Summer 2012 - Loudoun County

GENERAL INFORMATION: WHAT YOU NEED TO KNOW
can be made in person. Checks or money orders
must be made payable to “County of Loudoun”
Your social security number or driver’s license
number must be included on any check in order
to process the registration. Payments by check
or money order can also be mailed to the PRCS
administrative office. Do not send cash or credit
card information by mail. Do not include supply
fees in total paid. Supply fees are payable to the
instructor at the first class.
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TAX INFORMATION
A “global childcare statement” can be printed
using Webtrac. The option is located under
“my account” after logging into Webtrac. A
statement can be printed for any calendar year.
Please note that the system defaults to 2007, if
you do not select the year. Visit www.loudoun.
gov/webtrac.
PROGRAM REFUNDS
& CANCELLATIONS
Our goal is to ensure quality programs. If you
are dissatisfied with the quality of a class/program
in which you are currently enrolled, you
may request a refund according to the following
policy:
Refund requests must be submitted in writing
and include an explanation of why the participant
is disappointed with the quality of the
particular class/program. The written request
should be dated and sent by email, fax, or mail
directly to the facility manager or program manager
offering the class/program. Only written
requests will be accepted. The amount of any
refund will be prorated based on the number of
remaining class/program sessions.
If you need to cancel a class/program registration,
and you make the request 15 or more
days before the start date, a full refund will be
offered - MINUS a 15% administrative fee (to
a maximum of $15). If you cancel a class/program
registration 14 or fewer days before the
start date, a 50% refund will be offered. Cancellation
requests must be submitted in writing.
The request should be dated and sent by email,
fax, or mail directly to the facility or program
manager offering the class/program.
The Department reserves the right to cancel
or change a class or activity due to insufficient
enrollment or other reasonable cause. A full refund
(including any applicable registration fee)
will be offered.
FINANCIAL ASSISTANCE
For qualifying families, financial support
may be available for reimbursement of the cost
of certain Adaptive Recreation activities sponsored
by Loudoun County PRCS. The major
qualification for respite is MR diagnosis. For
more information, call MR Services at 703-
777-0377.
NON-RESIDENT FEES
An additional 50 percent of fees will be
charged for individuals residing outside of Loudoun
County.
NOTICE TO PARTICIPANTS
Participants must recognize that all classes
and activities of a physical nature involve some
risk and, by registering for a class or activity of
this nature, there is an assumption of risk by the
participant and/or parent. Loudoun County Department
of Parks, Recreation and Community
Services is dedicated to providing safe facilities
and equipment for all participants, as well as
qualified staff.
SUPPLIES AND MATERIALS
Cost of supplies and materials is included in
class or activity fee unless otherwise stated. If
a supply fee is listed, it must be paid to the instructor
on the first day of class.
TRANSPORTATION
When transportation is provided, spaces are
filled on a first-come, first-served basis.
TRIP POLICY
There will be no smoking or alcoholic beverages
allowed on any vehicles used for Department
trips including motor buses. Due to
outside costs associated with arranging and
booking trips, there will be no refund when a
participant cancels a trip registration.
RENTALS
Rental space is available at most centers and
parks including rooms, pavilions, and gyms for
private parties, meetings, and other activities.
Contact the preferred center or manned park directly
for available dates, times and rental rates.
Rental fees are non-refundable. For unmanned
facilities, please call 703-777-0343.
VOLUNTEERS
For information on volunteer opportunities,
including PRCS advisory boards and councils,
please contact your local center, park or
program representative, or call 703-777-0343.
Those interested in working with Loudoun residents
with disabilities, including Special Olympics
and VSA arts, should call 703-771-5010 or
703-777-0438.
PROGRAM ACCESSIBILITY/ADA
The Loudoun County Department of Parks,
Recreation and Community Services (PRCS)
is committed to complying with the Americans
with Disabilities Act (ADA). If you need accommodations
in order to participate in PRCS
activities, please contact the program or location
manger (or PRCS administrative office)
two weeks prior to the start of the activity.
Phone: 703-777-0343, TTY: 703-771-5352,
Email: prcs@loudoun.gov.
CLOSINGS/POSTPONEMENTS
In case of inclement weather, public holidays
or emergencies, the Department will determine
cancellation or postponement of programs. If
you are in doubt as to whether or not activities
will be held, call the program location or the administrative
office at 703-777-0343. For sport
league information, call the Sports cancellation
line at 703-777-0456.
INCLEMENT WEATHER POLICY
When Loudoun County Government is
closed, PRCS facilities are closed and all recreation
programs are cancelled.
When Loudoun County Government makes a
decision to close after the start of normal business
hours, parents must make arrangements to
pick up their children from all PRCS programs
and locations right away. The facilities will
close when the last child has been picked up.
When Loudoun County Schools announce
that schools are closed for the day (and the Government
is open):
• All PRCS classes, programs, activities and
services, except Childcare, are cancelled.
PRCS facilities are open for business
matters, childcare and drop-in programs.
Childcare opens at 8:00A.
• All PRCS programs held in school facilities
are cancelled.
• Evening programs held in PRCS facilities
scheduled from 5PM until closing may be
held; confirm directly with the site offering
the activity, or by calling 703-777-0456.
When Loudoun County Schools announce a
one-hour delay, all PRCS classes, programs, activities
and services operate on time.
When Loudoun County Schools announce
a two or more hour delay, all morning PRCS
classes, programs, activities and services, except
Childcare, are cancelled. Childcare sites
open on time. All PRCS facilities will open
by 9AM for business matters and drop-in programs.
When Loudoun County schools announce
an early dismissal, all evening PRCS classes,
programs and activities, including CASA, are
cancelled. Childcare sites and Adult Day Center
remain open only until the last participant
is picked up.
Please keep track of changing weather conditions
and call the appropriate PRCS facility or
the administrative office at 703-777-0343 with
any questions.
Register online at www.loudoun.gov/webtrac