Policies
Raintree Rays Waivers, Policies, and Code of Conduct
As part of the registration process, each participating family will be required to review and acknowledge the Participation Waiver, Team Policies, and Code of Conduct for the Raintree Rays. Completion of these acknowledgments is a condition of participation in the program.
Any violation of the Team Policies or Code of Conduct may constitute grounds for disciplinary action, including suspension or removal from the team at the discretion of team administration. In the event of dismissal or voluntary withdrawal resulting from a policy violation, all registration fees and related payments shall be non-refundable and subject to complete forfeiture.
Families are also encouraged to review all applicable bylaws, league rules, and standing policies established by the Suburban Swim League, which are available on the official league website: Suburban Swim League Website
Non-Discrimination Policy:
The Raintree Rays does not discriminate, and shall not discriminate, on the basis of race, color, religion, creed, sex, gender identity, sexual orientation, national origin, age, or disability in the administration of its programs, policies, or activities.
The team is committed to fostering and maintaining an inclusive, respectful, and welcoming environment for all swimmers, families, coaches, volunteers, subcontractors, sponsors, vendors, and affiliated participants associated with the program.
Parent Code of Conduct
Any member, parent/guardian, swimmer, coach, volunteer, or spectator participating in or attending any practice, swim meet, or event affiliated with the Raintree Rays shall be expected to comply with the following Code of Conduct:
- All participants and spectators shall promote good sportsmanship by demonstrating positive support, respect, and encouragement toward swimmers, coaches, officials, volunteers, parents, and opposing teams at all times. Parents/guardians are expected to require and reinforce the same conduct from their child(ren).
- In accordance with team policies, facility rules, and applicable insurance requirements, alcoholic beverages are strictly prohibited on the pool deck and pool property during any swim team practice, meet, or team-sponsored function. Accordingly, no participant, parent, volunteer, or spectator shall possess or consume alcohol at any team-related activity.
- During swim meets and team activities, parents/guardians remain responsible for supervising and monitoring their child(ren) and shall take reasonable measures to ensure their child(ren) do not endanger themselves, other individuals, team property, or facility property.
- As part of the required volunteer commitment associated with participation on the team:
a. Volunteers shall report to their assigned position at the designated time and remain for the duration of their assigned volunteer shift unless otherwise excused by meet or team administration.
b. Volunteers are expected to perform assigned duties accurately, fairly, and in good faith in order to support a safe, organized, and positive experience for all swimmers and participants.
c. Volunteers, parents, and spectators shall conduct themselves in a respectful and sportsmanlike manner at all times. Individuals are expected to exercise appropriate restraint and professionalism, even in situations involving disagreement or frustration. Insulting, abusive, harassing, threatening, or belittling comments or behavior directed toward swimmers, coaches, officials, volunteers, parents, or spectators shall not be tolerated.
Swimmer Release Waiver and Consent:
As the parent or legal guardian of the participating swimmer, I hereby authorize and consent to the swimmer’s participation in activities associated with the Raintree Rays and represent that the swimmer is physically fit, medically able, and sufficiently capable of safely participating in competitive swimming activities and related events.
On behalf of myself, the participating swimmer, and each of our respective heirs, representatives, executors, administrators, successors, assigns, and next of kin, I hereby knowingly and voluntarily RELEASE, WAIVE, DISCHARGE, HOLD HARMLESS, INDEMNIFY, AND COVENANT NOT TO SUE the Raintree Rays, its directors, officers, coaches, volunteers, representatives, agents, affiliated homeowners associations, facility providers, and all teams, organizations, and homeowners associations participating within the Suburban Swim League, including their respective officers, directors, employees, agents, representatives, successors, and assigns (collectively, the “Released Parties”), from and against any and all claims, demands, liabilities, damages, losses, causes of action, suits, judgments, costs, expenses, or attorney’s fees of any kind whatsoever, whether known or unknown, arising out of or relating in any way to participation in swim practices, meets, transportation, team activities, use of facilities, or any other activity associated with the team.
This release specifically includes, without limitation, claims arising from personal injury, illness, bodily injury, property damage, permanent disability, death, accident, or other loss or damage that may occur during or in connection with participation in team activities, to the fullest extent permitted under the laws of the State of Missouri.
I further authorize and consent to emergency medical evaluation, treatment, and care for the participating swimmer when deemed necessary by a coach, volunteer, emergency responder, licensed physician, or other qualified healthcare provider in circumstances where a parent or guardian cannot be immediately contacted. I understand that such care may be provided under whatever conditions are reasonably necessary to preserve the life, health, safety, or well-being of the swimmer. I acknowledge that I remain financially responsible for any medical care, treatment, transportation, or related expenses incurred on behalf of the swimmer.
Refund Policy:
Registration Refund Policy:
Partial refunds for registered swimmers who voluntarily withdraw from the Raintree Rays program may be granted at the discretion of team administration through the first day of the second week of scheduled practices. No registration refunds, whether partial or full, shall be issued after that date except as otherwise required by applicable law or expressly approved by the team administration under extraordinary circumstances.
Apparel and Merchandise Refund Policy:
Partial or full refunds for team apparel, spirit wear, or other merchandise purchases may be granted only if the merchandise order has not yet been submitted to the vendor or if the item can reasonably be reassigned or resold to another swimmer or supporter. Customized, personalized, special-order, or previously distributed merchandise may be deemed non-refundable at the discretion of team a
Participation Policies:
Eligibility: Independent swimmers between the ages of 6–18 years old (as of June 1 of each year) are eligible to participate in the program provided they meet all eligibility and evaluation requirements. Eligible swimmers must be able to independently swim the full length of the pool without stopping, holding onto lane lines or pool walls, or touching the bottom of the pool. Swimmers must also demonstrate the ability to perform at least one (1) of the four recognized competitive strokes (freestyle, backstroke, butterfly or breast stroke) in a legal manner and successfully complete a coach-administered swim evaluation.
Participation is limited to swimmers whose parent(s) or grandparent(s) no other familial relationships qualify at this time are residents of Raintree Lake in good standing with the Homeowners Association and the neighborhoods that reside within the Trail Ridge Elementary attendance area.
This program is a recreational swim team and is not intended to serve as swim lessons. Accordingly, swimmers must demonstrate sufficient swimming competency during evaluations in order to be approved for participation and formally placed on the team.
Registration: Participation on the team is limited to the first 118 qualified swimmers who complete the full registration process and satisfy all eligibility requirements. For swimmers who are new to the team, participation is contingent upon successfully completing a coach-administered swim evaluation prior to formal acceptance onto the Raintree Rays roster.
Once team capacity has been reached, additional applicants may either withdraw their registration request or elect to be placed on a waiting list, subject to availability and further review by team administration.
Returning members of the Raintree Rays, eligible Raintree Lake residents, and their siblings shall receive priority registration rights annually from March 20 through April 1. Registration for eligible swimmers residing within the Trail Ridge Elementary attendance area who are new to the team shall open beginning April 1 each year.
Meets: The Raintree Rays competitive season consists of seven (7) scheduled meets, including six (6) regular-season dual meets and one (1) league championship meet.
In order to maintain active roster status and occupy a position on the team, each swimmer is required to commit to participation in a minimum of three (3) of the six (6) regular-season dual meets. Additionally, all swimmers are expected to attend the league championship meet unless prevented by a significant prior commitment, emergency, illness, or other circumstance approved by team administration.
Practices: Swimmers are strongly encouraged to attend all five (5) scheduled practices each week in order to support skill development, conditioning, and overall team preparedness. However, in order to be eligible to compete in an upcoming meet, swimmers are required to attend a minimum of three (3) practices between scheduled meets.
Limited consideration may be given to swimmers who are concurrently training with another organized swim program; however, regular participation with the Raintree Rays remains expected. In the event of illness, camp attendance, vacation, or other unavoidable absence, parents/guardians are requested to notify the coaching staff in advance whenever possible so appropriate accommodations or considerations may be discussed.
Volunteering: Competitive swim meets are volunteer-intensive events that require significant parent and family participation in order to operate safely and efficiently. Accordingly, for each meet in which a swimmer participates, the swimmer’s family is required to provide one adult volunteer to work at least one-half of the meet in an assigned volunteer capacity.
All meets, as well as the general administration, coordination, and operation of the Raintree Rays, are supported and managed primarily through parent volunteers. Continued success of the program depends upon active family participation and cooperation, and all families are expected to fulfill their volunteer responsibilities in good faith.
Practice Policies
Inclement Weather
All practice and meet delays, cancellations, and schedule updates will be communicated through the official Raintree RAYS Facebook page and/or through alerts distributed via SwimTopia.
Cold Weather Policy:
The combined air temperature and water temperature must equal at least 130 degrees Fahrenheit in order for swimmers to enter the pool for practices or meets. If the combined temperature falls below this threshold, practice or meet activities may be delayed, modified, or canceled at the discretion of team and league officials.
Lightning and Severe Weather Policy:
In the event lightning is observed, all pool and deck activities shall immediately cease, and the pool deck must be fully cleared. Activities may resume only after a minimum twenty (20) minute delay has elapsed without any additional lightning sightings. Should lightning continue to occur, team and/or league representatives shall jointly determine whether continuation of the practice or meet is appropriate and in the best interest of swimmer safety.
Practice Cancellations:
When reasonably possible, practice cancellations will be announced no later than twenty (20) minutes prior to the scheduled practice start time. Due to changing weather conditions, certain practice sessions may be canceled while others remain scheduled, depending on conditions at the time of each session.
Meet Cancellations and Incomplete Meets:
If a dual meet is canceled due to weather or other unforeseen circumstances, the meet will generally be rescheduled for the following evening (Thursday), subject to facility and league availability. If rescheduling efforts are unsuccessful, the meet shall be considered official and complete upon completion of forty (40) events.
If a meet is interrupted after the start of competition, scoring shall revert to the most recently completed full event cycle (e.g., Event 40, 50, or 60). All events completed prior to cancellation or suspension shall remain official for purposes including, but not limited to, swimmer times, ribbon awards, championship qualification credit, and dual meet participation requirements.
