Terms and Conditions

Rince Academy of Irish Dance – Policy Handbook

Welcome

Rince Academy is committed to providing a safe, inclusive, and positive environment for all students and their families. These policies explain how we run our studio, the standards we expect, and the protections in place for children. Enrolment at Rince Academy signifies agreement to comply with this handbook.

1. Terms & Conditions

Enrolment & Age Requirements

• Classes are open to dancers aged 4 years and above.

• Parental/guardian consent is required for all students under 18.

• Enrolment is confirmed once registration, consent forms, and fee payment are completed.

Classes & Attendance

• Classes run weekly; schedules and teachers may change as needed. Families will be notified.

• A qualified TCRG teacher is always present.

• Students should arrive on time, prepared, and ready to participate.

• Make-up classes may be arranged within the same term where space permits.

• Students are not to use mobile phones during class unless authorised by a teacher.

Competition & Exam Dancers

• Students must attend:

  • Two regular weekly classes, and

  • One designated skills class (Heavy Shoe or Barre Motion).

• Attendance at rehearsals, workshops, and pre-competition run-throughs is compulsory where possible.

• Students must remain registered with AIDA to compete or sit grade exams.

• Students not meeting requirements may be withdrawn from competition or performance.

Payment & Refunds

• Fees are charged term-by-term and must be paid by the due date.

• Sibling and multi-class discounts are available.

• Payment plans may be approved on request.

• Late payments may incur fees and may result in suspension of enrolment.

• Withdrawal Mid-Term: Parents/guardians acknowledge that if they withdraw their child mid-term, all fees paid to date are forfeited without dispute.

• Credits or refunds are only considered in exceptional cases (e.g. extended illness or injury with documentation).

• If Rince Academy cancels a class, a credit will be applied.

Private Classes

• Private lessons are subject to teacher and studio availability.

• Cancellations made less than 24 hours prior will incur a $20 studio hire fee.

• Same-day cancellations or no-shows may result in forfeiture of the full lesson fee in addition to the studio hire fee.

Uniform & Equipment

• Students must wear modest and appropriate attire:

  • Rince Academy T-shirt or plain top.

  • Black shorts, leggings, skorts, tights, or tracksuit pants.

  • Irish dance socks – poodle socks for girls, black socks for boys.

  • Recreational dancers: Pumps, Jazz Shoes, or Dance Trainers.

  • Competitive dancers: Pumps and Heavy Shoes (Jig Shoes).

  • Hair tied neatly off the face.

• Rince Academy apparel is available via the Parent Portal and Malley Sports Teamwear store.

Studio Access, Waiting Area & Toilet

• Students may enter the studio up to 5 minutes before class.

• Parents remain in the waiting area during class unless invited in.

• Only scheduled viewing weeks are open for observation.

• Students may use the waiting area before and after class.

• To minimise disruption, please avoid opening the studio door during class.

• The single restroom, located inside the studio, is reserved for students and teachers only.

Parking

• Four designated bays are marked “41.”

• The two bays closest to the studio entrance are reserved for teachers only.

• Other bays belong to neighbouring businesses and may not be used during business hours (except weekends/after hours).

• Visitor parking is available in the downstairs carpark.

• For safety, do not stop or park directly in front of the studio door for drop-off/pick-up. Cars must be parked in a bay before students exit.

2. Health & Safety / Medical Information

• Parents must disclose any injuries, conditions, or allergies in writing at enrolment and update us if things change.

• Teachers must be informed before class if a student is injured or unwell.

• Medical management plans (e.g. asthma, anaphylaxis) must be supplied if relevant.

Emergency Contacts

• Families must provide current emergency contact details and keep them updated.

Injuries & First Aid

• Irish dance is physically demanding and carries inherent risks.

• Teachers provide basic first aid and contact parents if needed.

• Emergency services are called where necessary.

Illness

• Students with contagious illness (fever, vomiting, diarrhoea, etc.) must not attend until fully recovered.

• Parents should use discretion for mild non-contagious illness.

Liability & Insurance

• Participation is at the student’s own risk.

• Rince Academy takes all reasonable steps for safety but is not liable for injury, loss, or damage except where required by law.

• The Academy maintains Public Liability insurance. Families are encouraged to hold personal accident cover.

Emergencies & Evacuation

• Emergency evacuation procedures are displayed in the studio and practised periodically.

• In an emergency:

  • Teachers direct students to the nearest exit.

  • Assembly point: visitor car park bays.

  • Roll call taken against class lists.

  • Emergency services are contacted if required.

• Lockdown procedures will be followed if evacuation is unsafe.

3. Photography, Media, Social Media & CCTVPhotography & Video (Studio Use)

• Parental consent is required at enrolment. Consent can be withdrawn at any time in writing (effective within 7 days).

• Images/videos may be used for:

  • Teaching and feedback.

  • Practice resources (e.g. Dropbox).

  • Promotion (website, Facebook, Instagram).

• Studio devices will be used where possible. If a personal phone is used, files must be uploaded to secure storage within 24 hours and deleted from the device.

Parents & Visitors

• No filming or photography during class unless approved for a viewing session.

• At events, parents may record their own child only. Images of other students may not be shared without consent.

Social Media

• By enrolling, families consent to images/videos being used on Rince Academy’s social media unless they opt out.

• Full names of children will never be published without written permission.

• The Academy only posts on Facebook and Instagram.

• The Academy will not tag students. Parents may tag their own children if they wish.

• Disrespectful or harmful comments on Academy pages will be removed.

Media Ownership & Takedowns

• All professional media taken by Rince Academy remains the property of the Academy.

• Parents may request removal of their child’s image from future use. Content already published will not be deleted but will not be reused.

CCTV

• CCTV cameras operate in teaching and common areas for safety.

• No cameras are installed in bathrooms or private spaces.

• Footage is kept for up to 30 days unless needed for investigation.

• Access is restricted to Directors and may only be shared with law enforcement or insurers when required.

• Signage at entry points notifies all visitors.

4. Child Safety & Wellbeing

• Rince Academy complies with the NSW Child Safe Standards.

• All staff hold a current Working With Children Check (WWCC).

• Students are supervised at all times until collected from the waiting area.

• Concerns or allegations of harm are taken seriously and escalated to police or the Office of the Children’s Guardian when required.

• Families can raise concerns with Directors directly.

• Staff receive training in child safety, boundaries, and incident response.

• Policies are reviewed annually and updated as laws or standards change.

5. Code of ConductStudent Expectations

• Respect teachers, peers, and staff.

• Attend regularly, arrive on time, and participate fully.

• Wear appropriate attire and footwear.

• Inform teachers of injuries or illness before class.

• Bullying, harassment, or discrimination is not tolerated.

Competition & Exam Dancers

• Must attend two regular weekly classes plus one skills class.

• Rehearsals/workshops are compulsory where possible.

• Must remain registered with AIDA.

Parent & Guardian Expectations

• Support children’s attendance and punctuality.

• Communicate respectfully with staff.

• Remain in waiting area during class unless invited.

• Follow studio rules on pick-up/drop-off and parking.

• Do not film or photograph during class unless authorised.

Teacher & Staff Expectations

• Hold valid WWCC.

• Maintain professional boundaries.

• Use only approved channels/devices for images and communication.

• Supervise students until collected.

Anti-Bullying & Respect

• Zero tolerance for bullying (verbal, physical, social, or cyber).

• Incidents are investigated confidentially.

• Consequences may include warnings, mediation, suspension, or termination.

Compliance

• Students and families must follow the codes of CLRG and AIDA.

• Repeated or serious breaches may lead to dismissal.

6. Privacy Policy

• Personal information collected: enrolment details, parent contacts, medical info, attendance, payment details.

• Used for enrolment, safety, communication, billing, practice resources, and promotional purposes (with consent).

• Stored securely in Class Manager, Dropbox, and studio records.

• Shared only with governing bodies, service providers, emergency services, or law enforcement when required.

• Parents may access, correct, or withdraw consent for information at any time.

• Records retained for 7 years after enrolment ends; CCTV retained 30 days.

• Complaints can be escalated to the Office of the Australian Information Commissioner (OAIC).

7. WHS & Risk Management

• The studio is maintained to a safe standard.

• Hazards are identified and addressed promptly.

• Incidents and injuries are recorded and reported.

• Students are encouraged to bring water bottles and take breaks.

• Teachers monitor for fatigue, heat, or illness.

• Roles: Directors ensure compliance; staff supervise; parents disclose medical needs.

8. Emergency Procedures

• Evacuation: Students exit calmly via the nearest safe exit to the assembly point in visitor bays. Roll call is taken, emergency services called if needed, and parents notified once safe.

• Lockdown: If evacuation is unsafe, doors are secured, lights off, students kept low and quiet. Police contacted immediately.

• Medical emergencies: First aid provided, ambulance called if necessary, parents notified immediately.

9. Complaints & Grievances

• Step 1 – Informal: Raise issue with teacher or Directors.

• Step 2 – Formal: Submit written complaint to Directors for review and written response.

• Step 3 – External: Escalate to relevant body if unresolved (OCG for child safety, OAIC for privacy, NSW Fair Trading for consumer issues).

• Respectful communication is expected at all times. Abusive behaviour will not be tolerated.

10. Acknowledgement

By enrolling at Rince Academy of Irish Dance, families agree to these policies. Our goal is to create a safe, respectful, and positive environment where all dancers can thrive.