Fees

Waimea College has a “No Pay – No Play” policy and fees must be paid by the due date, or your child will not be eligible to participate.

Each sport at Waimea College has a subscription fee, whether it is for a one-off event or a season.  As soon as a team is formed, or an even it entered, you will be emailed a permission form with payment requirements.  This is to be paid within the allocated timeframe or your child may not be allowed to continue their involvement with the team. 
Please think carefully when committing yourself to a sport or sports.  Fees will be charged on registration and billed to you through your term accounts along with any school fees.  Please note these will not include the cost of one-off events, or costs associated with teams or individuals travelling to tournaments.

If your child has outstanding fees from other sporting codes, or outstanding school fees, this may result in them being ineligible to play or trial for future teams.

Sports fees for local competitions are dictated by sporting bodies in the region.  They set an entry fee for the season or event based on hireage costs (e.g. court / turf hire), umpiring and referee fees, affiliation fees, bonds and other costs associated with the code.  Waimea College have a $12 Seasonal Uniform Hire per player.  Extra costs may also be incurred, which are not covered by base sports fees. 

These can include, but are not limited to:

 - Defaulting games

 - Fines for not supplying an umpire/referee

 - Equipment Replacement Costs

 - Tournament Costs

Refunds

For single events, such as local one-off competitions, we are unable to offer a refund after entries for that event have officially closed.

Sports fees will not be refunded in any of the following circumstance:

 - The student chooses to drop/stop playing for any reason (including not being happy with the team they are in).

 - The student has a valid reason for withdrawing (injury, illness or other commitments etc), but the team has already incurred costs in transport and training to the value of the fee paid.

 - The student has been a playing member of the team (i.e. they have played two or more regular season games).

 - The student has been excluded for disciplinary reasons.

 - The student has left school

 - The student did not turn up to an event but was supposed to represent Waimea College and was entered to play.

All or part of a sports fee MAY be refunded in the following circumstances:

 - The student has been unable to fulfil their payment agreement due to personal or family issues.  In such circumstances the decision to refund will be made by the Resource Manager.

Tournament Costs

Students in teams or individuals attending NZSSSC summer and/or winter tournament week, or other sanctioned events will be billed a deposit to their accounts as soon as entry is confirmed.  All remaining money is due in full, two weeks prior to departure for each tournament.  After the event, on reconciliation any refunds or additional charges will be billed/refunded.  No refund of fees or tournament week deposits for withdrawal.

Coaches/managers costs are incorporated into the tournament fees. Generally, we allow one coach and one manager per travelling team. Additional personnel need to be agreed upon by the team, and in consultation with the Director of Sport.

Please be aware that fees will depend on the location of the tournament and will differ greatly between codes.  Costs are usually comprised of travel, accommodation, food and entry fees.  We do our best to keep costs to a minimum, however, fundraising is always encouraged (please see our Fundraising Policy below).  Waimea College does not want the cost of sport to be prohibitive to our students, so we do offer payment options, such as instalments and automatic payments.  Please feel free to contact the Finance Department to discuss this further.

Fundraising

Fundraising is the greatest contribution to reducing costs for our travelling teams who wish to compete in regional or national competitions. Bear in mind, that fundraising can be labour-intensive and there is a lot of competition from other community groups who are also relying on community generosity. As such, we are conscious of the fact that our teams are not draining the goodwill of our sponsors and community and ask that all teams set a fundraising target of not more than 80% of total costs.

The team/group fundraising is for the whole group/team; should an individual withdraw, the money earned through fundraising remains in the general fund. Deposits for airfares may not be able to be refunded. Therefore, except in exceptional circumstances, there are no refunds to individuals from group or team fundraising events.

Any student who does not participate in the fundraising efforts, will not receive any benefits of the funds raised. This needs to be clearly stipulated to the Waimea College Finance Department, so they can allocate funds accordingly.

If for some reason a planned trip does not proceed, the fundraised money has been asked for from the community and was never the students personally. Therefore, this money will be retained in an account for a group doing the same or similar activity/trip.

All fundraising money needs to be with the Finance Centre at least three weeks prior to departure, so it can be deducted from the amount to be paid by individuals. Any funds raised will not be deducted from the individuals initial budgeted amounts, until all money has been received from all those involved.

All fundraisers will adhere to the following standards:

 Fundraising activities will comply with all relevant laws.

 All monies raised from a fundraiser must be deposited into the Waimea College account or passed on to the Waimea College Finance Centre.

 Any communications to the public made in the course of carrying out a fundraising activity shall be truthful and non-deceptive.

 All monies raised via fundraising activities will be for the stated purpose of the appeal and will comply with the teams stated mission and purpose.

 Fundraising money earned will not exceed the target of 80% of the expected costs of the activity/trip.

Other Financial Information

All money associated with your team must flow through the school Finance Centre. This includes any funds raised to help with team costs, all sponsorship commitments and all expenses associated with your team. The manager or team representative needs to communicate with the Finance Centre and Sports Office the budgets and financial arrangements for your team.