MyClubHub Instructional Guide

The Boys & Girls Club is returning to an affordable membership-fee structure with the end of COVID Relief funding.  COVID Relief funding allowed us to temporarily pause membership fees for all members to participate for free.   

This change will be effective for Club programs in the summer of 2024.  No membership fees will be applied for the remainder of the 2023-2024 school year. 

Families can enroll their children on our MyClubHub membership portal.  Families can receive bilingual support at our Elgin or South Elgin Clubhouse to complete the online application, and families in our outlying regions such as Aurora or Schaumburg can request in-person enrollment support at their child’s Club location.  Bilingual enrollment support is also available via telephone at 847-608-5017.  Please visit www.bgcncil.org/register for step-by-step instructions on how to register.

All applications are processed in the order in which they are received.  A child’s position is secured in our program once a parent/guardian has completed all required/requested steps and the enrollment team confirms their position in the program.  If a parent/guardian has completed all steps and the program is determined to be full, the child is placed on a waitlist in the order in which their application was completed.  Our team works to maximize capacity at each Club location and serve members as quickly as possible.  Capacity is dependent upon program spaces and staffing to ensure all members can be safely supervised in the program.  Whether your child attends for free or with monthly fees does not have a bearing on their position on the waitlist. 

The Boys & Girls Club has created a membership fee structure to allow for many members to continue to attend the Club each month for free, which is unique compared to other afterschool programs.  Additionally, monthly fees are lower than other afterschool programs by approximately 15%-30% depending on the level of fee a family is paying. 

Thanks to the generosity of board members, private donors, and other public funding sources, many Club members will still be able to attend the Club for free.  

If you have any questions or concerns regarding membership fees, please contact our bilingual enrollment team at 847-608-5017 or at [email protected]

Employees will be asked to complete the CCAP determination process and if they qualify for CCAP, complete the application; however, if they do not qualify, their children would be eligible for a full scholarship. 

Parents/guardians that work for the school districts that we partner with (currently EMSA, School District U-46, and West Aurora SD129) would be eligible for a 50% discount off of the full monthly rate.  Proof of employment must be presented.

Yes, we offer a 10% military discount for children of parents/guardians that are currently active duty or in the military reserves.  Identification will be requested to provide the discount.

Yes, we offer a 10% sibling discount on monthly fees. 

Membership fees are based on the total number of days school is actually in session per year. Fees are divided into 9 equal payments for the school year and will not be lower for those months that have fewer attendance days due to holidays (i.e. winter and spring break). 

Membership fees will not be refunded or prorated for any member absences. 

Membership fees may vary from year to year based on various sources of government and private funding.  The unique circumstance of the COVID pandemic allowed all membership to be free, but we are not certain if there will be another source of funding that completely eliminates membership fees again in the future. 

Yes, the MyClubHub membership platform will produce an annual receipt for paying families so that they can claim the childcare cost on their taxes. 

We ask that the application fee and any membership fees are paid within 7 days of being posted to your account.  Monthly fees will typically be posted on the first of each month, but may be mid-month with a delayed enrollment day.  Please see above for full Membership Fees Terms & Conditions for more information.

No, teens in our middle and high school programs will continue to participate in Club programs for free. 

Upon submitting an application, $25 will be billed to your child’s account for each application that is submitted.  It can be paid at the time of submission, or can be paid at a later date, as long as it is paid 7 days after your child begins their Club program.  

The $25 application fee serves as a placeholder for your child’s position in line on our enrollment list.  Our program capacities are determined based on program space capacity and staff capacity. 

Yes, because these are two different membership periods there are two application fees.  However, we encourage all families to register before April 30th to be eligible for application fees to be waived as part of our “early bird discount.” 

Occasionally the $25 application fee will be waived.  For example, a current promotion will be an “early bird discount” where families who enroll for summer 2024 or school year 2024-2025 programming before April 30th will not be charged an application fee.

The $25 application fee is non-refundable, in the case that you decide to withdraw your child or not move forward with enrollment.  The fee covers the cost of processing applications.  

Yes, we ask that all elementary families pay the $25 application fee to demonstrate their engagement and commitment to participating in our program.  We do not currently charge CCAP co-pays to families, and families that are eligible for CCAP do not have to pay any monthly fees. 

Families that do not have an ability to pay the $25 membership fee can reach out to our enrollment team for further support.  The $25 membership is posted to your account upon submission of an application, but it does not need to be paid immediately.  

We have created a quick calculator on our website to help you get an idea of what your membership fees may be based on your monthly household income and number of individuals living in your home.  If you have questions about the calculator or disagree with what was calculated for your household, please reach out to our enrollment team for more information.  Upon completion of the CCAP determination form, our enrollment team will provide your monthly fee rate. 

Membership fees are posted to your child’s MyClubHub account at the beginning of the month, and must be paid by the 7th of each month.  Fees can be paid via debit card or credit card (but a 3% surcharge will be applied for credit card payments).  Unfortunately, fees cannot be paid in cash. 

 Monthly fees are billed monthly, and families have until the 7th to pay them.  We ask that families plan ahead to pay by the due date each month.

Membership fees are determined based on your monthly income and the number of individuals living in your household.  That calculation is compared to the national poverty line to determine what fees are affordable for a family in your income bracket.

Any individual who lives in the home should be included in the household count.  This includes family members such as grandparents.  Any adults who also have a source of income should be included in the monthly income amount.   

Our enrollment team will reach out to you to provide friendly reminders and discuss how we can support you through the payment process.  If membership fees continue to go unpaid, your child may lose their eligibility to participate in the program.  If your family circumstances have changed since you applied originally, we can seek scholarship opportunities to help your child continue to participate in the Club.  We do not want monthly fees to be a barrier to participation.

We request a two-week advance notice of program withdrawal.  Membership fees will then be refunded with a prorated calculation based on the remaining days in month, two weeks after the notification.

Please contact the enrollment team to complete another membership determination form if your financial circumstances change (for example, sudden unemployment or an increase in household count).  

Yes, membership fees will be prorated if joining later in the month.

The $25 application fee is non-refundable, in the case that you decide to withdraw your child or not move forward with enrollment.  The fee covers the cost of processing applications.