📄 Read fully before completing your VEX IQ registration.
📅 Effective: April 2026 · Season: 2026–27 · Program: VEX IQ Competition Team
Please read this document carefully and in full. By checking the waiver agreement box on the VEX IQ Registration Form, the parent or legal guardian confirms that they have read, understood, and agreed to all terms and conditions on behalf of their student.
📋 TABLE OF CONTENTS
Program Overview & Eligibility
Commitment & Attendance
Code of Conduct
Safety Rules & Under-11 Policy
Facility Access & Security
Fees & Payments
Photography & Media Consent
Equipment & Club Property
Season Duration & End-of-Season
Medical & Emergency Authorization
Liability Waiver & Release
Tournament Participation
Withdrawal & Dismissal
Agreement & Signature Block
SECTION 01
Program Overview & Eligibility
The Elevate Tech Robotics Club VEX IQ Competition Team (the "Program") is an after-school competitive robotics program for students in grades 2 through 9 in Redmond, Washington. The Program operates under the VEX IQ platform administered by the Robotics Education & Competition Foundation (RECF) and participates in regional, state, and potentially national-level tournaments.
Students must be enrolled in grades 2–9 for the 2026–27 academic year at the time of participation.
Placement is subject to coach evaluation, available roster spots, and completion of this waiver.
Elevate Tech reserves the right to accept or decline any registration at its sole discretion.
Acceptance into the Program does not guarantee placement at any specific tournament or in any specific role.
Students with significant behavior concerns from prior seasons may be placed on a probationary status upon re-enrollment.
SECTION 02
Commitment & Attendance
VEX IQ is a team-based program. Every student's attendance and preparation directly affects their teammates. Families should review these expectations before registering.
⏱ Time Commitment: Students are generally expected to attend 1–2 practice sessions per week during the active season, plus full tournament days. Total weekly commitment is typically 2–5 hours depending on the phase of the season.
Practice schedules are communicated at the start of the season with at least 1 week's notice for any changes.
Tournament dates will be shared at least 4 weeks in advance.
If your student cannot attend a session, notify the coach via your registered contact email at least 24 hours in advance.
Students with more than 3 unexcused absences in a season may have tournament roles reduced or may be removed from the tournament roster at the coaches' discretion.
Session cancellations due to emergencies or weather will be communicated by email as early as possible.
SECTION 03
Code of Conduct
Elevate Tech is committed to providing a safe, inclusive, and respectful environment. All participants are expected to uphold the spirit of the VEX Robotics "Excellence Award" standard — competing with integrity and treating all people with dignity.
Students agree to:
Treat coaches, teammates, opponents, and event staff with respect at all times.
Follow all instructions from coaches and staff promptly and respectfully.
Handle equipment responsibly and only for its intended purpose.
Refrain from offensive language, bullying, teasing, or any form of physical or emotional harassment.
Represent Elevate Tech with pride and good sportsmanship at all events and in the community.
Parents & Guardians agree to:
Model positive sportsmanship and respectful behavior at all events.
Not interfere with coaching decisions, team strategy, or tournament officiating.
Raise concerns through appropriate channels (email or scheduled conversation) rather than during active sessions.
Encourage a collaborative, team-first culture at home.
🚫 Zero Tolerance: Bullying, physical aggression, repeated disruptive behavior, or serious Code of Conduct violations will result in immediate suspension and may result in permanent removal from the Program. No refunds will be issued in cases of conduct-based dismissal.
SECTION 04
Safety Rules
Student safety is our highest priority. The following rules apply at all sessions, tournaments, and club-related activities:
Students must not operate power tools or advanced hardware without direct coach supervision.
Running, roughhousing, or unsafe behavior in the practice area is not permitted.
Any injury, unsafe condition, or broken equipment must be reported to a coach immediately.
Food and beverages are only permitted in designated areas to protect electronics and components.
👶 Under-11 Supervision Policy: Students under the age of 11 may not remain in the Elevate Tech space without an adult present, unless they are attending an officially scheduled Elevate Tech session. Parents and guardians are welcome to drop off students for planned sessions — a coach or staff member will be on-site. Outside of planned sessions, one adult must remain with any child under 11 at all times.
SECTION 04B
Facility Access & Security
The Elevate Tech practice space is located within the Elevate Center in Redmond, Washington, and is shared with other Elevate Center teams and programs.
Access to the space is granted to all registered Elevate Center teams via a common passcode, which will be shared with families offline after registration is confirmed.
The passcode is confidential and must not be shared with anyone outside of registered Elevate Tech families and authorized personnel.
Families are responsible for ensuring the space is properly secured upon entry and exit during non-session hours.
📹 Security Cameras: The Elevate Tech space is equipped with security cameras and is continuously monitored for the safety and security of all occupants and equipment. By entering the space, all students, parents, and guardians consent to being recorded by these security systems. Footage is retained and used solely for security purposes and is not shared publicly.
SECTION 05
Fees & Payments
Program fees cover coaching, practice space, VEX IQ components, tournament registration, and uniforms where applicable. Specific amounts are communicated at enrollment confirmation.
All fees are due by the date specified in your enrollment confirmation.
Accepted payment methods: Zelle, check payable to "Elevate Tech Robotics Club", or as otherwise communicated.
💰 Refund Policy:
Full refund — within the first 15 days of registration, only if the student has not yet been assigned to a team.
50% refund — between days 16 and 45 of registration, or at any point if the student has already been assigned to a team.
No refund — after 45 days of registration, regardless of circumstance.
💙 Financial Hardship: We believe every motivated student should have the opportunity to participate. Families experiencing difficulty are encouraged to contact us privately — we will do our best to accommodate.
SECTION 06
Photography & Media Consent
Elevate Tech may photograph or video-record students during sessions, tournaments, and events for use in club communications, social media, the club website, and internal documentation.
By agreeing to these terms, the parent/guardian grants Elevate Tech permission to photograph or record their student for club-related purposes.
Student full names will not be published alongside photos on public platforms without separate consent.
To opt out, notify us in writing within 7 days of agreeing. We will make all reasonable efforts to exclude your student from published materials.
At third-party tournaments, Elevate Tech cannot control recording by event staff, other teams, or the public.
SECTION 07
Equipment & Club Property
All VEX IQ parts, robot kits, field elements, tools, electronics, and any other materials allocated to a team during the Program are and remain the sole property of Elevate Tech Robotics Club. No equipment is gifted, sold, or transferred to students or families unless explicitly confirmed in writing by Elevate Tech leadership.
Students are expected to handle all equipment with care and store it correctly after each session.
Intentional damage or theft of club property will result in the family being invoiced for the full replacement cost at current market price.
Elevate Tech is not responsible for personal items brought to sessions. Students bring personal items at their own risk.
📦 End-of-Season Return: All allocated parts, robot components, and any club-issued materials must be returned to Elevate Tech in good condition at the conclusion of the season. See Section 7B for season end definition.
SECTION 07B
Season Duration & End-of-Season
The Program season begins on the date of the student's registration confirmation and concludes at the end of the last regional or local state qualifying tournament that the team participates in for that season.
Tournament schedules are set by the RECF and Elevate Tech coaching staff. The final tournament date for each season will be communicated to all families.
Following the conclusion of the last qualifying tournament, all teams are expected to return all allocated VEX IQ parts, robot components, tools, and club-issued materials to Elevate Tech within 7 days.
Equipment not returned within 14 days of the season end date may result in a replacement fee being charged to the family.
Students wishing to continue with Elevate Tech in the following season must complete a new registration for that season.
📅 Note: The season end date is based on tournament participation, not the calendar year. Families will be given clear advance notice of the expected return timeline before the final tournament.
SECTION 08
Medical Information & Emergency Authorization
Parents/guardians must notify Elevate Tech of any known allergies, medical conditions, or physical limitations prior to the student's first session.
By agreeing to these terms, the parent/guardian authorizes Elevate Tech staff to seek emergency medical treatment for their student if the parent/guardian cannot be reached in time.
Students requiring medication during sessions must carry that medication themselves and inform the coach in advance.
Elevate Tech staff do not administer medications of any kind.
In all medical emergencies, 911 is contacted first. The registered primary contact is notified immediately after.
🚨 Keep your contact information current. Outdated contacts can delay emergency response and put your student at risk.
SECTION 09
Liability Waiver & Release
Participation in competitive robotics involves physical activities including hands-on building, handling mechanical components, and attending off-site tournaments. Elevate Tech takes all reasonable precautions; however, an inherent level of risk exists in any active program.
⚖️ Release of Liability: By agreeing to these terms, the parent or legal guardian — on behalf of themselves and their minor student — voluntarily releases, waives, and discharges Elevate Tech Robotics Club, its coaches, staff, volunteers, and affiliates from any and all claims, damages, injuries, or losses arising out of or related to participation in the Program, including injuries during practice or tournaments, damage to personal property, or incidents during authorized travel to and from events.
This release does not apply to claims arising from gross negligence or intentional misconduct by Elevate Tech staff.
📋 Washington State: This waiver is governed by the laws of the State of Washington. Any disputes shall be resolved in King County, Washington.
SECTION 10
Tournament Participation
Tournament participation is determined by coaches based on attendance, preparedness, and team needs — not guaranteed by enrollment.
Families are responsible for transportation to and from tournament venues unless Elevate Tech explicitly organizes group travel.
Tournament days can be long (typically 6–9 hours). Students should come prepared with food, water, and appropriate clothing.
Parents attending tournaments must follow event rules set by the organizing body (RECF) at all times.
Spectators displaying unsportsmanlike behavior may be asked to leave by event officials.
Students must remain with their team during tournaments and notify a coach before leaving designated team areas.
SECTION 11
Withdrawal & Dismissal
Voluntary Withdrawal: Families may withdraw their student at any time by notifying Elevate Tech in writing. Please refer to Section 5 for refund eligibility.
Dismissal by Elevate Tech: Elevate Tech reserves the right to dismiss any student for the following reasons:
Serious or repeated violations of the Code of Conduct
Physical aggression toward any person at a club activity
Theft or intentional destruction of club or personal property
Persistent attendance issues that affect team function
Disruptive or harmful conduct by a parent or guardian
Families will be notified of dismissal in writing. Refunds in dismissal cases are at Elevate Tech's sole discretion.
SECTION 12
Agreement
By completing the VEX IQ Registration Form and checking the waiver agreement checkbox, the parent or legal guardian confirms that they have read and understood all sections of this document, agree to all terms and conditions on behalf of their student, authorize emergency medical treatment as described in Section 8, and release Elevate Tech from liability as described in Section 9.
✅ Digital Agreement: Checking the waiver box on the VEX IQ Registration Form constitutes a binding agreement to these Terms, Conditions, and Liability Waiver — equivalent to a physical signature for club participation purposes.
✍️ PRINTABLE SIGNATURE BLOCK
For families submitting a physical copy — complete and return to your Elevate Tech coach at the next session.
By signing above, you confirm you have read and agree to all Terms, Conditions, and the Liability Waiver for the 2026–27 Elevate Tech VEX IQ Competition Team season.
Questions? Contact us at: [email protected]