Policies and Procedures

Registration Procedure

Registration Forms are received at:
Ray Graham Association
901 Warrenville Rd
Suite 500
Lisle, IL 60532
AND
Hanson Center Drop off box
15W431 59th St.
Burr Ridge, IL 60527
Staff will not accept registration forms or payment at programs.
Full payment is required at the time of registration.
On the registration form, indicate the appropriate payment. If requesting financial assistance, please submit an application with documentation and indicate how much aid you are requesting (maximum $100 per season).
Late registrations are accepted on an individual basis, depending on program staff and/or transportation availability.

Confirmation Process:

Registrations are received.
Registrations are reviewed by Gateway Coordinators.
Confirmations are mailed to participants.
Confirmation is a document mailed home indicating each program(s) the participant is registered for – along with contact person/number, time, date, location. In the event a program(s) is full at time of registration participants will be notified as to the wait list procedures.

Gateway SRA refund policy

In the event a program is cancelled by Gateway SRA, a refund will be made to all participants.
Request for refunds must be made in writing and will be held as a program credit. If a check is desired a $5.00 service charge will be applied.
Credits must be used before the end of the fiscal year, by the end of June.
Requests for refunds for weekly programs must be applied for one week prior to the beginning of the program.
Requesting a refund does not guarantee a refund will be granted.
Refunds will not be granted if a participant chooses not to attend once the program is in the session. This is due to facilities being reserved and commitment made to staff.
For special events, requests must be applied for two weeks prior to event.
For events/trips involving purchase of tickets, contracted services, or specialized/non-returnable supplies, the cost of these will be deducted from the program refund unless the space is filled by another registrant.
Vacation and overnight trips may have a non-refundable deposit that is required.
A full or prorated refund will be granted if a medical condition prohibits participation. A doctor’s note is required for a refund to be processed.
All refunds in the form of a check are subject to a $5.00 service charge.

Code of Conduct

“Gateway SRA provides programs that ensure everyone’s safety and enjoyment. Gateway participants are required to exhibit appropriate behavior at all times. Gateway SRA’s behavior code of conduct states that participants shall show respect to all participants and staff, refrain from using foul language, refrain from causing bodily harm, and show respect to equipment, supplies and facilities. Additional policies may be developed for specific programs. Gateway reserves the right to dismiss participants whose conduct is disruptive, unsafe or otherwise unacceptable. Each situation will be evaluated on its own merit.”

The following are the steps that will take place when a participant of a Gateway program uses foul language or is physically aggressive towards another person. The purpose of informing and meeting with families is to quickly address and resolve the situation so that all participants can attend and enjoy Gateway programs.

#1 Foul Language

If foul language is used during Gateway programs hours then the parents/guardians will be notified. If foul language continues after notifying the parents/guardians, then a meeting will be scheduled with the parents/guardians to discuss the situation. The participant is not allowed to attend Gateway programs until this meeting has occurred.

#2 Physical Aggression

If any form of aggression occurs at a Gateway program, (i.e. hitting, kicking, pinching, slapping) then the parents/guardians will be notified and a meeting will be scheduled to discuss this situation. The participant is not allowed to attend Gateway programs until this meeting has occurred.

Inclusive Recreation Services

Gateway staff are available to assist individuals interested in participating in their local park district programs. Gateway SRA and the Ray Graham Association promote and encourage positive interaction between persons with and without disabilities. Inclusive activities provide benefits for all. Please Note: Unless the program is designated with an asterisk (*) siblings who do not have a disability are welcome to register. People with disabilities are always served first.

Transportation

Cook/DuPage Transportation (773) 668-8989

The Elmhurst Park District, through a contractual agreement with Cook/DuPage Transportation, provides transportation for Elmhurst residents attending Gateway programs held at the Hanson Center. (Transportation is not offered to programs in Oak Brook and Westchester). Contact Maurice Castile at 773-668-8989 to schedule transportation from the Abbey in Elmhurst to program locations. A schedule confirming pick-up and drop-off times will be mailed following your call to Cook/DuPage Transportation. A minimum of three people per trip is required. If you are unable to attend a program please call Cook/DuPage Transportation. For additional questions regarding transportation services please call Erica Brady at the Elmhurst Park District, 630-993-8676. All Elmhurst residents must confirm transportation prior to the start of programs. Three business days notice is required.

Weather Safety

To ensure the safety of Gateway SRA participants in the case of inclement weather, weather safety guidelines have been established. In the event of severe weather, Gateway SRA may make the decision to either cancel programs or transportation in the best interest of participants. Gateway SRA staff will use discretion for all weather warnings and watches. Procedural guidelines have been established for inclement weather during the Winter/cold and Summer/hot weather.

Inclement Winter or Cold Weather
During inclement weather (i.e. snowstorms, winter weather advisories, unsafe road conditions) Gateway SRA will make the determination to cancel transportation or to re-schedule the programs.

Outdoor programs will be cancelled with temperatures of 10 degrees or zero degree wind chills or less. Gateway SRA staff will contact participants and families with any changes regarding the status of program once a decision is made. An outgoing message will be left on the Coordinator’s voicemail with program status information an hour prior to program.

Inclement Summer or Hot Weather
If there is a Thunderstorm Watch/Thunderstorm Warning in effect during the timeframe of when an outdoor program is scheduled, Gateway SRA staff will closely monitor weather reports. An outgoing message will be left on the Coordinator’s voicemail with program status information an hour prior to program. If it is determined that unsafe weather is expected during outdoor program time, Gateway SRA will assess the possibility of an alternate indoor activity. If this is not possible, the outdoor program will be cancelled, and re-scheduled, if possible. If a change in weather occurs quickly, participants who could not be contacted prior to the program and who have arrived to the program location will be asked to remain at the location with staff until the weather clears and it is safe to travel. Families/guardians will be contacted in this circumstance. Programs outdoors or at an indoor location without air conditioning when there is a heat index of 100 degrees or higher will be re-located to an indoor location if possible. If this is not possible, the program will be cancelled, and re-scheduled, if possible. Trips/ transportation will be cancelled if the heat index is 110 degrees.