Cancellation/Accountability Policy

TOPP KIDS WORKSHOP CANCELLATION, COST RECOVERY & ACCOUNTABILITY POLICY

TOPP KIDS Out of School Clubs and the TOPP KIDS Foundation are committed to investing in the ongoing learning, professionalism, and growth of all employees. Professional development opportunities—whether workshops, conferences, or ELCC & Community Development–provided training—represent significant financial and operational investment from the organization.

Attendance at mandatory training is a contractual requirement. Additionally, once an employee registers for any workshop or professional development session, TOPP KIDS incurs a cost and/or occupies a seat that cannot be reassigned without proper notice. Employees are therefore expected to honour all training commitments responsibly and professionally.

Cancellation Requirements

If an employee registers for a workshop but can no longer attend, they must cancel their registration in writing at least two (2) days prior to the scheduled workshop start time.
All cancellations must be emailed to:
professional_development@toppkids.com

• Verbal, text message, or informal notifications are not valid.
• Failure to provide written notice within the cancellation window is considered a late cancellation.

Cost Recovery for Missed Workshops

(Workshops Over $50)**
Workshops, conferences, or professional development sessions that cost more than $75 will be subject to full cost recovery if an employee:

• Fails to attend (“no-show”), or
• Cancels with less than two (2) days’ notice.

This cost recovery supersedes the 3-step accountability process outlined below.
Employees will be invoiced for the full workshop fee, and payment must be made within 60 days. If unpaid, the amount may be recovered through wage deductions, as permitted by employment standards and the employee’s signed contract.
Mandatory training is not subject to cost recovery; however, failure to attend may result in discipline as per policy.

Accountability Structure for No-Shows or Late Cancellations

(For workshops costing $50 or less)**
For sessions costing $50 or less, the progressive accountability model applies:

Incident	Action Taken	Result
1st Incident	Documented Verbal Warning	Added to employee file.
2nd incident	Written Warning & Suspension from TK Workshops	Access suspended until retraining is completed.
3rd incident	Termination of TK Workship Eligibility	Employee loses access to TK-provided PD moving forward
Note:  Any workshops costing more than $50 follows the Cost Recovering rules and does not use this 3-step process

Mandatory Training Requirements

Even if access to TK workshops is suspended or removed, employees remain fully responsible for completing all mandatory training by required deadlines.
Employees must:

• Secure required training independently
• Complete it on their own time
• Submit valid proof of completion

Extenuating Circumstances

Employees may request an exception to any consequence only under documented extenuating circumstances.
Requests must:

• Be submitted in writing
• Be sent to the Professional Development Manager
• Include relevant supporting documentation
  The Executive Board will review and determine whether modifications to consequences are appropriate. Approval
  is not guaranteed.

Habitual Cancellations

Employees who cancel more than two (2) workshops per contract year—no matter the cost or timing—may be required to meet with their Program Support Manager or Operations Manager to discuss:

• Expectations
• Barriers
• Accountability

Retraining Requirements

When an employee is suspended from workshop access, retraining must be completed before privileges are restored. Retraining includes:

• Workshop registration & cancellation procedures
• Professional conduct and accountability
• Mandatory training obligations
• TOPP KIDS PD expectations and responsibilities
  Completion is confirmed by the Professional Development Manager.
  Acknowledgment

Acknowledgment

By registering for any TOPP KIDS workshop or professional development offering, employees acknowledge and agree that:

• Attendance is a professional responsibility
• TOPP KIDS incurs costs for every registration
• Missed sessions may result in cost recovery or disciplinary action
• Wage deductions may occur as permitted by Employment Standards and the employee’s contract

Wage Deduction Agreement for Missed Workshops
(included in all new and renewed employment contracts)
By signing this employment contract, I acknowledge and agree to the TOPP KIDS Workshop Cancellation, Cost Recovery & Accountability Policy. I understand that if I miss a registered workshop, conference, or professional development session costing more than $50 without providing a minimum of two (2) days’ written notice, I will be responsible for the full workshop fee. If the fee is not paid within 60 days, I authorize TOPP KIDS to deduct the outstanding amount from my wages, in accordance with Alberta Employment Standards and organizational policy.