Polar Athletic Group Policies
At Polar Athletic Group, we are committed to building a safe, secure, and transparent environment for every athlete and family. Our policies, safety standards, and incident reporting processes are provided below to ensure everyone is protected.
Abuse Prevention and Response
Cancellation Policy
We prioritize the safety of our athletes above all else. This policy outlines our process for handling cancellations due to unforeseen events.
- Weather-Related Cancellations: Our staff will monitor weather conditions closely. We will make a decision on cancellations at least two hours before a scheduled event. All cancellations will be communicated via our primary communication channel and posted on our team calendar.
- Unforeseen Events: In the event of facility issues, coach illness, or other unforeseen circumstances, we will provide as much advance notice as possible.
- Re-scheduling: We will make every effort to reschedule any canceled practices or games, though this is not always possible. We do not provide refunds for canceled events that cannot be rescheduled.
Code of Conduct: Parents, Athletes & Coaches
Communication Policy
Clear communication is a cornerstone of our organization. This policy sets expectations for how and when we will communicate to ensure every family is well-informed.
- Primary Channel: All official team and program communication will be handled through our designated technology platform. This includes schedules, practice updates, and team announcements.
- Coach-to-Parent Communication: Coaches will use the team platform for all team-related communication. We ask that parents do not contact coaches directly through personal channels (phone, text, personal email).
- Response Time: Our staff and coaches will make every effort to respond to questions and concerns within 48 hours.
Concussion Policy
Concussion Protocol and Reporting
Culture Statement
Incident Report Form
Refund Policy
Our policy is clear and unambiguous: we operate on a no-refund basis. When you register and pay the deposit, you are securing a spot on a team and we, in turn, make a financial commitment to coaches, facilities, and leagues. The only exception to this policy is if Polar Athletic Group cancels a program entirely.
- No refunds will be issued for player withdrawals for any reason, including but not limited to, schedule conflicts, changes of mind, or injury.
- Special circumstances, such as season-ending injury, will be reviewed on a case-by-case basis. A doctor’s note may be required.
Questions & Disclaimer
These policies are for informational purposes and may be subject to change.
If you have any questions, concerns or comments regarding PAG policies, feel free to reach out to info@polarathleticgroup.com.