Studio Policies & Procedures
Our dance season runs from September 9th, 2023-June 16th, 2024. Please take the time to read through our studio policies & procedures carefully before registering. By registering with Whitby Dance Company Ltd. (whether online or in person), you have acknowledged and accepted understanding of Whitby Dance Company’s policies as outlined in this document below.
Only dancers and staff will be permitted into the studio during class time. Viewing windows will be closed and opened for the last 10mins of each class. Parent/guardian is welcome to stay in the studio lobby, or leave and return for the last 10mins.
Studio Waiver And Photo Release
We will do our best to ensure the safety of the dancers and their guardians. Due to the physical nature of dance, Whitby Dance Company Ltd. and all of its employees, contractors and sub-contractors will not be held responsible for any claims, damages and expenses in respect to injury or damage to a child/persons or property however caused which may result from participation in dance class or any performances and event. Studio waiver must be signed before classes begin.
By signing the waiver, it includes the Photo and Video Release which means you give permission for Whitby Dance Company Ltd. to use your child’s photograph and video that has been taken by Whitby Dance Company Ltd. employees, contractors and subcontractors for its use in advertising and promotion.
Automatic Payment Plans (Visa/MasterCard or Automatic Bank Withdrawal)
Payment options available:
One Payment : Full tuition is paid at time of registration in one instalment – 5% tuition discount given
Two Payments : One due upon registration, second payment due January 1st.
Monthly Payments : Due on the first of each month.
A $30/Student or $55/Family non-refundable registration fee is required upon registration.
We require a credit card to be put on file on your account. A late fee of $50 will be added onto your balance by the 7th of the month. If no payment is made by the 10th of the month, your credit card will be charged your account balance which would include any fees. A $25 fee will be charged for any declined card and $50 fee will be charged for any returned cheques. If over the course of the season two cheques are returned then the remaining balance must be paid in full by visa, cash or certified cheque to keep enrolment.
Full payment, siblings and multi-class discounts available. Only eligible for full year enrolment (Sept-June).
Late Start Policy
Students who enrol after the start date of a term will pay the full instalment but will be given the opportunity for make-up classes to equal the number of classes missed in the session. We do not pro-rate for missed classes due to late registration. In the case where there are fewer than half of the number classes remaining in the instalment term, a drop-in fee will charged per class at the current drop-in rate.
All withdrawals/Cancellations for 2023/2024 Sept-May classes must be submitted via email to [email protected]. This email will determine the official withdrawal date. 30 days written notice will be required when a student is withdrawing/cancelling from a class and can only be done so prior to November 1st, 2023, otherwise parent/guardian will be responsible for the remainder of the years tuition (including recital costume). Registration fee ($30/Student or $55/Family) and any costume payments made will not be refunded.
Camp & Mini Session Withdrawal/Cancellation Policy
Summer Camp & Classes Withdrawal/Cancellation Policy: Full tuition is due upon registration – If you decide to cancel your enrolment before April 1st, you will receive a refund minus a $25.00 cancellation fee. If you decide to cancel your enrolment after April 1st, you will receive a refund minus a $50.00 cancellation fee. If you decide to cancel enrolment between April 25th and June 30th you will receive a refund of 50%. Any cancellations after July 1st will not receive a refund. Money will be refunded in full if your session doesn’t run. No refunds or credits will be given for partially missed camp days.
Winter Break/March Break Camp Withdrawal/Cancellation Policy: Full Tuition is due upon registration – If you decide to cancel your enrolment 30-days prior to the first day of camp, you will receive a refund of 50%. Any cancelations after 30-days prior or missed camp days will not receive a refund.
Mini Session Withdrawal/Cancellation Policy: Full Tuition is due upon registration – Any cancellations or missed class days will not receive a refund.
P.A. Day Camp Withdrawal/Cancellation Policy: Full Tuition is due upon registration – Any cancellations or missed class days will not receive a refund.
Withdrawal Due To Injury
Refunds/credits will be decided on a case-by-case basis. General guidelines: If a dancer has a serious injury (e.g. broken foot) which prevents them from continuing for the rest of the year, a refund will be granted from the day we are notified. If a lesser injury occurs (e.g. sprained wrist) no refunds will be granted as we encourage the dancer to attend and observe until the injury is healed. Even when a dancer can not fully participate, it is recommended they continue to attend and observe if they intend to start again after healed so that they are able to pick up more easily.
No refunds are given for student absences. An email is required to be sent at least 24 hours in advance to [email protected] if the student will be absent for a dance class or private class in order to receive a make-up lesson.
We reserve the right to cancel a class due to low enrolment. You will be given a full refund or option to transfer into another class for any cancelled classes due to this reason.
On occasion, classes may be cancelled due to poor weather conditions or circumstances beyond our control (e.g. extended power outage). We will do our best to contact you in advance, but if you are in doubt, please call the studio or check our social media pages. A message on our voicemail will let you know if classes are cancelled. We are unable to offer refunds or make up classes for the ones cancelled due to circumstances we can not control.
Mandated Studio Closure
In the event of imposed government restrictions, classes will be maintained via a virtual platform and fee structures will remain in place.
Recital Costume Fees
A non-refundable $55 costume deposit is required for recreational students and will be due on September 15. Remaining balance will be due November 1st, 2023. Recital costumes are approx. $140 per costume/$190 for Mini Ballet/Tap/Jazz, Mini Tap/Jazz, Junior Tap/Jazz & Intermediate Jazz/Lyrical. Prices are subject to HST.
2023 Photo Week & Year End Recital
Dancers registered in 2022/2023 Sept-May classes will participate in our studio year end recital.
Twinkle Stars program dancers will have a separate Recital performance.
Newsletters And Studio Announcements
All newsletters and information sheets will be sent monthly via email. Please make sure that [email protected] is on your safe list so the newsletters don’t go to your junk mail folder. It is important that you read these messages as they contain vital information regarding the studio. If you do not hear from us, please verify that we have the correct email address on file.
Student Code Of Conduct
The Whitby Dance Company Student Code of Conduct outlines our expectations for Etiquette, Cellphones and Technology, Respect for Others and Bullying, Discrimination and Exclusion. The goal of the WDC Student Code of Conduct is to help students, teachers and families create an environment that is supportive, encouraging and promotes growth and learning. Teachers will go over the Student Code of Conduct during the first week of classes. If dancers choose to not follow the Student Code of Conduct, they may be asked to leave the studio.
Students are expected to maintain integrity when posting online. Whitby Dance Company Ltd. has a Zero Tolerance Policy for bullying of any sorts and that includes online. Any students who slander any other students or the studio either online or in person will be dismissed immediately.
When using Social Media we ask you to adhere to our confidentiality policies at all times (no identifying information should be given). No choreography, class content or instruction of any form should be posted on social media or online without the prior approval of the instructor and management of WDC.
We thank you for your cooperation in adhering to theses policies. We look forward to another great year!