The COOL Swim Team is a not-for-profit organization run solely by parent volunteers and is self-supporting through membership dues and fundraising.

Fees and fundraising efforts go directly toward the team’s operating expenses, including pool rental, coaches’ salaries, travel expenses, equipment, and supplies.

PAYMENT OF FEES

• Monthly fees are invoiced on the 1st of each month on Commit (our website team management software). Parents will be emailed a link that will take them to their account information. Billing will include any monthly fees and any other fees incurred since the last billing statement, such as meet fees, team store purchases, late fees, etc.
• Payments must be made electronically and are automatically charged to a credit card or ACH on the first business day of the month. You can set up electronic payment in your account on our website. There will be a 3.7% processing fee for credit card payments. Members may also pay ACH with a 1.7% processing fee, with a $10 cap.

REGISTRATION FEE

The Administrative Fee is an all-inclusive, non-refundable, annual fee due at registration. These funds help pay for pool rentals, coaches’ salaries, computer upgrades, equipment, and other operating expenses.

• Swimmers joining between September 1st – February 29th = $300 per family. When registering it will charge per swimmer, but we will refund the additional charges back to you.
• Swimmers joining between March 1st - June 30th = $150 per family (this registration doesn’t receive TYR items listed below)

REGISTRATION FEE ALSO INCLUDES:

White Group - Team shirt, swim cap, and TYR Mesh Bag

Orange Group - Team shirt, swim cap, and Team Beach Towel

Blue Group - Team shirt, swim cap, and Team Beach Towel

Lightning - Team shirt, swim cap, and Team Beach Towel

HS Comp - Team shirt, swim cap and Team Beach Towel

HS Advanced - Team shirt, swim cap, and Team Beach Towel

HS Elite - Team shirt, swim cap, and Team Beach Towel

COMPETITIVE DUES

At COOL Swim Team, we offer a range of training groups tailored to different ages, skill levels, and training goals across our multiple locations. Because of variations in facility access, amenities, and operational costs, monthly dues may differ between training sites. To ensure your swimmer is placed in the right group and you receive accurate cost information, we invite you to contact us directly. Our team is happy to walk you through group placement, training expectations, and associated fees.

Please reach out to registrar@coolswimteam.com for more information—we’re here to help!

DISCOUNTS

• If a new swimmer joins the team after the 15th day of the month, the first month's fees will be prorated by 50%.
• There is a multi-swimmer discount for families with more than one swimmer. The discounts are as follows:
• First child (Child in the highest group) pays full price.
• Second child receives a 10% discount off their monthly dues.
• Each additional child receives a 15% discount off their monthly dues.

PRE-COMPETITIVE TEAM FEES

• Pre-Comp Team = $150/session

BILLING ISSUES

• All billing issues should be directed to the COOL board member in charge of billing. Please email your questions to our treasurer here.

DELINQUENT ACCOUNTS

• Account balances are expected to be paid by the 20th of the month. Fees past due will be charged a late fee of $15.00 per month if they are unpaid. 
• Any families with accounts over 90 days past due will be placed on Inactive Status (which includes not participating in any COOL activities, meets, or practices). The family shall be liable for all court costs and attorney’s fees incurred in collecting delinquent accounts.
• All outstanding accounts must be paid in full before a swimmer can be re-registered with the team. Outstanding balances are subject to legal action if not paid in full.

COMPETITIVE HIGH SCHOOL SWIMMERS

• Swimmers participating in the high school-sponsored swim season should request seasonal status during their high school season. Please provide thirty days' notice before the start of the high school season.
• Monthly fees will not be charged while a swimmer is inactive. However, invoices will still be sent if an account does not have a $0 balance.
• No refunds or waived fees will be given, even if a swimmer has not attended practice within a particular month unless the Treasurer is notified as stated above.

USA SWIMMING REGISTRATION FEE

• This non-refundable fee, paid directly to USA Swimming, establishes the swimmer’s amateur status as a competitive swimmer and provides insurance coverage during swim practice sessions and meets.
• Swimmers will pay $80 for the calendar year. 
• All swimmers, new and returning, must register or re-register with USA Swimming for the upcoming calendar year at Fall registration.

USA SWIMMING TRANSFER FEE

• The USA mandatory transfer fee of $5 covers the cost of transferring membership to COOL from another team. When a swimmer transfers to COOL in the middle of the year, this fee takes the place of the annual $80 USA registration fee.
• This only applies to swimmers with a current USA Swimming membership transferring from another USA swim team.

TRIAL WEEK

• A swimmer may practice with COOL for one week, coordinated with the coach, before deciding whether he/she would like to join. Online registration must be completed and fees paid before a swimmer may enter the pool for their trial week.

REFERRALS

• For each new swimmer that your family refers to COOL, you will receive a credit of 1-month swim dues (single swimmer). When a new family joins the team, they must notify the team treasurer here in order for you to receive the credit. You will receive your credit after the new swimmer has swum for COOL for three months.

SCHOLARSHIPS

• COOL and Missouri Valley Swimming offers a scholarship program for families encountering financial hardship. Any family interested in the scholarship program may submit a request to the board by emailing our Board President here, detailing their situation. You can find our scholarship submission form here.
• The Board of Directors reserves the right to accept or deny any scholarship request. 

MEET FEES

• COOL charges an event fee for every event entered by each swimmer in a swim meet equal to the event fee charged by the host team plus $2.00. In addition, if any surcharges are assessed by a meet host, facility, or otherwise for a particular swim meet, COOL will charge that same fee as an additional fee for each swimmer.
• Swimmers will be responsible for paying their own Deck Entry and Time Trial fees at meets. COOL coaches will not have payment on-site to pay these fees for swimmers.
• COOL charges a $15.00 administrative fee per swimmer per meet for all local meets. Local meets are defined as swim meets that take place within the following counties: Johnson, Wyandotte, Douglas, and Leavenworth counties in Kansas and Platte, Clay, Jackson, and Cass counties in Missouri.
• COOL charges a $25.00 administrative fee per swimmer for any swim meet that is hosted by another Missouri Valley Conference team but takes place outside of the local counties set forth above.
• COOL charges a $50.00 administrative fee per swimmer for any swim meet that is not hosted by another Missouri Valley Conference team.
• Once approved to attend a meet, all of the above applicable fees will be billed regardless of whether the swimmer attends the meet. Fees cannot be refunded for any reason.
• COOL charges a non-refundable $25 fee per swimmer for requesting late entry into a swim meet or event changes after the passage of the deadline.
• Swimmers are automatically entered into all Missouri Valley championship meets (district and conference championships) for which they qualify. Accounts are billed for these events, even if the swimmer does not participate in the meet.

LEAVING THE TEAM

• Should your swimmer decide to quit the team for any reason, the team should be notified, in writing, by the person responsible for the account. An email must be sent to our treasurer here by the 20th of the month prior to leaving. A $10 service fee may be charged if notification is given after the 20th of the month prior to leaving.
• Fees will not be refunded when a swimmer leaves the team. The exceptions to this policy are based on either of the following conditions:

1. Medical problem - Families requesting a refund because of a medical condition must demonstrate that a swimmer is unable to participate in swimming activities as a result of a diagnosed medical condition. The request must include medical documents that clearly identify that a swimmer cannot swim or that a certified medical professional recommends the child not swim.
2. Family relocation - Families requesting a refund because of relocation must identify when they expect to leave the area, with the area being defined as beyond 30 miles from COOL’s practice location.