Policies and Procedures

Registration Policies

IMPORTANT: By signing up online, over the phone or in-person for camps, swim lessons or activities offered by the City of Sunnyvale, you agree to each of the following policies listed online at Sunnyvale.ca.gov/Activities

Release, Waiver, Hold Harmless Agreement + COVID-19 Informed Consent

Participant Wellness and Illness Policy

City of Sunnyvale Code of Conduct and Enforcement Policy

Safety – Concussion Management

Health Screening Questions

Missed Days During a Session Policy

If a camp/swim lesson meeting is canceled by the City, staff will make every effort to notify you as soon as possible by phone or email. Staff will let you know if there is a pro-rated refund or credit will be issued. Please make sure your contact information is current so we can reach you. The City does not offer make-up camp days or issue credits/refunds when individual customers miss a day for illness or other personal reasons.

Health Screening Policy

Staff and participants are required to answer health screening questions prior to arrival. If staff/participants experience any symptoms, STAY HOME, seek medical care/testing and notify staff at recreation@sunnyvale.ca.gov or 408-730-7350.

Medical Illness Policy

During a session, if the participant is sick, the participant may request a prorated refund. Please note refund request requirements below:

• Provide a signed doctors note and if applicable the positive COVID test result either during the session or no later than 1 week of the class/camp end date for a prorated refund.

Credit Policy

Refund requests received less than 10 business days prior to the first day of camp receive a credit on the customer’s Sunnyvale account. A $15 processing fee per transaction applies for all credits. Credits MUST be used within 6 months from date of transaction. Otherwise, they are removed from the account.

We’re Only Human

Sometimes changes happen; occasionally, modifications may need to be made to planned activities, field trips or curriculum. At the same time, changes may occur in location or the number of program offerings. Please read your receipts carefully. We will correct any changes in locations, times, dates and fees online.

Non-participant Policy

The City of Sunnyvale does not allow unregistered individuals in the program space, except when family and friends are invited to attend youth performances or demonstrations.

No Gift Policy

City staff are not allowed to accept gifts of any kind. City staff ARE allowed to accept a card with kind words.

Children with Disabilities

The City of Sunnyvale encourages children with disabilities to participate in our programs. We will make reasonable efforts to accommodate persons with disabilities in accordance with the Americans with Disabilities Act. If your child requires reasonable modifications, please contact 408-730-7350, TDD 408-730-7501, at least 14 working days in advance of the program or activity.

City of Sunnyvale TAX ID

If you need the City’s Tax ID number for your Flexible Spending Account (FSA) it is: 94-6000438.

Registration Procedures

How Do I Request a Refund/Transfer?

• Refunds/Transfers may be requested by phone (408) 730-7350 or in person at the Community Center, Recreation Center front desk. If submitting in person, be prepared to present a receipt. If submitting by phone, be prepared to share info from your receipt. Receipts can be printed online.

• Refunds will be issued in the form of a check or credit card, depending on the original method of payment. Cash payments will be refunded by check.

Refund/Transfer Request Deadline

Please cancel as soon as you know you will not be attending an activity. Participants requesting a cancellation refund or transfer must be submitted before 5 p.m. (prior to the close of the business day).

Wait Lists

• A wait list is established if a program is full.

• If a space becomes available, staff will notify parent/guardian by telephone.

• If there is no contact made in 24 hours, the next customer on the waitlist will be notified.

• Payment is not charged until an opening becomes available.

Camp Policies

Extended Care Policy – REC Camp and Club X ONLY

Campers must be registered for a half day morning REC Camp option, first ,before adding Club X extended care. If registering online please add the morning option to your cart first then add extended care second.

Camp Cancellation Policy

• Camps may be canceled when the minimum enrollment is not met. Please register early.

• If the camp class is canceled, you will be notified by phone and given the option to transfer to another camp or class or receive a full refund. Please note refunds take up to four weeks to process.

• Written notice must be received within 10 business days from the start of the program to be eligible for a refund. See refund/transfer policy for additional information.

Camp Refund/Transfer Policy

• Refund or camp transfer requests must be received at least 10 business days prior to the first day of camp. A $15 processing fee and $5 transfer fee per transaction will apply.

• Refund requests received less than 10 business days prior to first day of the program receive a credit on customer’s Sunnyvale account. See Credit Policy for more details.

• If your camper has a medical emergency and is unable to attend camp, please provide a signed doctors note within 2 weeks of the start date of camp for a full refund minus $15 transaction fee.

• Refunds and transfers are not issued for one- and two-day camps or classes.

Camp Emergency Card Requirement Policy

To participate in any City of Sunnyvale camp, all campers are required to have an online emergency card on file. The City of Sunnyvale has partnered with ePACT Network to offer an easy to-use safe and secure system for families.

How Do I Fill Out an Emergency Card Online?

Within the next business day of registration, the parent/ guardian will receive an email from ePACT Network (member.support@epactnetwork.com) to fill out the emergency card online.

Behavior Policy

Staff uses techniques such as positive reinforcement, discussing inappropriate behavior with the camper and “time out” if the behavior continues (one minute per year of age is the rule of thumb). Staff may also ask parents/guardians for their input on ways to manage the behavior. Depending on the severity or frequency of a behavior, staff has discretion to file an incident report or a camper may be suspended or dismissed from the camp. In the case of suspension or dismissal, refunds will not be issued.

Picking Up Late – Late Pick-up Policy

Campers picked up after closing time will be charged a late fee. The first time a parent/guardian is late they will receive a verbal warning. The second time a parent/guardian is 15 or more minutes late, a $15 charge will be assessed for every 15 minutes late (or fraction thereof). Failure to pay the fine or habitual tardiness may result in the camper’s dismissal from the program.

Cell Phone Policy

Campers may bring a cell phone to camp for emergency use. Upon check-in at camp, cell phones must be placed in camper bags alongside their lunch. Phones should remain in camper bags until check-out, unless needed for emergency communication.

Sunnyvale Splash Policies

(Aquatic Activities and Swim Lessons)

Aquatics Cancellation Policy

• Aquatics classes may be canceled when the minimum enrollment is not met. Please register early.

• If the class is canceled, you will be notified by phone and email and given the option to transfer to another class or receive a full refund. Please note cash or check refunds take up to six to eight weeks to process.

• Written notice must be received within two business days from the start of the class session to be eligible for a refund. See refund/transfer policy for additional information.

Aquatics Refund/Transfer Policy

• Swim Lesson class refund and transfer requests must be received two business days before the first day of the class session.

• For other aquatic classes, refund and transfer requests must be received prior to the second-class meeting.

• A $15 processing fee per transaction applies for all refunds.

• A $5 processing fee per transaction applies for all transfers.

• Refunds and transfers are not issued for one- and two-day classes.

Aquatics Health Restrictions

Persons suffering from infections or contagious diseases and/or illness are not permitted to enter any Sunnyvale Aquatic Facility. All patrons or participants must be diarrhea symptom free for two weeks before entering the pool.