Policies and Procedures

 

 

 

POLICIES & PROCEDURES

 

Part 1. Swimming Lessons:

 

ASSESSMENT

  • New participants MAY BE required to attend an assessment prior to placement in any of Levels 1 – 8, Learn to Swim, or Bronze/Silver/Gold Pre-competitive Levels, or Competitive Swimming Class at no cost.
  • Formal assessment occurs at the end of each block throughout the year.  Swimmers are assessed informally throughout the block and may advance through the levels as their ability progresses.
  • Adult & Child cater for children who still require support whilst in the water, with the levels based on the age of the child.  Therefore, no assessment is necessary prior to commencement in this program. A swimmer may progress to Level 1 in the Learn to Swim programme at any age, provided they meet the assessable criteria.  To move to level 1 as swimmer must be able to listen to an instructor.  This can be at age 3 or 4 dependant on the child.

ENROLLMENT

  • Members must complete the  Enrollment Form Places are booked on a first come first served basis.  Enrollment procedures are dependent upon the current block status. Enrolling members are to contact 01786 461 260 for clarification.
  • Bookings are only accepted if accompanied by a payment.
  • Members may nominate to come to multiple lessons per week. Placement in a second lesson per week is dependent on teacher and space availability; members wanting only one lesson per week will take precedent over those attempting to get into a second lesson.  Make-up lessons are not available.
  • Enrolled members must wear a Sheppard Swim School swim cap and appropriate swim wear.  Shorts are not permitted as they impede swimming mobility, caps ensure the safety of the swimmers.

PAYMENT

  • Members are charged on a per block basis, based on the number of enrolled lessons per block.
  • We accept all major credit cards, cheque, cash, debit cards and Paypal. To pay by cheque, make payable to: Sheppard Swim School.
  • Sheppard Swim School reserves the right to obtain payment for places reserved by those enrolled regardless of attendance.
  • Members joining a lesson mid-block will be charged on a pro-rata basis for that block based on the number of enrolled lessons remaining.
  • Members canceling after the 6th lesson of the block will be charged the full block (normally 10 lessons per block).

CANCELLATION BY MEMBER

  • All cancellations must be submitted on a Cancellation Form at least one week prior to the first date of the block.  Failure to give one week notice will result in full charges for first two lessons.
  • Members canceling after the 6th lesson of the block will be charged the full block (normally 10 lessons per block).
  • Members on leave for an extended period of time may chose to cancel, but the enrolled place will not be reserved. Full charges will apply to reserve enrolled places during member absence.
  • To provide us with additional information regarding how we can improve our current program, please email us.
  • An administration fee of £20 will apply to all cancellations due to the extra work caused by removing a child in the system and rebooking their place.

CANCELLATION OF LESSONS BY THE POOL or BY SHEPPARD SWIM SCHOOL

  • Sheppard Swim School may cancel lessons without notice in the event of pool closure. This procedure is for safety reasons and is out of the control of the Sheppard Swim School.  No refunds will be given.  If possible alternative days or pools will be provided. 
  • If the number of enrolled participants in the class falls below the minimum requirement (3 students); the class may be postponed, rescheduled or cancelled until further notice.
  • To enable us to contact you, please ensure that all contact details are accurate when completing your registration on the  Enrollment Form.  Please call 01786 461 260 if you have changes to your details. 

ILLNESS

  • Members unable to attend a lesson due to illness must advise Sheppard Swim School at least one hour in advance (telephone voice message or email is acceptable). Members will not be charged for the lesson upon receipt of a medical certificate.  To avoid full charges applying, the certificate must be received by letter, or in person, within a 72hrs of the original lesson, or before the end of the block, whichever precedes.

CERTIFICATES:

  • if swimmers are to receive their certificate they must attend the last lesson.  A mailing charge wil be added to those requiring their certificate prior to the beginning of the next block. 

INSTRUCTORS

  • Whilst effort is made to provide consistent instructors, please be aware that instructors may change without notice.
  • Our listed lesson numbers are projected target figures and cannot always be guaranteed. If a teacher is absent, classes may be joined together where it is considered appropriate.
  • For safety reasons Instructors must not be distracted by parents during lessons, please direct all communication through the lesson coordinator.  Meeting opportunities will be provided at appropriate times.
  • all our teachers are Enhance Disclosure Scotland checked. 
  • TheSheppard Swim School reserves the right not to offer places if it is deemed that a pupil is living with a limited physical or mental ability.  Our main reason for rejection would be that of unqualified staff.

SAFETY

  • Parking is only permitted in allocated spaces at each venue.
  • Parents are not permitted on poolside, but may remain in the stands, behind the barrier to watch.  Often young swimmers find it distracting to have parents watching and some consideration should be put towards this.
  • Sheppard Swim School will abide by the Pool Operating Procedures and the Emergency Operating Procedures of all venues.  Often a pool has a requirement for all swimmers to wear swim caps.
  • Sheppard Swim School recommends that each swimmer bring: pool shoes, robe, swim goggles, tight fitting swim costume and warm towel. Swim goggles are highly recommended!
  • There is limited access to secure lockers.  Sheppard Swim School assumes no responsibility for lost or stolen articles.  Please do not bring valuables to the pool.
  • Swimmers should assemble at the shallow end of the pool on the benches.  From there they will be escorted by the Lesson Coordinator to the appropriate place depending on what lesson they are in before their lesson begins.  The lesson coordinator will also return the swimmers to this area.
  • All swimmers must shower and go to the toilet before entering the pool.

POOL

  • It is our policy for Mums to only go into Women's changing rooms with their daughters or sons, and for Dad's to go only into Men's changerooms with their daughters and sons.  Thank you.  On occasion, as some school pools, the school may require exclusive access to the changing rooms.  On these occasions an alternative changing area will be posted.
  • Glenalmond College pool is a 4 lane x 25 meter pool.  Its average temperature is 28.5C.  The shallow end is 4 feet deep and the deep end is 12 feet deep.
    • Separate boys and girls changing rooms.   There are two small girls change rooms (upon facing the change rooms, there are left and a right doors, only the right hand door has a far end exit into the pool).  There are no lockers in the change rooms.  There are privacy spaces in the girls changing rooms, but not in the boys change rooms.
  • Tulliallan Police College is a 5 lane x 25yd pool.  Its average temperature is 29C.  The shallow end is 4.5ft deep and teh deep end is 10.5ft deep.
    • Separate boys and girls changing rooms.   One girls change room .  There are no lockers in the change rooms but there are money lockers.  
  • Castlebrae Police Treatment Centre.  Is a physiotherapy pool kept at 35C.  This pool is 15m x 10m and is only suitable up to level 5.  The depth is from 1m to 1.5m deep. 
    • There are separate boys and girls changing rooms.  There are no lockers available.
  • Harris Academy pool.  Is a 5 lane 25m pool kept at 28.5C.   there are separate changing areas without lockers.The shallow end is 4 feet deep and the deep end is 12 feet deep.
  • St Leonards School pool. This is a 5 lane 25m pool kept at 29C.  There are separate changing areas without lockers.The shallow end is 4 feet deep and the deep end is 12 feet deep.  

Part 2. Coaching Courses:

 

ENROLMENT

  • Members enrolling in Coaching Courses, must complete the Coaching Programme Enrollment Form. Enrollment procedures are dependent upon demand. Enrolling members are to contact 01786 461 260 for clarification.

PAYMENT

  • Members are charged on a per course basis.
  • We accept all major credit cards, checks, cash, debit cards and Paypal. To pay by check, make payable to: Sheppard Swim School.
  • Sheppard Swim School reserves the right to obtain payment for places reserved by those enrolled regardless of attendance.
  • Members canceling within one week prior to the start of the course will be charged for the full course.

CANCELLATION BY MEMBER

  • All cancellations must be submitted on a Cancellation Form at least one week prior to the first date of the course. Failure to give one week notice will result in full charges.
  • To provide us with additional information regarding how we can improve our current program, please complete the Farewell Feedback when canceling permanently.
  • An administration fee of £20 will apply to all cancellations.

CANCELLATION OF CLASSES BY THE FACILITY or BY SHEPPARD SWIM SCHOOL

  • Sheppard Swim School may cancel courses without notice in the event of facility closure. This procedure is for safety reasons and is out of the control of the Sheppard Swim School.
  • If the number of enrolled participants in the class falls below the minimum requirement (4 or 5 students depending on course); the class may be postponed, rescheduled or cancelled until further notice.
  • To enable us to contact you, please ensure that all contact details are accurate when completing your registration on the Coaching Programme Enrollment Form.  Please call 01786 461 260 if you have changes to your details.
  • Sheppard Swim School will not charge members for cancellation of classes.

ILLNESS

  • Members unable to attend a class due to illness must advise Sheppard Swim School  in advance (telephone voice message or email is acceptable). If full attendance is required members may have to re-sit the class at another time, Sheppard Swim School will make every effort to ensure that this is possible, however if a course is not available within two months, Sheppard Swim School will not refund the cost of their course.

INSTRUCTOR CHANGES

  • Whilst effort is made to provide consistent instructors, please be aware that instructors may change without notice.

 Part 3. Private Lessons:

 

ENROLLMENT

  • Members enrolling in Private Coaching lessons, must complete the Private Coaching Lesson Enrollment Form Enrollment procedures are dependent upon demand. Enrolling members are to contact 01786 880 971 for clarification.
  • Private lessons are run in a per swimmer basis as follows: one to one AND two to one.  Each group ratio will have a different cost dependent on which instructor is requested.

PAYMENT

  • Members are charged on a per instructor basis.  Please call 01786 461 260 for details on the rates of our instructors.
  • We accept all major credit cards, checks, cash, debit cards and Paypal. To pay by check, make payable to: Sheppard Swim School.
  • Sheppard Swim School reserves the right to obtain payment for places reserved by those enrolled regardless of attendance.
  • Members canceling within  72 hours prior to the start of the lesson will be charged for the full course.
  • Private lessons can be run at an alternate facility.  All expenses for this will be paid by the member including facility rental or entry, mileage at 40p per mile.

CANCELLATION BY MEMBER

  • All cancellations must be submitted via email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it   at least 72 hours prior to the first date of the lesson. Failure to give 72 hours notice will result in full charges.
  • An administration fee of £10 will apply to all cancellations.

CANCELLATION OF CLASSES BY THE FACILITY or BY SHEPPARD SWIM SCHOOL

  • Sheppard Swim School may cancel the private lesson without notice in the event of facility closure. This procedure is for safety reasons and is out of the control of the Sheppard Swim School.
  • To enable us to contact you, please ensure that all contact details are accurate when completing your registration on the  Enrollment Form.  Please call 01786 461 260 if you have changes to your details.
  • Sheppard Swim School will not charge members for cancellation of classes.

ILLNESS

  • Members unable to attend a class due to illness must advise Sheppard Swim School  in advance (telephone voice message or email is acceptable). Members will not be charged for the lesson upon receipt of a medical certificate.  To avoid full charges applying, the certificate must be received by letter, or in person, within a 72hrs of the original lesson.

INSTRUCTOR CHANGES

  • Sheppard Swim School will not change the instructor for private lessons unless agreed by the member.  In the event that an instructor is unavailable to due to illness (or other reason), and a suitable instructor is not agreed upon between the member and a Sheppard Swim School Director, no lesson will be run and no charge will be made.

Part 4. Swim Camps:

ENROLLMENT

  • Before a swimmer may participate in a camp, parents must complete and submit all of the required paperwork. This includes a Swim Camp Enrollment Form, with the  Medical Information and travel requirements.

 PAYMENT

  • A £100.00 non-refundable deposit is required to confirm a reservation with the balance of payment due 14 days prior to the start of camp.  All extra services must be paid in full at time of registration (i.e. private coaching).
  • We accept all major credit cards, checks, cash, debit cards and Paypal. To pay by cheque, make payable to: Sheppard Swim School.

 

CANCELLATION POLICY

  • All payments are non-refundable. Unused camp fees may be applied to a future Camps within one year after purchase date.  Unused camp fees may be used towards other Sheppard Swim School activities.

 RULES

  • The safety and well-being of our campers is our primary concern. Our camp staff stays on campus with the Resident Campers. Resident, Extended Day and Day Campers are also supervised at all camp activities. Once the camp is underway, parents will be able to contact our head chaperone directly by phone. A contact number will be published in our camp update, e-mailed prior to the start of camp.
  • Any serious violation of camp regulations, such as willful damage to the pool facility or lodging property and/or behavior deemed unsuitable and detrimental to the best interest of the camp, will result in immediate dismissal from camp. Drugs, alcohol and smoking are strictly forbidden. No refund will be available if a swimmer is asked to leave because of disciplinary matters.
  • While every effort will be made to match swimmers in terms of age and maturity level, we cannot guarantee it. Swimmers stay two per room, each with their own bed. Roommate requests should be indicated on the General Information Form.
  • Swimmers have the option of overseeing their valuables themselves or turning them over to a camp staff member. Swimmers who chose not to turn over their valuables are solely responsible for their safekeeping.
  • We cannot allow any swimmer to participate in camp until we have received all of the required paperwork including:
    • Swim Camp Enrollment Form including:
      • Medical Information
  • Registration is not complete until we have received all the required forms and the non-refundable deposit; at which time an e-mail will be sent confirming the swimmer’s registration.

INSTRUCTOR CHANGES

  • Whilst effort is made to provide consistent instructors, please be aware that instructors may change without notice.

CHAPERONES

  • Open to parents of participating swimmers. Experience working with large groups of children a plus. A valid drivers license is required. First aid certification a definite asset. A discount is available for parents who become chaperones.
  • An Enhanced Disclosure Scotland check will be required so an early application will be necessary.
  • If interested in chaperoning, please send qualifications to  This e-mail address is being protected from spambots. You need JavaScript enabled to view it . Please specify camp and position sought.

 

 

 

FOR FURTHER INFORMATION PLEASE CONTACT US ON 01786 461 260 

 

 

Date:  17 JANUARY 2012