Catch-Up Lesson Policy

Effective Date: Monday, 27th April
Last Updated: April 2026

1. Purpose

This policy establishes the timeframes, procedures, and conditions under which students may request and attend catch-up lessons. The objective is to ensure timely, fair, and efficient management of missed lesson requests while maintaining the quality of service for all families.

2. Scope

This policy applies to all students and families participating in scheduled swim lessons administered by [Your Organisation Name]. It governs all circumstances involving missed lessons and requests for catch-up sessions.

3. Policy Statement

To ensure equitable access to catch-up opportunities and efficient scheduling, all catch-up lesson requests must adhere strictly to the timeframes and rules outlined in this document. Requests made outside these parameters will not be accepted except under the designated exceptions.

4. Policy Details

4.1 Request Submission Window (48 Hours)

• All catch-up lesson requests must be submitted within 48 hours of the missed lesson.
• Requests submitted after this period will not be accepted or carried forward.
• Example: A lesson missed at 5:00 p.m. on Thursday must be requested by 5:00 p.m. on Saturday.
• If there is uncertainty regarding eligibility, families are responsible for clarifying before the 48-hour window expires.

4.2 Catch-Up Booking Window (7 Days)

• Approved catch-up lessons will be scheduled within 7 days of the original missed session.
• When submitting a request, families must select available dates within this 7-day window.
• This process ensures prompt placement and consistent scheduling efficiency for all participants.

4.3 Notification of Planned Absences

• Families are encouraged to notify the organisation as early as possible if a lesson will be missed (e.g., due to travel or events).
• Early notice allows lessons to be reassigned, maximising participation and ensuring more catch-up availability for others.

5. Important Conditions

5.1 No Amendments After Submission

• Once a request has been submitted, no changes or edits can be made.
• Families should carefully review their availability and selection prior to submission.
• This rule ensures fairness, consistency, and timely processing for all families.

5.2 No Back-to-Back Lessons

• Catch-up lessons cannot be scheduled consecutively with a student’s regular lesson.
• Catch-ups must be attended as standalone sessions.
• Example: If a regular lesson occurs at 2:30 p.m. on Friday, a catch-up cannot be placed immediately before or after that session.

6. Exceptions to the 48-Hour Rule

Exceptions apply only in specific, verifiable circumstances:

• Planned holiday notified in advance with confirmed return date
• Certified illness requiring more than 7 consecutive days of absence
• Industry, health, or pool guidance necessitating extended closure or absence

All other missed lessons must comply with the 48-hour submission timeframe.

7. Enforcement

• Requests falling outside policy parameters will be declined automatically.
• The organisation reserves the right to review and adjust this policy as required to maintain fairness and operational efficiency.

8. Acknowledgement

By participating in the swim program, all families acknowledge that they have read, understood, and agreed to comply with this Catch-Up Lesson Policy.

Holiday Allowance Policy

Effective Date: April 2026
Applies To: All swimmers enrolled at Great Waves Swimming Academy

1. Purpose

This policy outlines the conditions under which swimmers may use their holiday allowance to cancel lessons without charge, while retaining their regular lesson space. The allowance is designed to accommodate planned absences such as family holidays or special events.

2. Entitlement

• Each swimmer is entitled to five sessions at Thomas More Catholic School abd  three holiday allowance lessons per academic year (September–September).
• These sessions may be used at any time during the academic year, provided that proper notice is given.
• Unused holiday allowances cannot be carried forward into the next academic year.

3. Conditions of Use

To qualify for a holiday allowance:

1. Advance notice is required. Approval must be requested by emailing Great Waves Swimming Academy no later than the 21st day of the month prior to the intended absence.
   • Example: For an absence on 15th March, notice must be received by 21st February.
2. Requests must be submitted in writing via email.
   • Telephone or poolside requests cannot be accepted.
3. Retrospective requests will not be approved.
   • Holiday allowances must be arranged prior to the missed lesson so that the space can be reallocated if needed.
4. The holiday allowance applies only to planned absences (e.g. holidays, family events).
   • Missed lessons due to illness or unforeseen circumstances should follow the Catch‑Up Lesson Policy instead.

4. Record and Billing

• Approved holiday allowance sessions will be shown on the monthly invoice for the period in which the allowance is taken.
• The lesson space will remain secured during the allowance period, ensuring the swimmer’s booking continues uninterrupted.

5. Summary of Key Rules