Oxford Swimming Academy
Code of Conduct
Swimmers must not eat at least 1 hour before the start time of their lesson
All rubbish should be taken home with you and not left at a venue. Sanitary bins are not to be used to dispose of swimming nappies, and we ask that all parents/guardians and spectators help us leave the venues in a clean and presentable order
Please do not arrive for lessons more than 15 minutes before the start time of the class, unless instructed to do so, and changing after lessons should be no longer than 15minutes unless indicated otherwise.
All spectators and swimmers for following classes are asked to sit quietly, and not cause disruption to the class taking place
All children on poolside, and all adults waiting for classes should ensure they are waiting away from poolside. No siblings, spectators or children waiting for lessons are permitted to be in the water, sitting on the edge or have their feet in the pool
All jewellery should be removed before entering the water.
All children should arrive for lessons and should have showered, have swimming hats on (where applicable) and goggles fitted and ready to start, so this does not delay the start of the lesson.
Swimmers and parents/carers are requested not to interrupt or distract the pupils in the class unless it is a matter of health and safety
All swimmers, parents/carers and spectators, are to refrain from running, shouting, jumping, throwing items and generally disruptive behaviour
All children leaving the lessons for the toilet, must be supervised by their parent/carer, and the instructor notified before they return to the lesson
In all changing rooms (that are non communal) adults taking children in to change must use the changing room that applies to the adult. Once children are around the age of 8 years, or able to change without supervision, children should enter the appropriate changing room for them. If you need any assistance then please ask the Oxford Swimming Academy office
Terms and Conditions
Full Payment is required at booking. Please note that class places are not guaranteed without payment. If payment is not received in the time frame given on the booking email, then the class space will be opened back up to the waiting list and may no longer be available.
Payment should be made via transfer for the first payment and then all proceeding payments should be made online via the Home Portal.
Places are allocated on a first come, first served basis. There is a set maximum number of participants in each class, so if we are unable to confirm a class place, you will be added to the waiting list. As soon as a class place in the appropriate class/level becomes available, we will notify you. If you no longer wish to be on the waiting list, please notify us as soon as possible.
Once you have 2 classes remaining on your current booking, you will be contacted by email to confirm that it is time to make payment for the next set of lessons. Payment for these classes should be made online via the ‘Home Portal’. If payment is not received, then a second email will be sent when there is only 1 lesson remaining. If we do not receive payment by the due date on these emails, then the class space will automatically be allocated to the next person on the waiting list. Please ensure that all bookings are completed in order to retain your class place, and that you contact the office in advance of this date if there are any problems or if you would like any advice.
Please note that should you not top up online using the Home Portal system in time, and let your booking expire, rebooking via direct transfer will incur an admin fee of £11, will delay your rebooking, and does not guarantee your class place. Please ensure that all top up emails are received (including initial booking confirmation), and Oxford Swimming Academy is not responsible for any missed communication. If you are unable to top up, contact must be made to the office before the booking expires to organise.
If you wish to cancel a booking, which has been confirmed with payment, up to 7 working days before the first lesson, then we will charge 10% of the term fees that were paid and the remainder refunded. If you wish to cancel a booking, which has been confirmed with
payment, 7 working days or less before the booking start date, then we will charge 25% of the booking, and the remainder will be refunded.
If you are aware of a date that you are unable to attend in the next set of lessons, before or after making payment, please contact the office to advise us. We will offer a catch up lesson should we be able to, however this is not guaranteed.
Refunds and Credits are not given if a child refuses to enter the pool for their first lesson(s). We will work with you to encourage them, and to find a more suitable pathway for them to begin their swimming journey if needed.
Oxford Swimming Academy reserves the right to change or cancel a course at any time. Arrangements will be made to reschedule where possible and it not, refunds will be payable on lessons booked.
Private lessons (instructor teaching at a private home) must be cancelled with a minimum of 24 hours notice. Please ensure the office is notified as soon as possible so they can let the instructor know. Oxford Swimming Academy will provide the same notice period where possible should the instructor not be able to attend the lesson and contact will be made as soon as possible.
When you make payment for the term, you are agreeing to our Terms and Conditions and Code of Conduct, and if answering ‘yes’ to any medical conditions, you are confirming you have checked anything out with a medical professional prior to starting classes. This responsibility is also passed on to any relative/carer who may bring a child swimming.
Medical conditions must be disclosed to Oxford Swimming Academy regarding the health of the parent/carer, the child(ren), or those who you have placed your child(ren) in care with for the purpose of attending swimming lessons. All information received is treated with sensitivity, but is vital to the health and safety of all swimmers. This information is kept on our system, and not shared with any other party, other than the note for the instructor taking the class.
We request that any swimmers with a heavy cold, sinusitis, or ear infections do not swim. All swimmers should leave 48 hours after any sickness and diarrhoea episodes.
Refunds are not given for missed lessons due to sickness, please contact the office however and we will offer an appropriate catch up class where possible.
If a swimmer has a serious long-term health issue, an operation, or has been given a medical reason why they are not able to swim, please contact the office as soon as possible. Oxford Swimming Academy will decide, subject to seeing a medical certificate where required, and will decide if these lessons can be transferred to the following term. (This is at the discretion of the Oxford Swimming Academy office, and applies to lessons moving forwards – no backdated lessons can be included).
Pool Closure/Unexpected Venue closures
Should the venue be closed unexpectedly, or there be an incident in the pool requiring closure at short notice, we will contact via the communication details we have on record. Please note that Oxford Swimming Academy takes no responsibility if these details are not kept up to date via your personal ‘Home Portal’.
If a venue is closed for any of the above situations before the start time of the class, then we will transfer the cost of this lesson to the following term payment, or if we have a catch up lesson for you, then this will be offered as a replacement session. If attended, no credit will be available. If the new term is not booked and no replacement session is attended, then the lesson will be refunded.
If a lesson is stopped with 15 or more minutes completed, then a catch up lesson will be offered, but no credit or refund will be applied regardless of attendance of this. Please note that this is at the instructor’s timings and the Oxford Swimming Academy’s office discretion. If less than 15 minutes of the lesson have taken place, then the class will be credited or refunded, or a catch up lesson attended.
Oxford Swimming Academy takes no responsibility for any damage or loss of property or articles left on premises (whether in the pool, changing rooms, or entrances, grounds or car parking areas).
Please ensure that you take all items and belongings home with you after swimming. If an item is left behind, please contact the office directly and we will do our best to locate this for you.
Parking and On Site Speed Limits
All swimmers, parents/carers or spectators must ensure that they park with due care and consideration, and that all speed limits on site are strictly adhered to.
Oxford Swimming Academy takes no responsibility for any incidents involving parking, driving on site or any accidents at the venues they use.
All users of swimming pools used by Oxford Swimming Academy should ensure they are familiar with the rules and procedures for that venue. Should swimmers change venues, it is their responsibility to ensure they are familiar with the new venues rules. All pool rules can be located in the New Starter section and in our Code of Conduct.
Parents/Guardians are responsible for their child(ren) at all times on site, including car parks, grounds, changing and entrance areas. Children should always be under the direct supervision of an adult not participating in a lesson, and all spectator siblings and children must be directly supervised and not permitted to run or walk unattended on poolside or in the facility. Oxford Swimming Academy can
Parents should remain in the pool building at all times during lessons when their child(ren) is/are swimming.
Oxford Swimming Academy takes no responsibility for any incident or accident on any sites, due to negligence of parents/carers in this matter. Oxford Swimming Academy also takes no responsibility for any swimming actions/swimming incidents outside of classes by any swimmers, their parents/carers or spectators of lessons.
All parents/carers of swimmers booked onto courses are responsible for ensuring anyone spectating/arriving at venues, or participating, are fully aware of these Terms and Conditions and Code of Conduct. Oxford Swimming Academy takes no responsibility for any incident, or accident that is caused by anyone who is attending any lessons or venues, who have not been made aware of these Terms and Conditions or Code of Conduct.
Swimmers must not enter the water/put their feet in the water without being invited to do so by the instructor, and swimmers in the first session at a venue should not enter the building if there is no Oxford Swimming Academy instructor or pool supervisor on site. If the door is open and/or there are people from another pool hire (not Oxford Swimming Academy) present, then swimmers and spectators must wait outside until their instructor or pool supervisor makes it clear they may enter.
Please note that due to Safeguarding and Child Protection Regulations, there is no photography or videography permitted in any Mainstream lessons (no adult in the water). This includes the use of Skype or similar apps, Whatsapp, and any application with video and photography use.
Adult and Child lessons (adult and child in the water) may have photography permitted, however only if the instructor has checked with all participants that they are happy. All spectators, parents/carers must ask prior to taking photos, and no videography is permitted under any circumstances. Please note that this is at the instructor’s discretion and should they indicate no photography is permitted, this must be followed.
Oxford Swimming Academy cannot be held liable for the actions of third parties, and this excludes to the fullest extent possible by law, any liability arising from any breach of this section headed ‘Photography’, by any party.
All swimmers under the age of 3, and those who are not fully potty trained, must be wearing the double nappy system. This is a disposable or reusable swimming nappy, and a neoprene happy nappy on top. This item must be well fitted and will be checked on the first lesson, and at intervals during lessons to ensure it is well fitted. Instructors have the discretion to not permit entrance to the pool unless the correct items are being worn.
Always change your baby or child on the floor using a suitable changing mat. Do not use raised benches, trolleys or tables. Some venues have appropriate changing tables, and the age restrictions on these must be followed. No food is to be consumed by Babies/Toddlers on changing mats.
At the request of all pool owners, all used or soiled nappies, including swim nappies, must not be left on site, and should be bagged and taken home. This is applicable even if the venues have nappy bins available on site.
Buggies and car seats are not permitted in the changing rooms. Please do not take any food or drink into changing rooms or into pool changing areas.
All swimmers must shower and go to the toilet before entering the pool.
Badges and Awards
Stage awards will be included in the cost of lessons and will be awarded when all criteria have been met (at the discretion of the instructor). Please note that any further awards (distance badges, or achievement awards) will be issued at a small extra cost - £2 per badge and certificate. All awards will be updated on the home Portal, and will be issued for collection on the first lesson of each new half term. Badges will also be awarded on the last class of the summer and Christmas terms.
Any replacement awards will also be charged at £2 per badge/certificate
Changes to Terms and Conditions/Code of Conduct
From time to time, Oxford Swimming Academy may update these Terms and Conditions and Code of Conduct by issuing an updated version upon booking of a term. You are free to not accept these changes, but this must be done in writing to the Oxford Swimming Academy office notifying us of your non-acceptance. This must be done 14 days after receipt of the updates, and in failing to do so, we will treat you as being subject to the updates.