Volleyball BC
Policies
Posted for athletes and families before they join. We uphold the Volleyball BC Code of Conduct and Ethics and supporting policies.
The club
Soft Serve Volley Club is a youth club preparing for the 2027 indoor club season. Our organizational status will appear on the Volleyball BC club listing.
The U16 club team is the program we register and sanction with Volleyball BC. All athletes and team staff on that team register as Volleyball BC members. We do not currently run other programs outside that sanctioning.
Financial
Refunds and penalties
This policy is posted so families know how refunds, fines, and other financial penalties work before they commit. It does not list fees.
Volleyball BC membership fees are non-refundable. Tryout fees are non-refundable.
Before a written team offer is accepted, a program registration may be withdrawn for a refund minus any processing cost. After an offer is accepted, or after the athlete has paid any portion of club fees, there is no refund. Withdrawal for documented injury or illness may receive a pro-rated refund. A doctor’s note can be requested.
If the club cancels a program before it starts, fees for that program are refunded minus processing cost. If the club cancels after it starts, the unused portion is pro-rated.
Late payments and other financial penalties are stated in writing at the time of the offer. A committed athlete is responsible for the season financial obligation unless this policy says otherwise. Volleyball BC does not settle club fee disputes.
Refund requests must be sent in writing to hello@softservevolleyclub.ca.
Resolution
Complaints
Point of contact for club complaints: hello@softservevolleyclub.ca.
Write with the people involved, what happened, and what you are asking the club to do. We acknowledge written club complaints within seven days.
A club director who is not the athlete’s head coach reviews the matter. If the complaint involves the primary club contact, write to reporting@volleyballbc.org.
Club-specific issues follow this process. Issues about Volleyball BC bylaws, rules, or procedures go to Volleyball BC at the same reporting address.
Maltreatment, misconduct, discrimination, violence, bullying, or harassment is reported to ITP Sport, the independent third party for safe sport. Do not wait on the club process for those reports.
The club tells Volleyball BC at reporting@volleyballbc.org of any disciplinary sanction we impose on a person registered with Volleyball BC. We uphold sanctions that Volleyball BC, Volleyball Canada, or ITP Sport notify us about.
Behaviour
Codes of conduct
Athletes
Train and compete with respect for teammates, opponents, officials, and staff. Follow coach direction. Speak up if something is unsafe. No bullying, harassment, or abuse. Represent the club on the road the same way you do at home.
Coaches
Put athlete safety and development first. Keep professional boundaries with youth. Complete required screening and education before working with athletes. No recruiting from other clubs. Model the conduct you ask of the roster.
Parents and guardians
Support the program and the officials. Raise concerns through the complaint process, not during a match. Do not contact athletes from another club to recruit. Honour financial and travel commitments once an offer is accepted.
These codes sit alongside the Volleyball BC Code of Conduct and Ethics.
Governance
Conflict of interest
A conflict exists when a personal, family, or financial interest could affect a decision about athletes, staff, playing time, money, or discipline.
Directors, coaches, and staff must disclose a conflict as soon as they know it. They step back from that decision. The remaining club leadership records the disclosure and the outcome.
Families may raise a suspected conflict through the complaint process.
Safety
Safe sport and screening
Persons in authority, including coaches, staff, and club leadership, complete Volleyball BC screening before they work with athletes. That includes a criminal record check every three years, a Screening Disclosure Form each year, and the CAC Safe Sport module.
They are not covered by Volleyball BC insurance, and they do not take part in club activity, until that check is approved.
Report abuse or maltreatment to ITP Sport. Club and Volleyball BC policy links live on the Volleyball BC policies page.
Season
Recruiting
Volleyball BC has a zero-tolerance recruiting policy. Club representatives, including coaches, staff, parents, and athletes, do not contact athletes from another club to recruit.
Once an athlete has registered with a club, paid any portion of club fees, or signed a club agreement, they are committed to that club for the season. Tryout fees are not club fees.
Report recruiting concerns to youth@volleyballbc.org or the Technical Director at td@volleyballbc.org. Read the full policy on the Volleyball BC website.