Program Guidelines

Welcome to BGC Greater Halifax

At BGC Greater Halifax, our mission is to provide a safe, inclusive, and enriching environment where children and youth can thrive. Parents, guardians, and caregivers play a critical role in supporting this mission. These guidelines outline expectations and policies to ensure a seamless and enjoyable experience for all. Thank you for partnering with us to create a positive environment for children and youth in our community. 

Expectations of Our Team

At BGC Greater Halifax, our team is made up of individuals who are enthusiastic, caring, and committed to creating safe, inclusive, and supportive environments for children and youth. We seek out team members who demonstrate strong values, a willingness to learn, and a genuine interest in making a positive impact. 

Staff receive training in areas such as First Aid & CPR, High Five Principles of Healthy Child Development, child protection, and non-violent crisis intervention. In addition, our staff are supported through ongoing supervision, coaching, and professional development opportunities throughout the year. 

Families can expect our team to: 

  • Create a welcoming and respectful environment for every child. 
  • Actively supervise children and prioritize safety in all program areas. 
  • Follow behaviour guidance policies and use positive support strategies. 
  • Communicate in a respectful and professional manner. 
  • Seek support from senior staff or supervisors when needed. 

Expectations of Members, Parents, Guardians, and Caregivers

  • Label Belongings: Ensure all personal items are labeled and check the lost and found regularly. The Club is not responsible for lost, stolen, or damaged items. 
  • Provide Essentials: Supply labeled indoor footwear, hat, and a refillable, non-glass water bottle each day. 
  • Preparation for Activities:  Members should wear comfortable clothing for indoor and outdoor activities, sturdy/enclosed shoes, and bring weather-appropriate items like hats, sunscreen, and extra layers for warmth or rain. 
  • Nutritional Needs: Provide nutritious, non-heatable lunches, snacks, and drinks, that are nut free. The Club encourages healthy eating and is allergy aware. 
  • Update Information: Keep member details, including contact information and authorized pick-up lists, up to date. 
  • Arrival and Departure: Ensure your child is signed in and out of the program daily and adhere to program hours to avoid late fees.  
  • Safe Pick-Up Practices: Members will not be released to unauthorized persons or caregivers who appear to be under the influence of drugs or alcohol. 
  • Respectful Communication:  While on Club premises, speak to members and staff respectfully; inappropriate language or threats of any kind will not be tolerated. 
  • Engagement with Staff: If you have concerns, please speak with staff when children are not present, or request a meeting with your Club Manager. For more serious matters, you may contact the Director of Programs directly. 

Admission and Enrollment

  • Membership Requirements: Membership is required for children aged 3–18 to participate in programs. It includes a completed membership form and an annual $10 fee. 
  • Program Restrictions: Programs may have participant limits, age restrictions, or minimum or maximum enrollment requirements.  Waitlist admission is not solely based on position; factors like age, service area, and school also apply. 
  • Children with additional support needs: Admission for children with additional support needs is assessed on a case-by-case basis to ensure the necessary resources are in place. Parents must meet or discuss their child’s needs with the Club Manager or Director of Children’s Programs before registration. 

Refunds, Cancellations, and Payment Policies

Refunds:

  • Non-Refundable Deposits: All deposits are non-refundable. 
  • Refunds for Overpayments: Overpayments will be refunded within 14 business days upon request and where applicable.

Cancellations: 

  • Fall/Winter/Spring Programs: 2 weeks written notice, via email to  registration@bgcgh.ca  must be provided or accounts will be charged. 
  • Summer Programs: Cancellations for July camps must be submitted by June 1st, and for August camps by July 1st, via email to registration@bgcgh.ca or charges apply. 

Payment Details: 

  • Payments are made through your BGC Greater Halifax online account using pre-authorized debit, Visa, or MasterCard. 
  • Service fees are processed on the 21st of each month. Clients are responsible for ensuring sufficient funds are available before midnight on that day. A $25 administration fee will be applied to any payments that are declined or returned NSF. 
  • Banking information and payment changes need to be requested via writing to  registration@bgcgh.ca at least 5 business days before the payment process date.  

Member Expectations

At BGC Greater Halifax, we are committed to providing a safe, inclusive, and supportive environment for all children, youth, and staff. 

To uphold this commitment, members are expected to follow staff direction, respect boundaries, and use equipment safely and responsibly. We also ask that all participants adhere to our policies around food allergies, scent-free environments, and nut awareness. Personal devices (such as cell phones), toys, and other non-essential items should remain at home unless specifically approved by staff. 

We uphold a zero-tolerance policy regarding physical or verbal abuse, bullying, vandalism, and the use of illegal substances or alcohol. Disruptive behaviour – including actions that compromise the safety or well-being of others or oneself, will not be tolerated. This includes, but is not limited to: threatening language, swearing, hitting, biting, kicking, scratching, throwing objects, or any form of discriminatory or racist expression. 

When a participant’s behaviour does not align with these expectations, families will be invited to meet with staff to discuss the concerns, identify strategies, and plan next steps. In serious or ongoing cases, membership may be suspended or revoked. 

If all strategies and supports have been explored and the behaviour continues to jeopardize the safety and well-being of members, staff, or resources, the organization reserves the right to withdraw the child from the program. 

Out-Trips

Out-trips are an exciting part of our programming and provide valuable opportunities for exploration, learning, and fun. To ensure a safe and enjoyable experience for all participants, the following expectations apply: 

  • Parents/guardians must complete and submit all required permission forms in advance. Members without completed forms will not be permitted to attend. 
  • Members must arrive on time, as late arrivals may result in missing the trip. 
  • Members should dress for the weather and activity (e.g., comfortable shoes, hats, swimwear, etc.), as indicated in trip notices. 
  • Unless otherwise noted, members are expected to bring a nut-free lunch, snacks, and a refillable water bottle. 
  • Staff will conduct headcounts regularly and ensure all safety protocols are followed. Members must remain within designated areas and follow all safety guidelines. 
  • Please note that we are unable to offer alternate arrangements or accommodations should a child or family choose not to participate in a planned outing. No on-site programming or supervision can be provided during that time. Trip schedules and program plans are provided in advance to allow for planning. 
  • Members are expected to follow staff instructions, stay with their group, and treat others with respect. Disruptive or unsafe behavior may result in the member being excluded from future out-trips. In serious cases, parents/guardians may be contacted and asked to pick up their child from the trip location. 

Attendance

Regular attendance helps members feel connected, build routines, and get the most out of their time at the Club. To support a smooth and safe experience, we ask families to follow these attendance guidelines: 

  • Daily sign-in/out: All members must be signed in and out each day by an authorized adult. 
  • Arrival Time: Members are expected to arrive on time for program start. Late arrivals may miss important activities or outings. 
  • Absences: If your child will be absent, please notify the Club as early as possible. 
  • Program Commitment: While we understand that occasional absences may occur, consistent attendance is encouraged to support routine, relationship-building, and participation. 
  • Pick-Up Time: Members must be picked up by the scheduled end of program. Repeated late pick-ups may result in late fees, and if ongoing, may impact participation. 
  • Clear communication around attendance helps us plan effectively and maintain a safe, structured environment for all members. Thank you for your cooperation! 

Accidents and Incidents

  • Accidents: Staff will provide First Aid and notify parents immediately for serious injuries. Parents are responsible for any medical costs incurred. 
  • Incidents: Serious incidents will be documented through an incident report and addressed in a timely manner. Parents or guardians may be asked to meet with staff to review the situation and discuss appropriate next steps. 

Transportation and Bus Safety

Safety Measures: 

  • Buses are equipped with emergency exits, first aid kits, and fire extinguishers. 
  • Members must follow safety protocols, including remaining seated and keeping aisles clear. 
  • Disruptive behaviour may result in suspension from transportation services. Parents will be notified of any issues immediately. 

Health and Safety

  • Illness Policy: 
    • Sick children must remain at home. A child is considered sick if they have a fever, vomiting, diarrhea, an unexplained rash, symptoms of a contagious illness, or if they are unable to participate in regular program activities. If a child becomes ill during the program, parents will be contacted and must pick them up within one hour. 
    • For communicable diseases such as chickenpox or hand, foot, and mouth disease, children may not return to the program until they are no longer contagious. Parents are expected to follow guidance from healthcare professionals to determine when it is safe for their child to return. 
  • Medication: 
    • A medication form must be completed for any prescription or over-the-counter medication, including EpiPens or inhalers. Only medications in their original packaging will be accepted. EpiPens will only be administered in emergencies. 
    • Members with allergies, asthma, diabetes, or other medical conditions must have a current action plan on file. Any required medications, such as an EpiPen, inhaler, or insulin, must be provided to the Club to ensure safe storage and immediate access in the event of an emergency. 
  • Sunscreen: 
    • Members must bring a labelled bottle of sunscreen and are expected to apply it before arriving at the Club. When the UV index is above 3, members will be required to apply SPF 30+ sunscreen to all exposed skin before outdoor activities. Staff will remind members to reapply every two hours or after swimming or excessive sweating.
  • Protective Clothing

Members must come to Club with the following: 

    •  
    • Hat (members who do not have a hat will be required to stay in the shade)  
    • Swim shirt or protective covering when swimming outdoors.  
    • Clothing that covers shoulders is recommended. 
  • Hydration:  
    • Members must bring a refillable non-glass water bottle each day. Staff will encourage regular water breaks and assist with refilling bottles as needed.
  •  

Grievances

If concerns arise, please follow this process: 

  • Address the issue directly with the Club Manager. 
  • If unresolved, escalate to the Director of Children’s Programs. 
  • For serious issues, submit a written complaint to the CEO. The CEO will review the matter and respond promptly. 

Club Closure and Weather-Related Policies

  • Storm Days: 
    • When Halifax Regional Centre for Education and CSAP schools are closed for the day, or close early due to weather, Club sites will also be closed. 
    • If the Halifax Regional Centre for Education and CSAP Schools announce a delayed school opening, after-school programming will operate as scheduled. 
    • March break camps, day camps, or PD Day programs/services may be cancelled due to inclement weather, and the decision will be made at the discretion of the Club. Notification of cancellations will be provided on our social media channels, and email when possible. 
  • Holidays and Training Closures: 
    • The Club will be closed on statutory holidays and select training days. Notifications will be provided in advance. 

Thank You

Thank you for supporting BGC Greater Halifax’s mission to create a safe, inclusive, and enriching environment for children and youth. Together, we can foster growth, learning, and lifelong memories for all members of our community.