Registration and policy

Online Registration
Online registration for programs open as follows:
o Fall registration opens the first Tuesday in September
o Winter registration opens the first Tuesday in December,
o Spring/Summer opens registration the first Tuesday in March
o Summer Camp opens registration the first Tuesday in January, and
o After School the first Tuesday in March

Click here for online registration

In-Person Registration
In-person registration opens at 2:00 p.m. at the Old Town Hall, 61 Main Street, on the day following online registration.
The Old Town Hall is open every Wednesday from 2:00 - 9:00 p.m. for registration as well as during regular program hours (with the exception of the Wednesday between Christmas and New Year when we are closed).
In-person registration is by personal cheque only.

Fees
All prices include HST where applicable. Program fees will be prorated part way through the session if space is available. Fees can only be prorated for the number of classes remaining at the time of the request. A prorated fee cannot be applied retroactively.

Wait Lists
If the course you wish to register for is full, please join our wait list by emailing info@ottawaeastcag.ca. You will only be contacted if a spot becomes available.

Minimum Numbers
CAG programming requires a minimum number of participants for a program to run. The minimum number is calculated based on the direct costs of running a particular class or workshop. It does not currently include overhead. Occasionally minimum numbers are based on the number of people required for a course to be a success (example: number of people required to play a particular sport or number of people required in order for that program to be enjoyable). Minimum numbers are determined by the CAG Executive Director based on this policy and are reviewed annually by the CAG Board as part of the annual budget process. Minimum numbers are published with the program description on the CAG website

Program Cancellations
Five days before a class is scheduled to start, enrollment is reviewed. If the minimum number of required participants has not been met, the class will be cancelled. Participants will have the option of transferring to another class or receiving a 100% refund.

For PD Days, enrollment is reviewed one full week prior to the program date. Participants will be given one week’s notice if these programs are cancelled due to insufficient registration.

For Camps, enrollment is reviewed two full weeks prior to the scheduled to start date. Participants will be given two weeks’ notice if camps are cancelled due to insufficient registration.
For all the above cancellations participants are contacted by email.

On rare occasion, classes are cancelled due to unforeseen circumstances (illness, gym cancellation, weather etc). For last minute cancellations such as these we contact participants by phone and email. If CAG has to cancel a class we will offer a make-up class if possible. No refunds are issued in lieu of a make-up class. We do not call or email to remind participants about make up class dates, they are posted on the CAG website.

Missed classes
Participants may only attend the class for which they are registered, if you miss a class, making up in an alternate class is not permitted, nor can a refund be issued or someone else attend in your place. For participants who prefer flexibility, single class passes are available for most of our adult fitness programs.

Age ranges
Where an age range is indicated for a children's program, a child must be within the advertised age range by the last day of the program. Children/youth under the age of 16 are not permitted to attend adult programs unless indicated in the program description.

Program credits
We are unable to issue program credits.

Course dates
All program dates are listed with each course outline. Please check program dates when you register and mark your calendar. We do not contact participants prior to the start of their classes or to notify of scheduled cancellations or end dates.

Financial Assistance
CAG supports access to its programming by offering fee assistance to families and individuals who are eligible. The purpose of the fee assistance policy is to reduce financial barriers to participation in programming offered by CAG and it is designed to ensure that any resident of Old Ottawa East has access to programming, regardless of ability to pay. Please apply at Old Town Hall by completing the Financial Assistance Form. You must be a resident of Old Ottawa East to qualify and residents are eligible on a first come, first served basis. The Financial Assistance Request Form includes a list of streets defined as Old Ottawa East

Each household is eligible for annual maximum fee assistance of up to $150.00. The year is considered to be September 1 - August 31.
Fee assistance clients are encouraged to pay what they can afford, but are expected to pay a minimum of 50% of the cost of any program or activity. This builds commitment, particularly as it relates to attendance. In situations where this contribution presents a barrier to participation the percentage can be reduced or waived.
CAG will provide financial subsidies for one (1) space in each program, two (2) in programs with more than 15 participants. The participant’s financial contribution should be paid prior to the start of the program. Residents must reapply for financial assistance at the start of each new session.

Location
All programs at the Old Town Hall unless otherwise stated. Old Town Hall is located at 61 Main Street, at the corner of Main and Hawthorne Avenue (just south of the Queensway underpass). Other sites for CAG programming include Brantwood Park and Brantwood Park field house, located adjacent to Onslow Crescent; Lady Evelyn Alternative School, located at 63 Evelyn Avenue; and Immaculata High School, located at 140 Main Street.

Weather Policy
Winter - CAG follows the City of Ottawa weather policy of cancelling outdoor programs or events if the temperature is reported as below minus 25ºC (with wind chill), or in the event of rain or hail. Refunds are not offered for classes cancelled due to weather, though a makeup class will be offered if possible. To find out if your program is cancelled due to weather, please check the homepage of the CAG website on the day of the program.

Spring, Summer, Fall - CAG will run all outdoor programs rain or shine unless otherwise stated in the program description; programs will be cancelled in the event of lightning or thunderstorm at the time of the program. Due to the last minute nature of that decision we are unable to notify participants of such a decision, the decision will be made on the field.

Refund Policy
o A full refund will be issued if a program is cancelled by CAG
o All refunds must be requested through the Old Town Hall Community Centre by completion of a Refund Request Form or by email to info@ottawaeastCAG.ca
o Refunds will be issued by the method in which payment was made within three weeks of the refund request

Seasonal Program Refunds
o If 50% or less of a program has elapsed, a prorated refund will be offered. The value of the refund will be prorated to the percentage of the unused programming units and will be based on the date of the refund request.
o If more than 50% of the program has elapsed, no refund will be offered.
o No refund will be issued if withdrawal from the program is requested within five days of the start of the session and the withdrawal will take the class below the minimum number required to run the program.
o A prorated refund is available at any time on presentation of a medical certificate.
o No refunds are issued for weather cancellations or make-up classes that participants cannot attend
o All participant requested refunds will incur a $10 per course admin fee.

After School Program Refunds
o Withdrawal from the program prior to the start will result in loss of deposit
o Withdrawal from the program after the start of the program will result in loss of deposit with one month’s notice. If less than one month’s notice is provided, parents/guardians will be required to pay one month’s fees in lieu of notice.
o Partial refunds will not be issued for temporary absence from the program for any reason.

PD Day Refunds
o A refund request that would take registration below minimum numbers is only accepted up to one week prior to the program as this would lead to a program cancellation.
o A refund request that does not take a PD Day below minimum numbers will be accepted up to two business days prior to the start of the program.
o A refund is available at any time on presentation of a medical certificate.
o All participant requested refunds from a PD Day will incur a $10 admin fee per registrant.

Summer Camp Refunds
o A refund request that would take registration below minimum numbers is only accepted up to two weeks prior to the start of camp as this would lead to camp cancellation.
o A refund request that does not take camp below minimum numbers will be accepted up to two business days prior to the start of camp.
o A prorated refund is available at any time on presentation of a medical certificate.
o Partial refunds will not be issued for temporary absences from the camp.
o All participant requested refunds will incur a $25 admin fee per camp per registrant.

Privacy Policy/>
CAG respects your right to your personal privacy. We undertake to handle and store your personal information in a secure manner to protect it from unauthorized access or disclosure. We do not share information with other organizations nor do we sell customer lists.
We use the information in our database to:
o Run our course offerings.
o Make course changes and/or cancellations.
o Provide information for our programming and marketing decisions.
o Generate attendance statistics.
o Communicate with participants about upcoming registration / courses / promotions.
Please contact us if you have any questions regarding our privacy policy.

Photos
To promote our programs we occasionally take pictures of our programs in session. You will be asked to complete a waiver at registration. If you do not wish to have your photo taken, please let us know at that time. Pictures taken are for CAG promotional purposes only and may be used on our website, in the Mainstreeter, the eUpdate or on social media.

Additional Information
A $15.00 charge will be applied for N.S.F. cheques. Please note: cheques may be cashed up to four weeks after the program commences.
CAG reserves the right to change/substitute instructors.
Registration is on a first-come, first-served basis; program spaces cannot be reserved in advance of payment.

More info
For more information, contact CAG Executive Director Carol Workun at cworkun@ottawaeastcag.ca or call Brantwood field house 613-230-0076 or Old Town Hall at 613-627-0062.

Resources for Staff and Instructors
For expense reimbursement, CAG staff and instructors must fill out the expense claim form .