Physical Fitness for Life

How to Attend EMH Sport Classes with School Funding

In order to participate in class, we require both valid monthly registration and school funding for each student. If we receive valid school funding without registering, your family will not be cleared to play. Please follow these steps in order:

1. Create an EMH Sports account, student profile(s), and sign AP Forms or log in to your EMH account.

2. Register for a monthly class and select "School Funding" as the payment method.

3. Once logged in and on your Dashboard, click “Search Classes”. Once you find your class, please register for a monthly class. Please keep in mind to register at least two business days to avoid rush fees. 

4. Once you register, please contact your school at least one month in advance and request school funding for the specific month. After you register, your family will be placed on the Pending Roster. To confirm if we received school funding, please visit your “Parent Dashboard” on our website and click each student’s name to confirm if your family is cleared for class. Green boxes mean a student is cleared to play and on the Confirmed Class Roster. Red boxes mean a student is not cleared to play and is on the Pending Roster due to no school funds.

5. If your family is still not cleared to play, please continue to contact your school/ES regularly. You will receive calls and emails from Customer Service if you are still on the Pending Roster. If we do not receive school funding at least one business day before Week 1, we require an out-of-pocket deposit per child (Week 1 Deposit is $10 per student. After Week 2, a full month deposit is needed)

Registration

Please note: Even though we accept school funds, school funding is only a payment method, but it is not your registration. You must also register for your sports classes directly through EMH Sports or your child will not be on the roster. 

Schools do not register children with us. All of the conditions below must be met before your child will be allowed to participate, so please allow enough time to complete registration AND have funding approval sent to us. 

You must have the following:

1. An EMH account on our website (only parents or legal guardians can be account holders).

2. A Student Profile for each child with their correct name, school, birthdate, and medical notes (if needed) 

3. A permission form (AP Form) signed by the child's parent or legal guardian (this is needed each school year)

4. Registration for monthly classes or Day Passes.

5. Funds or POs from your school in our office before class starts, or a non-refundable out-of-pocket deposit will be needed. If no funds were received before the first class, a $10 deposit per student would be needed to participate in class. After Week 1 and no PO has been received, we would require a full month's deposit per student. You may have credit or a locked deposit that can cover the deposit amount.

Please complete your account, files, and forms on our website first (you only have to do this once). Then register each child for each class and choose the payment method you are using. Once your registration is placed, please contact your school and request school funding for the specific month(s).

***All registered months, student names, sports, etc must match on both our website and the school paperwork, so please make sure your months, classes, prices, and student names match the classes and names you filed with your school.

Registration with school funds must be approved by your school 2 business days before class or a non-refundable out-of-pocket will be required per student. If we do not receive school funding before class, your child can participate by paying an out-of-pocket deposit (no refund). 

Amount

School funds must be for the full amount of the registration(s) ordered unless you have a partial EMH credit or if you paid out-of-pocket for part of the fee, you can request school funds for the other portion.

If you miss part of a month, we do not prorate the cost. You can buy Day Passes ($12.50 out-of-pocket or free if you bought Deluxe or Premium level class, please request within 7 days of missed class) if you can't attend all 4 weeks of a sport. This does not apply to virtual classes - we do not offer makeups unless we cancel the class.

Procedures

EMH works with many different schools to secure funding for your sports. Each school may have additional procedures you must follow. When you register, select "School Funding" as your payment method. When we receive valid school funding, we will clear your children and you will see green boxes on your Dashboard for each cleared month.

In general, here are the basic types of funding:

Purchase Orders/Certificates

If you are using Purchase Orders (POs) or Payment Certificates from your school, please make sure they have your child’s name, sport(s), and month(s) listed on them. We cannot bill until the end of each sport for that month but we allow you to attend classes anyway as long as funds are for the full amount of the class at the monthly price. If your school will not pay for certain dates due to school holidays, you must pay the balance out-of-pocket.

Once you request funds from the school, the school must notify us that the funds are available and reserved. Usually, this means that they will email us a copy of the completed purchase order or upload it on their OPS system. Sometimes, POs may go to you instead so please forward any completed POs to accounting@emhsports.com. We need the final PDF version, not just your request receipt or an Order Agreement.

Keep in mind the following:

• POs must state the name of the child, sport month, and amount.

• The school must email it to us at least one business day before the first day of class at noon or an out-of-pocket nonrefundable deposit will be required. If you do not want to attend class or pay a deposit for your order, you will have to wait to participate. If we do not receive payment by week 2, you will be charged for 2 dates, whether or not you attended, and your registration will be canceled. Reactivation fees may apply to reactivate your order.

• If you come to class without valid registration and school funding/deposit, your family will not be able to participate and the coach will ask you to contact customer service. 

• We must be able to bill your school at the end of the sport. Schools do not pay until after classes are completed. Any payment that cannot be billed at the end of the month will require a deposit or payment by the parent. If your school does not honor your PO or if you leave your school, you will be responsible for payment and a deposit will be required for future orders.

• Cancellations must be received in writing (email) before our ordering deadline (NOON). You will be responsible for payment once classes start, whether you attend or not. Class dates already held will be charged the one-day price.

Please do not bring school certificates, school emails, etc to the park! Coaches cannot clear your child to play based on school paperwork. 

School Vouchers

If you are using Vouchers from your school, please make sure your vouchers are billable monthly, or you must have a separate individual voucher for each child's sports month. Each voucher must have the child’s name, sport, and month listed, as well as parent's signature and date (post-dated for the end of that sport) if required by your school. We do not bill the school until the end of each sport for that month.

We do not allow vouchers for partial months. If your school will not pay for certain dates due to school holidays, you must pay out-of-pocket for those dates. We don't prorate for missed/unpaid dates unless we cancel.

Once you receive your vouchers from the school, you can email them to us. If we need you to physically mail the originals, please note the following steps:

• Sign and post date each one for the end of that sports month as per your school's requirements. Some schools do not require parent signatures.

• Mail the entire batch to our P.O. address. Please allow extra processing time for mailed vouchers. If anything is wrong, you will have to print, sign, and mail them again. You can send all your vouchers at once, and post-date them for the end of each month. We will only bill the months as they are completed but we need all ordered vouchers in the office before class begins. Please do not bring vouchers to the park! Coaches cannot collect and mail your vouchers for you.

• If there is not enough time before class, please email us a copy of the numbers and amounts (photo, scan, pdf, etc) for the current sport and then physically mail them. We will clear your child for one week but we must receive the originals in the mail by Week 2 or a deposit will be required.

If you do not have the vouchers by the first day of class, an out-of-pocket deposit will be required. A late fee or cancellation fee may apply if we don't get them by Week 2 even if you don't attend classes. If you come to class without clearance, your family will not be able to participate.

Other School Arrangements

If your school has a special contract with us, please check with your school to see if any paperwork is needed. You may need to request a PO or sign a Fund Release Form. Some schools have certain requirements such as only paying for days you attend, only paying for certain months, or a cut-off for their deadlines. We will do our best to work with you and your school if you contact us. If you come to class with questions, the coach will not be able to help you. Please contact customer service regarding any questions you may have.

Deposits

Our policy is that we must have school funds by NOON on the last business day before class in order for your family to participate. Otherwise, you will need to pay a $10 out-of-pocket deposit per child to keep your registration active for Week 1 of class, whether you choose to attend or not. If you choose not to attend Week 1, you will still be responsible for payment that week, as we do not prorate when classes are held.

By Week 2, full payment is due, either with school funds or a deposit. If we do not receive a PO before the second class, a full month’s deposit will be required per child ($50 for Economy, $55 for Deluxe, or $60 for Premium classes). This deposit will be a “Locked EMH Deposit” so if your school is late on POs, your family is always cleared to play for one month. If we do not receive a PO or a full deposit by Week 2 per student, payment will be required for classes already held and your child may be dropped from our roster. To reactivate your registration, we will need payment and a written notice that you still want to attend. Additional fees may apply.

Registration with school funds is a "delayed payment" method. Schools do not pay us in advance for classes even when they remove funds from your school account and send us purchase orders or vouchers. It can take 30-60 days after a sport ends for us to get paid. If a school has not paid by 45 days after class ends, families will have to pay a deposit going forward. At 60 days, all deposits will be used to pay for the class, and only replaced after we get a school check. In some cases, we will require a deposit until we receive the actual funds from your school (not just the purchase orders).

Deadlines

Please observe our registration deadline! All registration and payments must be completed 2 business days before class so that we can prepare our rosters for the coaches. Waiting until the day before, the day of class, or asking us to rush your order over weekends and holidays will incur extra RUSH fees. If you do not want to pay the rush fees, you will have to wait a week to attend class.

For families using school funds, your P.O./Voucher or other school approval notices must received by our office before the deadline in order to participate. Our participating schools have been alerted that funding requests should be turned in to them at least 7-10 days before class starts in order to give everyone time to process the necessary paperwork. Deposits can allow your child to play before we have final clearance.

Question -  “What if my school’s payment approval is late?”

A - If your school funds are not in the office by NOON on the last business day before class, your child will be on the pending roster and can only participate if you are willing to pay an out-of-pocket deposit, which will be credited to your EMH account once your PO arrives. This fee is not refundable but can be used for a future class as a EMH credit or a locked deposit.

By week 2 of a sport, your class must be paid in full. If we still do not have school funding, you will have to pay the balance and once your funding arrives that deposit can be used as a credit. If you do not make deposits/payments in advance, your child will not be allowed to play so please do not go to the park with questions for the coach. We still charge for dates held even if you do not attend due to late payment, so it is best for you and your child if you make a deposit.

Prorating, Credits, Refunds, Missed Classes and Makeups

• We do not prorate for missed weeks if you order late or do not attend a date class is held. The only time you can prorate is if we cancel a class date or if you paid for a Day Pass for Week 1 and then want to prorate the balance of a month.

• If your school does not pay the full amount of the class, you must pay out-of-pocket for the balance due before the first day of class!

• If EMH cancels a class, a makeup will be provided or you can request EMH credit for future use.

• If you do not attend a prepaid class date but the class was held, there may be a fee for a makeup depending on how you are paying. We do not issue credits or prorate your payment.

• We do not issue refunds unless we cancel your entire class location.

• If you are owed any refunds or credits, they will not be issued until your school pays us. We will bill your school AFTER each sports month is over and we usually get paid the month after we bill. Any credits due to you will appear on your account after that.

Cancellations

Please note that both EMH Sports and your school have expectations that you will attend classes once you sign up. If you sign up for a class, a full year or a semester and then drop out, we must be notified by you personally in writing (email) before class is held. Do not expect your school or your coach to cancel your registration for you. Schools can only cancel school funding but that does not remove your child from our roster. You will still be responsible for payment if you do not come or cancel in a timely manner. We need to know before class so that we can change your registration and our teams if necessary. We hire our coaches and pay our park fees, buy equipment, etc, based on the headcount for each park, so please communicate promptly if you are not coming. There will be no credits issued if you do not cancel before our deadline.

Once classes are held, you can only cancel future classes. Day Passes can be purchased for classes held if you did not attend. With some purchases, makeups are included, or you can buy them individually per day per child. Please read your product notes carefully. If EMH Sports cancels class, you are not responsible. We will offer a makeup day or EMH credit.

Special Situations

Please note that your school policies and ours may not line up completely. For example, your school may not pay for holidays or missed weeks, while EMH would still require payment for those dates. We may charge extra for late fees and Day Passes that your school will not pay for.

We do our best to work with each school and understand their policies. If you have any questions about how to register or work with both EMH Sports and your school, please send us an email and we would be happy to explain.