CoEvolve Studios Limited Policies/Code of Conduct 2024
By enrolling in a dance class at CoEvolve Studios, you are agreeing to our following Code of Conduct:
Fees/ Enrolments
Invoices
We will endeavour to have invoices out by the final week of the previous term (aside from term 4's transition to term 1). All fees must be paid in full by the start date of the term. We are more than happy to organise pay through instalments, but this must be discussed prior to the start date of the term.
Late Fees
Any student who has not had their invoices paid will not be able to participate in their dance class. Any fees that remain unpaid, will be sent to Baycorp, and additional fees accumulated from this will be the responsibility of the person on the unpaid account.
Early Payment Discount
An early payment discount (5% off) will be applied to all dancers who pay their invoices 14 days or more before the start of the next term.
First in First Served/Waiting List
Our Classes are filled up through a first in first served process. A Waiting list will be available for some classes.
Enrolments Rolling over Terms, and Cancellations
Our enrolments are for a full calendar year. When enrolling for term 1 for example, you will automatically have your registration rolled over until the end of Term 4. This means cancellations must be made 2 weeks before the end of the preceding term, in writing. For example if John was enrolled in Grade 2 Ballet and Grade 2 Jazz for Term 1, but wanted to stop Jazz in term 2, he would let CoEvolve Studios know through an email, by the third to last week of Term 1. Dancers failing to advise of class changes or cancellations before the second to last week of term, will need to pay an admin fee, covering the excess invoices made for them.
Refunds
We Will Refund: A) Classes that CoEvolve cancels and does not offer a make up class for. B) Classes that CoEvolve changes on the timetable, and the student now cannot make. C) Classes missed due to serious injury/illness (a doctors note will be required, and the studio will need to be told immediately of the situation), where the student misses 3 or more consecutive classes.
We Will Not Refund: A) Cancellations due to change of mind B) Classes missed due to holidays etc. If you would like to organise a per class payment due to a holiday, these needs to be arranged as if you are cancelling the class (so two weeks before the previous term ends)
To request a refund, please email connect@coevolvestudios.co.nz with all relevant info. Refunds will not be issued after the following term has commenced.
Multi-Class Packages
Info around multi class discounts and unlimited class prices can be provided upon requests. Please contact connect@coevolvestudios.co.nz for the relevant info.
Additional Fees
There are some additional fees that come up throughout the year. These include but are not limited to: Exam Registration Fees, Pianist fees (for Major Ballet Exams), Production Fee/Costume Fee (one off fee in term 4). We will give ample notice about upcoming extra fees.
Staff
Replacement Teachers
At CoEvolve Studios we endeavour to provide students with teachers who are passionate, knowledgable, qualified and up to a standard that we want to share with our students. We reserve the right to replace a teacher with no notice due to professional commitments elsewhere.
Complaints about teachers
If any issues arise with a teacher, we ask that you please don't talk to them before, during or after a class. Please speak with our director Siyanna Skelton, and we can navigate the situation together. We want to maintain our positive space for students.
In and out of the Classroom
Uniform
CoEvolve Studios will have set uniforms for different genres and age groups disclosed on our website. Students must follow these regulations. We offer lee way on colours and shapes of leotards during class time, but exam uniform is mandatory for those sitting exams, and we may use components of the exam uniform in show routines. Students will be given ample time to provide these pieces for the show where needed.
Examination Classes
Students in examination classes are anticipated to sit exams. We will have mock exams for students at the end of term 1. Following this we will let parents know whether or not their student is up to standard to sit their exam. If there are any dates in September you are away, please advise us as soon as possible so we can do our best to accomodate you.
Class Attendance
It's important that students are on time to classes so they can receive a proper warm up. Without a proper warm up injury is less preventable. We also ask students attend as often as possible specifically for exam classes. We want to nurture students into a confident headspace with their syllabus, but absences make it hard for us to instil this.
Water Bottles
All students are encouraged to bring their own water bottles to class. Due to health and safety regulations, we will not be providing glasses of water to those who forget their water bottle.
Viewing Days
We allow viewing lessons during Term 1, 2 and 3 on both the 5th and last lesson of term. During viewing week we can only have 1 parent per student, plus any children under 5 in each class. This is due to our Building Warrant of Fitness and the Max number of people we are allowed in a building at a time. If you have someone special you would like to bring for a viewing day (ie a grandparent from overseas), please get in touch and we will endeavour to organise something for you. There is no viewing during term 4 or during our show week rehearsals.
Child Supervision
Children will be supervised during class time only. While they are in the waiting room children are the responsibility of their caregivers. As soon as a class is over, students are also the responsibility of the caregiver. For any damage done to CoEvolve property, it will be the financial responsibility of the guardian to replace it.
Injury
As with all sport, dance comes with the possibility of injuries. We encourage students to warm up before classes (especially if they have injury specific needs). If a student does become injured during one of our dance classes, we ask that they let us know immediately. If a dancer has an injury or illness that will impact their ability to take a dance class, please let the teacher know before the class starts.
Smoke Free/Vape Free/Alcohol Free Premises
Please note we are a some free, vape free, alcohol free premises. Anyone onsite not abiding by these rules will be asked to leave.
Digital Info
Photography and Videography use
At CoEvolve Studios we feel privileged to have people working on our Social Media and Marketing Team. This means we do have people (most often Matthias Skelton (co-director)), taking photos throughout the week and during special events etc, and uploading them on our social media platforms (Facebook, Instagram, Youtube, TikTok etc) and also on our website. We endeavour to make sure all photos uploaded are ones that parties involved would be happy with.
By registering with our studio you are agreeing to being in photos/videos and us using them for marketing purposes. All media will remain the property of CoEvolve Studios Limited and will not be sold to any third parties without discussion between the parties in the media. Because CoEvolve owns the rights to the media, we may continue using it for marketing purposes, after dancers have completed their studies at CoEvolve Studios.
If you are not comfortable with this, you will need to contact connect@coevolvestudios.co.nz when enrolling so we can make sure we add notes to your file.
We ask that during the viewing weeks and shows parents do not take photos/videos of other students.
Emails/Communication
All newsletters, exam registrations and other forms of communication, will be sent via email. If you change your email address please update it on the parents portal, or let us know your updated contact info. We will do our best to post on our social media about upcoming newsletters etc, but we will not be responsible for making sure guardians have received their newsletters.
Any person(s) found not following the above code of conduct, will be asked to come in for a discussion where we will do our best to rectify the situation. If we are not able to rectify it, we will have to ask you to please move on.
