The following policies and protocols ensure a safe learning environment for students attending classes and clear understanding of school policy for parents and students.
1. MAKE UP / MISSED CLASS POLICY
1.1 ETPAA does not offer make up classes or reimburse fees for classes missed by students for any reason.
1.2 Classes be cancelled by ETPAA will be rescheduled or reimburse by ETPAA
1.3 ETPAA reserves the right cancel / reschedule classes at any time throughout the term / semester.
2. REPRESENTATION POLICY
2.1 GRANT OF RIGHTS - By signing the ETPAA registration form I hereby grant to ETPAA the absolute and irrevocable right and permission, throughout the world, in respect of the photographs and/or video footage (“the material”) that it has, or has had taken of the registered student or in which the student may be included with others: To use, publish, reproduce, digitise, edit, modify, distribute in print and online, publicly display in print and online, share via social media, and publicly perform the same, in whole or in part, individually or in conjunction with other photographs or videos, and in conjunction with any copyrighted matter, in any and all media now or hereafter known, for illustration, website, promotion, art, marketing, advertising and trade unless non representation box is ticked on the registration form.
2.2 RELEASE - By signing the ETPAA registration form, I hereby release and discharge ETPAA from any and all claims and demands arising out of or in connection with the use of the photographs or footage, including without limitation any and all claims for defamation, invasion of privacy, and misappropriation of my right of publicity. I hereby by waive any claim that I may have to inspect or approve any images, products or copy in connection with any of the material.
2.3 COPYRIGHT MATERIAL - By signing the ETPAA registration form, I acknowledge that I have no claim to the copyrights in the material. The copyright owners have the right to copyright the material in their own names or otherwise and to use, assign, and license the material throughout the world, including any rights I might have.
2.4 REPRESENTATIONS - I have read the foregoing and fully understand the contents thereof section Representation Policy
This release shall be binding upon me and my heirs, legal representatives and assigns. I further release ETPAA from any responsibility for injury incurred during any and all past, present or futures photography and/or video sessions and activities.
2.5 TERMINATION - Representation can be terminated by either party at any time via email notification. [email protected]
3. INJURY/MEDICAL POLICY
3.1 All students must fill in the ETPAA Medical information form before attending classes.
3.2 It is the student’s responsibility to notify their tutor in the event of injury/medical condition, prior to class.
3.3 Basic first aid is available to every student. Due to government regulations we are unable to provide anyone with Panadol or equivalent medication.
3.4 In the unlikely event of injury requiring treatment by a doctor, an ambulance will be called to the studio. Any parent opposed to this should advise this on enrolment. Every effort will be made to contact the parent if this situation arises.
4. COSTUME POLICY
4.1 All costumes for the end of year concert will be sourced by ETPAA and then student will be invoiced accordingly.
4.2 End of year costumes will be invoiced and full payment must be received before costumes are released.
4.3 Competition costumes for team events will be sourced by ETPAA and students will pay accordingly. The exception is solo costumes, which are the sole responsibility of the parent. All solo costumes must first be approved by ETPAA tutors before performances.
5. CONCERT POLICY
5.1 Student involvement in the year end concert is encouraged, but is not compulsory.
5.2 All students performing in the end of year concert are required to wear the costume allocated to the class routine.
5.3 ETPAA will source and invoice all students for the end of year costumes. The costumes will become the property of the student.
5.4 There is no refund for costumes once payment has been made. All costumes orders are placed in bulk.
6. LIMIT OF LIABILITY POLICY
6.1 Essential Talent Performing Arts Academy do not exclude or limit –
(a) the application of any provision of any statute (including the Trade Practices Act 1974) where to do so would contravene that statute or cause any part of this clause 7 to be void; or
(b) direct losses and damages which arise only as a result of ETPAA’s gross negligence (which means where ETPAA commits an act or allows an omission to occur in reckless disregard the consequences of the act or omission).
6.2 Except where clause 7.1 applies, ETPAA excludes all statutory liability, tortious liability (including but not limited to liability in negligence), the general law or statute, liability for all direct, economic, consequential or indirect losses, expenses, damages and costs incurred by you, arising out of or relating to the attendance at class, including, but not limited to, liability for gross negligence and except to the extent of clause 7.1(a), ETPAA is not responsible or liable for any indirect consequential or economic damages.
7. CONSENT POLICY
7.1 Dance is a physical activity and the tutor or assistant tutor may have to assist your child’s understanding of an action, posture or position by physical contact e.g. holding hands in a circle; lifting, correcting posture. You consent to employees, sub-contractors, contractors and directors of ETPAA having contact with your child in this regard.
7.2 Should your child hurt him/herself, you consent to employees, sub-contractors, contractors and directors of ETPAA to attend to your child whilst ETPAA staff wait for the nominated guardian to take over.
7.3 Your child’s enrolment into an ETPAA class is voluntary and participation in the class and the activities of ballet, creative movement, acro, tap, contemporary, hip hop and jazz involve numerous risks of injury, including but not limited to muscle strains, sprains and falls and you are aware these are risks for your child as outlined in clause 7.
7.4 You must inform ETPAA of any injuries, medical conditions and allergies suffered by your child when filling in the Medical Form.
7.5 Students are not permitted to attend class until a Registration form and Medical Form have been filled in and received by ETPAA
8. CLASS ATTIRE POLICY
8.1 All students must be appropriately dressed for class with the correct footwear.
8.2 All students must be appropriately groomed for class.
GIRLS - Hair - In bun, pulled back or high pony, black jazz shoe/ sneaker, dance tights, leotard, wrap round skirt / top.
BALLET - Hair in Bun. Split sole ballet shoe with elastic ballet stockings. Leotard/cross over.
BOYS - T-shirt, black shorts, black jazz pants, singlet, track pants, black ballet shoes, black split sole, Black tap shoes, black split sole jazz shoes, black or white socks.
8.3 Any student dressed or groomed inappropriately will be asked to improve their appearance when next attending.
9. SOCIAL MEDIA POLICY
This is to clearly define our expectations and guidelines for students engaging in social media that relates to ETPAA the business, tutors and students.
10. VIEWING CLASSES POLICY
ETPAA does not permit anyone to view classes. It’s essential the students feel comfortable to try new styles, techniques, moves or concepts without distraction from on lookers.
Parents are invited to attend the last 15 minutes of their child’s final class in terms 1 and 3.
11. WARMING UP POLICY
11.1 It’s imperative students are on time for classes, it’s important to be warmed up and ready to go at the commencement of class.
11.2 Students may be asked to sit and observe the remainder of a class if they have missed a significant portion of the class due to late arrival.
12. LOST PROPERY POLICY
12.1 ETPAA does not supply lockers therefore it’s important students look after their valuables at all times. Dance bags are permitted in the studio and stored in a designated corner of the room.
12.2 ETPAA accepts no responsibility for lost or stolen items.
12.3 A lost property box is located upstairs in the waiting room.
13. MOBILE PHONES/ PHOTOGRAPHY / FOOD POLICY
13.1 Mobile phones / devices are to be switched off prior to the commencement of class.
13.2 Filming or taking photographs is prohibited ion class without the permission of the tutor or ETPAA staff.
13.3 There is to be no food or drink, other than water to be taken into the studios.
14. HOT WEATHER POLICY
14.1 ETPAA will not cancel classes due to hot weather or humidity.
14.2 Activities in classes on days exceeding 40 degrees will be minimized.
14.3 It is the personal responsibility of students to observe the following guidelines on days over 40 degrees.
- Be aware of the weather forecast on the day of classes
- Bring personal supply of water
- Drink water before, during and after class
- Wear clothing which allows easy evaporation of sweat
- Bring spray bottle containing water and / or hand towel to spray on face / body
- Advise tutors prior to and during activities if you are feeling un well.
- Withdraw from activities if feeling unusually fatigued, overheated or unwell.
- Undertake physical activities at a low or moderate intensity level.
15 REFUND POLICY
15.1 There are limited criteria under which a refund may be granted. Refunds will not be approved automatically. Students and parents are expected to be aware of work and personal commitments prior to enrolling.
15.2 Students / parents wishing to apply for a refund must do so via email only. The email must clearly identify the student name for whom the refund is being sought along with an explanation stating why the cause of withdrawal and any supporting documentation.
Should a refund be granted it will be made via electronic transfer ONLY
Refunds must be requested via email [email protected]
15.3 Cancellation prior to commencement of term – Students / parents who cancel classes upto to 2 weeks prior to class commencement will receive a full refund of fees paid.
Refunds must be requested via email [email protected]
15.4 Cancellation after commencement of term – Parents / students who cancel after the commencement of term will be considered only for the following circumstances;
* Sickness verified by a medical certificate
* Unusual circumstance beyond the control of the student.
Each application will be reviewed, assessed and decided upon at the discretion of the Managing Director.
Refunds must be requested via email [email protected]
15.5 Cancellation of specialised classes
PERFFORMANCE TEAM – Student obtaining a position is this class is by audition only. The class is run on the basis of two semesters. There is a NO REFUND condition on this class once the term has commenced as positions in the class can’t be filled until the next semester. These classes rely on a commitment from students.
DISCOUNTED CLASSES – There is NO REFUND condition for these classes once the term has started due to the already discounted rate. These classes rely on a commitment from students.
15.6 Classes Cancelled by ETPAA
If classes are cancelled by Essential Talent a full refund will apply
15.7 Rollover Fees to another Term
In some cases ETPAA management will agree to the rolling over of fees to the next term ONLY in lieu of losing fees for a students who cannot attend the current term.
15.8 Expulsion
Students who are excluded from class activities due to inappropriate behaviour or disciplinary reasons will forfeit all fees.
16 PRIVACY POLICY
16.1 ETPAA will ensure it respects the privacy of staff, students, clients and users by implementing the National Privacy Principles.
16.2 The National Privacy Principles (NPPs) in the Privacy Amendment (Privacy Sector) Act 2000 sets out how private sector organisations should collect, use, keep secure and disclose personal information. The principles give individuals a right to know what information an organisation holds about them and a right to correct that information if it is wrong.
16.3 ETPAA will ensure it operates consistently with the National Privacy Principles and only collects the personal information that is necessary for the conduct of its business, and that it will use that information in the manner for which it was intended.
16.4 Personal identification information - ETPAA may collect personal identification information from users, students, staff & clients in a variety of ways, including, but not limited to, when “users” visit the site, register on the site, subscribe to the newsletter, respond to a survey, fill out a form, and in connection with other activities, services, features or resources made available on the “Site”. Users may be asked for, as appropriate, name, email address, mailing address, phone number. Users may, however, visit the site anonymously. ETPAA will collect personal identification information from users , students, clients & staff only if they voluntarily submit such information. Users, students, staff & clients can always refuse to supply personal identification information, except that it may prevent them from engaging in certain site related activities.
16.5 Purpose of Information Collected - ETPAA collects personal information solely for the purpose of operating as a Training Organisation or for representation to the film/ television / entertainment industry.
The type of information ETPAA collects and holds includes (but not limited to) personal information, including sensitive information, about: Students and parents and/or guardians before, during and after the course of a student’s enrolment, headshot, performance photo or video.
16.5 How we protect your information - ETPAA adopts appropriate data collection, storage and processing practices and security measures to protect against un authorised access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored .
16.6 Release of Information - ETPAA must have permission in writing from students, staff, user or client with reference to release of information, a form titled “Student Registration Form” (ETPAA-Reg- Form) will need to be signed prior to activation of registration or use of individuals personal details.
The ETPAA “Registration Form” to be completed and signed before file activation. (See Representation Policy) by signing the “Registration Form” the student, client, staff or user is giving ETPAA permission to release and use personal information / photo's and vision as detailed in the “Representation Policy”
16.7 Access to Information - Under the National Privacy Principles the student, user, client or staff member can access his/her personal information and may correct inaccurate or outdated information about them.
16.8 Storage of Information - Students will have access to all information held on them. ETPAA will store and use the information appropriately and limit access to only those who have a legal reason to have access to that information, or whom the student, client, user or staff has given permission.
Students, clients, staff or users who request access to their information will be given full access to the details they want. No cost will be charged for them accessing their information whilst they are enrolled or registered with Actors Ink. For access to records, the student, client, user or staff must apply via email to [email protected]
16.9 Privacy Principles - ETPAA abides by the National Privacy Principles and will not pass on students, users, client or staff member’s information to anyone in any way that may be considered as breaching the Privacy Principles unless specific authority has been obtained.
17 Child Safe Environment Policy
Preamble
Actors Ink & Essential Talent Performing Arts Academy is committed to providing a child safe environment that protects children from abuse and harm. This policy explains how Actors Ink & ETPAA demonstrates compliance with the Children's Protection Act 1993 (SA), and the Child Safe Environments: Principles of Good Practice and the Standards for dealing with information obtained about the criminal history of employees and volunteers who work with children.
Scope
This policy applies to all Actors Ink & Essential Talent staff and contractors.
Definitions
Abuse/neglect refers to sexual, physical or emotional abuse, which causes or puts the child at risk of serious physical, psychological or emotional harm.
Act refers to the Children's Protection Act 1993 (SA).
Child refers to a person aged under 18 years.
Criminal history assessment refers to a decision about whether a person is suitable to work with children based on any relevant criminal history and the assessed risk of harm to children who receive the service.
Direct supervision refers to a supervisor's ongoing physical presence.
Exempt parties or activities refer to exemptions specified in the Act that limit its applicability.
Harm to children is a result of abuse or neglect. It includes serious harm to physical,psychological or emotional well?being.
Mandatory notification refers to the process of reporting suspected abuse/neglect of a child, supported by reasonable suspicions.
Natural Justice refers to a set of principles designed to promote fairness. The principles include:
- all parties to a dispute must be given an the opportunity to present their case;
- a respondent to allegations must receive proper notice of and information about the allegations; and
- a reasonable time?frame within which to respond;
- the decision maker must declare any conflict of interest, act
fairly and without bias, and consider and base any decision on the information before him/her;
- all parties must be informed of the decision maker's decision and the reasons for the decision.
Prescribed function refers to:
- regular contact with children or regular work in close proximity to children without direct supervision; or
- supervising or managing persons in positions that involve regular contact or close proximity with children; or
- accessing education records relating to children.
Prescribed position refers to a position, the duties of which include a prescribed function.
Risk assessment refers to a process of evaluating potential risks of harm to children or an individual child.
Staff refers to a person performing work for Actors Ink & Essential Talent under a contract of service or as a volunteer and extended to include an independent contractor performing work for Actors Ink & Essential Talent under a contract for services or any other person engaged in providing retail or other services to the Actors Ink & Essential Talent or to members of the public within the Actors Ink & Essential Talent premises.
Policy and Procedures
17.1 Responsibilities
1.1 The Office Manager is the Responsible Officer for ensuring that Actors Ink & Essential Talent complies with the Act. Where the Office Manager position is vacant, the Responsible Officer will be any person authorised by the Managing Director (Richard Laidlaw) to undertake that role.
17.2 Legislative Obligations
1.2.1 The Act applies to Actors Ink & Essential Talent as an organisation that provide entertainment, tuition or recreational services. While Actors Ink & Essential Talent does not provide services wholly to children, many of its activities include interaction with children.
1.2.2 The Act requires Actors Ink & Essential Talent to ensure that a criminal history assessment is undertaken before a person can occupy or be appointed to a prescribed position. In the first instance, all positions are considered to be prescribed positions by Actors Ink & Essential Talent, unless evaluated by the Responsible Officer and subsequently approved by the Richard Laidlaw as a non prescribed position.
1.2.3 The Act provides that Actors Ink & Essential Talent may require a criminal history assessment to be undertaken at any time for any person who is occupying a prescribed position or undertaking prescribed functions.
1.2.4 The Act requires Actors Ink & Essential Talent to implement a procedure for reporting child abuse or neglect.
1.2.5 The Act requires Actors Ink & Essential Talent to establish and maintain child safe environments.
17.3 Training and Awareness
1.3.1 Actors Ink & Essential Talent will provide child protection training and/or information to ensure that the facility is a child safe environment. Training may be provided in various ways, including under a general induction program, internal communication, or external providers.
1.3.2 From time to time, staff and volunteers may be directed to attend training. This may include Responding to Abuse and Neglect – Education and Care training (RAN?EC).
1.3.3 All Actors Ink & Essential Talent staff should actively participate in training that is relevant to their role.
17.4 Notification of abuse or neglect
1.4.1 While mandatory reporting applies only to parties in prescribed positions, a shared moral responsibility to contribute to a child safe environment applies to all employees and contractors working for Actors Ink & Essential Talent .
1.4.2 If, in the course of carrying out their work, a Actors Ink & Essential Talent staff member forms a reasonable suspicion that a child is being or has been abused or neglected, that person must report their suspicion to the Families SA Child Abuse Report Line as soon as possible by telephoning 13 14 78 or submitting an online report.
1.4.3 The report must include a statement of observations, information and opinions on which the person's suspicion is based.
1.4.4 The person must also report their suspicions to the Office Manager if the suspicions relate to another Actors Ink & Essential Talent staff member. Actors Ink & Essential Talent may take action in accordance with relevant policies or instruments as applicable.
1.4.5 Actors Ink & Essential Talent also ensure that employees have access to relevant information resources such as:
We ensure that support is also available for the employee making the report, particularly where an ongoing service is provided to the child, young person and their family.
17.5 Criminal history assessments
1.5.1 Where Actors Ink & Essential Talent is required to obtain information about a person's criminal history and no exemptions apply, it will do so by obtaining a criminal history assessment and letter of clearance from the Department of Communities and Social Inclusion screening unit or other accredited agency.
1.5.2 The criminal history assessment may include information about charges or convictions for offences committed in South Australia or elsewhere. The authorised screening unit may use this information to notify Actors Ink & Essential Talent of the relevant person's suitability for child?related employment.
1.5.3 In lieu of undergoing a criminal history assessment, Actors Ink & Essential Talent may accept a criminal history assessment conducted within the preceding three years by another organisation. The criminal history assessment must have been obtained for the purpose of working with children in a comparable role. Actors Ink & Essential Talent may also elect to obtain a criminal history report and conduct the assessment itself. If these alternative methodologies are used, the assessment process will be consistent with the requirements of the Families SA document entitled Child Safe Environments: Standards for dealing with information obtained about a person’s criminal history.
17.6 Recruitment
1.6.1 It will be a condition of appointment to a position at Actors Ink & Essential Talent for a person to undergo a criminal history assessment. The requirement to undergo a criminal history assessment will be clearly stated in the position description, advertisement, selection process, or employment contract.
1.6.2 When deciding whether to appoint a person to an available position, Actors Ink & Essential Talent will consider the level of risk of harm to children posed by an adverse criminal history assessment. Actors Ink & Essential Talent will also take into account personal, contextual, and situational factors when determining the risk of harm. The criminal history assessment will be undertaken at the final stage of the recruitment process.
1.6.3 If a criminal history assessment cannot be obtained prior to making an offer to appoint, the preferred candidate will be required to sign a statutory declaration relating to their suitability to work with children. The candidate may then be appointed, but will be prohibited from carrying out any prescribed functions until the criminal history assessment has been received. If the assessment is adverse to the candidate, the appointment may be terminated immediately without notice on the basis that the candidate provided false or misleading information under his or her statutory declaration.
1.6.4 At any time before or after appointing a person to a prescribed position, SAISF may request further information about the person's criminal history assessment from the person or the organisation that provided the assessment. If this further information changes the perceptions about risk of harm to children, SAISF may terminate the appointment.
1.6.5 Any decision to terminate an appointment based on receipt of an adverse criminal history assessment will be made subject to the principles of natural justice.
1.6.6 While evidence of criminal history unrelated to a risk of harm to children will not
automatically preclude a person from obtaining or maintaining employment at Actors Ink & Essential Talent, The management of Actors Ink & Essential Talent reserves the right to decide whether or not to engage or retain an individual to work with children or at all.
17.7 Transitional Arrangements
1.7.1 Where an existing staff member is required to undergo a criminal history assessment and the results of that assessment are adverse to the staff member, the staff member will be provided with an opportunity to respond, in accordance with the principles of natural justice.
1.7.2 If the Management determines that the adverse assessment means that the staff member is not suited to perform his or her position, the Office Manager will determine the appropriate action to take, in accordance with any applicable procedures under the relevant industrial agreement.
1.7.3 Existing staff who refuse to undergo a criminal history assessment may not continue in a prescribed position or move to a different prescribed position. Duties of these staff will be prescribed and designed by the Office Manager such that there will be no unsupervised contact between the staff member and a child or group of children. The Office Manager will consider then provide recommendations to the Managing Director on available industrial options to resolve the matter.
1.7.4 Existing staff who do not have a current criminal history assessment must arrange to have one undertaken within 1 week of being advised by the School Administrator, Agency Directors or a person authorised by Richard Laidlaw. In these circumstances, the Office Manager may elect to receive the national police checks and perform the criminal history assessment his / herself.
17.8 Changes to Duties/Functions
1.8.1 From time to time, a position that is was evaluated and approved as a non?prescribed position may attract new compliance obligations under the Act. Staff should notify the Office Manager if they are involved in any work that may require proximity to, contact with, or access to information about children, and comply with any directions subsequently given.
17.9 Costs
1.9.1 Criminal history assessments remain current for a period of three (3) years. Staff are required to meet the costs of and undergo further criminal history assessments at intervals no later than three years from the date an assessment was last obtained, to maintain their currency. Where a criminal history assessment is being requested for the first time under this policy, Actors Ink & Essential Talent will meet costs for staff on salary and volunteers but not sub contractors.
1.9.2 The following criminal history assessment costs must be met by the person concerned, and will not be met by Actors Ink & Essential Talent:.
a) assessment required as a condition of a person's professional registration;
b) assessment required for successful appointment to a prescribed position at Actors Ink & Essential Talent.
17.10 Record Keeping
1.10.1 Criminal history assessment records are stored in a secured location for a maximum period of three months, and can be accessed only by authorised staff. After three months, assessment reports are destroyed.
1.10.2 Actors Ink & Essential Talent retains confirmation that a criminal history assessment has been obtained for relevant positions, a statement of how an individual's criminal history assessment affected decision?making about that person's suitability to work with children, and applicable statutory declarations.
1.10.3 Staff must notify Actors Ink & Essential Talent of changes to the currency of their criminal history assessment as soon as practicable.
17.11 International Applicants
1.11.1 International applicants must comply with any directions given by Actors Ink & Essential Talent Management for providing evidence that demonstrates suitability to work with children that could be used in lieu of a criminal history assessment.
17.12. Exempt parties
1.12.1 The Regulations under the Act exempt certain persons from the requirement to
undergo a criminal history assessment. Actors Ink & Essential Talent requires evidence of exempt status:
The exemptions and evidence accepted by Actors Ink & Essential Talent include:
1. a person who undertakes work on a voluntary basis to provide a service and who is under 18 years of age (proof of age);
2. a person who undertakes work in the course of, or for the purposes of, an event or activity that takes place over a period of not more than 10 consecutive days or not more than 1 day in any month (registered member of recognised Association or
Club);
3. a person appointed as a police officer (evidence of currency of appointment);
4. a person who is a registered teacher (within the meaning of the Teachers
Registration and Standards Act 2004) (registration evidence);
18 DISCLAIMER
18.1 All students attending class do so at their own risk.
18.2 All classes can involve the risk of personal injury through movement based exercises. While ETPAA takes all reasonable care in the conduct of its classes, it acknowledges no accountability for injury or loss caused during classes or whilst participants are waiting before or after class whilst in or near studios or on school property.
18.3 You are responsible for ensuring that you are physically and medically fit for the class and during the class you must take care of your own personal safety at all times.
18.4 ETPAA will not be liable for any loss or damage to property, or injury sustained by any person whilst attending classes.
