Terms & Conditions

Academy rules and guidelines 2021 - 2022 

Important Information

· We ask that Students are dropped off 5 minutes before their class starts, a member of our team will come to the door to collect them and bring them into the studio.

· At the end of class students will be brought to the front door by a member of our team and dismissed to the correct guardian.

· All students are asked to bring their own (named) water bottles to class and if they need snacks, please stress the importance of rubbish being put in the bin.

· Students need to come dressed for class, all outer clothing must be placed into a bag during class.


Fees

 · Fees must be paid on time. Failure to do this may result in students being asked not to participate in classes – especially if fees are outstanding!

· Please always feel free to talk to Nicole or Ashley regarding fees and payments.

· We ask that everyone pays fees through Class4Kids. 

Uniform

We have a beautiful uniform that can be purchased through ourselves directly. We open the order form once month for this.

· Black leggings and black leotard or top are also acceptable.

· Black tap shoes (not Stonehouse classes) & black split sole jazz shoes (black ballet shoes for Tiny Starz) alternately black plimsols. Shoes must be worn. Commercial class are allowed trainers.

· Hair must be up and away from the face (preferably in a bun)



Shows and Exam Work

We will always try our best to give as much notice for show dates, but please understand that sometimes changes are out of our control.


The children will be entered into exams for the different styles of dance. This is an essential part of their progress and certificates mark their continuing improvement.

From the age of 4 years onwards, the pupils are entered into exams. We always let you know exam date and cost at least 1 month before them.

  

Costumes 

 

Academy Regulations, Polices and GDPR

  

School Regulations, Polices and GDPR

Observance of the following rules, regulations and policies is implicit in the acceptance of a place in the Academy. The Academy reserves the right to refuse entry to classes if these rules are not complied with. The Academy reviews and amends its policies and regulations on a regular basis and advises parents and teachers to read this document thoroughly to ensure a clear understanding is gained. Please contact the Principal, Nicole Lockhart (O’Donnell) if you require more information. We ask that parents/guardians give one months notice in writing if she/he wishes to leave the school, stop or change any classes. Alternatively a full months fees must be paid in lieu of such notice.

 

Academy Regulations

1 -All pupils must complete a registration form. The digitally signed registration form acts as an agreement between Nicole O’Donnell Performing Arts Academy and parents/guardians and states one months notice in writing must be given if she/he wishes to leave the academy, stop or change any classes. Alternatively a full months fees must be paid in lieu of such notice.

2 - Students attending the Academy who wish to stop attending a class or start a new class are required to give the school one months notice. All class changes must be authorised by the Principal and all requests must be put in writing. Fees will not be altered when insufficient notice for a student leaving or changing a class is not given.

3 - All fees are payable on a monthly basis, unless a different date has been previously arranged with Nicole. Fees are non-refundable and will not be returned because of absence.

4 - After one month of dancing, the official uniform should be purchased. We ask that parents don’t put their child in outside clothing, class uniform is essential.

5 - No jewellery is to be worn in class; this includes watches, earrings and face jewellery. For security reasons, we recommend that valuables are not brought to the Academy. Mobile phones/ tablets must be switched off, and the teacher has a right to confiscate mobile phones/ tablets if used within the duration of the class. Your child will receive the mobile phone/ tablet after the lesson ends. No chewing gum is allowed in class.

6 - It is the responsibility of the parent to name ALL pieces of uniform and to check when leaving that they have all their possessions with them. No responsibility will be taken by the Academy for any losses incurred on the premises. Please let the teacher know if anything has been lost or left behind as any lost items in our lost property box located in the hall.

7 -Please inform us if your child is suffering from any health complaints or allergies.

8 - All term and holiday dates are on the newsletters, we try to have a newsletter out every week, we also post this on our FB page.

9 - Parents are not allowed to sit in the hall during classes.

10 - If a pupil wishes to undertake auditions or other classes at a different Academy it is professional etiquette to contact the Principal of the Academy in order for permission to be granted.

11 - The Academy reserves the right to end a student’s attendance at the school for reasons such as non-payment of fees, incorrect dress or unacceptable behaviour.

12 - Please respect the building and property where the classes are taking place, by keeping the noise level low and the rooms tidy and free of rubbish. USE BINS PROVIDED.

13 - For security purposes, pupils must not leave the premises without a parent or guardian.

14 - Parents must fill out a new registration form if their details have changed. The Principal must be notified of any changes of address, contact number or email address. 

 

Academy Polices

Confidentiality

The Academy emails and letters contain confidential and/or privileged information and are intended for only the person to whom it is addressed. Any unauthorised copying, forwarding, disclosure or distribution of the material contained in emails and any attachment is strictly prohibited. All personal information at the Academy is kept confidential and will not be discussed or shared by the school with any other parent or student.

Cancellations

If there is a bad weather warning in place and you are in doubt about classes taking place. Please check on FB or with the Principal. In such cases the Academy will always do it’s best to replace classes. Parents will be notified by our FB and emails. Please make sure your details are up to date and you check our FB page. If classes are cancelled due to unforeseen circumstances and cannot be replaced all money will be reimbursed for classes. All teachers will continue with classes, even if there are inadequate numbers of students. In such cases the Principal will be contacted to make adequate changes to the timetable.

Child Protection

At the Nicole O’Donnell Dance Academy we have a duty of care to safeguard all children. It is our aim to provide children and young people with appropriate safety and protection that attend the Academy. We abide by The Child Protection Act.

Protection of our children

At the Nicole O’Donnell Dance Academy, we ensure that all children are protected. For younger students we insist they do not go home without their parents or guardians and will be kept within the classroom with the teacher until collected. Once out of the lesson parents are responsible for their children. Parents and students will aim not to let any persons in the hall if they do not know them or are suspicious of them. We also do not tolerate any behaviour that results in bullying or discrimination, the Academy will give a written notice for any unacceptable behaviour from a student. If this behaviour does not show improvement the Academy has the right to refuse admission.

Use of Photographic/Filming Equipment

If a parent wishes to photograph or film classes, they may do so with the permission of the Principal and the teacher's consent, however we operate a policy that protects families that do not wish their children to be photographed or filmed. If this policy is found to be breached we will ask you to remove all photography/filming. We use our own Photographs and Filming as a platform to advertise the Academy and to celebrate the student's achievements. The Academy Photos and Filming will be published of children at the Academy and we ask that all members of the Academy notify us if you do not want wish your child to be photographed or filmed when you register with the Academy. When the we film our annual displays, if parents do not wish their child to be recorded, then these students will unfortunately be unable to participate in the performance.

Health and Safety

Some physical contact is necessary by the teacher to demonstrate exercises or techniques or to prevent injury during the class. If in the case of minor accidents and first aid needs to be administered, the Academy will contact the Parent/Guardian immediately. No responsibility is taken for any injury occurring, during or after classes, although great care is taken to avoid such an occurrence. When a parent enrols their child, it is their responsibility to ensure that the information given on their registration form is correct and the Academy is aware of any illness or disability that may affect their child during lessons.

The use of Social Media

We ask that current students who have access to social media do not contact teachers or student teachers on their personal pages. We ask that all students contact the Academy’s email and/or social media page for any questions, helpful tips and advice. Social media is a wonderful communication tool however the Facebook Page, Instagram and email should be the only use of social media contact from current students to teachers. We use our Social Media Pages as a platform to advertise the Academy and to celebrate its student’s achievements. The Photos will be published of children at the Academy and we ask that all members notify the us if you do not want wish your child to be photographed when you register.

  

 

General Data Protection Regulations 2018

In accordance with the GPDR Statement.

GDPR stands for General Data Protection Regulation and replaces the previous Data Protection. It was approved by the EU Parliament in 2016 and comes into effect on 25th May 2018. GDPR states that personal data should be ‘processed fairly & lawfully’ and ‘collected for specified, explicit and legitimate purposes’ and that individuals data is not processed without their knowledge and are only processed with their ‘explicit’ consent. GDPR covers personal data relating to individuals. Her at the Academy we are committed to protecting the rights and freedoms of individuals with respect to the processing of children's, parents, visitors and staff personal data. The Data Protection Act gives individuals the right to know what information is held about them. It provides a framework to ensure that personal information is handled properly.

 What we do:

We do not disclose or sell personal data to third parties.

We do not disclose personal data to other members of the Academy and their families.

The Academy uses contact numbers and emails for newsletters, updates, whole school and individual communication, invoices and general information.

Emergency Parent contact numbers are given to teachers termly for the sole use of emergency contact only.

Paper registration forms are stored in a secured filing cabinet at the home office of the Principal.

Hard copy information is destroyed via secure information shredding service.

Information about individual children is used in certain documents, such as, a weekly register, medication forms and examination documentations. These documents include data such as children's names, date of birth and emergency contact numbers. These records are shredded after the relevant retention period.

​The Academy collects a large amount of personal data every year including; names and addresses of those on the waiting list. These records are shredded if the child does not attend or added to the child’s file and stored appropriately.

​The Academy stores personal data held visually in photographs or video clips or as sound recordings. No names are stored with images in photo albums, displays.

​Access to the Email account, personal Data, Social Media Accounts, Newsletters and Examination Details is password protected and is not available to members of the Public, members of the Academy and or its staff. The Principal has sole access to all this data and the administration team has access to School Email account only for welcoming new members only. When a member of staff leaves The Academy’s passwords are changed in line with this policy and our Safeguarding policy. Any portable data storage used to store personal data, e.g. USB memory stick, are password protected and/or stored in a locked filing cabinet.

GDPR includes 7 rights for individuals

1) The right to be informed.

The Nicole O’Donnell Dance Academy is registered with the British Association of Teachers of Dance (BATD) and British Dance council (BDC) and as so, is required to collect and manage certain data. The parent’s and or guardian's names, addresses, emergency telephone numbers and email addresses. We also collect children’s’ full names, addresses, date of birth along with any SEN requirements and are paper registration forms are stored in a secured filing cabinet at the Principals home office.

This is in respect of our Health and Safety and Safeguarding Policies.

As an Employer of Self Employed practitioners, the Academy required to hold data on its Teachers such as names, addresses, email addresses, telephone numbers and bank details. Information such as Disclosure, personal Public Liability insurance, First Aid Certificate's, Membership details and any qualification's. This information is stored paper forms are stored in a secured filing cabinet

​2) The right of access.

At any point an individual can make a request relating to their data and we will need to provide a response (within 1 month). The Academy can refuse a request, if we have a lawful obligation to retain data but we will inform the individual of the reasons for the rejection. 

3) The right to erasure.

You have the right to request the deletion of your data where there is no compelling reason for its continued use. However the Academy has a legal duty to keep student and parents details for a reasonable time*. We retain any records relating to student's accident and injury records for 19 years (or until the child reaches 21 years), and 22 years (or until the child reaches 24 years) for Child Protection records. Self Employed Teaching records will be erased when the member of leaves their position. All hard copy information is destroyed via secure information shredding service.

* The Nicole O’Donnell Performing Arts Academy holds personal data while the student is registered at the Academy. The Academy requires a written notice to put into action the erasure of your data. If record of this is not found, The Academy will continue to use your data.

4) The right to restrict processing.

Parents, visitors and staff can object to The Nicole O’Donnell Dance Academy processing their data. This means that records can be stored but must not be used in any way, for example Newsletters, General Emails about news and updates and Teachers - Parents text service. In this situation, The Academy has no obligation to refund any classes missed or cancelled due to 'lack of communication'. It will be the parents responsibility to ensure they are informed about the Termly event's happening at the Academy.

5) The right to data portability.

The Academy requires data, for example registration forms to be transferred from student, to teacher, to Principal. The Academy also requires to provide data such as student date of birth to be able to enter students in BATD Exams or BDC competitions. In this case recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.

6) The right to object.

Parents, visitors and staff can object to their data being used for certain activities like marketing or research.

7) The right not to be subject to automated decision-making including profiling.

Automated decisions and profiling are used for marketing based organisations. The Nicole O’Donnell Dance Academy does not use personal data for such purposes.

This Policy was issued by the Principal Nicole Lockhart (O’Donnell), owner of The Nicole O’Donnell Dance Academy in August 2018.

Policy review date: October 2022



Assumption of the Risk and Waiver of Liability Relating to Coronavirus/COVID-19

The novel coronavirus, COVID-19, has been declared a worldwide pandemic by the World Health Organization. COVID-19 is extremely contagious and is believed to spread mainly from person-to-person contact. As a result, Worldwide governments and health agencies recommend social distancing and have, in many locations, prohibited the congregation of groups of people.

I (Nicole) have put in place preventative measures to reduce the spread of COVID-19; however, Nicole cannot guarantee that you or your child(ren) will not become infected with the virus. Further, attending classes could increase your risk and your child(ren)’s risk of contracting COVID-19.

By agreeing, I acknowledge the contagious nature of COVID-19 and voluntarily assume the risk that my child(ren) and I may be exposed to or infected by COVID-19 by attending classes and that such exposure or infection may result in personal injury, illness, permanent disability, and death. I understand that the risk of becoming exposed to or infected by COVID-19 at Nicole O’Donnell Dance Academy may result from the actions, omissions, or negligence of myself and others, including, but not limited to, Nicole O’Donnell Dance Academy employees, independent contractors, volunteers, and program participants and their families.

I voluntarily agree to assume all of the foregoing risks and accept sole responsibility for any injury to my child(ren) or myself (including, but not limited to, personal injury, disability, and death), illness, damage, loss, claim, liability, or expense, of any kind, that I or my child(ren) may experience or incur in connection with my child(ren)’s attendance at Nicole O’Donnell Dance Academy or participation in Nicole O’Donnell Dance Academy programming either at the studio or hired location. (“Claims”). On my behalf, and on behalf of my children, I hereby release, covenant not to sue, discharge, and hold harmless Nicole O’Donnell Dance Academy, its employees, agents, and representatives, of and from the Claims, including all liabilities, claims, actions, damages, costs or expenses of any kind arising out of or relating thereto. I understand and agree that this release includes any Claims based on the actions, omissions, or negligence of , Nicole O’Donnell Dance Academy, its employees, independent contractors, agents, and representatives, whether a COVID-19 infection occurs before, during, or after participation in any Nicole O’Donnell DanceAcademy, program.

NOTE: Returning to Nicole O’Donnell Dance Academy, is permissible only if the following guidelines have been met.

¨ I have no illness or show any virus symptoms such as fever, cough or congestion.

¨ None of my relatives (living with me) have been diagnosed or have Covid-19 within the last 14 days.

¨ I have not traveled outside of SCOTLAND, since the beginning of the pandemic.

¨ I have travelled outside of Scotland but have adhered to the Government Quarantine rules on return.

¨ I agree to follow the proper hygiene and safety guidelines put into effect by Nicole O’Donnell Dance Academy, 

¨ If your child misses class due any Covid-19 related issues, class fees are still applicable.

(Dancers with signs of illness or unable to conform to the Nicole O’Donnell Dance Academy, guidelines listed above MUST remain home.)



COVID-19 Risk Assessment

Contents:

  •  Exposure risk - Travel
  •  Access & egress - Welfare / Hygiene
  •  Social distancing (1+m and working within 1+m of Others) - Manual Handling
  • First aid

 

Assessment date: June 2021

Review date: Rolling

Version: 1.2

*Details available upon request