studio policies and procedures

At FACES, our team is committed to ensuring that your child’s full potential in the arts is reached while at the same time ensuring that their arts education is a fun and positive learning experience. All of our instructors are professionals, experienced in their respective disciplines. To support your child’s safe and positive learning and performance experiences at FACES, we have instituted the following policies and procedures.

Class Placement & Registration

It is very important that all students are placed in a class that reflects their education, skill, and experience more so than their age. Even if students take similar classes all children develop differently it may be necessary to move a student to a more suitable class in order to meet all the students needs. Any moves will be discussed with the parent and the student and will take place within the first month of the dance season. If a student feels uncomfortable in the class that they are in, please notify us right away so we can do our best to fix the problem. 

Dance schedules come out well before registration begins at the start of May. Room in the dance classes is available on a first-come, first-served basis. After the class is full, a wait list will be started. Returning families and students will have one week to register for classes prior to the schedule being released to the public to accept in new dance students.

Registration for private music lessons opens up the first week of August. Returning students will have one week to register in a time slot with their instructor prior to the music schedule being released to the public to accept in new music students.

Fees - Dance

Fees are based on the total number of weeks in the dance season but are divided into semi-annual payments for everyone’s convenience. There is no GST on our classes. All regular fees are to be made payable to the Arts Council for the South Shuswap. Tuition may be paid upfront all at once, or in monthly installments. Installments are due September 1 through May 1st. Any student with outstanding tuition after May 1st may run the risk of not being able to perform in the year-end dance recital.

All payments can be made through our online payment provider through the FACES Registration Portal. If you are not able to pay by credit card through the portal, you can make arrangements with FACES Administrators to pay by cheque or by e-transfer. E-transfers can be sent to assist@shuswaparts.com. Password for the 2024/2025 year should be FACES2024. There will be a $25.00 NSF charge for each returned cheque.

Fees - Music

Fees are based on the 10 lesson sessions provided from September through to May. Music tuition must be paid in full by the start of the session. There is no GST on our classes. All regular fees are to be made payable to the Arts Council for the South Shuswap. Tuition must be paid on the first day of each private music session (which the exception of tuition being charged to a third party such as homeschool accounts). Any student with outstanding tuition after the start of the final session may run the risk of not being able to perform in the year-end music recital in May.

All payments can be made through our online payment provider through the FACES Registration Portal. If you are not able to pay by credit card through the portal, you can make arrangements with FACES Administrators to pay by cheque or by e-transfer. E-transfers can be sent to assist@shuswaparts.com. Password for the 2024/2025 year should be FACES2024. There will be a $25.00 NSF charge for each returned cheque.

Dance Costumes

Every student will require a costume for the year-end performance that is held in May on the Carlin Stage (upstairs from the FACES Studio). Costume prices can range anywhere between $60 to $95 depending on the design and the US Dollar. Individual teachers are responsible for choosing all costumes and will do their very best to keep the costumes affordable. A separate notice will be sent home to the parents via email informing them of their balance owing for each class costume. In addition to costumes, the students are responsible for supplying their own dance shoes, tights, undergarments, hair accessories and make-up. All costume fees are due by February 1st to ensure costumes can be ordered in a timeline manner for the year-end recital. Please note, after the costume has been sent home with the student, the studio will not be responsible for anything lost or stolen. Costumes will not be handed out without prior payment in full – no exceptions.

Alternatively, the option to rent costumes for the year-end and Christmas recitals is available to families. Rented costumes are to be promptly returned following each recital in excellent condition. 

Withdrawal Policy

If a student wishes to withdraw from classes written notice must be sent to the FACES Administrator via email at assist@shuswaparts.com one full calendar month prior to cancelling classes. No exceptions. Once notice is received, one month’s fees will be withheld and the remainder of fees will not be processed. Costume fees will be refunded if a student withdraws prior to the costumes being purchased. There will be no refunds on partially attended months.

There will be no refunds after February 1st. If personal financial difficulties arise during the year, please contact the administrator directly to make arrangements.

Class Attendance – Dance Classes

Please make every effort to attend all regularly scheduled classes. When you miss lessons you fall behind and make it difficult for the group to progress. Please be punctual (ideally early) for all classes and rehearsals. It is very disruptive to the class if a student is late. There are no refunds for any missed classes, but there are frequently opportunities to make up classes.

Absences – Dance Classes

If you miss several classes for health or personal reasons a private lesson with the teacher may be advised. Charges for the instructor’s time will apply. Unfortunately missed dance classes are not refundable. In the event that the instructor has to cancel a class due to prior obligation or inclement weather, a make up class will be scheduled to ensure students receive all of their in-studio classes as programmed.

If a student misses more than three (3) classes (ones that are not previously communicated to the studio or teacher as a planned absence), a communication will go home to the family to ensure that the student will not have any further absences in the year. We have children on a wait list for many of our classes. if your child is not making classes, they may run the risk of forfeiting their space in the class to someone on the wait list.

Class Attendance – Private Music Lessons

Please make every effort to attend all regularly scheduled classes. Music teachers must be given at least two (2) weeks’ notice for a planned absence. There will be fees charged for a planned absence assuming the required notice above is given.

Absences – Private Music Lessons

Unfortunately we cannot refund lessons with any less than 24 hours’ notice in this event. In the event that the instructor has to cancel a lesson due to prior obligation or inclement weather, a make up class will be scheduled to ensure students receive all of their private lessons as programmed.

If a student misses more than three (3) private music lessons (ones that are not previously communicated to the studio or teacher as a planned absence), a communication will go home to the family to ensure that the student will not have any further absences in the year. We have children on a wait list for private music lessons; if your child is not making classes, they may run the risk of forfeiting their music lesson slot to someone on the wait list. Please ensure your child arrives at the studio in time for the start of his/her lesson. If he/she is late, their lesson will be shortened to wrap up at the prescribed end time.

Studio Etiquette

Food in the Studio

Absolutely no food, gum or candy in class. You may eat other foods in the waiting area (as long as you don’t make a mess). Please use the recycle and garbage bins as set out in that area.

The studio is NUT FREE due to so many allergies. We ask that you refrain from bringing in any products containing nuts.

Storage of Coats, Shoes, Boots & Bags

When you arrive at the studio, please ensure coats are hung up and shoes put into the cubbies located outside of the washroom area. No outside footwear allowed in the dance studios. Students must pick up their garbage and take care in all studio areas.

We ask for quiet in the waiting area and other rooms in the studio at all times. We have a lot going on between dance, music and the odd art class. It’s important that everyone has the learning conditions that they need to experience the best of what FACES has to offer. We ask that students and parents with young children keep talking and playing to a lower level.

Student Behaviour

We will try to handle all conflicts within the studio. If this fails, a call will be made to the parent and a meeting will be arranged. We expect that all students will be on their best behaviour in class and will be respectful of other dancers within the school, the teachers, the premises, and the other tenants that occupy the building. When student are performing outside the studio we expect them to be on their best behaviour, to be courteous to competitors, other teachers, and members of the general public.

Students and / or parents who repeatedly disrupt classes, who conduct themselves in a manner that the studio ownership deems to be objectionable, or who cause reputational damage to the studio will be expelled from the studio.

Discussions with Instructors

Parents are asked to curb interaction with the instructors in between classes as we run a very tight schedule at FACES, with little time in-between each class. If you have something you would like to discuss with your child’s teacher, we ask that you do the same through the FACES Registration Portal.

Group Festivals or Competitions

There are several annual competitions or festivals available to our dancers or music students to compete or perform in. All competition groups or soloists are entered and adjudicated for marks. Our focus will not be put on the marks or on the placing, but rather how well the group or soloist performed and if they tried their best.

Competition could be something that the FACES instructors may explore for Spring. If there is student interest, competition or festival participation will be discussed thoroughly with the parents and students prior to entry as extra teaching time fees and possible costume fees will apply. If extra studio time is required in order to prepare for a competition, those students participating will be charged for extra teaching fees.

Special Festival or Competition Choreography

Students who are interested in learning a solo, duo, or trio for competition must take at least one ballet lesson per week in their discipline at FACES. Only Hip Hop and Tap or Jazz students may enter a solo, duo, or trio without taking ballet. Parents/students should talk directly to the instructor regarding festival choreography. All choreography fees will be due and payable to the instructor on the first lesson. The students and parents are responsible for their own costume purchase or rental.

Exams

At this time FACES does not partake in any Royal Academy Exams. This may be something that we explore in further years.

Year-End Recital in May

The year-end recital gives all the students in the school the opportunity to perform on stage in front of a large audience. This is where you see the true strength and growth in a student’s learning. It is a safe and encouraging event where ALL students will be highly supported by their instructors, their family & friends and by their fellow students.

The year-end recital is held mid-May on the Carlin Stage (upstairs from the FACES Studio) and tickets will be sold through the parent portal toward the end of April. Should there be a shortage of tickets where another show is required, the studio has the right to add another show to ensure all families are accommodated. In that event, students are expected to make both performances.

Each dance class in the studio has a number to perform in the recital and it is rehearsed in regular class time. There will be extra rehearsals in the studio the week of the recital and a dress rehearsal on the Carlin Stage closer to the performance date. Extra rehearsals are already paid for through your regular tuition fees.

It is an expectation that all dance class students will perform in the final year-end dance recital. Families will be given the year-end recital date at the beginning of the year so that all other potential conflicts in date can be avoided in everyone’s family calendar.

It is also strongly recommended that parents encourage their children to perform in the final year-end music recital. Families will be given the year-end recital date at the beginning of the year so that all other potential conflicts in date can be avoided in everyone’s family calendar.

Risk Factors

Theft

If a student is caught stealing they will be immediately expelled from the school. Refunds will apply as outlined above. If a parent is caught stealing they will be banned from the school and turned away from any school productions.

Drugs

Any possession of illegal drugs or impairment by illegal drugs on the school premises will result in the immediate expulsion of the student. Refunds will apply as outlined above. If a parent is impaired by illegal drugs on school premises they will be banned from the studio and any studio productions. If a parent is found in possession of illegal drugs on the studio premises the RCMP will be called and the Arts Council for the South Shuswap will press charges as we assume the parent is trying to sell the drugs on our premises.

Alcohol

If a minor student is impaired by alcohol or in possession of alcohol on the studio premises they will be dismissed from the school. Refunds will apply as outlined above. If a parent shows up to pick up their child and is impaired by alcohol, the child will be driven home safely by a parent volunteer or Instructor.

Bullying

Bullying, harassment or acts of disrespect, whether it is teacher/student, student/teacher, student/student or adult/student within the studio is not tolerated. If a child feels unsafe at any time, he or she is encouraged to speak directly with their Instructor. In the event, that is not possible, the family is encouraged to contact the FACES Administration at admin@shuswaparts.com or immediately call 250.515.3276.

Any form of bullying, harassment or disrespect within the FACES studio will not be tolerated under any circumstances. This type of behaviour will be swiftly dealt with by the FACES Administration and, if you and/or your child is found to be exhibiting this type of behaviour, you will run the risk of being asked to leave the studio.

Instructor – Safeguards for Youth & Those In Vulnerable Situations

Parents can be assured that the Arts Council for the South Shuswap has taken every precaution and measure to ensure the safety and wellbeing of those who are vulnerable - children, youth, seniors and those with special needs or requirements.

All of our instructors have submitted to and have passed Criminal Records Checks.

You will also notice that our music studios have doors with windows. We make every effort to ensure that children or those who are vulnerable are never alone with an Instructor behind closed doors.