PROCEDURES: Fee Refunds
Newfoundland and Labrador Council


Purpose of Procedures:
Girls and adult Members frequently are required to pay a fee to participate in different kinds of activities, including such events as camps, conferences, etc. On occasion, due to medical, compassionate, or other personal reasons, a Member may find it necessary to withdraw her application to attend such an event and requests a refund of the fee that she has paid. In recognition that there needs to be clear procedures to handle such requests on a consistent, equitable, and transparent basis, the Provincial Council of Newfoundland and Labrador has developed the following procedures which will clarify when and under what circumstances a refund of a paid fee will be considered and approved.


General Application:
While these procedures are developed for application to provincially sponsored events, they may also apply to area, division, district council and unit sponsored events, with adaptation as appropriate and as approved by the parent council (By-law 5.15).


Procedures:

1. 1. The organizing committee for the camp, conference or other event must specify a deadline date for down-payment on fees and a final payment deadline date, and publish this date in all materials distributed to Guiders, parents, and girls;
2. In circumstances such as illness, bereavement, or any other serious extenuating circumstances where the organizing committee may receive a request for a refund, the committee will consider the request and make an appropriate decision;
3. A request for a refund of fees will be granted to those who apply before the deadline date;
4. If the request for a refund is made after the deposit deadline and there are no extenuating circumstances, any refund will be minus the deposit;
5. Where a request for a refund is received, the person's registration for the event will be cancelled;
6. Any request for a refund after the final payment deadline date has passed, will be forwarded by the event organizing committee, with a recommendation, to the Provincial Finance Committee;
7. The decision of the Provincial Finance Committee is final.

February 12, 2007, Recommended Provincial Finance Committee
February 28, 2007, Approved Provincial Executive Committee