REGISTRATION POLICIES AND PROCEDURES

Registration Procedures

Registration and payment may be completed online, mailed to the Park District (999 Green Bay Road, Glencoe IL 60022), submitted in person at the Takiff Center or faxed directly to (847) 835-7279.

Any unpaid balance must be paid in full before you can register for additional programs.

Enrollment Wait Period: Registrations for child programming are required three business days before the class start date. This timing allows updated information to be shared between Park District staff and Glencoe Schools. Camps require registration seven business days before the start of camp.

Answers to frequently asked registration questions can be found here.

Register by Mail, Fax, or Drop-Off

• Choose your program and fill out the PDF Registration Form completely, making sure the program number and birth date are included. You may register more than one family member on this registration form. PLEASE PRINT.
• Read and sign the "Waiver and Release" on the registration form. The registration will not be processed unless the waiver is signed. A parent/guardian must sign for children under 18 years of age.
• Payment may be made in the form of check, Visa, MasterCard, American Express, or Discover. Checks should be made payable to the GLENCOE PARK DISTRICT. Full payment is required for all programs except when noted otherwise.
• TELEPHONE REGISTRATIONS ARE NOT ACCEPTED.
• Your completed registration form, with signed waiver, birth certificate(s) (if needed) and payment may be placed in an envelope and MAILED to GLENCOE PARK DISTRICT, 999 GREEN BAY ROAD, GLENCOE, IL 60022. The registration form can be submitted IN PERSON at the Registration Office or FAXED directly to the Registration Office at: (847) 835-7279.
• A copy of a birth certificate is needed for Glencoe Early Learning Center.
• Individuals who live or work in Glencoe for 30 hours or more each week on a regular basis will receive resident rates for anyone who permanently resides in their household. Proof of residence/occupancy may be required.
• A $25 service fee will be charged for each returned check. Payment is required within ten days of notification. Otherwise, the participant will be dropped from the class. A $10 fee will be charged for declined credit cards.

Glencoe Park District Refund/Cancellation Policy

Program fee refunds, less a processing fee of 20% (not to exceed $20) will be made if a request is received at least (3) three business days before the start of the program, via online form or in writing via email. After that, refunds can only be given for medical reasons or relocation and will be prorated based on the day the request received, pending medical note provided. Refunds for special events will be given in full if requested 3 business days before the event. If requested less than 3 business days in advance, there are no refunds.

• When the Park District cancels programs due to insufficient registration, full refunds will be issued. Refunds will be issued within 30 business days of a class cancellation.
• The Park District will not issue refunds for classes which are canceled due to inclement weather, or other circumstances beyond the District’s control. The Park District may schedule a make-up class, when possible.
• All pre-paid group fitness passes, ice rink season passes, Glencoe Beach passes, and boat space rentals are non‐refundable and non‐transferable.
• Refunds that occur once a session begins will only be refunded as a result of relocation or medical reasons and will be done on a “per class basis,” less a processing fee of 20%, and less for any amount incurred for materials, special clinics, costumes, uniforms, and/or other expenses.
• Prorated refunds will be based on the date the refund request is received and not the last attended date. Medical refunds require a doctor’s note and will be prorated based on the date the medical documentation is received; no service fee applies. For relocation out of the area, upon receipt of appropriate documentation that reflects imminent relocation, a prorated refund will be issued with the applicable service fee.
• Any refunds that are issued while there is still a balance on the account, will first be applied towards the balance due.

Cancellation Form

Prorated Refunds

Prorating of a program fee can be made for both park district and contractual programs using the following guidelines:

• The program has met its minimum number of participants.
• Both the Program Manager and Instructor approve the proration at the time the participant registers.
• Prorating can only be done in‐person and not online.
• Proration cannot occur before the start date of a class.
• Spots cannot be held for proration.
• There will be no proration for any amount incurred for materials, costumes, uniforms, and/or other expenses.
• See camp guidelines for specific camp proration procedures.

Special Adult Fine Arts Prorating Guidelines (multi-week programs only)

• Proration can be done only at the time of in-person registration and not online.
• The program minimum must be met before proration for time off can take place.
• A medical note will be required for scheduled surgeries or medical procedures.
• Vacation requests (time off) must be communicated in advance; i.e., before the class start date.
• The limited number of days an adult registrant can miss and be prorated is limited to half of the total number of class dates, e.g., if the class meets 12 times, they cannot prorate/deduct more than 6 classes due to time off.

Camp

For 8 week and 4 week Camps that meet Monday through Friday, a $200 non‐refundable deposit is required at the time of registration per camper and per camp. All other camps must be paid in full at the time of registration. Refunds will be issued if requested at least (7) seven business days before the start date of a camp, less 20% (not to exceed the $200 non-refundable camp deposit) per child, per camp. Note: If you drop your child from a camp less than (7) seven business days before the start date of camp, NO REFUND will be issued. Refunds can only be given for medical reasons or relocation, and will be prorated.

Camp proration will not be allowed (with the exception of one week vacation for the 8‐week camps only;  this must be requested in‐person and by May 1st). Transferring between non‐contractual camps will be allowed; however, contractual camp transfer requests will require a Program Manager’s approval.

Kids Club (Before and After School Care for Grades K-5)

A $200 non‐refundable, non‐transferable fee is required upon registration and is not applied toward the monthly tuition fees. Once the program has started, no prorated fees will be given for a partial month’s attendance or withdrawal.

Early Learning Center

A $200 non‐refundable, non‐transferable registration fee per child is required at the time of registration for all programs. This fee will not be applied toward your monthly tuition. When new to the program, prorated tuition will be given for partial months of attendance. Once the monthly billing has been charged, there is no refund for partial month attended.

Children's Circle

A $200 non‐refundable, non‐transferable fee is required with each new registration and it will not be applied toward the monthly tuition. If your initial start date in the program does not fall on the 1st of the month, you will be prorated for days not attended. No prorated fees will be given for partial month’s attendance once the initial start date has passed.  

Full Policy

Delinquent Payments

ELC, Children’s Circle, and Kids Club offer an automatic billing option. When agreeing to auto charge your credit card each billable month, you understand that your signature authorizes the Glencoe Park District to charge your provided credit card the monthly tuition. The monthly fee will be posted to the billing account on the first business day of each month. It is the cardholder’s responsibility to notify the Park District office of changes of information to a credit card on file.  Should a charge card be declined for any reason, you will be issued a bill for the amount due and a $10 fee will be added for the declined card. Although payment is required by the 15th of each month, a $25 late fee will automatically be posted to your account if payment is not received by the last day of the month.  For accounts more than 30 days past due, participation in the program may be suspended until full payment is received. 

Fitness Center

The Glencoe Fitness Center requires a credit card (Visa, MasterCard, AMEX or Discover) on file for automatic billing. By signing up for a Fitness Center billable membership, you understand that you authorize the Glencoe Park District to charge your provided credit card the monthly fee. The monthly fee will be posted to your billing account on the first business day of each month. Cancellation of an automatic charge card posting is accepted by written authorization only and must be received before the 1st of the month. It is the cardholder’s responsibility to notify the Park District office of changes to a credit card on file.  Should a charge card be declined for any reason, you will be issued a bill for the amount due and a $10 fee will be added for the declined card. Although payment is required by the 15th of each month, a $25 late fee will automatically be posted to your account if payment is not received by the last day of the month.  For accounts more than 30 days past due, use of the Fitness Center may be suspended until full payment is received. 

This agreement can only be cancelled during the 12‐month contract period due to relocation or medical reason. Cancellation requests must be submitted in writing and returned to management with acceptable proof for termination of contract and pay the $50.00 cancellation fee. A minimum 30‐day notice is required.

Facility Rentals

Takiff Center Rentals 

Rentals with fees under $500

• Payment Policy: Rental must be paid in full at the time of making the reservation.
• Cancellation Policy: If the rental is canceled ten (10) or more business days before the rental date, the rental fees will be refunded. If the rental is canceled less than ten (10) business days before the rental date, no refund will be given.

Rentals with fees $500+

• Payment Policy: A 50% deposit plus a $200 refundable damage fee must be submitted for any rental fee of $500‐999 at the time of reservation. A 50% deposit plus a $500 refundable damage fee must be submitted for any rental fee over $1000 at the time of reservation. The remaining balance must be paid in FULL at least thirty (30) business days before the date of use. If booked less than (30) business days in advance, full payment is due at the time of making the reservation plus a refundable damage fee.
• Cancellation Policy: If the rental is canceled more than thirty (30) business days before the rental date, the user will forfeit 25% of the total rental fees. The damage deposit is refunded.  If rental is canceled less than thirty (30) business days, the user will forfeit 100% of the rental fees. The damage deposit is refunded.

Watts Ice Center Rentals

• For daily ice rentals, full payment is due at time of booking. No refunds will be given unless the Park District cancels for mechanical, weather or wind chill policy.
• Permanent ice time renters are responsible for the agreed upon rental hours as stated in the agreement regardless of weather.
• No refunds within 10 business days of the rental date. Full refund if requested more than 10 business days from the event less 20% not to exceed $20, or the renter can reschedule within the same season.
• During inclement weather, if the ice rink is open, and the renter cancels, the Glencoe Park District will not refund ice time per District policy.

Glencoe Beach Trellis Rentals

• The entire rental balance must be paid in full at the time of making the reservation.
• There will be a refundable damage deposit of $200 held for Trellis rentals.
• No refunds within 10 business days of the rental date. Refund will only be issued due to weather that impacts the facility.
• Full refund if requested more than 10 business days from the event less 20% not to exceed $20, or the renter can reschedule within the same season.

Sun Shelter Rentals

• No refunds within 10 business days of the rental date. Full refund if requested more than 10 business days from the event less 20% not to exceed $20, or the renter can reschedule within the same season. To reschedule, the renter needs to submit the online form 24 business hours before the original scheduled date. Rescheduling subject to availability. 

Court Rentals

• No Court rental refunds. The renter can reschedule within the same season. To reschedule, the renter needs to submit the online form 24 business hours before the original scheduled date. Rescheduling subject to availability.

Park Permits

No refunds within 10 business days of the rental date. Full refund if requested more than 10 business days from the event less 20% not to exceed $20, or the renter can reschedule. To reschedule, the renter needs to email the Administrative Support Specialist 24 business hours before the date scheduled. Rescheduling subject to availability. 

General Program Waitlist Policy

If a participant is waitlisted and a space opens in a program, the first person on the waitlist will be automatically moved into the program. The waitlisted person will receive an enrollment email confirmation from a general administration email. That participant will have 24 hours to provide any payment that is due, as well as notify the registration department if they are no longer interested in the program. If the participant notifies the registration department within 24 hours that they no longer want the spot, the participant will be dropped and receive a full refund. If the participant notifies the registration department that they are no longer interested more than 24 hours after being transferred in off the waitlist, the general refund/cancellation policy applies. All waitlisted customers will receive a refund if no class openings become available after 30 days from the start of a program.

The 20% cancellation fee still applies if moved off a waitlist and want to drop a concurrent program.  

Children's Circle Waitlist Program Policy

No fee is required for waitlisted families. If a potential participant enrolls and is accepted into the program, a one-time registration fee of $200 will be required. See separate procedures on Children’s Circle Waitlist.

100% Satisfaction Guarantee Policy

Glencoe Park District is constantly striving to offer quality recreation programs to the public. If the customer feels our programs did not meet their expectations, due to the quality of instruction, facilities or program content, we will refund your money 100%. To be eligible for a refund the customer must:

1. Attend at least 2 classes and inform us within 48 hours after the second class, and,

2. Complete the 100% Satisfaction Guarantee form

The input on the 100% Satisfaction Guarantee form is valuable to us as it will help determine where improvement is needed. The form is available at the Takiff Community Center and on the Glencoe Park District website. Filling out the form does not necessarily guarantee a refund will be issued.

This guarantee applies to recreation programs where Park District personnel instruct or supervise an activity. The policy excludes contractual programs, trips, leagues, special events, memberships, seasonal beach/ice passes, and/or rentals.

Independent Contractors

In order to provide a wide range of recreational programs, the Glencoe Park District uses contractors as a means of providing experts in a variety of areas. Glencoe Park District refund policies may not apply to Independent Contractors. If this is the case, the refund policy will be noted in the recreation guide by the program description. Although we strive to offer top-notch programs, there may be times when contractors do not meet our expectations. In these instances, we hope you will still keep us informed of your satisfaction with programs offered, but they are not included in the 100% Satisfaction Guarantee. When we use outside contractors for our programs, the class description will reflect that.

Online 100% Satisfaction Guarantee Form

PDF 100% Satisfaction Guarantee Form

Participant and Parent/Guardian Code of Conduct Policy

No participant shall, on the basis of race, sex, creed, national origin, sexual orientation, or disability be denied equal access to programs, activities, services, or benefits or be limited in the exercise of any privilege, advantage, or opportunity.

Participant and Parent/Guardian Code of Conduct Policy

Scholarship Information

Scholarship packets are available for pickup at the Takiff Center and are subject to approval through Glencoe Family Services. Call (847) 835-3030 for more information. You must be a Glencoe resident to be eligible to receive a scholarship. Scholarship recipients must register in person. Please call (847) 835-3030 for more information on how to register the day resident registration begins.

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