Online Guide 

Section 1: 

‘Program Name’ section (Required):

• Recommended name format to receive accurate registration:
  ‘[School Name] (Day of week): [Program Name] - [Term/season] (if applicable)’

• Example: Baker Drive (Mon): Awesome Program - Winter 2024

• Include the [Term/season] when you are setting up multiple terms at once

Location Info sections (Required):

• Enter all application info for location, address, and room confirmed by schools.

‘Notes about Location* (Required)’ section:

• Required to “Open” registration from the Create Program/Listing form

• Recommended info to include for general situations: 

‘For SD43 [School Name] students only, [Grade range]’ (make sure to add SD43)

• Example: For SD43 Baker Drive Elementary students only, Gr 2-5

Section 2:

Upload Photo (Required):

• Add an appropriate photo/image for your program

• The photo will show as the main image on the program page

“Tags” sections (Optional):

• All the “tags” fields, such as the “City, “Activity,” and “Category,” help people to find you better using the search function and filters on DWUL

• Enter the applicable “tags” by entering/typing the first few letters of the tag in the box and selecting from the dropdown search menu.

Section 3:

Program Dates and Times sections (Required):

‘Regular Dates’

• Dates when the program starts and ends at the same time

• Click the “+” button and enter all the regular session dates

• If the program has 8x regular sessions, there should be 8x dates

‘Regular start time’ and end time:

• Add the “Regular start time*” and “Regular end time*” info (required)

• Check the school’s website for the official start time (school’s dismissal time)

‘Special Dates,’ start time and end time (optional): 

• Add any special session dates when the program has a different start time and end time, such as for school early dismissal dates (check the school’s website calendar)

• Add the “Special start time*” and “Special end time*” info (required for special dates)

‘No session’ (optional): 

• Add any dates when there are no sessions, such as for Pro-D, no school, and holidays

‘Number of sessions’:

• The “Number of sessions” field is automatically calculated based on the dates entered

Section 4:

‘Capacity’ & ‘Cost’ sections (Required): 

• ‘Capacity’ is required to “Open” registration for all afterschool programs

• ‘Cost’ is the total cost for all the sessions together (i.e. 8x sessions) and should be inclusive of any GST charged by individual providers (it’s included in your cost)

• Add 12.9% + 30 cents or 13% per registration cost for the DWUL platform fee

  • Example: If the original program costs $100 (including any taxes), the final number to enter on the listing is $113, with the service fee included.

• New service fees in 2024 breakdown

  • 10% - DWUL platform service fee

  • 2.9% + 30 cents - credit card processing fee

‘External Link’ & ‘Upload Flyer’ sections (Required):

• Optional and not required for program registrations

• Used for information listings to share and promote other community resources, info, and activities that do not take direct registration/students from DWUL

‘Age Info’ sections (Required):

• If the program is for a specific age group or grade, please include the age info in the "Minimum" and "Maximum age" fields to prevent parents from registering for the wrong age or emailing with questions later.

• If the program is for all ages for a school (K - Gr 5, etc.), you could leave the age info fields empty.

Section 5:

Program Description (Long-form entry box) (Required):

• Utilize the description section like your “flyer” on DWUL.

• Recommended info to include:

• ‘For SD43 School Name students only, Grade range’
  (Example: For SD43 Baker Drive Elementary students only, Gr 2-5)

• Reiterate program dates, times, and special dates/no sessions (in case parents miss it)

• Program info - About the program, benefits, activities

• What to bring (if applicable)

• Program questions/contact email (the Provider’s contact)

• Please add (copy/paste) the instructions and cancellation policies from DWUL - Updated as of Sept 2024:

How to register:

- Visit our 60-second tutorial video, support guide, or online step-by-step guide for assistance.

- For new Parent accounts, please activate your account using the "verification email." 

- If you experience issues with your account activation/verification email, contact us at [email protected]

- If you selected the “E-Transfer" payment option, the payment address is [email protected] or [email protected] (both work)

- For late registrations after the start date, register and select the "E-Transfer" payment option only, and contact the Provider (Program Contact) or DWUL Support ([email protected]) for the prorated amount.

Cancellation Policy:

1. Follow the instructions to send a "Cancel Request" from the Support Guide

- If your registration payment/status is still "pending," email: [email protected]

2. Before the start date:

- Cancellations received 24 hours before the start date are automatically reviewed and approved by the DWUL Admin team.

After the start date:

- No auto-approval for cancellations received within 24 hours of the start time or after the start date.

- All requests require additional approval from the Provider and may incur additional charges.

- Contact the Program Provider directly for approval (provider contact info is on the program page).

3. Upon approval of your cancellation request:

- You will automatically receive a Full "Credit" for future registrations (email: [email protected] to redeem).

- If you prefer a refund, email us to confirm: [email protected].

- Note: Credit card companies/banks charge a non-refundable processing fee from the original payment(2.9% + 30¢), not DWUL.

- This fee does not apply if the Provider or School cancels the entire program.

- E-Transfer refunds take 10–14 days and can only be issued to the original payment method.

Section 6:

Open Registration (Toggle ‘On/Off’) (Required): 

• Click the "toggle/switch" from the top of the listing form to turn the registration "on" (highlighted in red colour) and “Save/update” the changes

• Click the “toggle/switch” again to turn the registration “off” (default in grey colour) and “Save/update” the changes

Sharing the Program Link/Info: 

• Once the program is successfully listed and registration is “Open/On,” copy the URL from the program page to share with schools or parents or distribute with flyers. 

• The "Share" button from the program page also copies the link for you

• To share the registration info with schools easily, list your program name(s) in an email and hyperlink each program name with the program page link to ensure people can click on your program name and be directed to your registration page.

• Example: School Name (Mon): Your Awesome Program

Clickable “hyperlinks” in the Program Description (Optional): 

• To add a clickable link to direct families to an external online form or site (i.e. Google Form for your waitlist), highlight the text you added and click the "Link" button (from the text format menu bar)

• Customize the “Link Title”

• Copy/paste the external link to the "Link Target" field, then click the "Open in new window" box, and click "Add."