EMMA PILLING DANCE ACADEMY
General Terms and Conditions

1. ENROLMENT AND REGISTRATION

Parents / guardians must read, agree and sign an Enrolment Form for each student enrolled at Emma Pilling Dance Academy (EPDA) and this becomes the basis of the agreement with EPDA.

Parents / guardians must read, agree and sign a General Data Protection (GDPR) Consent Form.
For all new students enrolling after 1st April 2021, a one off, non-refundable Registration Fee of £10 is payable per student. This Registration Fee is also payable for any student that returns to EPDA after a break of more than one year.

A class timetable will be provided to meet the full provision required for each class and number of students at enrolled at that time. Whilst EPDA endeavours to maintain a consistent timetable, from time to time it will be necessary to adapt the timetable to meet any new requirements such as students progressing through graded examinations, or due to other reasons beyond EPDA’s control. When a change is made to the timetable, parents / guardians will be notified accordingly.

By enrolling at EPDA, parents / guardians agree to the Terms and Conditions set out hereafter.

2. CLASS FEES AND LATE PAYMENT PENALTIES

Class fees are reviewed annually and may be subject to change to reflect current market rates and / or due to inflation. If class fees change, parents / guardians will be notified accordingly.

Class fees are charged in 4 week blocks covering a 12 month period, based on 48 weeks per year. The school will close for a total of 4 holiday weeks per year. These holiday dates may be distributed across the year as determined by the school Principal and the dates may change from year to year.

From time to time, more than 4 holiday weeks per year may be taken at the discretion of the school Principal. In such case, any missed classes may be provided beyond normal class times. If this is not possible, a credit note or refund will be provided for the class fees.

Fees are due on the 1st of each Calendar month and paid one month in advance.

Payment can be made by cash or electronic bank transfer (bank details available from the EPDA office) using the student’s name as a reference.

Late payment of class fees will be subject to an administration charge of £5.

Students will not be able to participate in classes until outstanding class fees are paid in full.

3. CLASS FEE REFUNDS, ABSENCE AND NOTICE OF INTENTION TO LEAVE

Refunds of class fees will not be given for any of the following: (a) Students that choose to, or are unable to, attend class for any reason (for example due to a family holiday, a school trip or occasional illness), even if prior notice is given, (b) On the rare occasion that adverse weather conditions result in the EPDA studios being unable to open preventing face-to-face classes (an alternative online teaching service may be offered as detailed in the “Provision and Continuity of Services’), (c) Students that are required to self-isolate due to COVID-19.

In the unlikely event that EPDA is unable to provide teaching services (for example due to a teacher being unwell resulting in a class being cancelled at short notice), EPDA will endeavour to provide an alternative service wherever possible to fulfill the teaching requirement (such as moving a class to an alternative date). If this is not possible within a reasonable timescale, then a credit note or refund will be provided upon request by the parent / guardian.

At least one month’s notice must be given in writing by the parent / guardian if a student chooses to leave the school entirely. No refunds are given as class fee payments are required one month in advance to cover the notice period.

Students will be required to leave EPDA without notice for any serious breach of the school’s Terms and Conditions or for any other serious misconduct.

4. PROVISION AND CONTINUITY OF SERVICES

From time to time the EPDA studios may be forced to close due to events beyond EPDA’s reasonable control, therefore preventing face-to-face classes. These events may include, but are not limited to, force majeure events (‘acts of god’), adverse weather conditions or Government legislation imposing restrictions and / or temporary closure of the school (such as the COVID-19 pandemic lockdown restrictions).

In the event of such a forced closure, an alternative teaching service may be provided via online classes (using ‘Zoom’ or similar technology) if it is deemed appropriate by the school Principal. Where such online lessons are provided that meet the teaching requirements of the school at that time and therefore providing full provision of all classes, payment of class fees will be required as normal and no discounts or refunds will be given.

If a student decides to not participate in online learning, the student’s parent / guardian should notify EPDA immediately in writing. The parent / guardian will be given two options: (Option 1): To maintain the students place in the school through payment of a monthly retainer fee (chargeable of up to 25% of their normal class fees per month (with a minimum of £10 per month, capped at £30 per month) in lieu of their normal monthly class fee for the duration of the online learning. The retainer fee includes access to pre-recorded teaching resources for the student to continue their remote learning until they return to face-to-face classes, or (Option 2): Give one month’s notice of intention to leave the school and the standard one month’s notice period applies to class fees. No refunds are given as fee payments are required one month in advance to cover the notice period. EPDA cannot guarantee a student’s place in the school for any of their classes if they do not take part in online learning and later choose to rejoin face-to-face classes when they recommence in the studio.

5. ONLINE CLASSES

Participation in online classes is at your own risk, neither EPDA nor its teachers can accept liability for damage or injury howsoever caused.

When taking part in online classes (using ‘Zoom’ or similar technology) parents / guardians of students under the age of 16 must be present to supervise their child at all times. Parents / guardians must not be seen in front of the camera unless requested by the teacher.

Parents / guardians must make sure there is sufficient space for the student to move safely and that the floor surface is suitable and is nonslip. If students are taking part in a Tap class, EPDA recommends the student tests out a small area to make sure it doesn’t damage the floor (Jazz / Ballet shoes can be worn as an alternative).

Student must wear the correct uniform for their online dance class with hair neatly tied up.

A private share link and password for the online class will be provided to parents / guardians by EPDA. Parents / guardians and students must not share the link for classes with anyone else. Do not use any other share link if you are unsure it originated from EPDA.

When logging on to the online class, set up the device with the name of the student participating otherwise you may be refused entry to the class.

Late participants may not be accepted into the class for health and safety reasons.

Students must have their video camera switched on at all times to ensure safety.

Students must mute their microphones at all times unless instructed by the teacher or if they wish to ask a question.

Parents / guardians are responsible for ensuring (a) their internet connection speed is adequate for the purpose of online video conferencing, (b) their internet connected devices have adequate cyber security software installed (such as antivirus, anti-spyware and a firewall), (c) their wireless network (if used) has adequate security settings and a strong password.

6. EXAMINATIONS

Students are entered for examinations at the discretion of the school Principal and parents / guardians will be notified accordingly.

Examination fee deadlines must be adhered to as students cannot be entered for examinations once the examination fee deadline has passed.

A refund for non-attendance at an examination can only be given on production of a medical certificate, in which case the examination fees will be transferable to a future examination session of the same genre within 1 year and an administration charge will be applied. If a student leaves the school before the next examination session, no refunds will be given.

7. SHOWS / PERFORMANCES AND EXTERNAL TEACHING PROVISION

EPDA shows and other performances (such as pantomime) will take place at the discretion of the school Principal and parents / guardians will be notified accordingly.

Tickets for EPDA shows are sold on a first come, first served basis and no refunds will be given for any tickets unused due to non-attendance, even if prior notice is given.

Tickets and / or associated fees for any show, performance or teaching provision that is arranged and provided by an external service provider will be subject to the terms and conditions of that external provider.

8. CODE OF CONDUCT – STUDENTS

Students are required to arrive in good time for their classes, so they do not miss the essential warm up. Latecomers will not be able to join the class until they are warm, to prevent injury.

EPDA teachers have the right to refuse entry to classes for students that are persistently late.

No food, drink or outdoor shoes are permitted in the studio. Bottled water is permitted outside of the studio.

Student must wear the correct uniform for all classes with hair neatly tied up.

No smoking, drugs or alcohol is permitted in or around any area of the studio premises.

9. CODE OF CONDUCT – PARENTS / GUARDIANS

Parents / guardians are required to accompany their child on to the studio premises upon drop off and collection. Parents / guardians must be sighted by a member of EPDA staff before their child is released to them.

No parents / guardians are allowed into the studio whilst dance classes are in progress unless prior agreement is made with the school Principal.

EPDA cannot be held responsible for any student outside of the studio premises.

Parents / guardians are responsible for explaining to their child the behaviour that is expected of them to ensure their safety in class, on studio premises and for the duration of any off-site performances.

Parents / guardians take full responsibility for their child's conduct and actions.

EPDA reserves the right to refuse admittance to any parents / guardians of a student if they demonstrate inappropriate, violent or abusive behaviour or communication to any EPDA staff member, student or other parent / guardian at EPDA.

No smoking, drugs or alcohol is permitted in or around any area of the studio premises.

10. USE OF PHOTOGRAPHY AND VIDEO

No photographs or videoing is permitted of any student in class by students and / or parents / guardians without prior permission from EPDA.

EPDA may take photographs or video recordings of students in class, during online classes, performing at events or during school productions. These images and recordings may be used by EPDA for such purposes as (a) advertising material, (b) printed publications, (c) website, (d) social media, (e) video streaming services (such as YouTube), (f) DVD productions (or other physical media distribution methods).

From time to time, the school may be visited by the media who may take photographs of students, which may appear in local or national newspapers or televised news programmes.

Parents / guardians give consent for the use of all photography and video recordings, otherwise their child may not be able to take part in classes or other performances.

11. STUDENT SAFEGUARDING AND SAFETY

EPDA provides efficient, up to date, enjoyable and safe instruction in dance to all students who enrol in the school. Further details are found in EPDA’s ‘Child Protection and Safeguarding Policy’.

Parents / guardians give consent for (a) First Aid treatment to be applied to students by a qualified EPDA First Aider if necessary, (b) a member of EPDA staff to accompany young students to the toilet when required, (c) an EPDA teacher to have physical contact with the student to make corrections to posture etc. This will always be done in an appropriate manner with the student’s best interests in mind. By necessity, the teaching of dance involves a ‘hands on’ approach to ensure the safety of the student, correct body alignment and to avoid injury, (d) an EPDA member of staff to assist students in determining the appropriate sizing for dancewear, shoes and costumes.

EPDA and its service providers attempt to minimise any risk of personal injury within practical boundaries of teaching dance, however accidents can happen and all physical activities carry the risk of personal injury. Parents / guardians acknowledge that while every care and safety measure will be taken, there is an inherent risk of personal injury in physical activities that will be undertaken at the studio and accept that risk.

12. COVID-19 RISK ASSESSMENT AND TERMS AND CONDITIONS

EPDA has conducted a COVID-19 risk assessment and implemented safety procedures, cleaning regimes and social distancing measures to ensure face-to-face classes can be delivered safely in line with UK government guidelines.

Parents / guardians must read and accept EPDA’s ‘COVID-19 Terms and Conditions’ before attending face-to-face classes during the COVID-19 pandemic. This policy will be reviewed periodically in the event of any changes required to EPDA’s safety procedures and / or changes to the UK government guidelines. Parents / guardians will be notified of any changes accordingly.


These Terms and Conditions were last updated on 26th March 2021.


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