/athlete protection-related policies, standards, rules, procedures and guidelines should be reported and will be addressed pursuant to Dutchess County Gymnastics’ Reporting Policy. Violations could result in progressive discipline up to and including immediate termination.

Other

A copy of this policy shall be placed in conspicuous locations in locker rooms/ changing areas, restrooms, front desk reception area, and employee notification area, and posted on Dutchess County Gymnastics’ website and social media pages/accounts. This policy will be reviewed annually and updated as necessary.

Electronic Communications Policy

Dutchess County Gymnastics is committed to creating a safe and positive environment for all, and to ensuring that it promotes an environment free of misconduct. Therefore, the following Policy has been adopted regarding the electronic communications of all Dutchess County Gymnastics personnel.

Use of Electronic Communication/Social Media for Dutchess County Gymnastics Business

  • Social media and electronic communications (including but not limited to Facebook, Twitter, YouTube, Tumblr, Instagram, snapchat, texts, emails, blogs and web postings) provide an opportunity for misconduct to occur.

Therefore, Dutchess County Gymnastics does not permit individual or private communication from coaches, staff,  volunteers and administrators to gymnasts via these communication media.

  • All e-mails, texts, and posts must be professional and related solely to Dutchess County Gymnastics’ activities or  events.
  • All coaches, staff, volunteers and administrators are to distribute electronic and mobile communications to gymnasts openly and publicly, with a copy to the parents transmitted simultaneously.
  • Coaches, staff, volunteers and administrators shall not ‘friend’ or ‘follow’ any gymnasts or his/her parent, nor allow friending, following or the equivalent from a gymnast or parent on any personal social media account. Gymnasts and parents may only engage with an official Dutchess County Gymnastics page or account.
  • No private information regarding Dutchess County Gymnastics or any of its gymnasts may be distributed in any format.
  • Parents and guardians have the right to request that their child not be contacted in any form of electronic communications. All such requests will be honored.

Other

Any violation of the Electronic Communications Policy could result in progressive discipline up to and including immediate termination. A copy of this policy shall be posted on Dutchess County Gymnastics’ website and social media pages/accounts. This policy will be reviewed annually and updated as necessary.

Locker Room/Restroom Policy

Dutchess County Gymnastics is committed to creating a safe and positive environment for all, and to ensuring that it promotes an environment free of misconduct. Therefore, the following Policy has been adopted regarding the locker room and restroom areas of Dutchess County Gymnastics.

Safety in Locker Rooms/Restrooms

  • Only participants, approved Dutchess County Gymnastics personnel and family members are permitted in the locker rooms and changing areas.
  • Interactions with gymnasts in the locker room or restroom should be minimized. If necessary, any interactions with a child shall be observable and interruptible by a responsible adult of the same gender.
  • Any meetings between a staff member and athlete in a locker room or changing area shall require that a second responsible adult of the same gender be present.
  • Athletes are encouraged to come dressed for practice or competition and shower and change at home.
  • Parents are responsible for tending to the toileting needs of their children.
  • The use of recording devices of any kind (including smartphones) in the locker rooms and restrooms is strictly prohibited.
  • Sweeps of the locker rooms and changing areas will be regularly conducted in pairs by Dutchess County Gymnastics personnel.

Other

Any violation of the Locker Room/Restroom Policy could result in progressive discipline up to and including immediate termination.

A copy of this policy shall be posted in the locker rooms/changing areas and restrooms.

This policy will be reviewed annually and updated as necessary.

Reporting Policy

Dutchess County Gymnastics is committed to creating a safe and positive environment for all, and to ensuring that it promotes an environment free of misconduct. Therefore, the following Policy has been adopted with respect to reporting violations of Dutchess County Gymnastics policies and suspicions or allegations of abuse.

Witnessing Misconduct

If Dutchess County Gymnastics personnel or volunteers witness any type of misconduct occurring, he/she should interrupt or disrupt the conduct using reasonably necessary action given the circumstances.

Reporting Misconduct

What to Report and When

All Dutchess County Gymnastics personnel and volunteers must report:

  1. Potential violations of any Dutchess County Gymnastics policy related to safe environments/athlete protection.
  2. Suspicions or allegations of child physical or sexual abuse.

Reports should be made as soon as reasonably possible.

To Whom Reports Should be Made

Reports should be made to Jeremy Keilly, Keesha Keilly, Vicki Tucker or John Tucker.

Dutchess County Gymnastics will follow applicable law in reporting abusive situations to law enforcement authorities. Dutchess County Gymnastics does not investigate suspicions or allegations of child physical or sexual abuse or attempt to evaluate the credibility or validity of such allegations as a condition for reporting to the appropriate law enforcement authorities. Failure to make a report when the law requires one can be a crime itself, so the gymnastics professional should consult counsel promptly and consider such matters with the utmost seriousness. Dutchess County Gymnastics personnel or volunteer’s failure to make a report will also be considered grounds for disciplinary action.

If, in Dutchess County Gymnastics’ reasonable and good faith judgment, reporting to the proper authorities is necessary to protect a person from the possibility of further abuse, it may make such report even if not compelled by law to do so.

Dutchess County Gymnastics will consider whether it is appropriate or necessary to make a report to USA Gymnastics pursuant to Article 10 of USA Gymnastics’ Bylaws with respect to such conduct.

How to Report

The designated staff above will take a report in the way that is most comfortable for the person initiating a report, including oral or written, over the phone, via email or in person. It is helpful for reporting individuals to provide, at a minimum, (1) the name of the complainant; (2) the name of the individual alleged to have committed the misconduct; (3) the type of misconduct alleged; (4) when and where the alleged misconduct occurred; (5) the names of other individuals who might have information regarding the alleged misconduct; and (6) a summary statement of the reasons to believe that misconduct has occurred.

Anonymous reporting is permitted. Anonymous reporters should bear in mind that anonymous reporting may make it difficult for Dutchess County Gymnastics to investigate and properly address allegations.

How Reports are Handled

When an allegation of child physical or sexual abuse is made against Dutchess County Gymnastics personnel or volunteer, Dutchess County Gymnastics may immediately remove that individual from contact with any children in the program or suspend or change the assignment of that individual, as may be necessary, until the allegation has been investigated (by the proper authorities and/or Dutchess County Gymnastics).

With respect to any alleged violation of its safe environment/athlete protection-related policies that do not require reporting to the proper authorities, Dutchess County Gymnastics will conduct an internal investigation. Each investigation will be driven by the facts of the conduct being investigated, and therefore the steps taken in each investigation may not be alike. Any investigation and action taken with respect thereto will be documented.

If a report alleges conduct that requires reporting to the proper authorities, Dutchess County Gymnastics may consult legal counsel regarding whether Dutchess County Gymnastics’ conducting a simultaneous internal investigation is appropriate or necessary. In situations where the proper authorities do not press criminal charges or pursue charges to trial, or where the alleged offender is acquitted at trial, Dutchess County Gymnastics still may investigate the alleged conduct to determine whether there was any violation of Dutchess County Gymnastics’ safe environment/athlete protection-related policies and take action accordingly.

Dutchess County Gymnastics will consult legal counsel about whether it will notify other parents of athletes when a report has been made against Dutchess County Gymnastics personnel or volunteers.

Other

Consulting Legal Counsel

Dutchess County Gymnastics may consult legal counsel with respect to any report made to Dutchess County Gymnastics pursuant to this policy. Dutchess County Gymnastics may also consult legal counsel with respect to (1) its or its personnel/ volunteers’ legal reporting requirements; (2) investigating any report made to Dutchess County Gymnastics pursuant to this policy; or (3) any employment action that may be taken with respect to any violation of its safe environment/athlete protection-related policies.

Confidentiality

To the extent permitted by law, as appropriate, and to the extent possible, Dutchess County Gymnastics will keep confidential the complainant’s name on request, not make public the names of potential victims, the accused perpetrator or the people who made a report of child physical and sexual abuse to the authorities.

“Whistleblower” Protection

Regardless of outcome, Dutchess County Gymnastics will support the complainant(s) and his or her right to express concerns in good faith. Dutchess County Gymnastics will not encourage, allow or tolerate attempts from any individual to retaliate, punish, allow or in any way harm any individual(s) who reports a concern in good faith. Such actions against a complainant will be considered grounds for disciplinary action.

Bad-Faith Allegations

A report of abuse, misconduct or policy violations that is malicious, frivolous or made in bad faith is prohibited and will be considered grounds for disciplinary action. Depending on the nature of the allegation, a person making a malicious, frivolous or bad- faith report may also be subject to civil or criminal proceedings.

A copy of this policy shall be placed in the front desk reception area and employee notification area, and posted on Dutchess County Gymnastics’ website and social media pages/accounts, along with the incident report form.

This policy will be reviewed annually and updated as necessary.