Refunds & Class Changes

Please review the policies and fees before completing the form below.

Policies and Fees

1. Program Refund and Program Class Changes

   
   Requested by Participants (excluding Summer Camps)
   1. All refund requests will incur a minimum non-refundable handling fee. Any processing fees incurred during registration are not refundable.
   2. For programs that do not have evaluation or tryout periods, refund requests made within 7 days or less, before the program begins, will incur a fee of $25 or 25% of the registration fee, whichever is lower. No refunds will be issued once the program has started.
   3. For programs that include evaluations or tryouts, a $25 fee will apply to refund requests made between the start of evaluations/tryouts and the date of participant placement into the program or team. No refunds will be issued once participant placement has been finalized.

2. Camp Refund or Camp Transfer

   
   Requested by Participants
   1. A minimum $10 handling fee will be charged on all refund requests. Any processing fees incurred during registration are not refundable.
   2. Refund requests submitted more than 30 days prior to the start date of camp will receive a 100% refund minus the $10 handling fee. Refund requests submitted 14-29 days prior to the start date of camp will receive a 50% refund minus $10 handling fee.
   3. Camp transfer requests submitted more than 30 days prior to the start of the program are dependent on program availability. Camp transfers requested less than 30 days prior to the start of the camp will not be accepted.
   4. Refund requests submitted 13 days or less prior to the start date will not receive a refund or transfer.

3. Tennis, Pickleball, and Volleyball Court Cancellation/Transfer

   1. A refund will be issued for a court reservation 4-7 days prior to the reservation, minus a 25% handling fee. Any processing fees incurred during registration are not refundable.
   2. A refund will not be processed on court reservations requested less than 72 hours prior to the reservation.
   3. The Department will not process date or time changes for court reservations. Clients may request a refund following the procedures set above and make a separate reservation for a court that meets their needs.
   4. If there is inclement weather the day of the reservation, the client will be able to receive full credit for the reservation. It is the responsibility of the client to request the credit by submitting a request on the day of the reservation. If the client fails to submit a credit request on the day of the reservation, the client will not receive credit.

4. Exceptions to Sections A and B

   
   Medical
   1. A letter from a licensed physician setting forth participant’s physical reason for being unable to participate in the program or camp must accompany any refund request based on medical issues. Participants with medical requests meeting this criterion will receive account credit for the time the participant is unable to participate in the program or camp.
   Emergency Circumstances
   2. The Director, or his designee may approve refunds for unforeseen emergency circumstances (i.e., death in family, hospitalizations, change in residency status, etc. notification is provided to the Department more than 24 hours prior to the start of the program or camp.

5. Program or Class Suspensions or Cancellations

   
   Initiated by Department
   1. Program or Class changes or cancellations initiated by the Department will not have a change fee.
   2. Any processing fees incurred during registration are not refundable.
   3. When a program is suspended by the department, participants will receive a prorated credit or refund for instruction and supply fees, based on the percentage of missed program time and supply fees not utilized, as determined by the Department.
   4. If a program has met less than 75% of the scheduled days and is cancelled by the Department, participants will receive a prorated credit or refund based on the percentage of the program completed and a refund of fees for supplies or uniforms not distributed.
   5. If a program that has met for 75% or more of the scheduled days and is cancelled by the Department, the program will be considered complete, and no refunds will be processed.

Processing

Please allow one to two weeks for refunds/class changes to be processed. Once completed, your receipt will be emailed to you via the WebTrac/RecTrac system. Please be sure to allow emails from recreation@roswellgov.com within your email client.

Please note: Participant refund requests for summer programs and camps will not be processed until after the department resumes normal business operations.

Submit a Request In-Person or by Mail

Paper refund request and class change request forms are available at all recreation centers and can be dropped off at any recreation center or mailed to:


If you have any questions or concerns, please contact us at refundandtransfer@roswellgov.com.

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