Registration Policies

GENERAL REGISTRATION INFORMATION

Registration is now accepted online or at our office. Please see How To Register for information regarding online registration.
Full payment is required upon registration unless specific arrangements have been made with the SRACLC Director (i.e. Financial Aid).
Registrations WILL NOT be processed if a fee balance remains from a previous season.
Complete the seasonal form and waiver.
The Annual Information Form MUST be completed once a year.
All checks must be made payable to SRACLC.
Credit cards VISA, MASTERCARD, AMERICAN EXPRESS and DISCOVER are accepted and will be kept on file.
SRACLC does not send confirmation of registration. Your canceled check serves as your receipt. However, you may call to confirm your registration.
Signed registrations must be received by the SRACLC office a minimum of three working days before participation can begin. Faxes are accepted. Please follow with original when sending a fax. When sending a fax, payment must be received within three (3) working days.
Phone reservations cannot be taken and will not “hold your place” unless your registration form for the current session has been processed.
SRACLC office hours are Monday-Friday, 8:30 a.m. to 4:00 p.m.
SRACLC attempts to provide you with information about our programs and services as accurately as possible. However, due to scheduling conflicts, facility problems, instructor availability, etc., last minute adjustments may be necessary. We apologize for any inconvenience should you be affected by such an occurrence.

REFUND PROCEDURES

A refund request made prior to the stated Registration Deadline will be honored in full. If the Association finds it necessary to cancel a program for any reason, a full or prorated refund will be given based on sessions held. All requests must be submitted through the SRACLC website. Active Adult participants should view the handbook regarding specific policies and procedures.

Approved refunds will be kept on file as a “credit” towards future program(s). If possible, the credit may be returned to a credit card or if requested, a check can be produced. Any financial assistance provided will be returned directly to that party.

Medical Reasons: A full or prorated refund will be given if a medical condition prohibits participation. For any Weekly or Extended program, the program must be dropped in full. No refunds are available for daily absences for any program, including One-Time Special Events.
Request for Vacation Credit: Vacation credit is not offered for any Weekly or Extended program due to staffing assignments.
REFUND REQUESTS AFTER THE STATED REGISTRATION DEADLINE HAS PASSED
Processing Fees: All refund requests will be subject to processing fees of $5.00 per program for one-time Special Events and Weekly programs. Week-long Camps and Summer Day Camp programs are subject to a $50.00 processing fee.
Pre-Paid Costs: SRACLC often must make arrangements prior to the start of a program that may include the purchase of tickets, promised numbers, and/or necessary supplies. Staffing assignments are also determined to maintain a safe and successful environment. Each of these factors are considered with refund requests made after the registration deadline.
One-Time Special Events: A refund minus processing fees and any pre-paid cost(s) made if the written notice is received a minimum of three (3) business days prior to the program date.
Weekly/Extended Programs: A prorated refund minus processing fees and any pre-paid cost(s) made if written notice is received a minimum of three (3) business days prior to the start of the second meeting of the program. If the program is deemed to be inappropriate for the participant, processing fees will be waived.
Vacation Trips: Specific dates are set for deposits. After each specific date, no refund of any past deposit payment will be considered.

RESIDENT/NON-RESIDENT POLICY

RESIDENT: Individuals residing within the legal boundaries of a SRACLC Member Agency (Park Districts of Grayslake, Mundelein, Round Lake Area, Vernon Hills, and Villages of Hawthorn Woods, Lake Zurich, Libertyville, and Lincolnshire) are considered “residents” of the Association and pay the in-district fee. Residents receive priority when registering for ALL PROGRAMS through the registration deadline.

NON-RESIDENT: Any individual whose primary residence is outside of a Member Agency’s legal boundary is considered a non-Resident.

The Special Recreation Association of Central Lake County has approved and implemented non-resident guidelines and fees for its programs. The fees are listed for all programs in the brochure. All individuals residing outside of the legal boundaries of current SRACLC member agencies will be subject to these guidelines.

All individuals residing outside of the legal boundaries of current SRACLC member agencies will be subject to these guidelines.
All programs considered “Special Events” will now have a minimum 25% add on charge.
All other areas including “Adult Day”, “Day Camp”, “Special Olympics”, and “Weekly” will be subject to:
Payment of the yearly non-resident administrative fee which will allow full resident access to all programs for one year from the date of receipt of payment. The 2025/26 administrative fee is set at $4,994.00.
Pay the indicated fee which has a 100% add on charge to the resident fee.
SRACLC will continue to accept families who own property or a business that pays real estate taxes to a member agency community as residents. Proof of ownership will be required.

If there are any questions, please contact John Buckner, SRACLC Director, at 847-816-4866.

HEALTH POLICY

In the Best interests of the participants and staff, please keep your child home if they are sick or appear to be developing an illness. Parents/Guardians will be asked to pick up from programs if the SRACLC staff determines the individual is too ill to participate and poses a health risk to others. Please take the time to call SRACLC if there will be an absence.

RISK MANAGEMENT

SRACLC is committed to provide its recreation programs and services in the safest possible manner and to keep the safety of all individuals at the forefront. Participants and parents must realize there is some degree of risk which is inherent in all recreation activities. In an effort to minimize exposure to unsafe conditions, SRACLC conducts an ongoing risk management program and strictly enforces that safety procedures be adhered to by all participants and staff. Please be aware that SRACLC does not carry medical or accident insurance for injuries sustained during programs or services.

The cost of such would make participant fees prohibitive. Each person registering himself/herself or a dependent in a SRACLC program should review and maintain their own insurance coverage. It must be noted that the absence of individual or family medical insurance coverage does not make SRACLC automatically responsible for the payment of medical expenses. The agency providing liability coverage for SRACLC requires the mandatory execution of a Waiver and Release form for all programs. Thank you for your cooperation.

BEHAVIOR POLICY

SRACLC encourages and promotes the concept of fun for everyone. However, certain rules have been established to ensure the safety and enjoyment of all people involved.

SRACLC participants are expected to demonstrate appropriate behavior during programs. The Association’s basic behavior code insists that participants shall:

Show respect to each other and staff
Abstain from using foul or abusive language
Refrain from inflicting bodily harm to any individual
Demonstrate respect to equipment and facilities

A caring and positive approach will be utilized for inappropriate behavior. Individual behavior management success plans may be developed on the advice of parents, guardians, SRACLC staff, or other professionals.

SRACLC reserves the right to suspend and/or dismiss a participant if the above noted procedures are not adhered to, and/or, parent/guardian response to a problem situation is not attempted. Each situation will be evaluated individually and on its own merit. The following are guidelines and SRACLC Administration reserves the discretion to override this scale depending on the severity of the behavior.

1st offense: Guardian called in regards to situation, participant removed from program, meeting set up with Program Coordinator, guardians, and an SRACLC Administrator.
2nd offense: Guardian called, participant removed from program, participant suspended from the program for a minimum of one day.
3rd offense: Guardian called, participant removed from program, participant suspended from all registered programs for a minimum of one week.
4th offense: Guardian called, participant removed from program, participant suspended from one program season. Participant will be reintroduce to programs after a meeting with SRACLC Administration to determine appropriate program selections.

Participants and Their Guests Shall

Show respect to all participants and program staff and/or supervisors.
Take direction from program staff and/or supervisors.
Refrain from using abusive or foul language.
Refrain from causing bodily harm to self, others or program staff and/or supervisors.
Refrain from bullying others or program staff and/or supervisors.
Show respect to all people, equipment, supplies, and facilities. A caring, positive approach will be utilized, including Handle with Care techniques will be used for any disciplinary methods.

Additional or individual behavior management plans may be developed on the advice of parents, guardians, SRACLC staff, or other professionals. SRACLC reserves the right to dismiss a participant if the above noted procedures are not adhered to, and/or, parent/guardian response to a problem situation is not attempted. Each situation will be evaluated individually and on its own merit.

Transportation Policy

The following procedures are to be followed to maintain safe transportation of SRACLC staff and participants.

All passengers must be seated with seat belts fastened immediately upon entering the vehicle. Wheelchairs must be securely belted and fastened. The vehicle will not depart until these procedures have been followed.
SRACLC staff are responsible for determining whether or not an individual may be transported safely due to behavior or health concerns.
SRACLC staff will not leave any person unattended after any program unless written permission has been received from said individual’s parent/guardian.
All wheelchairs must be in proper working condition.
Persons riding Amigo-type wheelchairs must transfer to a bus seat.
No object (i.e. hands, head, trash) is to protrude or be thrown from the vehicle at any time. Windows will be opened upon permission from SRACLC staff.
SRACLC does not provide door-to-door transportation but will offer drop off and pick up locations for selected programs.
If three (3) or more people from one community will utilize an additional drop off and pick up location, SRACLC will try to accommodate this request.
SRACLC reserves the right to utilize safety harnesses on the vehicles, if deemed necessary by the Risk Management team.
SRACLC reserves the right to refuse or discontinue transportation services. Please realize that these procedures have been implemented to ensure the safety of all participants and staff. Thank you for your cooperation.
SRACLC vehicles will only wait five (5) minutes after the scheduled time before departing to its next location.

Atlanto-Axial Instability

Individuals with Down Syndrome are at risk of having a condition known as Atlanto-Axial Instability (AAI). It is an SRACLC policy that any individual with Down Syndrome is required to have a doctor’s written note on file stating the person is free of AAI if that person wishes to participate in any program with a potential to cause undue stress upon the neck. SRACLC will also be offering other programs that are not by the inherent nature of the activity at risk for undue pressure upon the neck. However, the nature of play is active participation. Please take this into consideration when enrolling your child into a program and inform staff if the condition is present.

Dietary Restrictions

While SRACLC understands certain participants have food allergies and/or dietary restrictions, we cannot accommodate all needs. Please refer to the program description and make the necessary arrangements for these needs unless otherwise noted in the program write up.

Medication Dispensing

SRACLC staff may dispense medication only if the following procedures have been completed.

Permission for Medication Dispensing form must be completed for every program season and signed by parent/guardian.
Medication must be given to the leader of the program packaged in individual dosage amounts labeled per dosing time and day.
Dosage, time, and potential side effects are clearly noted.
All forms must be completed and approved through the office prior to the program.
DO NOT send any medication information to your child’s school with expectations that it be given to SRACLC.
SRACLC staff may under no circumstances perform an injection or any other medically invasive procedure.
SRACLC staff will not administer medications that are not approved through the FDA.
Please call the office; (847) 816-4866; if you have any questions.

Early Drop Off/Late Pick-up Policy

One (1) no-fee written reminder, per year, will be given. Reminders will be documented through a parent or guardian’s signature on the Early Arrival/Late pick-up Form.
Five (5) minutes of time will be allotted as a “grace period” prior to and following the advertised programs times.
After one (1) documented reminder, a $5.00 per each cumulated ten (10) minutes fee will be assessed. The violating party will be invoiced and the bill must be paid in full prior to future registrations.
To maintain cost effective programs, SRACLC must enforce strict program drop-offs and pick-ups to allow our staff adequate time to adhere to pre and post program responsibilities. Additional time spent supervising participants requires additional paid staff time.

Photography Guidelines

SRACLC occasionally takes photographs or video of participants for promoting/advertising our programs, services, events, activities, and facilities in our brochures, website, or agency social media, and other promotional avenues. By registering for, participating in, or attending SRACLC programs, events, or other activities, the participant (or parent/guardian of a minor) irrevocably agrees to the use and distribution by SRACLC of his or her image (or of his/her minor child/ward) in photographs, video and virtual recordings, and any other electronic reproductions of such programs, events, and activities for any purpose without inspection or approval and without compensation, rights to royalties or any other consideration now and in the future.

Parent Information

Please be on time for drop off and pick up. The SRACLC van can only wait five minutes after the scheduled time before departing to its next location. Participants must have a parent or guardian call the office for all program questions or additions. Contact the office to be placed on or to receive a copy of our parent carpooling list.