Policies & Procedures

Parent and Student Information

Programs at Kaleidoscope’s Performing Arts Studio foster creativity, self-expression and self-confidence; teach children and youth about history, diverse cultures, literature and the arts while making learning engaging and entertaining; and help to create in youth a lifelong appreciation for the arts in our community.

Theatre classes at Kaleidoscope’s Performing Arts Studio help young people learn life skills such as critical thinking, articulating a vision, developing self-confidence and self-discipline, problem solving, working in group settings and decision making.

All Kaleidoscope Education programs have set standards, policies, and procedures. Questions around policies and procedures should be directed to the Kaleidoscope Education Coordinator.


2023-2024 Important Dates

Policies & Procedures

Communicable Diseases

The health and safety of our students, staff, and families is important to us. Students are not permitted to attend class if they are exhibiting any symptoms of a cold, flu, or COVID-19, such as fever, cough, shortness of breath, sore throat and difficulty swallowing, coughing or sneezing, or other symptoms as described by the Public Health Agency of Canada, the BC Ministry of Health and BC Centre for Disease Control. Any student that attends a Kaleidoscope class with these symptoms will not be permitted in the facility.

Communication

Kaleidoscope’s primary method of communication to families is by email. Please ensure that your email address is kept up to date. Registered students can do this by logging into your Parent account. An invitation to create a parent account is sent to all new families upon registration for their first Kaleidoscope program.

Age

Students enrolled in session-based programs must be the age of the specific class by the end of the term the program occurs in. Kaleidoscope Theatre for Young People and the Kaleidoscope Performing Arts Studio reserves the right to withdraw students who have been registered in an incorrect age category. To register a student in a program where they are turning the program-age mid-program, please call our office to complete registration by phone. Students must be registered in the classes that correspond with their age. Students may register for a program based on their age at the end of the term.

Program Changes

Instructors or program content may change at Kaleidoscope’s discretion, without notice. Information on our online registration system should be considered the most up-to-date. Some programs and classes may have specific requirements and policies. Please contact our Education Department for more more info.

Diapers

For the courtesy of our faculty and other students, we can only accept students who are potty-trained. Pull up diapers not allowed.

Fees

Applicable program fees must be paid in full upon registration. Payment can be made by VISA or MasterCard. Registration Fees can be paid on a payment plan. Payment plans are available for most classes. Payment dates are pre-determined and are non-negotiable.

Attendance

Every child who attends a class at the Kaleidoscope Performing Arts Studio must be registered. Instructors do not have the ability to register students. Attendance is taken at the beginning of each class and unregistered students will be asked to leave. If you are unable to attend a class, please contact our offices by phone at 250.383.8124 or email
education@kaleidoscope.bc.ca or contact your instructor directly. To contact a staff member by email please use the staff member’s first name, followed by kaleidoscope.bc.ca (Example – Jane Doe: jane@kaleidoscope.bc.ca).

Removal for Conduct

Kaleidoscope Theatre for Young People and the Kaleidoscope Performing Arts Studio reserve the right to remove any student or parent who fails to comply with its rules and regulations, or who engages in any activity deemed contrary to the fulfillment of KTYP’s objectives. In such an event, KTYP will be owed the fees for the complete session.

Dress Code

For Group Classes – all students are required to follow the Kaleidoscope Dress Code. “Industry Standard Black” is mandatory for all students. The following items are prohibited: sandals, flip-flops and miniskirts. Students not meeting attire requirement will be considered unprepared may be asked to leave the classroom. Students should wear clean clothing and footwear appropriate to the activities of their classes. Clothing with offensive language is not acceptable. We encourage students to dress comfortably in clothing that that they can move in that wont restrict their participation in class. Industry standard black is mandatory for all group programs. For private voice lessons, spring break, pro-d, and summer camps, Industry Black is not required.

Class Cancellation Policy

Kaleidoscope Theatre for Young People reserves the right to cancel classes that do not meet minimum enrollment. Minimum enrollment numbers depend on studio capacity and availability of materials. Under most circumstances, cancellations will happen one to two weeks prior to the start date and families will be notified via phone and email. Students from cancelled classes may be transferred to another class free of charge. For classes with low enrollment, classes will run for up to two weeks plus two days before a cancellation decision. A pro-rated refund will be issued. KTYP will strive to provide a substitute rather than cancel a class in the event of instructor illness. In the case of such a cancellation, a replacement attendance date is scheduled. If it is not possible for KTYP to schedule a replacement attendance date, a pro-rated refund is supplied to all affected clients. No refund or make up is eligible for students who miss class.

Parent Pick-up

Kaleidoscope Theatre for Young People is not responsible for students before or after class time. KTYP will consider chronically late pick-ups of your child a request for individual coaching, and bill at a rate of $50/hr for such.

Language

For safety reasons, all students must have a comprehensive understanding of English before attending classes.

Medical/Learning Needs

Parents/guardians are required to inform Kaleidoscope Theatre for Young People at the time of registration of any allergies, or physical, emotional, or learning needs their children may have.

Weapons

Students are prohibited from possessing prop firearms, knives or any device that has the appearance or function of a serviceable weapon in our around KTYP Studios and the University Heights Centre. Prop weapons may be used in classes and performances only with prior approval or supervision of KTYP faculty or staff and with the prior approval of KTYP administration.

Extreme Weather Closure Procedure

In times of extreme weather, Kaleidoscope’s Performing Arts Studio’s closure procedure aligns with that of the Victoria public school district. In the event public schools are closed due to weather conditions, Kaleidoscope classes are also cancelled. Please check local radio, television, and school board websites for school closures. Closure notices will also be sent by email and posted on KTYP social media platforms. More details about our Weather Policy can be found HERE. 

Safe Space Policy

Kaleidoscope Theatre Productions Society is committed to providing a safe place for students, parents, faculty, and staff, without fear of being made to feel uncomfortable, unwelcome, or unsafe on account of sex, race/ ethnicity, sexual orientation, gender identity or expression, cultural background, age, beliefs, or physical or mental ability; a place where the rules guard each person's self-respect and dignity and strongly encourage everyone to respect others. Decisions by Kaleidoscope Theatre concerning casting, employment and every aspect of the individual’s relationship and participation with Kaleidoscope are based on talent and qualifications without regard to race, colour, sexual orientation, religion, sex, age, nationality or ethnic origin, disability, and/or other categories protected by law. In regards to casting - Kaleidoscope is dedicated to reflecting Canada's rich mosaic of cultural diversity, and encourages submissions from artists of all ethno-cultural backgrounds.


Students or adults who fail to respect other members or participants may be asked to de-register.

Kaleidoscope is committed to a safe, respectful environment for all and has clear policies on these issues.

Private Voice Lessons

The above policies apply for all voice lessons. In addition:

Maximum Instruction Time

45 and 60 minute private voice lessons are reserved for students age 12 years of age and older. Students younger than 12 years of age are restricted to a maximum 30 minutes of private instruction time in a single day. No exceptions.

Reserved Lesson Times

Individual class times can only be used by the student registered for that class time and cannot be switched, transferred, or used by another student. Class times are not transferable to other students unless prearranged in advance with the instructor and approved by the school director in writing. If a student does not attend their scheduled class due to illness, personal choice, or other extracurricular or school activity, their unused lesson time may be extended to other students for makeup lessons only at the discretion of the instructor. Reserved lesson times not used by the student registered for that class time cannot be shared or claimed by other students without prior written approval from the instructor.

Instructor Absence

As Kaleidoscope employs a working faculty, it is possible that the instructor may be absent to work on a production. In the event that the instructor is to be absent for more than one consecutive week, make-up classes will be offered if the student desires, and any un-made-up classes will be refunded or held on account as to the wishes of the student

Delivery of Instruction

All Voice Lessons at the Kaleidoscope Performing Arts Studio are offered in-person. Online / Virtual lessons are not available.

Student Attendance & Make Up Lessons

If the student misses or cancels a lesson due to illness, personal choice or other extracurricular or school activities, the instructor may choose to arrange a make-up lesson, pending the instructor’s schedule and the availability of studio space. The instructor is, however, under no obligation to make up the lesson, particularly if insufficient notice (less than 24 hours) is given. Students are expected to be present for all scheduled lessons. This includes vacations, school/sport events, etc. There are no refunds for missed classes. Makeup lessons are not guaranteed and subject to availability. If an instructor cancels a private lesson, they are obliged to arrange a make-up the lesson at a time that is convenient for both the instructor and the student. If the instructor is unable to make up a lesson, the student will receive a credit on their account that can be refunded or applied to any future purchases. Scheduled Make-up lessons that are canceled or missed by a student will be considered made-up. Lessons cancelled due to inclement weather will be made up during the semester at a mutually-agreed upon time, or at the end of the term.

Withdrawals and Cancellations

All withdrawal requests must be submitted in writing or by email to the Education Department and your instructor. Four weeks’ notice is required. The student may either take the four weeks’ worth of lessons, or forfeit them. Requests for retroactive withdrawals will not be considered. If a withdrawal is approved, the applicable prorated amount will be credited to your account, which can be refunded or applied to any future purchases. Requests to payout Credits on Account resulting from a withdrawal request may take up to 30 days to process. A $50.00 Cancellation Fee is applied to all cancellations.

Kaleidoscope Theatre for Young People and the Kaleidoscope Performing Arts Studio reserve the right to cancel, postpone, or combine classes and to limit registration or change instructors. Should insufficient registration cause the cancellation of a class, tuition fees will be refunded, or the student may transfer to another course if space is available

Withdrawls, Refunds and Cancellations

Withdrawal and transfer requests must be received in writing. Non-attendance or non-payment of outstanding fees does not constitute a formal withdrawal.

Requests related to Withdrawals, Cancellations, and Transfers must be emailed to education@kaleidoscope.bc.ca.

Fall, Winter, & Spring Session Group Classes

Transfers to another weekly class: No Charge. Transfer must be into another weekly class that term. Transfer requests will only be considered during the first two weeks of a term.

Deadline to Withdraw: 7 Days prior to start of first class for full refund, 24 hours prior to the start of the second class for credit. Credit is valid for 1-year, after that time the credit expires.

Cancellation Fee: $30

If you cancel your studio registration after it has been processed but at least one week before the class begins, Kaleidoscope will refund the cost of tuition less a processing fee of $30.00 and any other fees associated with the course above the base course fee. Cancellations of registration made less than seven (7) days prior to the start date of the class, but 24 hours prior to the start of the second class will receive a credit towards future programming for one year. After this date, no refunds or credits will be applied.

Spring Break & Summer Camp Programs

Cancellation Fee: $50

Transfers to another camp: No charge. Transfer must be to another day-camp program during the same season (i.e. spring break to spring break).

Withdrawals: 7 days before start of the program for a full refund. No refund or credits will be permitted after the deadline.

Pro-D Day Camp

After payment has been processed, registration is final. Refunds for Pro-D Day Camps will be applied as a credit.

Withdrawals: 7 days before start of the program for a full credit. No refund or credit requests will be permitted after the deadline.

Private Voice Lessons

Withdrawals:
$50 Cancellation Fee and any other fees associated with the course above the base course fee

Requirements:
1 Month (4 Classes) Written Notice.

Deadline to Cancel Registration:
14 Days prior to start of first class for full refund.

Program Cancelation

Should a full program be cancelled by Kaleidoscope for any reason, a full refund, minus the pro-rated value of any class already passed, will be issued. Refunds past the date mentioned above will only be considered due to serious illness or injury and will be subject to the provision of a doctor’s letter. In the event that in-person instruction is not possible due to extreme weather, pandemic, government order, or other cause that is out of control of Kaleidoscope Theatre for Young People, a virtual class on an online platform will be offered to provide for a continuation of learning. In this event, all policies, including refund and cancellation still apply.