HRCA Policies and Guidelines
Code of Conduct
Updated 9/15/2024
HRCA is committed to providing a safe environment for all chess players. All players, spectators, and accompanying friends or family members agree to abide by the following Code of Conduct to participate in HRCA programming:
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. 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.
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 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.
General Liability Waiver and Release
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.
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.
Payment Policy (effective 8/3/2024)
For Classes, Workshops, and Camps: Tuition is paid by automatic bank account debit or automatic credit card payment. For monthly billing, this is on the 1st of the month. For full-session billing, the payment date is listed in the class description.
If a payment is rejected due to insufficient funds there will be an automatic $20.00 NSF fee that will be charged to the account on file.
Registration does not guarantee admission to chess club/class – Class sizes are limited, and we often have a waitlist. You will not be charged for tuition until your spot is confirmed.
We manually review all registrations to ensure correct fees and applicable discounts are posted.
There is a mandatory 1.25% technology fee automatically added to all JackRabbit payments. This is not a credit card fee, but helps HRCA pay for registration software.
ALL financial issues must be discussed with HRCA’s billing team directly. Schools, coaches, school club coordinators, and volunteers have no access to billing information and are unable to discuss any financial concerns with you. Please email the billing team at hrca@hrchessclub.org or text/call (757) 447-0756 and we will be happy to assist you!
Registrations performed outside of HRCA (ex. Rec Centers, some camps and school clubs, etc.) should be handled directly with the host location.
Withdrawals and Refunds
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.
Classes, Camps, Workshops:
HRCA makes staffing decisions based on registration numbers, and students are expected to commit to the full session of classes. We make every effort to work with families if something comes up mid-session. If a participant needs to cancel or withdraw:
Please reach out to us first at hrca@hrchessclub.org to see if we can find a different accommodation or determine an appropriate refund or credit. Withdrawal notification should be given by the 15th of the month (or 2 weeks notice if not on monthly billing). Failing to notify HRCA after the 15th will result in your account being charged if you are on monthly billing or payment plan. There are no refunds for missed sessions.
HRCA is unable to refund some items, including Annual Registration Fee, memberships, subscriptions (including ChessKid), curriculum, and apparel/merchandise. Tuition may be partially refundable – Again, please contact us at hrca@hrchessclub.org for your specific situation. Refunds may be in cash back to the original payment method, or HRCA Credit.
Tournaments:
If you need to withdraw, please contact the Event Organizer below then complete our new refund form to indicate your refund preference. In general, a $10 refund fee applies to all refunds if you withdraw prior to the start of Round 1. (Please There are NO refunds after tournament begins. Please check the ENTRY LIST before registering to make sure you do not register multiple times.
We have 3 refund options. Please complete our new REFUND form to indicate your preference:
- CASH REFUND – Receive the adjusted refund back to your original payment method (via Stripe)
- CREDIT – Receive a credit for the adjusted refund amount for a future tournament.
- DONATE – You may donate your adjusted refund amount to HRCA as a tax-deductible gift.
Photo and Video Policy
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 SafePlay
HRCA is an affiliate of the US Chess Federation, and abides by the US Chess Federation’s Safe Play Policy