Lesson Overview
Strong, consistent policies and procedures will help your wrestling club run smoothly and professionally. They protect your business, create fairness for athletes and families, and build trust through transparency. This lesson will help you create essential club policies.
Why are Written Policies Important?
Written policies and procedures give your club structure, consistency, and protection. They will help:
- Set clear expectations for families, athletes, and staff – avoiding confusion or “he said, she said” situations.
- Ensure fairness and consistency in how decisions are made and issues are handled.
- Reduce liability by showing that your club has clear safety and operational standards in place.
- Build professionalism and trust with parents and partners – a written policy shows your club is organized and accountable.
- Provide a reference point when disputes or questions arise, ensuring decisions are backed by documented rules rather than emotion.
Think of your policies as your playbook — everyone knows the rules, so the focus stays on training and growth, not misunderstandings.
Tips for Developing Policies.
Good policies are proactive, not reactive. They help prevent problems before they happen. Creating policies doesn’t have to be complicated, it’s more important to be clear, specific, and consistent when developing them. Some things to consider when building your club policies:
Ensure consistency
All policies should align with your club’s mission, code of conduct, and payment structure.
Review and update
Review policies at least once per year or after major changes (e.g., new facility or class structure).
5 Example Club Policies.
Purpose: A cancellation policy sets clear expectations for both the club and its members when someone chooses to stop attending classes or when the club must cancel a session. This policy prevents confusion, protects your revenue, and helps maintain fairness across all members. It also ensures that your staff has adequate time to adjust class rosters, billing, and scheduling.
A strong cancellation policy answers two key questions:
- How does a member properly cancel?
- What happens financially and logistically after the cancellation?
Why It Matters: Without a written cancellation policy, clubs often face last-minute withdrawals, billing disputes, or inconsistent treatment of members. Having clear steps in place allows you to:
- Maintain stable financial planning and predictable income.
- Avoid uncomfortable conversations or misunderstandings with parents.
- Manage space and class size efficiently.
- Demonstrate professionalism and fairness in how you handle cancellations.
Things to include:
1. Notice Requirement. Establish how much advance notice members must give before ending their membership or class commitment.
- Common practice is a 30-day written notice to allow for billing adjustments and roster management.
- Some clubs require notice before the 1st of the month to prevent being charged for the next month.
- Make sure the notice window aligns with your billing cycle and automation system.
Tip: Clearly state when the notice period begins — for example, the date you receive the written cancellation, not the date it’s sent.
2. Method of Cancellation. Define how cancellations must be submitted so there is a written record.
- Require an email or online form submission.
- Avoid accepting cancellations by text, social media message, or verbal communication.
- Provide a dedicated contact or form link to simplify the process.
Example: “All cancellations must be submitted in writing to [club email]. Verbal or text cancellations will not be accepted.”
3. Club-Initiated Cancellations. Outline how the club will handle cancellations for reasons such as weather, emergencies, or coach unavailability.
- Explain how families will be notified (text, email, app, or social post).
- Indicate whether make-ups or credits will be offered.
- Clarify differences between short-term cancellations (single class) and long-term program closures.
Example: “In the event of weather-related closures, notifications will be sent via text and email by 2:00 PM. Make-up practices may be offered at the discretion of the head coach.”
4. No-Show Consequences. Define what happens when members miss classes without notice.
- Make it clear that missed practices without prior communication are not eligible for make-ups or refunds.
- You may choose to allow limited exceptions for emergencies or illness, but always apply them consistently.
Example: “Missed classes without 24-hour notice will not qualify for make-up sessions or credits. Exceptions may be made for verified medical absences.”
Additional Best Practices
- Confirm Cancellations: Always send a confirmation email once a cancellation is processed to avoid disputes.
- Communicate Early: Remind members of the policy during registration and include it in your welcome packet.
- Be Empathetic but Firm: When parents express frustration, refer to the policy as a standard, not a personal decision.
- Track Dates: Record the date notice was received for billing accuracy.
Example Policy Statement
“Members may cancel their membership at any time with a 30-day written notice submitted via email to [club email]. Cancellations are effective 30 days from the date notice is received. No refunds or credits are issued for unused time once the cancellation takes effect. Missed classes without prior notice do not qualify for make-ups or credits. In the event of club-initiated cancellations (such as weather or emergencies), members will be notified via email and text with make-up options provided when possible.”
Purpose: A pause policy allows members to temporarily suspend their training or membership without permanently canceling. This flexibility supports families dealing with short-term challenges — such as injury, illness, vacations, or school sports seasons — while helping your club retain long-term members.
A clear pause policy prevents misunderstandings about billing, attendance, and reinstatement, and it helps you maintain a steady membership base even when participation fluctuates.
Why It Matters: Without a defined pause policy, members may expect unlimited flexibility, stop paying without notice, or assume they can rejoin at the same rate months later. A formal system ensures fairness, predictability, and professionalism. It helps you:
- Retain members who might otherwise cancel completely.
- Protect revenue by defining when and how billing pauses occur.
- Maintain accurate rosters and avoid unexpected absences.
- Reduce administrative confusion for coaches and billing staff.
A good pause policy can keep the door open for returning athletes while keeping your business organized.
Things to include:
1. Eligibility. Define who qualifies for a membership pause. Common reasons include:
- Medical or injury-related absences (with doctor’s note if needed)
- Family or personal emergencies
- Seasonal conflicts (e.g., high school sports)
- Extended travel or vacations
You can choose whether to allow pauses for personal reasons or limit them to verified situations. Be consistent and apply the same standard for all members.
2. Length of Pause. Establish clear limits for how long a membership can remain paused.
- Many clubs allow 30 to 60 days at a time.
- Longer pauses (90+ days) may be allowed only with approval from the club director.
- If the pause extends beyond the maximum period, the membership may convert to a full cancellation.
Tip: Specify if a pause can be used once per year or once per season to avoid repeated requests.
3. Notice and Approval. Require members to submit pause requests in writing before the pause begins.
- Set a minimum notice period (e.g., one week before the next billing date).
- Include a simple request form or email process so you can track and document pauses.
- Have a staff member or coach approve each request to confirm eligibility.
Example: “Pause requests must be submitted at least 7 days before the next billing cycle and are subject to approval by the head coach or club director.”
4. Billing During Pauses. Explain exactly how billing is handled when a member pauses their membership. Options include:
- Full Billing Pause: No charges during the pause period.
- Reduced Fee Pause: A small maintenance fee (e.g., $10–20) to hold the athlete’s spot.
- Automatic Resume: Billing restarts automatically after the pause period unless otherwise arranged.
Make sure to note whether pauses affect prepaid memberships, competition fees, or registration costs.
Tip: Avoid backdating pauses — always apply them from the date of request or approval, not retroactively.
5. Return to Training. Describe the process for resuming practice after a pause.
- Require members to confirm their return date.
- Reinstate their billing and roster spot automatically.
- Remind them that returning mid-month may result in a prorated charge.
Additional Best Practices
- Document Everything: Keep written records of all pause requests, start dates, and resume dates.
- Review Annually: Evaluate how often members use the pause policy — if it’s frequent, adjust your class schedule or communication.
- Communicate Clearly: Send a confirmation email for every pause and return to avoid billing confusion.
- Be Flexible but Firm: Offer understanding in special cases (like medical leave) while maintaining structure.
Example Policy Statement
“Members may request to pause their membership once per calendar year for up to 30 consecutive days. Requests must be submitted in writing at least 7 days before the next billing date and are subject to approval. No refunds or retroactive pauses will be issued. Billing will automatically resume after the pause period unless otherwise arranged in writing. Extended pauses beyond 30 days may require membership reactivation or re-enrollment. Exceptions may be made for verified medical reasons.”
Purpose: A refund policy defines when (and if) members are eligible to receive money back after making a payment to your club. This includes membership fees, registration costs, competition fees, or special event payments.
A well-written refund policy protects your business from financial loss, ensures fairness, and prevents uncomfortable disputes with parents. It sets clear expectations from the start so families understand exactly what payments are refundable, under what circumstances, and how requests are processed.
Why It Matters: Without a defined refund policy, clubs can quickly lose money, credibility, and control over financial decisions. Members may expect full or partial refunds for any missed class or personal change in schedule. By having this policy in writing, you:
- Establish fairness and consistency. No case-by-case decisions that seem biased.
- Protect your finances by preventing chargebacks or disputes.
- Build transparency. Parents know what to expect before they pay.
- Reduce stress for your staff by having clear steps to follow.
A strong refund policy helps you say “no” politely, with confidence and professionalism.
Things to include:
1. Non-Refundable Fees. Specify which payments are always non-refundable. Common examples include:
- Annual or seasonal registration fees
- USA Wrestling or insurance fees
- Competition or tournament entry fees
- Apparel, equipment, or fundraising purchases
Example: “Registration and USA Wrestling membership fees are non-refundable once submitted.”
This protects you from paying non-recoverable costs on behalf of a member who later changes their mind.
2. Program or Membership Refunds. Explain whether training dues or class fees can be refunded, and under what conditions. Options include:
- No Refunds After Start Date: Once a session begins, no refunds are issued.
- Prorated Refunds: Refunds may be offered for unused time before a certain date.
- Credit-Only Refunds: Instead of cash refunds, offer a credit toward future classes or camps.
Be clear on how far into a session refunds apply (e.g., before Week 2 only).
Example: “Refunds are available within the first 7 days of a new session. After that period, all payments are final.”
3. Medical or Emergency Exceptions. You may choose to allow refunds or credits for verified medical issues or family emergencies.
- Require documentation (e.g., doctor’s note) for long-term injuries or illness.
- Offer prorated credits for future sessions rather than full refunds.
- Keep discretion limited to prevent inconsistent handling.
Tip: State clearly that exceptions are handled case-by-case at the director’s discretion and are not guaranteed.
4. Refund Process and Timing. Describe how members should request a refund and how long it takes to process.
- Require written requests (email or form) within a specific timeframe.
- Include a processing timeline (e.g., 10–15 business days).
- Clarify whether refunds are returned to the original payment method or as club credit.
Example: “All refund requests must be submitted in writing within 14 days of payment. Approved refunds will be processed within 10 business days.”
5. Cancellations and Missed Classes. Address how missed practices, voluntary absences, or schedule conflicts are handled.
- Make it clear that missed classes do not qualify for refunds.
- Clarify that voluntary cancellations (e.g., quitting mid-season) are not eligible for refunds once billing has been processed.
Additional Best Practices
- Post It Everywhere: Include your refund policy in your registration form, website, and parent handbook.
- Keep Records: Document all refund requests and approvals for financial tracking and dispute prevention.
- Be Empathetic, Not Emotional: A clear policy allows you to stay professional while handling sensitive requests.
- Require Acknowledgment: Have families sign off on the policy during sign-up.
Example Policy Statement
“All payments are final once a session begins. Registration fees, USA Wrestling memberships, and competition entry fees are non-refundable. Refunds may only be issued as account credit for verified medical reasons or relocations, at the discretion of the club director. Written requests must be submitted within 14 days of payment. Approved refunds will be processed within 10 business days. Missed classes, voluntary withdrawals, or schedule conflicts do not qualify for refunds.”
Purpose: A mat mopping procedure ensures that your wrestling mats are properly cleaned and disinfected before and after each practice. Maintaining clean mats is one of the most important safety and health practices in your club.
Because wrestling is a close-contact sport, skin infections such as ringworm, impetigo, and staph can spread quickly if mats aren’t properly sanitized. A clear, consistent cleaning procedure not only keeps your athletes healthy but also demonstrates professionalism and care to parents and visitors.
Why It Matters: Clean mats are about more than appearance — they are part of your risk management and athlete safety plan. Proper mat cleaning procedures:
- Reduce the spread of bacteria and skin infections.
- Protect your club legally by showing you take hygiene and safety seriously.
- Build trust with families who expect a clean, well-maintained facility.
- Instill responsibility and discipline in athletes by making cleanliness part of your culture.
Things to include:
1. Cleaning Frequency. Specify how often mats must be cleaned.
- Before and after every practice is the gold standard.
- Additional cleaning may be required after open mats, tournaments, or heavy traffic.
- If multiple teams use the space, each group should clean before leaving the mat.
Tip: Never assume someone else did it — assign responsibility for every session.
2. Responsibility. Identify who is responsible for cleaning the mats. Options include:
- Coaches: Lead and supervise the process.
- Athletes: Participate as part of team culture and discipline.
- Staff or volunteers: Handle cleaning outside practice hours.
Some clubs rotate cleaning duties among team members, while others assign specific coaches or staff.
Example: “The last team on the mat each evening is responsible for completing the cleaning checklist before leaving the facility.”
3. Cleaning Products and Equipment. Specify which supplies should be used and how.
- Use wrestling-approved disinfectant or a mat-specific cleaning solution (check manufacturer guidelines).
- Avoid bleach or harsh chemicals that can damage mats or cause skin irritation.
- Use mop buckets with wringers, microfiber mops, or mat scrubbing systems.
- Always use clean water and mop heads — dirty mop water spreads bacteria.
Tip: Keep a labeled cleaning station stocked with all necessary supplies in one location.
4. Step-by-Step Cleaning Procedure. Provide a clear, repeatable process:
- Sweep or dry mop the mats to remove dirt and debris.
- Mix disinfectant according to label instructions — never guess the ratio.
- Wet mop the entire surface evenly, ensuring all areas are covered.
- Allow mats to air dry completely before athletes return.
- Rinse mop heads and buckets thoroughly after each use.
Optional: Post a laminated instruction sheet near the cleaning station.
5. Verification and Accountability. Establish a method to confirm cleaning is completed each day.
- Use a cleaning log or checklist that staff initial and date.
- Include spot checks by the head coach or facility manager.
- Keep logs on file for accountability and insurance documentation.
Example: “The lead coach must verify and sign off on the cleaning log at the end of each day. Logs are reviewed weekly by the club director.”
Additional Best Practices
- Educate Athletes: Teach wrestlers why mat cleaning matters and make it part of team culture.
- Schedule Deep Cleans: Do a full disinfectant deep clean weekly or between major events.
- Encourage Personal Hygiene: Require athletes to shower after practice and keep mats free of food, shoes, and drinks.
- Inspect Mats Regularly: Check for tears, peeling, or moisture that can trap bacteria.
Example Policy Statement
“Mats must be mopped before and after every practice using an approved disinfectant. The last team on the mat each day is responsible for cleaning and completing the daily log. Coaches are required to supervise and verify that cleaning is completed correctly. Cleaning supplies are stored in the designated area, and only approved mat-safe disinfectants may be used. The club director will review cleaning logs weekly to ensure compliance.”
Purpose: Establishing clear opening and closing procedures ensures your wrestling facility is safe, secure, and ready for daily operations. These procedures outline the exact steps staff should take when unlocking the facility, preparing it for training, and closing it down each night.
A well-documented process minimizes risks such as theft, damage, forgotten equipment, or safety hazards. It also ensures consistency — whether you’re a one-person operation or part of a larger coaching team.
Why It Matters: When multiple coaches or staff share facility responsibilities, it’s easy for small oversights to turn into big problems — like unlocked doors, unclean mats, or forgotten equipment. Having written open and close procedures helps you:
- Maintain security by ensuring the building is properly locked and alarms are set.
- Keep a professional image with an organized, clean, and welcoming space.
- Reduce liability by preventing safety hazards (e.g., wet floors, tripping risks, equipment left out).
- Protect equipment by enforcing consistent handling and storage.
- Ensure accountability — everyone knows their role and responsibilities.
Things to include:
1. Designated Staff Roles. Clearly define who is responsible for opening and closing each day.
- Opening Duties: Usually assigned to the first coach or staff member scheduled.
- Closing Duties: Typically handled by the head coach or last staff member on-site.
- Post a weekly duty schedule so responsibilities are never unclear.
Example: “Coach on the first morning shift opens the facility. The lead coach after evening practice is responsible for closing and securing all doors.”
2. Opening Procedures. Provide a detailed checklist of what should be done before athletes arrive:
- Unlock doors and disarm security alarms.
- Turn on lights, ventilation, or air conditioning.
- Inspect the mats and training area for cleanliness and safety hazards.
- Check bathrooms and locker rooms for cleanliness and supplies.
- Ensure all emergency exits are clear and accessible.
- Set up any equipment needed for that day’s classes or drills.
- Open front desk or check-in systems.
Tip: Build in 20–30 minutes of prep time before the first class starts so you can address issues calmly.
3. Closing Procedures. Outline every step required to properly secure and shut down the facility after practice:
- Sweep and mop mats (following the Mat Mopping Procedure).
- Return all equipment (cones, dummies, bands, etc.) to storage.
- Wipe down benches, water stations, and touch surfaces.
- Turn off lights, fans, and electronic systems.
- Lock all doors and set the alarm system.
- Take out trash and check restrooms for cleanliness.
- Record any maintenance issues (e.g., broken locks, leaks, missing supplies).
Example: “The closing coach must complete the checklist, sign off in the daily log, and text the director confirming the facility is secure.”
4. Facility Access and Keys. Control who can access the building and equipment:
- Only approved staff should have keys, alarm codes, or access cards.
- Never share keys with parents or athletes.
- Track key distribution and require staff to return keys when leaving the club.
- If a key or code is lost, change access immediately for security.
Tip: Keep a key and alarm code log in a secure location or digital record system.
5. Safety and Emergency Readiness. Include safety checks as part of your open/close routine.
- Confirm emergency exits are unlocked (open) before sessions and secured after closing.
- Ensure first aid kits are stocked and AED (if available) is functional.
- Report any damage, spills, or unsafe conditions immediately.
- Make sure no athletes or guests remain inside before locking up.
Additional Best Practices
- Post the Checklists: Keep laminated open/close checklists visible near the front desk or cleaning area.
- Use Logs: Have staff sign and date daily checklists for accountability.
- Regular Review: The club director should review logs weekly and update procedures as the facility grows.
- Train Staff: Walk every new coach or volunteer through the full process.
Example Policy Statement
“Designated staff are responsible for completing all facility opening and closing procedures daily. The opening coach must arrive at least 30 minutes before the first class to unlock the facility, inspect the mats and equipment, and prepare the space for training. The closing coach is responsible for cleaning mats, returning equipment, turning off lights and HVAC, locking all doors, setting alarms, and verifying the building is empty. All steps must be completed and documented in the daily facility log. Only authorized staff may possess keys or security codes.”
Communicate and Enforce Policies.
Even the best-written policy is useless if no one knows it exists. Clubs should have a plan to communicate and enforce policies clearly and consistently:
- Communicate early and often: Post policies on your website, include them in registration materials, and go over them at parent meetings.
- Train your staff: Make sure every coach and administrator knows how to apply policies the same way.
- Model enforcement: Enforce policies fairly and consistently — no special exceptions unless outlined in writing.
- Stay professional: Handle questions or pushback calmly, referring to the written document rather than personal opinion.
- Document incidents: When issues arise, note what happened and how the policy was applied to maintain transparency.
- Clear communication prevents conflict. Enforcing policies fairly earns respect.
Conclusion
Strong policies and procedures are the backbone of a well-run wrestling club. They provide clarity in daily operations, ensure fairness in decision-making, and create a safe, reliable environment for athletes, families, and staff. When everyone understands the expectations and systems in place, your club can focus less on solving problems and more on building athlete experiences.
