ElitSwim Club 2024-2025 Season Registration Packet

Dear ES Competitive Team Families,

Please read through this registration information carefully. The completion of online registration is the only way to secure your placement on the competitive team for the 2024-2025 season. Completion of registration indicates your agreement to the following: annual dues, meet and event charges, service requirements, fulfillment of fundraising obligations, and agreement to ElitSwim Club’s Code of Conduct and participation agreement for athletes and parents.

Who to contact with questions:

Dues/Billing/Registration: Evgenia (Jane) Nikonova [email protected] & Paschalis Ntatsos [email protected]
Meet Squad/Service Hour/Volunteer Opportunities: Arpita Doshi [email protected]

How to register?

Please have your preferred credit card ready as well as information including medical insurance(optional), swimmer’s full name, guardian name(s), and contact information.

1. Navigate to the Team Unify Home Page.

2. Click the 2023-2024 Returning Member Registration navy box at the top right of the page.

3. Click Continue or Check Status – sign in if needed.

   **Please read and follow the steps carefully – you will be prompted to update any account and member information possible. If you have questions, contact [email protected].

4. When prompted, register your swimmer based on their current group – specifically, please register your swimmer to the group your child is assigned to. Coaches determine all group placements at the beginning of August and anticipate group transitions.

5. Your checkout balance will include $90.00 per swimmer to cover the registration fee. The registration fee covers a registration t-shirt and one ES competition cap, Insurance, and an admin fee (which includes processing fees).

2024-2025 ES Membership Program

Does not include fees and expenses for meets and events

• Dues are collected monthly through your account, using the credit or debit card, and will be paid on a 12-month basis September 1 through August 31. 

• All swimmers must also be registered with USA Swimming and ElitSwim Club. Families must take care of both registrations during their USA membership registration.
  To register with USA Swimming, you can either move forward during the registration process with our Club or follow the link below:
  https://omr.usaswimming.org/omr/welcome/D1B1EFD3127540

• New Members pay a one-time non-refundable registration fee of $90 per swimmer to cover the administrative costs at the start of membership. Should a member leave and rejoin the team at a later date, a new registration fee is charged. 
  Registration fees are non-refundable.

• The Annual Membership Fee will be $50.00 per Family + $40 per swimmer charged once per year.

• Fundraising Support and Service Hours are based on your family's oldest swimmer in the program and must be completed at home swim meets.

• Service hours remain consistent and unfulfilled hours will be billed on May 1, 2023, for Short Course and August 1, 2023, for Long Course.

• Service Hours Fees are assessed at $50 per session not met. 

Registration Fees and Membership Dues

What do the registration fee and annual dues pay for?

The registration fee is $90.00 per swimmer and includes a team swim cap, required insurance coverage for your swimmer, and an administration fee (which includes processing fees). Annual membership fees and monthly dues cover a portion of the expenses incurred by the competitive team, including coaches’ salaries, pool rental, along with dryland programming, strength training, swim equipment and technology, professional fees, coach education, general liability insurance, and more. Annual dues do not include fees for meets and events, practice equipment, or other related charges for participating in ES member activities.

Travel Meet Team Fee:
A Team fee is incurred for all away meets when coaches require reimbursement for hotel/travel/meal costs. Total Coach Travel Costs divided by the number of swimmers entered in the meet equals Team Fee. if the meet is not a Team Travel event, the Team Fee applies to all meets where coaches incur travel expenditures. The team fee will not be more than $100 per swimmer.

Other dues/payment policies.

• ● If the monthly installment is not received in full by the 9th of the month, a late fee of $25 per month will be assessed to the family’s account.
  ● Accounts with payments past 15 days due will be contacted by the ES business department, and a resolution will be sought. Any accounts with 20 days or greater past due balances shall result in the swimmer(s) being prohibited to compete in meets and excluded from team activities. Failure to resolve the matter may result in the removal of the swimmer(s) from practices and forfeiture of roster position(s).
• ● Families must have an active Visa, MasterCard, Discover Credit, or Debit card on file in the Team Unify system. Failure to maintain valid credit/debit card information can result in failed payments and late fees.
• ● If a swimmer is transferred to a different practice group by the coaching staff, the monthly installment will be changed to the cost associated with the new group.
•  

Termination/ Leave of Absence

• ​● Termination of membership with ElitSwim club must be given in writing to Membership by the 15th of the month in order to avoid billing for the following month. If proper on-time notice is not given, the member's account will be billed, and no refunds will be given.
• ​● The only allowable “leave of absence” is for long-term medical conditions (not vacations). For swimmers on long-term medical leave, the monthly fee will be reduced. 
•  

What if my swimmer withdraws from the program after the season begins?

● First, you must notify both your coach and billing representative that you are withdrawing. Notification must be received by the 15th of the month prior in order to suspend billing for the next invoice cycle.

• ●  Please be aware that suspending membership may result in loss of roster position on the team unless coordinated with the staff and head coach of ES.

  Is Financial Aid available?

● Financial aid is available for annual dues only. All meet fees, camps, annual registration fees, and expenses cannot be discounted. Financial aid is awarded on a needs basis and through an application and discussion with ES’s BOD. If granted, financial aid will apply for one season, and you must reapply each season. Families seeking financial aid must be in good standing with volunteer hours, fundraising, and team policies.
● To apply, please email Contact US. All information will remain confidential.
 

Group Annual Dues

Discounts

• Multi-Swimmer Discount (competitive team only)
  ES will discount a family's total competitive team dues for multiple swimmers in the same family. The discounts will be $20 per additional sibling/swimmer.
• Members of the ElitSwim Club board receive an 8% discount on membership dues.
• Officials who fulfill obligations at C/B/BB meets receive an 8% discount on membership dues. They automatically meet mandatory service hour requirements and are exempt from timing duties admits where they officiate

Timing at Meets Policy
At all away swim meets and occasionally at home swim meets, the Club must provide timers. For families, one to two hours of timing is typically needed each day of attendance. Unless otherwise specified, members' timekeeping duties at meets are not counted toward their mandatory service hours. 

• All parents of entered swimmers, with the exception of officials working at the meet, must time for at least an hour every day. 
• Even if the swimmer chooses to drive themselves to the competition, parents must still meet the timing requirements. If the parents are unable to time, they must find a replacement timer OR the swimmer must time themselves during the meet.
• No-shows and failure to arrive punctually incur a $40 per hour fee. Each timer must sign the timing sheet to confirm they have timed.. 

Hours Programs

What happens if we don’t work the required number of sessions?

Failing to meet the minimum requirement for your family will result in an assessment of $50.00 for each unworked session. Sessions are not transferable from the short course to the long course season or vice versa. Each family’s participation requirements are based on the group placement of the family’s oldest swimmer's group placement as of May 1 for both short-course and long-course seasons. Unmet obligations will be billed via Team Unify on May 1st (Short Course) and on August 1st (Long Course).

Team Policies

By completing the online registration, your family and athlete(s) agree to the above membership program policies and requirements, as well as the policies outlined below. ES reserves the right to refuse membership or terminate membership for violating the policies agreed upon at the time of registration.

The following documents, in addition to other important policies, are posted on Team Unify in the Parent's Corner Section and Safe Sport section and are agreed to upon registration.

• ElitSwim Club Code of Conduct and Travel Policies

• Drugs, Alcohol, and Tobacco Policy

• USA Swimming Safe Sport Policy and Bullying Action Plan and MAAPP

• ES Swimwear Policy

• ElitSwim Club Medical Waiver

• ElitSwim Club Electronic Communication Policy

• Billing Policies for Swim Meet Fees

• ElitSwim Club Travel Policy

  The following releases are presented in the registration process and are copied for review here:

  Release of Liability

  Parent hereby releases ElitSwim Club, its employees, officers, directors and volunteers and any facility used by ElitSwim Club from any liability arising out of any injury to the swimmer(s) which may occur while the swimmer(s) is/are participating in the ElitSwim program, including, but not limited to, practices, meets, travel trips, and other team activities, or while the swimmer(s) is/are using facilities owned, leased or used by ElitSwim Club.

  Parent acknowledges that a medical professional has authorized my child(ren)’s participation in ElitSwim Club programs.

Media Release

I hereby authorize ElitSwim Club to use photographs and/or video of me, my child(ren), and/or my property and authorize the club and its assignees, licensees, legal representatives and transferees to use and to publish (with or without my name, child/children name(s), company name, or with a fictitious name) photographs, pictures, portraits or images herein described in any and all forms of media and in all manners including composite images or distorted representations and for the purposes of publicity, illustration, commercial art, advertising, publishing (including publishing in electronic form or internet websites), for any product or services, or other lawful uses as may be determined by ElitSwim Club for as long a time period as ElitSwim determines the usage thereof is necessary. I further waive any and all rights to review or approve any uses of the images, any written copy, or the finished product.

In Conclusion

The Board of Directors, Executive Director, and Finance Committee evaluate costs associated with ElitSwim’s competitive team and each practice group. The goal through this evaluation is to identify the proper dues for each level, considering the actual expenses associated with each division and practice group. Annual dues cover a portion of the expenses incurred by the competitive team, including coaches’ salaries, pool rental, along with dryland programming, strength training, swim equipment and technology, professional fees, coach education, general liability insurance, and more.