OMNES ARTS CIRCLE POLICIES 2023-2024

Updated July 1, 2023

In order to offer a smooth and efficient service, Omnes Arts Circle follows certain protocols and guidelines. Please read all Policies prior to submitting registration.

Communication

Most communication will take place via email. Please make sure the email you have on file is up to date, and checked regularly. Please also add the following emails to your address book, so emails are not missed. It is the responsibility of the student/parents to manage email communication.

Administrative: info@omnesartscircle.ca

Payment by e-transfer: payments@omnesartscircle.ca

Taisha (owner): taisha@omnesartscircle.ca

It is highly recommended to follow our Facebook page to receive further notifications.

Cancellations

Teacher Cancellations

Private Lessons

In the event the teacher has to cancel a lesson, the teacher will have two options:

  1. reschedule the lesson, or
  2. apply a credit to the following month

Group Classes (Music, Dance, Theatre)

In the event the teacher has to cancel a class, the teacher will have two options:

  1. reschedule the class (during the normal year or after the session ends), or
  2. arrange for a substitute teacher to teach the class

Dance: Please note that dancers will receive a minimum of 30 classes per year, including rehearsals and dress rehearsals for the year-end show. Classes may not be rescheduled if this total number has been met.

Please note that refunds will not be given.

Student Cancellations

In the event the student has to cancel a class or lesson, the student is asked to notify the teacher immediately. Cancelled lessons and classes (or “no shows”) will be forfeited, and no make up lessons will be scheduled. No credits or refunds will be given in the event of student cancellations. Please note this also applies to Summer Camps and other special events.

If a student cancels or is a “no show” repeatedly, the teacher may discontinue lessons with that student.

Private Lessons: Please refer to Vacation Time (below) for planned time away from private or partner music lessons. All other cancelled private or partner lessons or classes will not be made up.

Late Students

Private Lessons: If a student is more than 10 minutes late (without notice), the lesson is forfeited.

Group Classes: If a student is more than 10 minutes late (without notice), they may be asked to wait and join the class at an appropriate time. If the student is repeatedly late for class, the teacher may remove the student from the class performance in the year-end show.

Please note that refunds will not be given.

School Activities

Private Lessons taking place at school: It is the responsibility of the parent/guardian to notify the teacher of any school activities that may interfere with regularly scheduled lessons taking place at school. Omnes Arts Circle goes to great lengths to check monthly newsletters, calendars, and weekly updates, and alters the teaching schedule whenever possible. Please understand that there may be some instances where this is not possible, and the lesson may be forfeited. Please also understand that sometimes your child’s lesson day/time may change to help accommodate these activities.

Inclement Weather

In the case of inclement weather and snow days, lessons and classes at the studio will proceed at the discretion of the studio.

Private Lessons: If the studio closes due to inclement weather, lessons will either be rescheduled, or a credit will be applied to the following month’s invoice.

Dance Classes: If the studio closes due to inclement weather, classes will be rescheduled (during the normal year or during June), to a maximum of two rescheduled classes per year, if the total of 30 classes per year has not been fulfilled.

All other group classes will not be made up in the case of cancellation due to inclement weather.

Please check Omnes Arts Circle’s Facebook page to see if classes and lessons have been cancelled, or email info@omnesartscircle.ca for confirmation. Students and parents are encouraged to use their own discretion in travelling to the studio in inclement weather.

In the event of a Snow Day, where buses are cancelled, all lessons taking place at school will also be cancelled, and lessons will either be rescheduled, or a credit will be applied to the following month.

Vacation Time

Private Lessons: Each student is permitted two weeks of vacation time (including two missed lessons) per year (September through June) without penalty, if the proper protocol is followed. The student must notify the teacher of vacation time at least two weeks in advance of any lessons that may be missed. Payments for that month or session may be altered to reflect the time away, or a credit may be applied to the following month or session. Vacation time exceeding two weeks will be at the discretion of the teacher.

Summer Camps

Please note that payment is required to hold spots in Summer Camps. Once payment has been made, refunds will not be issued except in the case that a camp is cancelled by the studio.

Discontinuation

Terminating Lessons

Private Lessons: If a student wishes to discontinue lessons, notice must be given at least two weeks in advance. Refunds will not be given for payments already made, so the student is encouraged to finish the lessons that are already paid for. Registration and payment will automatically be renewed for the following month or session, unless proper protocol is followed in terminating lessons.

New students are required to register and pay for at least six lessons prior to terminating lessons.

Dance Classes: Full refunds will be given to new students only, who withdraw within two weeks from the beginning of classes. No refunds will be given beyond this.

The teacher reserves the right to discontinue classes with a student if:

  • a student misses six or more classes during the year, or
  • a student misses three consecutive classes without notice or proof of medical reason, or
  • a student is repeatedly late or misses class without notifying the studio

In such cases, the student’s spot may be forfeited and offered to a student on the waitlist. Refunds will not be issued in such cases.

All other group classes: Full refunds will be given to new students only, who withdraw within two weeks from the beginning of classes. No refunds will be given beyond this.

The teacher reserves the right to discontinue classes with a student if:

  • a student misses four or more classes during the session, or
  • a student misses three consecutive classes without notice or proof of medical reason, or
  • a student is repeatedly late or misses class without notifying the studio

In such cases, the student’s spot may be forfeited and offered to a student on the waitlist. Refunds will not be issued in such cases.

Summer Camps: Please note that payment is required to hold spots in Summer Camps. Once payment has been made, refunds will not be issued except in the case that a camp is cancelled by the studio.

Purchasing Music and Materials

Music Lessons and Classes:

Pianos/Keyboards and Other Instruments

Every student enrolled in private or partner lessons is required to have an instrument at home to practice with. You are encouraged to consult with the teacher to find the best option.

Materials

Students will be asked to purchase materials such as music books (chosen by the teacher), notebooks, binders/duotangs, pencils, etc., at their own expense. Every effort will be made by the teacher to keep additional expenses as low as possible.

Voice Students should have a binder, and all other instruments should have a duotang.

For the first lesson, every student under the age of 16 should have a notebook, binder/duotang, and pencil, all in a separate bag they can use for lessons every week.

Class Attire and Costumes

Dance Classes:

The student is responsible for purchasing the appropriate attire for class (see Dress Code HERE), and is responsible for purchasing the assigned costume for the year-end show. All efforts will be made by the teacher and studio to keep costs to a minimum wherever possible. Please budget up to $150 per class for costumes (most costumes are typically between $100-140).

The studio carries an assortment of dance attire for purchase, including body suits, tights, shoes, and more. Specific items can be ordered upon request. Please purchase dance attire from the studio (particularly shoes and tights so they match for the dance show).

Further information will be provided for the year-end show costumes.

Theatre Classes:  Please wear comfortable clothing that is easy to move in. Bare feet, sock feet, or indoor shoes are permitted in the dance studios (where theatre classes are held). Purchasing costumes for performances may be required.

Performances

Music: All students are invited to participate in the studio’s recital(s). Details will be provided by your teacher(s).

Dance: All students are invited to participate in the year-end show, subject to attendance being in good standing. While choreography will be taught during class time, additional classes and rehearsals may be necessary. Show dates and additional rehearsal dates will be provided later in the year. Attendance at the dress rehearsal(s) is mandatory for participation in the show.

Theatre: All students participating in performance-based sessions are invited to participate in the end-of-session show, subject to attendance being in good standing. Attendance at the dress rehearsal is mandatory for participation in the show.

Studio Photos

Dance: All students are invited to purchase individual and group photos if desired. Attendance to Photo Day is mandatory for group photos, and the date will be provided during the first week of classes. The purchase of photos is not mandatory.

Payment

All program rates for the 2023-24 season can be found on the studio website: 2023-24 Rates

Payment can be made by cash, cheque (made out to Omnes Arts Circle), or e-transfer (sent to payments@omnesartscircle.ca for auto deposit).

Music

Music lessons and classes are tax exempt, meaning tax will not be added to invoices.

Private Lessons

Payment for the entire month of lessons is due on the 1st of every month. The amount may differ from one month to the next, depending on the number of lessons in each month. An invoice will be sent to the email on file every month, roughly one week prior to the 1st of the month. Each student is automatically enrolled in the following month, unless proper notice is given (please refer to Terminating Lessons). Payment is always due prior to the first lesson.

Group Programs (Musicplay, Omnes Youth Choir, Camps, Workshops, etc)

Fees for all group programs are due upon registration, and are required to hold a student’s spot in the program. Payment for late registrants is due upon registration, and must be paid in full prior to the first day/session. Fees vary depending on the workshop or program being offered.

Dance

Dance classes are NOT tax exempt, meaning tax WILL be added to invoices.

Dance Classes

If registered for one class: payment is due prior to the first class (during the week of September 11,  2023)

If registered for two classes: payment can be made in two instalments – the first instalment is due prior to the first class (during the week of September 11, 2023), and the second instalment is due on October 1st, 2023.

If registered for three classes: payment can be made in three instalments – the first instalment is due prior to the first class (during the week of September 11, 2023), the second instalment is due on October 1st, 2023, and the third instalment is due on November 1st, 2023.

If registered for four or more classes: payment can be made in four instalments – the first instalment is due prior to the first class (during the week of September 11, 2023), the second instalment is due on October 1st, 2023, the third instalment is due on November 1st, 2023, and the fourth instalment is due on December 1, 2023.

All accounts should be paid in full by December 1, 2023. Please contact Taisha at taisha@omnesartscircle.ca to discuss eligibility for a personalized payment plan.

*Note: A $50 non-refundable deposit (per dancer, not per class) is required to hold a dancer’s spot in the registered class. Placement in a class will only be confirmed upon receipt of this deposit, which will be applied as a payment towards the full account balance.

Refunds

Full refunds will be given to new students only, who withdraw within two weeks from the beginning of classes. No refunds will be given beyond this.

Costumes, Photos, Materials

Payment is due upon receipt of invoice for items such as costumes, photos, and other materials necessary for classes or shows. Dancers must have the appropriate items to participate.

Theatre & Other Programming

Theatre classes (and most of our workshops and other programming) are NOT tax exempt, meaning tax WILL be added to invoices.

Theatre Classes

Fees for all group programs are due upon registration, and are required to hold a student’s spot in the program. Payment for late registrants is due upon registration, and must be paid in full prior to the first day/session.

*Note: Payment is required to hold a student’s spot in the registered class. Placement in a class will only be confirmed upon receipt of the first payment.

Refunds

No refunds will be given once classes begin.

Costumes

Payment is due upon receipt of items such as costumes. Actors must have the appropriate items to participate.

Late Payment

Late Payment Penalty

If a payment is not made on time, a late fee of $10 (per student) will be charged the following day (the second day of the month). Every additional week that the payment is late will incur an additional $10 late fee (per student). The teacher may terminate lessons or classes with a student if the student’s account is repeatedly overdue, or if a balance remains past due for more than one month. No refunds will be given in such cases.

 

Code of Conduct

Student Code of Conduct

  • Respect for teachers, parents and peers will be expected at all times. Cliques or bullying will not be tolerated. Students behaving inappropriately will be asked to leave the lesson or class, and parents will be contacted. Refunds will not be given for missed lesson or class time in such cases.
  • Students are expected to attend lessons and classes and be punctual. Dance students should arrive 10 minutes prior to class to warm-up, change, and be prepared for class.
  • No outdoor shoes are permitted in the dance areas, including the dance studios, change rooms, and dance common areas.
  • No running in the studios, or touching equipment without permission. No touching mirrors or hanging off the barres in the dance studios.
  • Dance and Theatre students must adhere to the Dress Code for classes and performances.
  • Students must treat the studio with respect. Clean up all messes and throw out any food or garbage in the many bins provided. Food and drink are not permitted in the music studios, except for water bottles with secured caps.
  • Theft of any kind at the studio will result in immediate dismissal. No refunds will be given in such cases.
  • No swearing or foul language will be permitted.
  • No gum is allowed in the studio at any time.
  • No cell phones allowed in any classes at any time, except for private use in private lessons.
  • Label all belongings and leave all valuables at home. Omnes Arts Circle is not responsible for any lost or missing belongings. Please check the lost and found box regularly as all items will be donated to Goodwill after a certain length of time.
  • We encourage all of our students to work hard and try hard, and be the best student that they can be!

Parent Code of Conduct

  • Communicate regularly with the studio.
  • Ensure that the student attends lessons and classes regularly, in uniform (if applicable), and on time.
  • Inform the studio promptly about absences or late arrivals.
  • Ensure to pick up student on time after lessons or classes end.
  • Encourage and help student to follow the student code of conduct.
  • Support and aid the studio teachers and staff in dealing with disciplinary issues involving their child.
  • Do not interrupt lessons or classes while in progress. Please make an appointment by emailing info@omnesartscircle.ca if you wish to book a meeting with a teacher.
  • Omnes Arts Circle is not responsible for lost or stolen items. Please leave all valuables at home.
  • No outdoor shoes are permitted in the dance areas, including the dance studios, change rooms, and dance common areas.