Membership Terms & Dojo Policies
Updated August 2026

Please read these policies carefully. They explain our membership terms, payment policies, class expectations, safety requirements, and general dojo rules. By registering with Warrior Arts Academy, you acknowledge that you have reviewed and agree to follow these policies, subject to any rights provided by applicable law.

I.  Membership & Payment.    

1. There is a one-time $59 sign-up fee per person upon enrollment. Sign-up fees are mandatory for each person and each membership and help cover insurance and administrative costs.
2. You may start your membership on any day of the month.
3. Your first payment will be prorated and is due on the same day as registration, unless another arrangement has been made. Regular payments begin on the 1st of the following month and are processed on the 1st of each month thereafter.
4. Monthly membership fees are based on a four-week monthly average. Some months contain 4.5 or 5 weeks of classes. We do not charge extra for those additional weeks.
5. A valid payment method must be maintained on your account for automatic processing where applicable.
6. Membership rates, discounts, promotions, and offers may change from time to time. If you end your membership and return later, the prices and terms in effect at the time of your return will apply.

II.  Cancellation, Holds & Refunds.    

1. Month-to-month memberships may be cancelled by written notice. To avoid the next scheduled payment, cancellation requests should be received at least 48 hours before that payment is scheduled to process.
2. For memberships with a fixed contract term, the contract terms and applicable cancellation provisions will apply. Any cancellation or refund rights required by British Columbia law will continue to apply.
3. Membership fees that have already been processed are generally non-refundable, including unused portions of a membership, except where a refund or cancellation is required by applicable law.
4. Simply not attending class does not cancel a membership. Please contact us in writing when you wish to cancel.
5. We will make reasonable efforts to work with members who communicate with us about unusual circumstances. Any accommodation is at the discretion of Warrior Arts Academy unless otherwise required by law.
6. Membership holds are available for illness, injury, or other approved circumstances. Holds are normally one month at a time and may be honoured for a maximum of three consecutive months. Special circumstances can be discussed with administration.
7. Holds should be requested before the hold begins and cannot normally be applied retroactively to payments that have already been processed.

III.  Payment Methods & Taxes

1. The sign-up fee and first month's payment (or agreed prorated amount) may be paid at the front desk or through the available online payment system.
2. Homeschool subsidy payments, funding, or third-party funding may be accepted where arrangements are made in advance and all requirements are met. Funding organizations may have specific eligibility requirements; please confirm directly with the organization providing the funding.
3. We accept cash, Visa, MasterCard, Visa Debit, MasterCard Debit, and banking information for EFT where available.
4. Services are subject to applicable GST. Gear, equipment, and clothing are subject to applicable taxes.
5. Payment for gear such as uniforms or equipment is due when the item is received unless another arrangement has been made. Payment may be made by cash, debit, credit, or e-transfer where accepted.
6. E-transfers may be sent to [email protected].

IV.  Drop-Ins & 10-Class Passes

1. Drop-in classes are $23.50 + GST per person for visitors or anyone attending one class at a time.
2. Open Mat individual 10-class passes are $195 + GST and do not require a sign-up fee.
3. Regular 10-class passes for weekly classes are $160 + GST per person and require the one-time $59 sign-up fee.
4. A 10-class pass expires four months from the purchase date. This helps us manage class capacity and make space for new students.
5. The expiry date will only be extended when the academy is closed during a period that would otherwise prevent use of the pass.
6. You may renew your 10-class pass as often as you like.
7. An unused 10-class pass may be transferred to another person if you need to stop training. A transfer may only be made once.
8. A 10-class pass may not be shared by more than one person at the same time.

V.  Family Memberships

1. Family-discounted memberships are available to family members from the same household, such as siblings or parent/child(ren), when they are paid from the same payment source and have the same home address.
2. Grown family members living elsewhere are charged the regular membership rate.
3. Family members with shared custody may be charged the regular rate when their membership is paid from a separate payment source.
4. Family discounts do not apply to 10-class passes.

VI.  Add-On Programs

1. Adding another program is easy: try the class and then let an administrator know if you would like to enroll.
2. Each person is entitled to one free trial in any program.
3. Members on a monthly membership may add an additional program for $25 + GST per month, per person. This also applies to family members.
4. An add-on program cannot be used as a stand-alone membership. It must be attached to a main program membership. A main program is $135 + GST per month, with each additional program at $25 + GST per month.
5. Add-on programs are month-to-month and do not have a separate fixed-term contract.
6. 10-class pass holders do not pay add-on fees. Your pass may be used for any eligible class at no additional charge. Please inform administration if you would like to attend another program on your pass. Open Mat counts as a class and uses one session from a 10-class pass.

VII.  Programs, Uniforms & Belts

1. Programs are charged per person or per family, as applicable.
2. Jiu-jitsu ranks are awarded by the instructors based on a student's development and other factors determined by the academy. Students must wear the appropriate uniform and belt when receiving rank.
3. A jiu-jitsu uniform (gi) is strongly recommended. During the beginning of a trial period, a uniform may be optional unless otherwise specified by the instructor.
4. Students will not receive a jiu-jitsu rank without the appropriate uniform and belt.
5. Belts worn without the gi will not be sufficient for ranking or grading.
6. Students may wear a uniform from a previous school. Depending on the belt system and rank, a new belt may need to be purchased. Belts are $12 + applicable tax.
7. Japanese Jiu-Jitsu and Brazilian Jiu-Jitsu use different belt/ranking systems. Please speak with Renshi Dave or Coach Colin if you have questions about BJJ grading.
8. Kickboxing does not have a uniform, but appropriate workout clothing and required protective gear are mandatory.
9. Long hair must be tied back securely during training.
10. Jewellery must be removed before training. Small earring studs may be permitted when they cannot safely be removed, provided they are securely covered/taped and the instructor determines they do not create a safety risk.
11. No shoes are permitted on the mats except approved wrestling, boxing, or taekwondo shoes for students training in kickboxing.

VIII.  Summer Schedule

1. The summer schedule may be reduced because of seasonal attendance and instructor availability. We make every effort to continue classes during the summer, but some programs and special classes may pause and resume in September.
2. Programs that may pause during July and August include Little Warriors (ages 4–5), the Homeschool Kids/Youth daytime class (ages 6–15), and special workshops such as Tournament Prep, Weapons Training, and Advanced Classes. Special Friday classes and other temporary programs may also pause.
3. We normally close for approximately 2–3 weeks in August each year. Closure dates will be announced in advance. Where applicable, membership fees will be prorated to reflect the closure.

IX.  Ranking & Grading

1. Students may not request to be graded or ranked. Decisions regarding grading and rank are made by Renshi Dave, Coach Colin, Sensei Monica, or the appropriate instructor.
2. If you genuinely believe you have been missed because of an administrative error, please speak with us.
3. Students may not add or remove their own stripes.
4. Students will be invited to grade by email when they are eligible.
5. There is a separate $50 exam fee for all tests, charged per person.
6. Exams are normally conducted on Saturdays or Sundays.
7. Exam fees cover the exam day, diploma, and new belt for jiu-jitsu where applicable.
8. We do not conduct private exams. If you cannot attend the scheduled exam date, you will normally be deferred to the following month.
9. Students may request a deferral as often as necessary.

X.  Hygiene, Health & Safety

1. Clean workout clothing and uniforms are mandatory.
2. Toenails must be trimmed and feet must be clean at all times.
3. Colognes, perfumes, and body sprays are not permitted during training.
4. If you are unwell or have symptoms of a potentially contagious illness, please stay home.
5. We reserve the right to ask a student to sit out or leave class if they are visibly ill, have an injury that makes participation unsafe, or do not meet our hygiene requirements.
6. The safety and health of our students is of the utmost importance. We require cooperation from the entire student body to maintain a clean and safe training environment.

XI.  Recommended & Required Gear

1. Jiu-Jitsu: gi, rashguard, T-shirt or tank top under the gi top, and belt. Bare chests are not permitted under the gi.
2. No-Gi: rashguard, spats/leggings, and optional shorts over top. Spats are optional but recommended to help protect skin from abrasions and mat burn.
3. Kickboxing: 8oz, 10oz, or 12oz gloves and hand wraps. Hand pads are optional but recommended. Shin/instep protection is required for advanced and sparring classes.
4. Co-Ed Kickboxing: 12oz, 14oz, or 16oz sparring gloves, with the option of separate 10oz bag gloves for bag or pad drills; shin/instep guards and a mouthguard are also required as applicable to the class.
5. Sparring equipment will be recommended once students reach the appropriate level.
6. Sparring generally requires gloves, a mouthguard, and shin/instep protection. Bag gloves are not acceptable for sparring. Ask an instructor if you are unsure about appropriate equipment.

XII.  Dojo Etiquette & Gym Rules

1. While waiting for your class, please respect the class that is still in progress. Speak and observe quietly.
2. No rough play or boisterous activity is permitted in the waiting or stretching area.
3. Shoes must be placed on the designated shelf or on the mats provided.
4. Please claim lost items within 60 days. Unclaimed items, including water bottles and equipment, may be donated.
5. Children require supervision at all times. Please drop off and pick up children at the scheduled times.
6. Children may wait quietly on the side of the mats.
7. No chewing gum is allowed at any time.
8. Address instructors by their appropriate title and/or name, such as Renshi, Sensei, or Coach.
9. Please follow instructor directions promptly and respectfully, particularly regarding safety.

XIII.  Children, Photography & Social Media

1. Please take photos or videos of your own child whenever possible.
2. Do not photograph, record, or post identifiable images of other students without appropriate permission. When in doubt, please check with administration before posting.
3. Parents and guardians are responsible for ensuring that photos and videos they share comply with the privacy preferences of other families.
4. Our Privacy Policy contains additional information regarding children's personal information and photography.

XIV.  Communication & Staying Connected

1. Our phone number is 236-239-1009. Texting and voicemail are available.
2. General inquiries may be sent to [email protected]. Administrative matters may be sent to [email protected].
3. Please save our email addresses as trusted contacts so important notices do not go to junk or spam.
4. We may communicate important schedule, closure, membership, or administrative information by email, text, or other communication methods for which you have provided consent.
5. Important: Nothing in these policies is intended to limit any cancellation, refund, or other rights that cannot legally be waived under British Columbia law.

XV. Contact Information

Warrior Arts Academy
3312-B Otter Point Road
Sooke, BC
Phone: 236-239-1009
Email: [email protected]
Website: www.warriorartsacademy.net

Owners: Monica & David Whitehead

XVI. Privacy Policy
Our Privacy Policy is available on our website and contains additional information regarding the collection, use, and protection of personal information, children's information, photography, communications, and privacy rights.

Updated: August 2026