Policies & Procedures

Location

Open Arts Alliance is located on the campus of the River House (125 River Road Extension, Cos Cob, CT 06807.) Please refer to the program description for the location of each program.

Age Ranges

OAA recognizes that students are most effective when they are placed in groups of similar age. Certain classes or programs may have adjusted or combined levels, which will be listed within the class description.

If OAA has reasonable grounds to believe a student has intentionally been placed in a class beyond his or her calendar age, parents will be asked to provide documentation. Failure to do so may result in their removal from the program without refund.

How to Enroll

Enrollment is on a first-come basis. Pre-enrollment and full payment are required to ensure a spot. Reminder emails are sent out prior to the program starting. These emails detail your child’s class, location, and time.

Refunds

A full refund, minus a $100 processing fee, per program, will be issued if the student drops out of the program more than two weeks prior to the program start date. A full refund will only be issued if the program is canceled by Open Arts Alliance prior to the start of the program. Where possible, refunds will be made by the original payment method, or by check. Please allow up to 30 days for your refund to be processed. All refunds are at the discretion of administration and decisions are final.

Any other payment arrangement forfeits the right for refund/reimbursement at any time UNLESS OAA cancels the class.

Class Changes

A $50 change fee will be issued for all class changes made once registration has been completed. This includes changing programs or class times/days.

Enrollment Discounts

Select enrollment discounts may be available at the time of enrollment only.

Financial Aid

Financial Aid and Scholarships are available for families who can demonstrate financial need. Applications for Financial Aid are reviewed by the Executive Director and awards will be disbursed via email. Please contact us at Info@openartsalliance.com.

Final Performances

Some classes may have a final showcase. For more information please see the class descriptions on the website or speak to the class teacher if class has commenced.

Waitlists

Waitlists are available for all of our programs, on a first-come first serve basis. In the event a place opens up parents will be contacted by phone and email address provided. Parents have 24 hours to respond. Waitlists do not guarantee a place in class.

Class Cancellation

All classes have a minimum and maximum student enrollment. In the event OAA must cancel a class, parents will be notified at least 2 days prior to the start of the program. Parents may opt for a full refund or may transfer into another class of that session. Open Arts Alliance reserves the right to substitute instructors, assistants, or facilities as necessary.

General Class Policies

When allowing your child to participate in any of our programs, the following general policies must be followed:

Your child can and will participate fully in the program and will cooperate and accept our guidance in standards of behavior. Failure to adhere to these standards may result in suspension or dismissal with no refund.
Activities/themes may be rescheduled at the administration’s discretion.
Rules for acceptance and participation in the program are the same for everyone regardless of race, color, ethnicity, religion, gender, or sexual orientation.
Please send appropriate clothing each day. Sneakers are a must! Please, no flip-flops.
Please clearly label all of your clothing, lunchboxes and personal possessions with the child’s name. Open Arts Alliance maintains a nut free environment for the safety of all.

Code of Conduct

Open Arts Alliance is committed to providing a safe and welcoming environment for all our students, patrons, volunteers, and staff. To ensure safety and comfort for all we expect all individuals to act in a mature and responsible way that respects the rights and dignity of others. This applies to all staff, students, parents, family members, and guests.

Our code of conduct does not permit language or action that can hurt or frighten another person, or that falls below a generally accepted standard of conduct.

Specifically, this includes:

Aggressive or vulgar language, including name-calling, and shouting.
Physical contact with another person in a threatening way.
Any demonstration of sexual activity or sexual contact.
Harassment or intimidation with words, gestures, body language, or other menacing behaviors.
Behavior which intends to or results in the theft or destruction of property.
Carrying or concealing weapons or devices that may be used as weapons.

Please notify a staff member if you need assistance. All reported violations will be investigated, and violations of the code of conduct will result in dismissal from our programs, without exception. No refunds will be given.

Contacting Your Child

We believe that workshop and class times are opportunities for development of independence, social skills, and self-esteem. Please do not call to speak to your child unless it is an emergency. Students are not permitted to have electronic devices, including cell phones on them, and are expressly forbidden from using them during class. Unless, at the request of the instructor for educational purposes. This includes answering phone calls or text messages from their parents. Students caught using their phones will have them confiscated, and the device must be checked out by a parent from the office at check out. Students and parents who consistently fail to comply with this policy may be suspended or removed from the program without refund.

Electronics and Toys Policy

Open Arts Alliance strives to provide an engaging environment that encourages participation. Students may not bring iPads, tablet devices, laptops, toys, trading cards, audio devices, or other objects, whether electronic or otherwise to the program.

Open Arts Alliance accepts no responsibility for any lost or stolen items, and parents and students are not permitted to return to OAA classrooms and facilities after program hours unless accompanied by a staff member.

Discipline Policy

Positive attitude and cooperation of all students and parents is vital to the success and happiness of the class as a whole. Any disruptive or violent behavior will not be tolerated in our programs. Open Arts Alliance reserves the right to determine who is or is not suitable for our programs and will take all measures to provide a safe and constructive learning environment.

We emplace a zero-tolerance policy regarding violence. In the case of violent behavior parents will immediately be contacted to pick up the child.

If a child disrupts class, he or she is given a warning by the instructor or assistant.

The second warning will result in an in-class time out. If the problematic behavior continues, the student will be excused from class to have a discussion with the Director of Education. Parents will be notified of the occurrence by email and/or upon dismissal.
If the problematic behavior is still not corrected, parents will be contacted and the student will be dismissed from the class.

Missing two or more rehearsals my result in being removed from the production without refund.

We aim to provide a positive learning environment for all children and we welcome discussions with parents regarding behavior patterns and strategies, especially prior to the program commences.

There is no tuition refund for children who are dismissed from any program.

Bullying Policy

Bullying is when one or more children (the bully/ies) target a child (the target) in a manner that a reasonable person would know that the bully’s action will have the effect of physically or emotionally harming the target, damaging their property or insulting/demeaning the target.

Open Arts Alliance has a zero-tolerance policy pertaining to physical actions against others, stealing, bullying, and disrespect for staff and property. These actions are disruptive and result in negative experiences for fellow students. OAA reserves the right to suspend or terminate a student’s participation at any time for failure to adhere to the rules and values of our program. There will be no refunds given to children who are suspended or terminated for behavior issues.

Complaints of bullying should be directed to the Director of Programs or the Executive Director as soon as possible, by phone or email (if out of hours). Please include information of the time, place, current activity, the bullying event, the names/descriptions of the bully or bullies, and any witnesses.

Photo Release Forms

Parents/guardians/student must grant to Open Arts Alliance the right to use his/her name, biography, photographs, likeness or recorded image and voice for promotional purposes by any means or medium. The guardian must agree at the time of online registration.

For off-line registration, parents must complete and submit a Photo Release form for each child enrolled in our programs before they can begin. This form is available from our website and at the time of check for the online registrations. Forms must be completed once every calendar year, and will not be kept from previous years.

Illness

Open Arts Alliance is not designed to care for sick children. If your child becomes sick they will be moved to an area away from the other students, and our staff will contact parents on the provided emergency contact numbers to pick the child up. Sick children must not return to class.

If your child is sick from class please email info@openartsalliance.com.

Lost Property

Please ensure all of your child’s belongings are clearly labeled with their name in permanent marker, including lunch boxes, drink bottles, bags, coats, jackets and hats. All lost property is returned to OAA’s Main Office. Lost property must be claimed within two weeks, or will be donated/disposed of.

Parent Notifications

Parents are required to ensure OAA has accurate contact information on file, including phone numbers, email addresses, and postal addresses. You may check our website daily for updates regarding classes.

Incident Reports

Incident reports are emailed to the primary email address on file for any medical, behavior, or injury events, that we feel you should be notified about. While we make a best-faith effort to ensure parents remain informed of all events, minor interactions or events may not be reported.

Release of Children (Check In/Check Out)

All children must check in and out before they join their class, or leave each day. Children are permitted to check themselves in, however, are not permitted to check-out unaccompanied. Parents/ guardians are required to accompany their child during Check-In for their first day of programs.

Late Check-In

Parents are encouraged to prepare so your child is on time for their activity. Many of our programs require a full class participation and when one person is late or not in attendance it affects everyone.

Early Check Out

Students may be checked out early by emailing Info@openartsalliance.com at least 24 hrs prior to pick up.

Late Pick-up Policy

If you are more than 10 minutes late to pick up your child, you will be charged $1.00 per minute for every minute you are late. Late fees are to be paid by cash or check time of pick-up.

Please email Info@openartsalliance.com if you are running late so we can inform the teachers and child.

Safe Environment Policies

Open Arts Alliance is deeply committed to creating a safe and transparent environment for all students and has a range of policies and procedures to ensure the protection of children in our care. Along with an intensive background check and interview process, we have an extensive set of policies that regulate the ways that our staff and volunteers interact with our students. Below is a highlight of these policies:

All staff must conduct themselves in a manner consistent with their position as a positive role model to children, young people, and vulnerable adults, and as a representative of the Open Arts Alliance.
Staff are not permitted to discipline children by use of emotional abuse, favoritism, physical abuse, verbal abuse, reference to cultural/ethnical differences and abilities, swearing and any form of corporal punishment or other offensive/inappropriate action. Where a staff member is required to provide discipline, they are required to use strategies that are fair, respectful, and appropriate to the developmental stage of the child. (See our Discipline and Bullying Policy for more information.)
Staff must at all times demonstrate acceptable and appropriate behavior/contact that gives regard to a child or young person’s age and developmental needs, culture, ability, environment, and their emotional needs.
No staff member is permitted to carry, hold, or restrain any child, which includes carrying, sitting on laps, etc…
Staff members are not permitted to, and will not help students during bathroom breaks. All children in our programs must be toilet trained and capable of independent bathroom use.
Open Arts Alliance operates with a strict staff to student ratio. Staff members shall never be alone with a single child, and all programming operates with an unlocked door and no physical barriers policy.
Students may only be released to authorized parents or guardian.

Snack and Lunch

For any whole day programs, including all workshops, children will need to bring a lunch and snacks each day. Please ensure all lunch boxes and drink bottles are clearly labeled with your child’s name. It is the responsibility of parents to ensure children are provided with adequate lunch and snacks daily.

For other programs 1.5 hours or shorter no break is taken. For classes longer than 1.5 hours, children will have a designated time for snack and drinks. No Nuts.

Parents are not permitted to join their child for lunch or snacks but are permitted to drop lunch off at the program in clearly labeled sack/ lunchbox. Please note, we do not interrupt class activities to inform students that their lunch has been dropped off. If the lunch is not clearly labeled the student and teachers may not realize it is for that child.

Termination Policy

Open Arts Alliance reserves the right to terminate any child’s enrollment in any of our programs with or without refund in the event a senior administrator deems in the best interest and/or safety of the child, other children, parents, other patrons, staff, or program. If a termination of an enrollment is deemed necessary by OAA parents will be informed of reasons for termination of services.