Refund & Cancellation Policy
Rainier Clatskanie Youth Soccer Club (RCYSC) strives to maintain fair, transparent, and consistent financial policies for all participating families. Because our club is a volunteer 501(c)(3) non-profit organization operating on tight pre-season budgets for insurance, field permits, and custom uniform orders, the following policy governs all registration fee refund requests.
Cancellation Timelines & Refund Eligibility
| Request Timing | Eligible Refund | Deductions & Explanation |
|---|---|---|
Prior to Regular Registration Deadline
Submitted in writing before the published regular deadline date. |
Full Refund
Minus processing fee |
Subject to a $10.00 administrative fee per registered player to cover non-refundable Stripe merchant transaction costs and bank interchange fees. |
Late Window / Prior to Team Rosters & Uniform Order
Submitted after regular deadline but before team formation. |
50% Partial Refund | 50% of the registration fee is refunded. The retained portion covers incurred administrative costs, league player card sanctioning, and preliminary field allocation fees. |
After Teams Formed, Uniforms Ordered, or Season Starts
Practices begin, team rosters submitted, or custom kits ordered. |
No Refund | No refunds or credits are granted once teams have been formed, coach rosters finalized, or customized apparel/uniforms ordered from manufacturers. |
Documented Medical Injury & Relocation
We recognize that unavoidable emergencies occur. Exceptions to our standard cancellation window may be granted in the following scenarios:
Season-Ending Medical Injury
If a player sustains a serious injury or medical illness prior to the first scheduled league game that prevents all sports participation for the entire season, a prorated refund (or full future season credit) may be issued upon submission of a licensed physician's medical note confirming the condition.
Unforeseen Family Relocation
If a family moves permanently outside the Columbia County service area prior to the opening weekend of matches, a prorated refund (minus uniform and insurance hard costs) will be considered upon written application to the board.
Weather & Environmental Cancellations
Soccer is an outdoor sport played in rain and mild inclement weather. However, matches and practices may be postponed or canceled due to:
- Severe weather conditions, thunder/lightning in the immediate area.
- Unhealthy air quality index (AQI) ratings as mandated by the Oregon Health Authority and OYSA.
- Municipal, city, or school district field closures to prevent irreparable turf damage.
RCYSC volunteers work diligently to reschedule canceled games whenever field availability and opponent schedules permit. No refunds or fee reductions are issued for individual matches or training sessions canceled due to weather, facility closures, or force majeure events beyond the club's control.
How to Request a Refund
All refund requests must be submitted in writing. Telephone requests or verbal conversations with volunteer coaches cannot be processed.
Prepare Request Information
Include the registered player's full legal name, date of birth, registration number (e.g., REG-2026-XXXX), parent/guardian name, and the specific reason for requesting a refund.
Email Club Officers
Email your written request to treasurer@rcysc.org and copy info@rcysc.org, or submit your request via our Contact Us Form.
Board Review & Stripe Processing
Requests are reviewed by the club Treasurer and Registrar within 5 to 7 business days. Approved refunds are credited directly back to the original credit/debit card used during Stripe checkout. Depending on your financial institution, funds typically appear on your billing statement within 3–5 business days after processing.
Friendly Resolution First
We are an all-volunteer community youth organization. Unofficial bank chargebacks incur heavy penalty fees ($15+ per dispute) that deplete funds designated for youth equipment and fields.
If you have an unexpected charge, billing error, or family circumstance, please email us first. We will promptly work with you to resolve billing questions amicably.
Contact Club Treasurer