Only parents/guardians who are on the account can make changes to the student-athlete's information, payment plans, and the PIPA waiver.

THE ACADEMIC AND ATHLETIC DEVELOPMENT INSTITUTE OF EDMONTON (“AAD”)

Personal Information Protection Policy (the “Policy”)

Re: Personal Information Protection Act, Statutes of Alberta, 2003 c. P 6.5 (the “Act”)

Personal Information Protection Act Regulation, Alberta Regulation 366/2003 2018 (the “Regulation”). AAD adopts the provisions of the Act and the Regulations (sometimes together referred to herein as “the

legislation”) applicable to AAD; and the same are incorporated herein by reference. Without limiting the generality of the foregoing:

Purpose

The purpose of this policy is to govern the collection, use and disclosure of personal information, as herein defined, by AAD.
Definition

In this policy “personal information” means information about an identifiable person, including the person’s name, home address and phone or other identifying number(s), age, sex, sexual orientation, marital or family status, religious affiliation, financial information, educational history or any other information of a personal nature, but excluding that information in respect of which, by a specific provision, the Act and Regulation do not apply.
Compliance with The Legislation

AAD is responsible for the personal information that is in its custody or within its control.
AAD will designate one or more persons to be responsible to ensure compliance with the legislation.
Consent

Except where the legislation otherwise provides, AAD will not, without the consent of a person, collect, use or disclose personal information about the person.
A person may consent to the collection, use or disclosure of their personal information orally or in writing, given electronically or otherwise; and a person is deemed to have consented to the same, if the person voluntarily provides the information and it is reasonable that a person would provide that information.
Notwithstanding the foregoing, AAD may collect, use or disclose personal information about a person for particular purposes, provided that AAD gives reasonable notice to the person that it intends to do so, has afforded the person an opportunity to object to the same, and the person has not objected within a reasonable time.
A person may withdraw or vary a given or deemed consent by giving reasonable notice to AAD, provided that AAD must, unless the same is obvious, advise the person of the likely consequences of the withdrawal or
variation, after which AAD will either stop or vary the collection, use and disclosure of the information, as the case might be, unless to do so would frustrate the performance of a legal obligation or unless the parties to the

legal obligation otherwise agree.

Collection, Use and Disclosure of Personal Information.

AAD will only, for particular purposes and to the extent that is reasonable, collect, use and disclose personal information that is required for compliance with the provisions of The Societies Act of Alberta, AAD’s Bylaws, other applicable statutes, ordinances, bylaws or regulations, or in the event of emergency.
Except where deemed consent is attributed or consent is not required under the legislation, before or at the time of collection of personal information about a person, AAD will give reasonable written or oral notice to the person as to the purposes for which such information is being or will be collected and provide the name of a contact person who can answer questions regarding the same.
Except as otherwise specifically allowed in the legislation, AAD will only use personal information about an individual without consent having been obtained, if a reasonable person would consider that the information is clearly in the interests of the said individual and consent cannot be obtained in a timely way or the individual would not reasonably be expected to withhold consent.
Access to Records

Taking into consideration what is reasonable, AAD will, upon receipt from a person of a written request containing sufficient detail to identify personal information subject to the request, provide to that person access to the personal information requested, or particulars as to the use or disclosure that has been made of the personal information subject to such request, as the case might be, provided that AAD may refuse to provide access to information or particulars of the use thereof in accordance with such specific exceptions in that regard as may be contained in the legislation.
Corrections of Information

With respect to personal information under the control of AAD, in the event that there is an error or omission in such personal information, upon receipt of a written request, from the person who is the subject of the information, to correct such error or omission, AAD will do so as soon as reasonably possible and will give notice of the correction to any other recipient of information which contained the error or omission, provided that, if AAD makes a determination to not make a correction as requested, then AAD will annotate the personal information under its control with the correction that was requested and not made.
Duty to assist

AAD will take all reasonable actions to assist persons requesting access to their personal information, particulars of the use of their personal information or the correction of their personal information.
Consent for Media Use

AAD may collect and use photographs, video recordings, and/or audio recordings of individuals for purposes including but not limited to promotional materials, newsletters, websites, social media, and other public relations activities.
Responses to Requests

AAD will respond to a written request for access to personal information, for particulars of the use or disclosure of personal information or for the correction of errors or omissions in personal information within 45 days of the receipt of a request, therefore, or within such extended period of time as may be allowed under the legislation.
The response to a request for access to personal information will include advice as to whether or not access will be given, in whole or in part; and, if so, when access will be given; or, if not, why, the name of a contact person on behalf of AAD who can explain the reason for refusal, and the fact that a review of the decision may be requested. In the event that access to the personal information requested is to be given, then, if examination only of the personal information is requested or if the personal information cannot reasonably be reproduced, then AAD will permit examination of the records in accordance with the legislation; but, if so requested and the personal information can reasonably be reproduced, then AAD will provide a copy of the record containing the personal information so requested, or give reasons for any delay in providing the record.
The response to a request for particulars of the use and disclosure of personal information will include advice as to the purpose(s) for which the information has been or is being used or disclosed, and the names of persons to whom and circumstances in which personal information has been or is being used or disclosed; or, if the request for particulars is refused, the name of a contact person on behalf of AAD who can explain the reason for refusal, and the fact that a review of the decision may be requested.
The response to a request for correction of an error or omission in personal information will include advice as to the action taken by AAD in that regard, and the name of a contact person on behalf of AAD who can explain the response to the request and the fact that a review of the decision may be requested.
AAD may charge a reasonable fee to a person who makes a request for access to personal information or for particulars of the use and disclosure of personal information.
Care of Personal Information

AAD will take all reasonable steps to ensure that personal information under its control is accurate and complete and that the same is protected from loss or unauthorized access, use or disclosure.
AAD will notify the Information and Privacy Commissioner of Alberta in the event of any loss or unauthorized access to, use of or disclosure of the personal information under its control. 
AAD will retain personal information for only as long as is reasonably necessary and will destroy or purge all personal information no longer required for the purposes of AAD. 
 

Questions or Complaints

Any questions or concerns regarding the collection, use or disclosure of personal information by AAD can be directed to the AAD Privacy Officer in care of Travis Bouchard, Travis.Bouchard@partner.epsb.ca

In the event that you are not satisfied with the response that you receive, you may contact the Information and Privacy Officer of Alberta:

Office of the Information and Privacy Commissioner of Alberta,

Suite 2460, 801 – 6th Ave SW

Calgary, AB

T2P 3W2

1-888-878-4044

generalinfo@oipc.ab.ca

ACKNOWLEDGEMENT, WAIVER OF RIGHTS, RELEASE OF LIABILITY 

AND INDEMNITY AGREEMENT

The registered student-athlete (the “Participant”) and their parent or lawful guardian, for themselves, their heirs, executors, administrators, successors and assigns, acknowledge that the Academic & Athletic Development Institute of Edmonton (“AAD”)  is a non-profit, limited liability society incorporated under the laws of the Province of Alberta, and that the activities of the said society will include athletic and recreational programs, and related events and activities, in which the risk of loss or damage to property and serious injury, including, but not limited to: death or permanent paralysis is significant.

The undersigned agree that, in consideration of being allowed to participate in the activities of AAD, they knowingly and freely assume all risks and perils in relation to any and all of the activities of AAD, and that AAD, its officers, directors, servants, agents, volunteers and/or any other parties contracting with it (including without limiting the generality of the foregoing, professional advisers, school boards and other boards and agencies, sponsors, advertisers, owners and occupants of any premises used for activities and their respective officers, directors, servants, agents and/or any other parties contracting with them) as well as other participants in the activities of AAD, shall not be held responsible for and are hereby remised, released and forever discharged and held harmless and indemnified in respect of any and all liability whatsoever connected with or resulting from any death, injury, loss or damage to the undersigned, or any other person, or property resulting from participation in, or presence at, or use of equipment and/or premises in relation to, the activities of AAD whosesoever and whatsoever.

The undersigned agree that AAD or its officers, directors, servants, agents, volunteers and/or any other parties contracting with it (including without limiting the generality of the foregoing, professional advisers, school boards and other boards and agencies, sponsors, advertisers, owners and occupants of any premises used for activities and their respective officers, directors, servants, agents and/or any other parties contracting with them) as well as other participants in the activities of AAD, are not held responsible for any items that may become lost or stolen.

The undersigned hereby gives consent for medical and/or dental treatment and admission to any facilities for those purposes in the event of an accident or injury to any person.

The undersigned have read and understand this agreement and confirm that it is signed freely and voluntarily and without any compulsion or inducement. The undersigned agree that signatures on this document delivered electronically shall be fully effective and enforceable as if signed and delivered in original (wet) form.

This manual outlines the policies, strategies, and operational guidelines that govern the daily operations of Academic and Athletic Development (AAD). These policies are designed to ensure clarity, consistency, and a positive environment for all stakeholders, including students, parents, and staff. All policies are subject to periodic review and amendment to adapt to evolving needs and standards.

Table of Contents
1.0 Financial Policy 

1.1 Payment Options
1.2 Installment Plans
1.3 Non-Sufficient Funds (NSF) Policy
1.4 Down Payments
1.5 Discounts
1.6 Refunds
1.7 Injury-Related Refunds
1.8 Withdrawal Notice Policy - 30 Days
1.9 Arrears

2.0 Parent Responsibilities 

2.1 Transportation
2.2 Equipment
2.2.1 Lost or Stolen Equipment
2.2.2 Attire Policy
2.3 Communication

3.0 AAD Responsibilities 

3.1 Criminal Record Checks
3.2 Transportation by AAD Employees
3.3 Return to Play Policy
3.4 Academic Support
3.5 Off-Campus Events and Field Trip Forms

4.0 Student-Athlete Responsibilities

Expectations and Code of Conduct
5.0 Transportation Policies 5.1 General Transportation
5.2 Student-Athlete Drivers and Passengers
5.3 Hockey/Golf Expectations

6.0 Program Transfers

7.0 Academic Policies

8.0 Dispute Resolution

9.0 Strike Policy

Policy Statement
AAD Independence
Operational Continuity
Respect and Collaboration
10.0 Policy Amendments

1. Financial Policy
1.1 Payment Options
At Academic and Athletic Development, tuition represents an annual commitment to your student-athlete's education and development. While we offer installment plans for your financial convenience, it is important to understand that tuition obligations apply to the entire school year. Withdrawal from the program does not release families from their financial responsibility for the full year's tuition. Refunds, if applicable, are addressed under the specific guidelines outlined in our policy manual and are subject to administrative review.

AAD program fees can be paid via the following methods:

For the safety and security of our staff, students, and families, Academic and Athletic Development (AAD) does not accept cash payments for any program fees or related expenses.

Electronic Funds Transfer (EFT)
Credit Card (Visa or MasterCard, subject to a 2.4% processing fee)
In the event that your credit card expires, after 3 notifications of not processing, a $20.00 administrative fee will be added to your payment.
Cheque (only accepted for full-year payments, received by August 15)
1.2 Installment Plans
AAD offers flexible installment plans:

Pay in Full: August 15th
10-Installment Plan: Payments run monthly from July 1 to April 1.
3-Installment Plan: Payments are scheduled for August 1, November 1, and February 1.
A $20.00 fee will be added to any payment that is more than 5 days late.

1.3 Non-Sufficient Funds (NSF) Policy
In the event of a returned payment due to NSF:

A $40 fee will be charged.
The payment will be reprocessed within five business days.
Repeat occurrences may result in the suspension of the student-athlete from programming until the account is settled.
1.4 Down Payments
Down payments are 100% non-refundable and non-transferable once accepted by the school. These payments are required for all programs and must be made prior to participation. Specific details: 

New Student-Athletes: Down payments are withdrawn upon program approval. 
These are students registering in an AAD program for the first time.
Returning Student-Athletes: Down payments are processed on May 1.
These are students currently enrolled in an AAD program; Vimy or Donnan Campus.
1.5 Discounts
Discount eligibility is now assessed and applied during the registration process. Families with three or more full-time student-athletes enrolled in AAD programs will automatically receive a Third Child Discount of 25% on the most expensive program. For any inquiries about this discount, please contact admin@aadie.ca.

1.6 Refunds
Refunds (excluding down payments) when approved are prorated based on the number of instructional days completed. No refunds will be issued after February 28/29. For extenuating circumstances, written requests may be submitted for review.  Refunds for families with siblings currently enrolled will be issued credits to their accounts. 

1.7 Injury-Related Refunds
Despite efforts to minimize risks, injuries can occur. Parents and student-athletes must inform AAD staff of injuries immediately. AAD provides alternative programming for injured student-athletes, and a physician’s clearance is required before resuming full activities. In cases of injury preventing participation for six weeks or more, 50% of the program fees may be refunded retroactively to the date of injury. A doctor’s note must accompany the refund request. Other refunds (excluding down payments) are prorated based on the number of instructional days completed. No refunds will be issued after February 28/29.

1.8 Withdrawal Notice Policy - 30 Days 
A parent has the right to terminate the financial contract with AAD at any time by giving thirty (30) calendar days written notice to AAD.  The 30-day notice will be calculated upon receiving the written notice. No refunds will be issued after the month of February 28th/29th.

1.9 Arrears
Accounts that are in arrears with their financial commitments for more than two weeks may result in the student-athlete being removed from all AAD programming until payment arrangements have been made and approved by AAD administration.

2. Parent Responsibilities
2.1 Transportation
Parents are responsible for ensuring that student-athletes arrive at school on time and prepared for their academic and athletic commitments. This includes transportation to and from school, as well as specific programming locations, unless otherwise stated by AAD. Parents must also complete all required transportation documents as mandated by the Edmonton Public School Board (EPSB).

2.2 Equipment
Student-athletes must bring appropriate equipment for their activities, as outlined by AAD staff. Specific requirements for each sport or activity are provided upon enrollment. Failure to be prepared with proper equipment will result in non-participation. 

2.2.1 Lost or Stolen Equipment
AAD is not responsible for any equipment that is lost, stolen, or damaged. Student-athletes and their families are expected to take necessary precautions to safeguard their belongings.

2.2.2 Attire Policy
All student-athletes must adhere to the attire policy, ensuring that clothing is appropriate, respectful, and safe for their scheduled activities. Attire must not display offensive language, inappropriate imagery, or content promoting drugs, alcohol, or illegal substances. The appropriateness of student-athlete attire is at the discretion of their instructor and ultimately AAD’s Executive Director. Any student-athlete who is dressed inappropriately may be asked to change their clothing or equipment or may be removed from programming, with no financial refund or credit. 

2.3 Communication
Parents are encouraged to maintain open lines of communication with AAD staff regarding any concerns or updates about their child’s participation in programming. Timely communication ensures that the needs of the student-athlete are met effectively.

3. AAD Responsibilities
3.1 Criminal Record Checks
All AAD employees must complete a criminal background check and vulnerable sector check upon hiring. AAD adheres to a strict Code of Conduct to ensure the safety and well-being of all participants.

3.2 Transportation by AAD Employees
When required, AAD employees may transport student-athletes in personal vehicles. This is subject to completion of Edmonton Public School Board’s Volunteer Driver Declaration Form and proof of insurance.

3.3 Return to Play Policy
Student-athletes recovering from injuries must provide a physician's clearance before resuming full participation in programming. This policy ensures their safety and well-being.

3.4 Academic Support
AAD is committed to fostering academic excellence alongside athletic development. Student-athletes are required to maintain a minimum grade of 50% in all courses. AAD will work with student-athletes to provide additional support where needed.

3.5 Off-Campus Events and Field Trip Forms
As AAD’s programming generally has our student-athletes off-campus at arenas and other facilities throughout the city, parents are not required to sign field trip forms for every off-campus activity. Should an activity fall outside of the normal programming, or for any activity where AAD deems it is necessary for parental approval, a field trip form will be sent home for a parent or guardian’s signature.

4. Student-Athlete Responsibilities
Student-athletes are expected to uphold the values of respect, responsibility, and integrity. They must comply with Edmonton Public School Board’s (EPSB) Student Behavior and Conduct Policy. Any suspension or expulsion from school may result in removal from AAD programming, at the sole discretion of the AAD Executive Director.

5. Transportation Policies
5.1 General Transportation
AAD will provide transportation to off-campus facilities for scheduled programming whenever possible. For facilities within walking distance, student-athletes will walk under supervision. Parents picking students up at off-campus locations must inform the program teacher. 

5.2 Student-Athlete Drivers and Passengers
High school student-athletes driving themselves or riding as passengers in private vehicles must complete EPSB authorization forms, including proof of insurance. AAD assumes no responsibility for incidents involving private vehicles.

5.3 Hockey/Golf Expectations
Hockey student-athletes may have programming in the morning. It is the parent’s responsibility to ensure that they are at the rink on time in the morning. These student-athletes will be bussed back to school by AAD.

Golf student-athletes may have programming off campus at the end of the day. It is the parents responsibility to pick up at the off-campus venue on these days, unless otherwise communicated. 

6. Program Transfers
Program transfers are considered on a case-by-case basis and are subject to availability and approval by the relevant directors. 

At Vimy Ridge $150 non-refundable administration fee applies to all transfers.  A new financial plan may need to be applied and agreed upon by all parties involved. Transfers may only occur at semester breaks or the start of a new school year. Please reach out to your Program Director for transfer requests. 
At Donnan School $100  non-refundable administration fee applies to all transfers.  A new financial plan may need to be applied and agreed upon by all parties involved. Transfers may be after the Holiday Break in January and/or after Spring Break in April. All AAD transfers are subject to Donnan School and AAD Administration approval. Please reach out to your Program Director for transfer requests. 
7. Academic Policies
Student-athletes must meet academic standards to remain in good standing. Academic support is available for those facing challenges. A minimum grade of 50% is required in all courses, and students must achieve a Pass in Pass/Fail courses.

8. Dispute Resolution
AAD encourages open communication to resolve disputes amicably. Parents or guardians may submit written concerns to the AAD board for review. Decisions made by the Executive Director are final unless an appeal process is explicitly outlined.

9. Strike Policy
Policy Statement
Academic and Athletic Development (AAD) supports the rights of our colleagues to participate in legal strike action in alignment with their respective union agreements and labor laws. We recognize and respect the individual decisions of unionized members to engage in legally sanctioned collective action as part of their rights in labor relations.

AAD Independence
As an independent organization, AAD is not affiliated with any unions or labour associations. While we respect the decisions made by unions and their members, AAD operates autonomously in matters related to union activities, including legal strike action. AAD reserves the right to make independent operational decisions that align with our organizational goals, commitments to students, and legal obligations.

Operational Continuity
AAD remains committed to ensuring the continuity of its programs and services. In the event of legal strike action affecting partnered institutions or individuals, AAD will:

Act in the best interest of our student-athletes and staff.
Maintain operations and programming to the extent legally and practically possible.
Communicate transparently with all stakeholders about any changes or impacts to our services.
Respect and Collaboration
While AAD remains independent in its approach to strike action, we value respectful collaboration with unionized colleagues and institutions during such events. We encourage open communication and mutual understanding to ensure minimal disruption to our shared goals in education and athletic development.

10. Policy Amendments
AAD reserves the right to amend this policy manual. Changes will be made from time to time to ensure the policy remains relevant and effective.

If you need to make changes to your information, please refrain from submitting another application. Instead, contact the Program Director of the Academy to request updates.

By clicking "Submit," you confirm that the information provided in this registration form is accurate to the best of your knowledge.

You also acknowledge that your registration will not be considered complete until the down payment has been fully paid. Additionally, acceptance into an AAD program is contingent upon your student-athlete’s acceptance into their designated school. (Donnan School or Vimy Ridge Academy)