- Payment and Cancellation Policy
Classes: We request payment in advance on a half termly basis. No refund is given for classes where a student is absent. We will attempt to make these up where possible at the teacher’s discretion. If a teacher misses a class, it will be made up. We do not offer refunds, other than exceptional circumstances at our own discretion. We retain the right to find a suitable cover teacher in the event of your usual teacher being unable to attend.
In the event of late payment, a 10% admin fee will be added to the bill.
Trial lessons are available and can be paid for as a one-off, if desired. Thereafter, payment is due in full for the remainder of the half term immediately on receipt of invoice.
We ask for half a term’s (two months) notice to be given in writing if you wish to stop classes, otherwise half a term’s fees will be payable in full, which equates to 5 lessons.
Terms run on a 10 week schedule. During longer terms, you may wish to book additional lessons, which can be paid as one-offs at least 24 hours in advance. We require 24 hours notice of cancellation for ad hoc lessons and if you wish for a lesson to be rescheduled. Less than 24 hours notice, the lesson is forfeit.
Workshops: Spaces are only secured once full payment is made by the date designated. Spaces are non refundable unless cancelled by APA.
Theatre trips: Places are only secured once a deposit payment has been made by the designated date. There are options to pay these by instalments and ALL deadlines must be met or you may be liable to lose your place. No refunds will be given in this instance. Ticket prices are non negotiable if you decide to make your own way to the theatre. Should another student be able to take your place if you are unable to attend, a transfer may be accepted at APA’s discretion. In the event of cancellation due to the fault of the company, you will be fully refunded.
Showcases: Annual local showcases carry no fee, however we require you to commit to buying a minimum of two tickets per performer, which should be paid for by the designated date. If you are unable to attend, no refunds will be given. If the event is cancelled, you will be fully refunded.
External shows: External shows carry a charge, as well as different terms and conditions set out by the production company. All deadlines for fees must be met, or you may risk losing your place. Terms and conditions set out by the production company, such as, a requirement to buy a certain number of tickets, must be adhered to, or you may be liable to legal charges from the production company. No refunds will be given unless the event is cancelled by APA or the production company, where you will be refunded in full.
Exams: Exams and mock exams carry a fee, which must be paid by the designated deadline, or you may be liable to lose you place. Mock exams are compulsory and APA reserves the right to withdraw any student who has not taken a mock exam. Exam fees are non refundable, however a transfer may be accepted when notice is given. This will be at the discretion of the examining body.
APA reserves the right to change fees providing we have given the client half a term’s notice. However, we will always endeavor to give as much notice as possible of any changes and will only make necessary and relevant changes.
- Attendance policy
Private lessons: Your attendance is at your own discretion, on the understanding that no refunds will be given and classes will only be made up at the teacher’s discretion (see payment and cancellation policy). However, your teacher will have designed classes to meet your goals and regular attendance is needed in order to see significant progress.
In the event that a student or teacher cannot attend a class and the class is going to be made up, it may be requested that it is taken on zoom. While we endeavor to provide all in person classes as in person, sometimes online is the only viable alternative when cancellations and other disruptive events take place and we deem this to be an acceptable alternative.
Exams: We have three opportunities to take exams, per year. Your teacher will work at the pace of each individual student and exam entries will only be made once the required standard has been attained. If classes are missed on the lead up (the same term) to the exam date, APA reserves the right to withdraw any student where they feel the lack of attendance has impacted their ability to perform securely in the exam. Refunds will not be given in this circumstance.
External shows: Big scale shows require rehearsal with the entire group in order to produce a stage worthy performance. Dates for group rehearsals will be given well in advance of signing up to any event. You will be required to attend ALL rehearsals in full. Even if you are unwell, it’s advisable to come and watch/take notes. Students who are absent or repeatedly late may be liable to lose their place. No refunds will be given in this situation.
Local showcases: Attendance leading up to the showcase is recommended to ensure your piece is at performance level and to ensure confidence, however, you will still be allowed to take part if attendance is poor. If you decide to take part it the showcase, you must stay for the entire event.
When taking part in any class or event not at the student’s own home, parents must collect their child on time. Parents who continually collect late may lose their place in the class or event and not leave once you’ve performed your piece.
- Dress code and lost property
Classes: When taking your first exam, you will be provided with an APA tee shirt at cost price. It is not compulsory to wear it to class, however it is recommended, however it will be required for events and exams. Hair should be off the face and clothing easy to move in.
Exams: Exam unform is APA tee shirts, black leggings, shorts or joggers, black socks and appropriate footwear for your character/performance (generally trainers/school shoes/jazz shoes are suitable unless performing a period piece). Hair should be neatly tied back and off the face, make up natural (make up is not compulsory), no nail varnish and no jewellery. Students who do not adhere to these guidelines may not take part in their exam. This is due to health and safety, ease of performance and professionalism.
Workshops: Depending on the workshop, the dress codes may vary, however APA tee shirts will usually be compulsory. Please ensure you read your equipment list before taking part. Especially where dance is part of the workshop, students dressed inappropriately may not be allowed to take part. This is a matter of health and safety and we reserve the right to remove any student who is not appropriately dressed.
Local showcases: Uniform for showcases is as per the exam uniform, but with a ‘nod’ to your character. This will be discussed with your teacher and may include a prop or item of clothing, such as, a hat, shawl, jacket etc. For health and safety on stage as well as professionalism, uniform must be adhered to. APA reserves the right to refuse participation to any student not dressed accordingly.
External shows: These will vary depending on the numbers/costumes and production company. APA tee shirts will always be required. Please check your equipment list for details. Any student not dressed appropriately may be unable to take part. This is a matter of health and safety and professionalism.
Lost property: During shows, workshops and showcases, please ensure all items of clothing and property are clearly labelled with the student’s full name. APA does not take responsibility for loss or damage to any personal items or clothing, however we will do our best to return lost items to their owners.
- Behaviour, bullying, inclusivity and professional conduct policy
Classes: The natural rapport that develops during private coaching enables both student and teacher to have a friendlier relationship than that of a group class. However, both parties are expected to maintain a professional relationship at all times. This means that both parties should be polite and courteous. Focus should be on the lesson and conversation topics should not drift in to areas that are considered deeply personal. Older students covering sensitive topics within their work should have this cleared with the principal (Anna Reeve Cook) and the parent of any student under the age of 18 before being asked to undertake any material or technical exercises that may cause discomfort. Students are expected to listen to the instructions of the teacher. Classes should take place in a communal area (not bedrooms) and doors should never be locked. Where a bedroom is the only appropriate space, doors should be left ajar and no private items should be visible to the teacher.
APA prides itself on being fully inclusive. We embrace individuality and do not discriminate based on any protected qualities, including but not limited to, race, gender, sexuality, disability, background or religion. It is the responsibility of the parent/student if over 18, to communicate any needs or areas of concern, including EHCPs, so that we can adequately meet the needs of the student.
Workshops, exams, shows, showcases, theatre trips and any external events: You are reminded that during these times, you represent APA. We expect every person to represent us in a positive light. This includes behaviour in line with our policies by not showing discrimination and being polite, professional and kind at all times. Any representative of APA found to be behaving in an unacceptable manner which is considered damaging to an individual or company will be asked to leave immediately. Refunds will not be given in this instance.
Bullying: APA has a zero tolerance policy surrounding bullying. We take any allegation of bullying extremely seriously and we will hold accountable any student, staff member or parent found to be engaging in bullying behaviour. In extreme cases this may result in the termination of your classes with immediate effect. No refund will be given on this occasion.
- Health and safety policy
- APA takes its responsibility to safeguard its students and staff very seriously and takes measures to ensure the environment is safe for all. APA will carry out regular risk assessments on premises used for classes or hired for workshops and events. For classes carried out in student’s homes, APA reserves the right to refuse the use of any room if it’s deemed unsafe, or to ask for personal items or furniture to be moved in order to make the environment safe.
As per our dress code and uniform policy, we ask that all students adhere to the correct uniform, especially in regards to footwear and jewellery. APA reserves the right to refuse participation to any student who is not appropriately dressed.
Performing arts requires active, physical engagement and, whilst every effort is made to avoid them, injuries can happen. APA accepts no responsibility for any injury other than that sustained by negligence of the teacher. In this instance, a full investigation will be carried out and, if the teacher is deemed to have been negligent or the parents/student would like to take matters further, they should request insurance details of the specific teacher directly.
All children should be able to administer their own medication, otherwise a parent must always be present.
- Child protection & safeguarding policy
APA takes the safeguarding of its’ students very seriously and we believe it is the responsibility of all staff members to ensure safe practice and awareness when it comes to protecting the well being our students. Every member of staff holds an enhanced DBS check as a minimum. Those responsible during shows will also hold a chaperone licence and will abide by the county guidelines for chaperoning children. Every teacher will carry their own insurance policy which will cover, as a minimum, public liability. Every teacher will hold relevant qualifications and/or experience in their relevant fields and all new staff will require references.
All our staff carry up to date CPD accredited child protection training.
The nature of performing arts often requires hands on corrections. If any parent/student would prefer to refrain from this, please inform the office in writing at any time. In this instance, hands on corrections will only then be carried out if it’s deemed that the student is a danger to themselves or someone else.
It is the responsibility of the client to inform the teacher of any illness or injury prior to taking part in class.
In the case of hands on corrections, the following responsibilities are adhered to:
- Contact by the teacher is done with an awareness of the needs of the individual.
- Contact will be necessary and relevant to ensure correct and safe technique.
- Contact will be treated with care and sensitivity and will never involve force or use of any instrument.
- Students and parents are encouraged to communicate any concerns with the designated safeguarding lead, Anna Reeve Cook, or where the concern involves the aforementioned, concerns should be reported to Beverly Cook, company mental health and wellbeing lead, where we will follow the NSPCC guidance of ‘Recognise, React, Report, Record’ and all information will be stored securely and remain confidential and will only be shared on a ‘need to know’ basis.
A member of staff should never enter a toilet cubical or bathroom (if in a home) with a student.
No student under the age of 16 should be left alone in a private residence with the teacher during their class time. This includes when a class is online.
For online classes, the same policies apply. Students should not be left alone in the property during a class if under 16, classes should be set up in a communal area or where a door is left open. A student should be dressed appropriately, as they would be for an in person class. Privacy settings should be in place on the student’s communication device. Where possible, no personal items should be in view, including but not limited to, family photos, piles of washing, book or dvd titles etc. You will always be asked for your consent before a session is recorded and students should not use their own devices to record any sessions without the teacher’s consent.
Teachers are allowed to swap numbers with parents or students over the age of 18 on their client list and will also be given any relevant information that helps them to meet the need of the student. This information will be kept strictly confidential. This contact should be transparent and shared with the company if requested by APA and should be only of a professional nature involving discussions regarding classes and the student’s learning. Everything else should be communicated directly with the office.
No student or parent is permitted to follow a staff member’s private profile on social media.
During events and rehearsals, there will always be a trained first aider on hand.
When you sign up to classes with us, you will be asked to disclose some personal information. APA adheres to GDPR guidelines and any information collected is relevant and necessary and will be stored safely and destroyed once no longer needed. We agree not to pass your data on to any third party, UNLESS that third party also requires it for relevant and necessary purposes. This is including, but not limited to, exam boards for exam entries.
- Media use rights and permission
We often take photos and videos during classes and events. We ask parents/students over 18 to grant APA permission to use this media for fund raising, publicity or any other relevant purposes to help achieve APA’s aims. No identifying personal information is linked to such media. By signing this agreement, you are consenting to this request. You can withdraw your consent at any time in writing to the office.
APA retains the right to change these terms and conditions at any time and with no warning, however, you will be informed of any changes.