Refunds & Class Changes

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

Policies and Fees

• Program Refund and Program Class Changes

  
  Requested by Participants (excluding Summer Camps)
  • All refund requests will incur a minimum non-refundable handling fee of $10. Any processing fees incurred by the City are not refundable.
  • If a refund request is received less than 7 days before the start of a program or during the tryout/evaluation period for youth athletic leagues, a fee of $25 or 25% of the registration fee (whichever is lower) will be charged.
  • No refunds will be issued after the start of the program.

• Camp Refund or Camp Transfer

  
  Requested by Participants
  • A minimum $10 handling fee will be charged on all refund requests.
  • 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.
  • 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.
  • Refund/transfer requests submitted 13 days or less prior to start date will not receive a refund or transfer.

• Exceptions to Sections A and B

  
  Medical
  • 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 an account credit for the time the participant is unable to participate in the program or camp.
  Emergency Circumstances
  • The Director, or his designee may approve refunds for unforeseen emergency circumstances (i.e., death in family, hospitalizations, change in residency status, etc.) if notification is provided to the Department more than 24 hours prior to the start of the program or camp.

• Program or Class Suspensions or Cancellations

  
  Initiated by Department
  • Program or Class changes or cancellations initiated by the Department will not have a change fee.
  • 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.
  • 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.
  • 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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