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Terms and Conditions

These Terms & Conditions are also available when you register online for any of our programs.

Release of Liability, Waiver of Claims and Assumption of Risks and Indemnity Agreement for Adults & Youth (under the age of 18)

I/my child agree to abide by the rules and regulations, policies and procedures of OSCA and agree to use the Facility and equipment in a manner consistent with its intended use and application.

            OSCA’s fitness programs are designed predominantly for healthy individuals. If you have been inactive, have health or medical concerns, you are advised to consult with your physician prior to becoming involved.  Participation in sport, general fitness and physical activity programs involves various risks, dangers and hazards, including but not limited to risks of injury.  An individual’s participation will be deemed to indicate acceptance of such risks.  Therefore, OSCA accepts no responsibility for such normal activity related risks.

            I understand and agree that my participation in any physical fitness program is not a requirement of OSCA and is strictly voluntary.  I further agree that in the event of personal injury or property loss, as a result of my participation in a physical fitness program, I accept full responsibility for my actions and obligations and I will not hold OSCA or the City of Ottawa, its employees, volunteers, contractors, agents or instructors liable.

            I am aware of the nature and effect of the Release of Liability, Waiver of Claims and Assumption of Risks and Indemnity Agreement that I am signing. I am executing this release and waiver of liability agreement freely and without any compulsion on the part of the part of OSCA, I acknowledge to having read this entire agreement prior to having signed it.

Participants, parents, and legal guardians are expected to be responsible for their words/actions and to be respectful of others. If participants, parents, or legal guardians do not demonstrate basic respect for the rights and dignity of staff members or other program participants, OSCA reserves the right to immediately suspend or terminate the participant’s enrolment. This includes, but is not limited to, inappropriate or aggressive behaviour, using inappropriate language, refusal to follow behaviour guidelines, and endangering the health and safety of themselves, other participants, or staff members.

General Terms & Conditions

  1. Inappropriate behaviour, foul language and aggressive behaviour towards other participants and staff are not permitted.
  2. Respect OSCA property and the property of others.
  3. Participants agree to pay for any and all damages intentionally caused by the participant to facility property and/or the property of others.
  4. Illegal drugs, alcohol, or weapons are forbidden in OSCA programs and events.
  5. Participants are responsible for their own belongings. OSCA shall not be responsible for loss or damage to property belonging to participants.
  6. OSCA attempts to offer an allergen-safe environment. Please do not bring food that may contain nuts, traces of nuts or nut by-products to OSCA programs and events.

Preschool, Child, & Youth Programs

OSCA Conditions of Enrollment

OSCA asks that all parents and guardians of participants:

  1. Notify program staff of any changes to the Registration Form, including medical, physical, and emotional health issues, and/or custody arrangements.
  2. Pick up participants by the agreed-upon time. Late fees may be applied if the issue is ongoing.
  3. Staff are not responsible for children outside of program hours. (Before the start of the program and upon arrival when picking up the participant.)

Allergies/Medication

  1. OSCA is a peanut free environment. Lunches or snacks that may contain nuts, traces of nuts, or nut by-products will be confiscation.
  2. If a participant has severe or life threatening allergies or requires medication to be administered, all medication (including epinephrine auto-injectors) must be given to the coordinator or front desk staff to be stored at reception. Additionally, a Medication Request Form and a Medication Administration Consent Form must be filled out and submitted with the medication. All participants with a severe or life threatening allergy must have a picture attached to their forms for quick identification.
  3. All prescribed medication must be kept in the original package that includes a pharmacist label indicating proper dosage instructions and the participant’s name. A medication administration form must also be filled out and signed by a parent before the participant is given medication. These forms are available at the front desk.
  4. Every reasonable attempt will be made to ensure that all participants formally identified to OSCA as having severe, life-threatening anaphylactic allergies are identified to OSCA staff who have received training in:
    1. anaphylactic allergies and their potential severity,
    2. recognition of the symptoms of anaphylaxis,
    3. administration of EpiPen®, Allergect, Twinject
    4. recognition of the potential symptoms and/or warning signs of a participant in medical distress.

Please note that in addition to the epinephrine auto-injectors kept at the front desk, one auto-injector must be worn by the participant at all times. All participants must therefore bring two epinephrine auto-injectors to programs at all times.

Behavioural

  1. Participants, parents, and legal guardians are expected to be responsible for their words/actions and to be respectful of others. If participants, parents, or legal guardians do not demonstrate basic respect for the rights and dignity of staff members or other program participants, OSCA reserves the right to immediately suspend or terminate the participant’s enrolment. This includes, but is not limited to, inappropriate or aggressive behaviour, using inappropriate language, refusal to follow behaviour guidelines, and endangering the health and safety of themselves, other participants, or staff members.
  2. Parents/guardians can request an in-person meeting, prior to the start of the program, with the Preschool, Children, and Youth Program Coordinator should the participant require additional support or accommodations.

 Schedule Changes

  1. OSCA reserves the right to change the activities/location of the activity schedule as needed (weather conditions, low supplies, etc).
  2. If the participant needs to be picked up early.  We recommend that parents call ahead to determine whether there has been a schedule change.

Belongings/Damage to property

  1. Participants are responsible for their own belongings.  OSCA shall not be responsible for loss or damage to property belonging to program participants.
  2. Participants are not to bring electronic devices, iPods, toys, or similar items.
  3. electronic equipment with photographic capabilities (including cell phones) is prohibited.
  4. Parents/guardians agree to pay for any and all damages caused by a participant to facility property and/or the property of others.

Drop-off/Pick-up for After 4

  1. Parents/Guardians will notify program staff if the participant will be late attending the program or will be absent. Parents/guardians can call (613) 247-4946 and leave a message with the front desk staff or email This email address is being protected from spambots. You need JavaScript enabled to view it..">This email address is being protected from spambots. You need JavaScript enabled to view it.. Parents/Guardians of participants who do not arrive on time will be contacted by phone, therefore it is imperative that OSCA is notified of absences ahead of time.
  2. Follow the program’s sign-out procedures. Staff are not to release a participant to any person who is not authorized by the parent or legal guardian to take the participant. If a non-authorized person will be picking up the participant, please email This email address is being protected from spambots. You need JavaScript enabled to view it. or call/visit the front desk (613-247-4946) to have them record the information. If your child participates in After-Four at Southminster, you can call (613-421-7346).

Non-Compliance with the Conditions of Enrolment could result in participant’s being discharged from the program.

Photo Permission (Optional)

By accepting these terms and conditions, you agree to allow OSCA to use the participant’s image in The OSCAR, in Program Guides, on oldottawasouth.ca, across our social media platforms, as well as in other media at OSCA’s discretion. Participant’s names will not be in used. If you do not agree to allow use of the participant’s image, please email This email address is being protected from spambots. You need JavaScript enabled to view it..

Refund Policy

Refund requests have different deadlines depending on the type of program. Please read each section carefully for deadlines.

All Refund requests must be submitted via email to This email address is being protected from spambots. You need JavaScript enabled to view it.

Administrative fees:      $25 for After-4 and Summer Camps

                                                $10 for all other programs

Full refunds (minus administrative fee) will be issued for requests submitted in accordance with the set deadlines.

Refund requests made after the deadline must be submitted with a refund request form for medical and extenuating circumstances. Forms can be picked up at the front desk or may be downloaded on-line.

Pro-rated refunds will be given with a valid refund request form and accompanying medical certificate.

Refund requests submitted after the first class but prior to the second class will be pro-rated upon approval.

Cancelled programs: Full refund, no administrative fee

We reserve the right to refuse a refund if it jeopardizes the operation of a program/Camp/PD Day/Workshop etc.

Child and Youth Programs

Classes/Weekly Programs

Deadline: Prior to the second class

Administrative fee: $10

Refund requests submitted after the second class will only be accepted with an accompanying medical certificate and a refund request form.

Requests submitted without a medical certificate and refund request form will denied.

A refund will not be issued if it jeopardizes the operation of a program.

After-4

Deadline: Prior to the 1st of the month

Administrative fee: $25

The deposit is non-refundable.

Refunds requested after the first of the month will be considered on a case by case basis.

Camps (including break camps)

Deadline: One-week. Requests must be submitted by 9:00AM on the Monday before the camp is scheduled to begin.

Administrative fee: $25

Requests received after one week will be denied.

A refund will not be issued if it jeopardizes the operation of a camp.

PD Days

Deadline: 48 hours. Requests must be submitted by 9:00AM two business days prior to the PD Day.

Administrative fee: $10

Requests submitted after the deadline of 48 hours are contingent upon overall registration and will be a maximum of 50% of the total course cost.

A refund will not be issued if it jeopardizes the operation of a PD Day.

Adult Programs

Classes/Weekly Programs

Deadline: Prior to the second class

Administrative fee: $10

Refund requests submitted after the second class will only be accepted with an accompanying medical certificate and a refund request form.

Requests submitted without a medical certificate and refund request form will denied.

A refund will not be issued if it jeopardizes the operation of a program.

If the member participating in the physical fitness program is 16 or 17 years of age, they and a parent or legal guardian are required to read and acknowledge to having read this Agreement in its entirety.

I / We agree that OSCA, its directors, employees, agents and independent contractors shall not be liable for any injury to myself/my child or loss or damage to my/my child’s personal property arising from, or in any way resulting from my/my child’s participation in this activity UNLESS such injury, loss or damage is caused by the SOLE NEGLIGENCE of OSCA or its employees or agents acting within the scope of their duties.

By agreeing to these terms and conditions, I/my child understand that we are freely assuming the risks of injury and other risks associated with participating in this program/activity. I and my child acknowledge to having read, understood, and to abide by the conditions contained in this Agreement.