HRCA Policies and Guidelines

HRCA Policies are subject to change as necessary. By participating in any HRCA program or event, you agree to comply with these policies.

Code of Conduct (updated 11/3/24)

HRCA is committed to providing a fun, safe, and supportive environment. Community partnerships are vital to HRCA, and we want to ensure we remain good stewards to our partners and their facilities. There can be a lot of downtime between tournament rounds — parents are responsible for supervising their children when they are not playing a scheduled match. All players, spectators, and accompanying friends or family members agree to abide by the following Code of Conduct to participate in HRCA programming:

1. All players will abide by the US Chess Official Rules of Chess, including the Code of Ethics. Particularly, all behavior will be “consistent with the principles of fair play, good sportsmanship, honesty, and respect for the rights of others” (Just 2019, 187).

2. Bullying, physical or emotional, is strictly prohibited and will be dealt with immediately and harshly. Every player has a right to a safe environment at HRCA.

3. Disrespect, in any form, towards Coaches, Tournament Directors, and any staff or volunteers acting within the guidance of the Club Director or for the host facility, will not be tolerated.

4. No disruption of training classes in any way. Every player has a right to quality, uninterrupted training.

5. Players, spectators, and accompanying friends or family members will use appropriate language at all times. Cursing or any other vulgar remarks, even if ‘joking’, will not be tolerated.

6. Players, spectators, and those accompanying players will be mindful of their own safety and the safety of those around them at all times. This includes walking – not running – everywhere inside the building. Players under the age of eighteen will not exit the building without an adult or notifying HRCA staff. Horseplay (pushing, wrestling, chasing) is strictly prohibited.

7. Drugs, alcohol, and weapons of any kind are strictly prohibited at club meetings and all events sponsored by HRCA.

8. Obey all facility rules, while respecting all equipment, common areas, playing areas, and parking areas. Players (or their parent/guardian) shall be responsible for any and all costs that may arise from violation of the Code of Conduct.

Please note that HRSCC and some school chess policies may have additional Codes of Conducts. As an affiliate of the US Chess Federation, HRCA abides by the US Chess Safe Play Policy.

Violations of this Code will be handled on the spot by any HRCA staff witnessing an incident, including but not limited to Coaches and Tournament Directors, and will be reported to the Club Director. The Club Director will ensure that each incident is handled appropriately. This includes speaking with players and/or guardians to ensure everyone has a chance to be heard, and the consequences if said inappropriate behavior happens again. HRCA will NOT establish a definitive policy of tiered consequences, such as a three strikes policy. Instead, each incident will be handled on its own merits.

Consequences for violations of this Code of Conduct may include, but are not limited to, immediate loss of game in progress, reprimand, probation, suspension, and/or expulsion from the club or activity without refund. In all cases, players have the right to pursue action through the formal procedures of the US Chess Ethics Committee if the incident falls under their jurisdiction and the player is unsatisfied with club management of the incident in question.

General Liability Waiver and Release (Updated 7/30/25)

1. Introduction. In consideration for being permitted to participate in chess tournaments, events, and other activities organized by the Hampton Roads Chess Association (hereinafter referred to as “HRCA”), I, the undersigned, agree to the following waiver and release of liability for myself and/or my child(ren).

2. Acknowledgment of Risks. I acknowledge that participating in chess events and activities involves inherent risks, including but not limited to, the risk of personal injury or property damage. I understand and accept that the HRCA, its officers, directors, members, volunteers, and affiliates are not responsible for any injuries or damages that may occur during such participation.

3. Waiver and Release. To the fullest extent permitted by law, I hereby release, waive, discharge, and agree not to sue the HRCA, its officers, directors, members, volunteers, and affiliates (collectively, the “Released Parties”) from any and all claims, demands, causes of action, or liabilities of any kind, including but not limited to claims for personal injury, property damage, or wrongful death, arising out of or related to my participation in HRCA activities.

4. Indemnification. I agree to indemnify and hold harmless the Released Parties from any claims, liabilities, damages, or expenses (including reasonable attorneys’ fees) arising out of or related to any act or omission by me during my participation in HRCA activities.

5. Medical Treatment. In the event of an emergency, I consent to receive medical treatment as deemed necessary by a qualified medical professional. I acknowledge that I am responsible for any medical expenses incurred as a result of such treatment.

5a. HRCA does not distribute, dispense, or administer any medications under any circumstances. Our organization is not licensed as a pharmacy or healthcare provider, and we are not authorized to provide prescription or over-the-counter medications to individuals or groups. We are committed to maintaining compliance with all applicable laws and regulations and ensuring the safety and well-being of those we serve.

6. Governing Law. This waiver and release shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia. Any disputes arising out of or related to this waiver shall be resolved in the courts of the Commonwealth of Virginia.

7. Severability. If any provision of this waiver is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

8. Acknowledgment. I have read this waiver and release carefully and understand its contents. I am aware that by signing this document, I am relinquishing certain legal rights. I voluntarily agree to all terms and conditions stated herein.

Enrollment, Payment, and Refund Policy (effective 8/1/2025)

HRCA Enrollment, Payment and Refund Policy

1. Registration

Registrations are processed in the order they are received and are subject to space availability. Class sizes are limited, and we often have a waitlist.
Registration is not complete until:
- Completion of registration in the JackRabbit registration system, and
- Payment of the $20 non-refundable registration fee.
A separate registration is required for each participant and each class, program, or session.
A $20 late registration fee applies to registrations submitted after the posted deadline. See class description in JackRabbit for dates.

Registration Fee

A $20.00 registration fee is required for all participants enrolling in any class or program run by the Hampton Roads Chess Association (HRCA), unless otherwise stated in the course description. This fee is non-refundable and non-transferable.
The registration fee is due at the time of registration and enrollment will not be considered complete until the fee has been paid in full.

Tuition & Payment

Tuition rates are posted on the HRCA website and in JackRabbit for each class/program.
Payment Methods: Automatic bank account debit or automatic credit card payment via JackRabbit.
- Classes billed monthly: Charged on the 1st of the month.
- Classes billed by session: Payment Due Date listed in the class description.
Payment Failures:
- $10 fee for insufficient funds.
- Payment must be received within five (5) business days of rejection to continue enrollment.
- After three failed payments, the student may be removed from the program and scholarships may be voided.

Chargebacks: $30 fee applies. Tuition must paid before student can attend or continue class.
Technology Fee: There is a mandatory 1.25% technology fee automatically added to all JackRabbit payments. This is not a credit card fee, but a fee imposed by Jackrabbit for use of their proprietary software.
You MUST maintain a payment on file, ensure that your payment method on file is active, not expired, and has sufficient funds for any fees or tuition due + 1.25% technology fee for the duration of your enrollment. If your payment is returned, you WILL incur additional fees!
Tuition will not be charged until enrollment is confirmed. We manually review all registrations to ensure correct fees and applicable discounts are posted.

Withdrawals

Staffing and program costs are based on confirmed enrollment; families are expected to commit for the full billing period (session or annual cycle).

In the event you wish to withdraw from a class mid-season, please refer to the guidelines below.

For classes or programs billed by session
- Once payments are processed, they are not refundable.
- A request for refunds mid-session will only be considered for significant health issues or relocation out of the Hampton Roads area.
For classes or programs billed monthly
- Tuition is due on the 1^st of each month and is not refundable once processed.
- Tuition is based on a yearly fee (Sep-May) divided up into nine (9) equal payments and is due even if the student is absent .
- Notice, in writing, must be submitted by the 15^th of month prior to hrca@hrchessclub.org or by initiating a drop request through the parent portal in Jackrabbit.
- Late notice will result in tuition charges for the following month.

ALL requests must be in writing to HRCA via email to hrca@hrchessclub.org or via the JackRabbit Parent Portal. Verbal notification to HRCA staff, coaches or volunteers will NOT be accepted, and tuition will be charged until written notification is received.

Registration fees are non-refundable.
Tuition, once processed, is non-refundable.
There are no refunds for missed classes or partial attendance.
HRCA is unable to refund some items, including Registration fees, memberships, subscriptions, curriculum, and apparel/merchandise.

Refunds

– Registration fees are non-refundable.
– Tuition, once processed, is non-refundable.
– There are no refunds for missed classes or partial attendance.
– HRCA is unable to refund some items, including Registration fees, memberships, subscriptions, curriculum, and apparel/merchandise.

Program Cancellations

In the event a class is cancelled by HRCA, all tuition and fees will be refunded in full or applied as a credit, per participant preference.

HRCA may combine or cancel classes due to low enrollment, instructor changes, or other unforeseen circumstances.
If Virginia Beach City Public Schools close due to inclement weather, HRCA chess programs will likely close. Make-up classes are not guaranteed.

Special Considerations

Scholarship recipients are subject to the same withdrawal and refund rules unless otherwise stated in their award letter.
Classes billed monthly run 10 months and families commit to participating for the whole program. We no longer offer account pauses for HRSCC. If you need to take a break, you may maintain your spot in class by paying your monthly tuition or you may withdraw and re-register if space is available, including paying the $20 registration fee again.

Communication

ALL questions or concerns about financial issues must be directed to HRCA’s billing team directly. School administrators, HRCA coaches, school club coordinators, and volunteers have no access to billing information and cannot discuss any financial concerns with you. Please email the billing team at hrca@hrchessclub.org or text/call (757) 447-0756.

By enrolling in any HRCA program, you agree to comply with this policy.

Membership and Tournament – Withdrawals and Refunds (updated 8/1/25)

Memberships:

HRCA memberships are non-refundable.

For memberships with the US Chess Federation, Virginia Chess Federation, or any other organization, please contact them directly for account issues. After HRCA processes a membership and has paid for it, we have no control over refunds.

Tournaments:

Please refer to the Event page on King Registration for specific tournament information.

If you need to withdraw, please contact the Event Organizer listed on the King Registration event page. An administrative fee applies to all refunds. There are NO refunds after registration closes. Please check the ENTRY LIST before registering to make sure you do not register multiple times. Duplicate entries are still subject to the refund fee.

Our default refund for scholastic events is a tournament credit, valid for 1 year. The credited amount will be the entry fee paid less any applicable administrative fee. There are no refunds once the tournament begins.

Photo and Video Policy (8/3/24)

Please be advised that photos and/or videos may be taken at HRCA events for use in HRCA’s marketing, grant reporting, educational, news, or other promotional materials, whether in print, electronic, or other forms of media, including on our website and social channels. HRCA will not identify images using the full names of those photographed without express written permission. By attending an HRCA event, you consent to have your image recorded for distribution and agree to release, defend, hold harmless, and indemnify HRCA from any and all claims, including compensation, involving using your picture or likeness. If you wish to opt-out, you can make your wishes known to the photographer, and/or the event organizers, and/or contact HRCA at hrca@hrchessclub.org.

US Chess Federation Safe Play

HRCA is an affiliate of the US Chess Federation, and abides by the US Chess Federation’s Safe Play Policy

https://new.uschess.org/sites/default/files/media/documents/final-us-chess-safe-play-policy-approved-12-28-23.pdf

2025 Summer Mini-Camp/Workshop Payment and Refund Policy

Summer Workshop/Mini-camp Refund Policy

*New for 2025*

A $25 non-refundable deposit (applied toward tuition) for each camp is required at time of registration and will be charged to the account on file within 72 hours of registration confirmation. There is also a 1.5% technology fee added to each payment. Remaining tuition due will be posted to your account at this time. You may log into your Parent Portal to make payments at your convenience. Final payment is due 14 days prior to the first day of camp. If you register after this date, you will be charged the full payment.

HRCA will automatically charge any balances to the payment method on file on the dates below:

For the June workshop, payments will be charged on 6/6

For the August workshop, payments will be charged on 8/1

Refunds:

We understand that plans can change, and we strive to be as accommodating as possible. Unfortunately, cancellations negatively impact HRCA’s nonprofit operations. Instructors and staff are hired, supplies ordered, and schedules are made based on class registrations. Please send any refund/withdrawal notices to hrca@hrchessclub.org. Any refunds will be returned to the original payment method per the following criteria.

Withdrawals up to 14 days before workshop/camp starts:
- Refund or transfer to a later camp, if available, minus your $25 deposit.
- This applies to withdrawals before June 6 (June session) or before August 1 (August session),
Withdrawals between 14 days – up to 3 days before workshop/camp start:

50% of camp tuition will be refunded or transferred to later camp, if available.
This applies to withdrawals between June 6-June 16 , August 1-11

Withdrawals within 3 days of workshop/camp start:
- No refunds. This applies to withdrawals beginning June 17 and August 12

If there are extenuating circumstances, please let us know via email to hrca@hrchessclub.org prior to 7AM on the applicable workshop/camp start date and we will determine an appropriate solution on a case-by-case basis. No consideration of refunds after 7AM the first day or reduced fees due to missed days.

Financial Aid:

Scholarship funds are limited and requests must be made no later than 30 days prior to camp start date. Please indicate if you are applying for a scholarship on your registration form. The $25 registration deposit will not be charged until notification of any scholarship award. Any co-pays will be due on the payment due date listed above. Scholarship recipients who do not show for camp without advanced notice will be ineligible for future scholarships with HRCA. Scholarship due dates are: May 21 and July 16.

Late and Returned Payment Fees and Policies:

Please ensure you have a valid method of payment on file with sufficient funds through camp start date. All returned payments will incur an $8 fee. Disputed charges will incur a $25 fee and the student will move to space-available registration for any future HRCA programs. Returned payments that are not resolved within 72 hours will also incur a $10 late fee. Any student with an outstanding balance 3 days prior to their camp will be dropped, their spot offered to the waitlist, and moved to space-available for future HRCA programs.