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Day Camp Policies

Pro-D Day Camps, Spring Break Camps, Summer Camps

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 Director.



Please note that the policies listed below apply to day camp programs held at the Kaleidoscope Arts Centre. If you are attending a program at one of our partnering Saanich Recreation locations (Cedar Hill Rec Centre or Royal Oak Middle School), please visit the Saanich Recreation website for the most up to date information. Saanich Recreation has their own set of policies and procedures for day camps that may be different from Kaleidoscopes. If you have any questions about policies and procedures for programs held at Saanich Recreation facilities please contact Saanich Recreation directly.

Important Dates

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.

Student Illness

Students who are exhibiting symptoms of illness, such as respiratory illness, should stay home until they are well enough to participate in regular classes or otherwise advised by a healthcare provider. We kindly ask that those experiencing certain illnesses, such as gastrointestinal illness caused by norovirus, stay home and refrain from attending classes or programs for a minimum of 48 hours to prevent spreading illness to other students. Students can attend classes if their symptoms are consistent with a previously diagnosed health condition (e.g., seasonal allergies) or symptoms have improved, and they feel well enough to return to regular activities. If you are unsure or concerned about your symptoms, connect with your healthcare provider or call 8-1-1.

Age
  • Spring Break Camps: Students must be the minimum age by June 30th of that year. 
  • Summer Camps: Students must be the minimum age by August 31st of that year. 
  • Pro-D Day Camps: Students must be the minimum age at the time of the camp. 

Please note that for programs for ages 5-7, students must be 5 at the start of the program. If you are having trouble registering your child due to their age, please contact our office.

Attendance

Every child who attends a camp at the Kaleidoscope Performing Arts Studio must be registered in advance of the program start date. Instructors do not have the ability to register students.

We encourage students to stay for the entirety of each day in order to get the most out of the program. Should any unforeseen circumstances (appointments etc.) require an early pick-up, please notify our Education Department in advance to make necessary arrangements.

If you are unable to attend camp, or will be late, please contact our offices by phone at 250.383.8124. If you are unable to reach an operator, please leave us a message. 

Please note that student absences must be reported by either the primary or secondary parent/guardian on the account. Absences cannot be called in by the student. In the event that an absence is reported by the student, the primary and/or secondary parent/guardian contact on the account will be notified and asked to confirm this absence. 

Please note that Phone Lines and Email are not monitored outside of general office hours.

Sign-In/Sign-Out Procedures

On the first day of your program Kaleidoscope Staff will verify your list of all adults who are authorized to pick-up your camper. At Pick-Up, Kaleidoscope staff will check Photo ID prior to releasing a camper. If you need to update, or add folks to your authorized pick-up list, you may do so online through your Online Parent Account or by calling us at 250-383-8124 

Please note that campers will NOT be released to anyone not on their Authorized Pick-Up List.

Students 11+ years old may sign themselves in and out with completed Parental Permission for Child Sign In/Out Form. If your child is 11+ years of age and you wish to grant them permission to sign in and out of a Kaleidoscope program, please read and complete the supplemental forms found at the bottom of your original confirmation email or in your online parent account. 

Drop Off will begin at the program start time. Pick-up will begin at the program end time. Early drop-off and late pick-up are not available. 

Dress Code

We encourage students to dress comfortably in clothing that they can move around in and that won’t restrict their participation in camp (i.e. active wear). Clothing that restricts movement (such as tight jeans) are discouraged. Clothing with offensive language or logos is not acceptable. Students must wear clean closed-toed and flat shoes to class. Sandals, Flip-Flops, Rain Boots, or any shoe with a high heel are unacceptable. Indoor runners are a great option for class! Please do not send your child to camp in shoes that are muddy! Please refrain from wearing costumes from home (unless it’s Halloween week!)

Our Teen Intensive programs may have more specific requirements for clothes and shoes that will be communicated to the family in advance of the program.

Diapers

We can only accept students who are fully potty-trained and fully independent in the bathroom. Pull up diapers are not allowed.

Food and Beverage

Suitable breaks will be scheduled for snacks and lunch. Please be sure to pack enough food for a full day of activities as well as a water bottle. Due to severe allergies among both students and staff, the Kaleidoscope Arts Centre is a nut-free facility. 

The Kaleidoscope Arts Centre follows a “pack in, pack out approach” when it comes to food waste and garbage. It is the students responsibility to make sure that all garbage and recycling goes home with them. 

Chewing gum is not allowed. All beverages brought into the building must have a lid that can fully close.

Outdoor Time

During our lunch breaks, participants may travel with their group and instructors to Market Square or across the Johnson St. Bridge to Songhees Park Plaza to enjoy some fresh air and (hopefully) sunshine! This outing is at the discretion of the instructors. If the weather is not pleasant, the group will eat their lunch indoors.

End of Week Sharings

All of our spring break and summer camp programs culminate in an informal sharing on the last day of camp. Instructors will hand out invitations mid-week with more information including the time you should plan to arrive for this sharing. 

There are no end of day sharings for Pro-D Day Camps. 

Our Teen Intensive Programs end with a multi-performance run of shows. The full schedule will be included in your registration confirmation. 

Fees

Applicable program fees must be paid in full upon registration. Payment Plans are not currently available for Summer Camps, Spring Break Camps, and Pro-D Day Camps. Payment can be made by VISA or MasterCard – we do not accept personal cheques, debit, cast, or e-transfers at this time. 

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. If you have specific program related questions, please contact our Education Department.

Camp Cancellation Policy

Kaleidoscope reserves the right to cancel camps that do not meet minimum enrollment.

For Day Camps: A cancellation decision will be made at minimum 1-week prior to the start of the program and families will be notified. 

In the event of Instructor absence due to illness, every effort will be made to provide a suitable substitute instructor. If a substitute instructor is not available, a prorated refund for the affected camp will be issued.

If a day-camp is canceled in whole or in part due to extreme weather, a credit for the value of the canceled portion of the program will be issued to all impacted participants. No refunds will be issued due to weather related cancellations.

Students are not eligible for make-ups, refunds, or credits for camps, or days of camp that they do not attend.

Extreme Weather Closure Procedure

In times of extreme weather, programs at Kaleidoscope’s Performing Arts Studio’s may be affected. Closure notices will be sent by email and posted on KTYP social media platforms. 

Waitlists

If you are on a waitlist for a day camp program, you will receive an email notification when a spot becomes available. You will then have 24 hours to complete your registration to secure your spot. After that time your invitation will expire and the next person on the waitlist will be notified. 

Language

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

Medical Needs

Parents/guardians are required to inform Kaleidoscope at the time of registration of any allergies, or medical conditions that may impact their child’s participation in the program. This allows our instructors to best support your child during their time in our programs.

Accessibility Needs

Parents/guardians are required to inform Kaleidoscope at the time of registration of any accessibility or support needs their children may have. This allows our instructors to best support your child during their time in our programs. If you would like to discuss your child’s individual needs in more detail and in advance of the program, please contact our Education Department.

Weapons

Students are prohibited from possessing weapons of any kind, this includes prop firearms, knives or any device that has the appearance or function of a serviceable weapon in or around the Kaleidoscope Arts Centre.

Electronic Devices

Cell phones, laptops and recording devices are not permitted for use in the classroom. Phones and devices (including smart watches) must remain put away in student’s bags for the duration of the camp. 

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.

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.

Withdrawals, Refunds and Cancellations

Please note that these cancellation policies are specific to programs held at the Kaleidoscope Arts Centre. If you are registered in a program at one of our partnering Saanich Recreation locations, please contact Saanich Recreation directly for their most up to date information regarding their cancellation policies.

Spring Break and Summer Camps

Deadline to Withdraw: 7 Days prior to the start of the first day of the program for full refund (less $50 cancelation fee).

Transfers:Transfer must be into another camp within that season (ie. one spring break camp to another spring break camp that year) at the Kaleidoscope Arts Centre. Transfers are subject to availability. There is no transfer fee.

Deadline to request a transfer is 1 week prior to the start of the program. Transfer requests must be submitted in writing to education@kaleidoscope.bc.ca

Pro-D Day Camps

Pro-D Day camp registrations are final and not eligible for a refund. Pro-D Day camps are only eligible for a transfer or credit.

Deadline to withdraw: 7 days prior to the camp for a full credit. After this time no credits will be issued.

Deadline to transfer: 7 days prior to the camp. Must be to another Pro-D Day camp within that school year. Transfers are subject to program availability.

How to cancel your registration: Parents have the ability to cancel their registrations via their online account, provided cancellation is made prior to the 7-day cancellation deadline. Non-attendance or non-payment of outstanding fees does not constitute a formal withdrawal. If you are experiencing difficulty canceling your registration online, or you are canceling within 7 days, please contact our Education Department prior to the refund deadline and we will be happy to assist you.


Credits: Credits issued are valid for one (1) calendar year. They can be used for any educational program at the Kaleidoscope Arts Centre (Spring Break Camp, Summer Camp, Pro-D Day Camp, Group Class etc.). Credits cannot be applied to Birthday Parties, Production Tickets, or programs not offered at our downtown facility. Credits expire after 1-year. If you require assistance applying credits to a future program, please contact our office.


ACTIVE Refund: ACTIVE Refund is an optional add-on to ensure the participants' full registration fees are refundable if you are unable to participate in the program. This option is provided by the ACTIVE Network and not Kaleidoscope. If you purchased ACTIVE Refund you must cancel your registration using the ACTIVE Refund Service at refund.active.com. Please have your Reference ID or be prepared to login with the active.com account you used to register. You can request a refund for your registration anytime, so long as it is more than 48 hours before the program start date. This only applies to families who have purchased the additional ACTIVE Refund option. It is important to note that Kaleidoscope cannot see if you purchased this additional add-on. Please check your receipt form the ACTIVE Network prior to submitting a cancellation request.


Method of Instruction: Instruction for all Kaleidoscope Programs is offered in-person in a classroom setting. Regular instruction is not available online or recorded. In the event that in-person instruction is not possible due to natural disaster, pandemic, government order, or other cause that is out of control of Kaleidoscope Theatre for Young People, an alternate method of instruction will be provided ensuring a continuation of learning. In this event, all policies, including refund and cancellation still apply.