Williamsburg Community Association

WCA Program Policies

Williamsburg Community Association Program Policies


Refund Policy Procedures:
Requested by Participants Only

Refund requests will be granted if request is made prior to the 3rd class. The refund is subject to a 20% administration fee applied at the time of refund. The administration fee is waived only if the patron chooses to leave the credit on their account for future registrations. If a withdrawal request is made after the third class, participant must supply a doctor’s note. A WCA representative will make the final decision on any late withdrawal requests.  All withdrawals are prorated based on the number of classes remaining, unless the program states otherwise.

Refund Policy Procedures:  Program Cancellation

A full refund will be issued for any programs the WCA cancels or changes. The participant will not be required to pay an administration fee. The Williamsburg Community Centre staff will call all participants on the class list to notify them of the program cancellation(s).

Fee Assistance
The WCA offers fee assistance to those who have a City of Kitchener Leisure Access Card. This is used as proof that the individual has been screened and met the requirements of the City of Kitchener fee assistance program. A leisure access application can be found online and hard copies are available at the community centres. The maximum amount of subsidy provided by the WCA is 50% of program fee to a maximum of $80 per family on a per- session basis. (Those who require fee assistance must register in person at the Williamsburg Community Centre.)

Class Cancellations
In the event of a class cancellation, it is the duty of the instructor to inform the participants in advance if he/she is able to do so. If a class is cancelled due to instructor illness or a cancellation issued by the City or school, the city staff will contact the participants. Those participants will then receive a credit on their account for the missed class(ses) or will be offered a make-up lass if applicable.

Inclement Weather Policy of the WCA
The WCA will make their inclement weather program cancellations based on the public school board decision for school closures. The instructor and program manager will call participants.  If a storm begins later in the day, a decision will be made by the President and program manager and the instructor and program manager or instructor will contact participants. This information will also be posted on the WCA Facebook page and website www.williamsburgcommunity.ca

Picture Taking During Programs / Program Participants
Pictures of any participant(s) or program will be allowed only if all participants of the program have signed the consent waiver. Picture release / consent waivers are given to all participants at registration.

Preschool Program: Late Charges
If a child is not picked up on time after a program has ended, the parent will be given a warning that a late fee could be charged the next time it happens. The fee will be $1 per minute late. The fee must be paid to the instructor prior to the participant attending the next class.

Preschool Program: Washroom and Toileting
Participants in the preschool room will not be assisted with toileting.  Children who are not fully toilet trained will be asked to leave the program or have a parent present to assist. Preschool program instructor, volunteers, and Williamsburg Community Centre staff will not assist with the washroom or toileting of children.

Participant Request for a Support Worker
It is the duty of the WCA to support any requests for a support worker to assist a participant within a program. City of Kitchener staff asks that these requests be made at least three weeks prior to the program start date. Parents can call inclusion services directly at 519-741-2229 or the centre staff may contact inclusion services with the details of the request. The WCA will be responsible for covering the cost of the support worker. A person with a disability who is accompanied by a support person will be allowed to have the person accompany them on program site without cost for the support worker.  For more information please refer to the AODA legislation.

Parent and Child Drop In
Parent and Child Drop In program is scheduled on Wednesday mornings from 10-11:30am. The cost is $1 per child per week. All children must be accompanied by a parent/caregiver at all times. Children are not to be left unattended in the program room or lobby. As per policy there is a limit of 4 children per adult.

Waitlist Policy
Persons can request to be placed on a waitlist for any program that has reached its maximum number of participants. In the event of a spot opening in the program, the City of Kitchener staff will notify the first person waitlisted of the opening. The spot will be held for 24hours after which time the City of Kitchener staff will repeat the calling procedure until the spot has been filled.

Late Registration
Registrations are still accepted after programming has begun with the cost of the program being prorated according to the number of weeks remaining. The Williamsburg Community Association offers classes that progress weekly such as Painting, Pilates, and Sketching and due to the progressive nature prefer not to accept late registrants.


Inclement Weather Policy(City of Kitchener)

The community centre may remain open regardless of the decision by the WCA to cancel programs.  The General Manager or designate of The City of Kitchener’s Community Services Department, in consultation with others, has the authority to close the Williamsburg Community Centre based on information about road and weather conditions. The facility supervisor or manager also has authority to request closure based on local conditions. In questionable weather, instructors are to call or email the program manager or the Williamsburg Community Centre (519-741-2240) to verify the status of their program.  The community centre voicemail will be updated with closures and cancellations.

Accessible formats and communication supports are available upon request.