John Jay FC – Session Make-Up Policy

● Created by: Simon Smith (JJFC President)

● Status: BOARD APPROVED (Oct 10th, 2025)

● Last updated: September 25th, 2025

Purpose

This policy outlines how John Jay FC (JJFC) manages make-up sessions when practices or

programs are cancelled due to weather, field closures, or other unforeseen events.

It is designed to be fair to families while recognizing JJFC’s status as a small, non-profit

organization with limited field access and financial margins. The policy is consistent with JJFC’s

Refund Policy and is not intended to create additional refund obligations beyond those already

approved.

1. General Principles

● JJFC makes every effort to deliver the full number of scheduled practices and sessions.

● When cancellations occur, JJFC will provide reasonable opportunities for make-up

sessions, but cannot guarantee that all cancelled practices will be replaced.

● Refunds are not issued for cancelled sessions except under extraordinary

circumstances, subject to Board approval (see Section 5).

2. Types of Make-Up Opportunities

Make-ups may be offered in the following ways:

a. Rescheduled Sessions

● Where possible, cancelled practices will be rescheduled on alternative dates within the

season.

● Rescheduling depends on field and coach availability.

b. Alternative Sessions

● Players may be permitted to attend another session within their same program (such as

substituting a cancelled Wednesday academy session with a Saturday academy

session).

● Families will be informed of eligible make-up sessions by the club.

c. Additional Sessions

● If field and coach availability allow, extra sessions may be added to the end of the

season.

3. Limitations

● Due to constraints on field access, coach schedules, and season length, not all

cancelled practices may be made up.

● The club cannot guarantee a “one-for-one” replacement of every cancelled session.

● JJFC will not reimburse travel costs or other incidental expenses incurred by families for

cancelled or rescheduled sessions.

4. Communication

● Families will be notified of cancellations as soon as possible via the club’s designated

communication channel(s).

● Make-up opportunities will be announced promptly once arrangements are confirmed.

5. Refunds and Exceptions

● Refunds will not be issued for cancelled sessions, in alignment with JJFC’s Refund

Policy

● In extraordinary situations (e.g., season-long program disruptions, family emergencies,

verified financial hardship), families may submit a written request to the Board for

consideration. Such requests will follow the same process outlined in the Refund Policy.

6. Annual Review

This policy will be reviewed annually alongside the Refund Policy to ensure consistency,

fairness, and alignment with the club’s mission and financial sustainability.