Acknowledgement

By enrolling in Great South Dance Academy, parents/caregivers and students acknowledge that they have read, understood, and agree to comply with all policies and procedures outlined in this handbook. Continued enrolment constitutes acceptance of updates and amendments.

1.0 Enrolment Policies

1.1 Enrolment in a GSDA class is for a full term. It is assumed that students will continue to the next term unless the Academy is notified otherwise. Automatic invoices will be issued for the following term if no communication is received. Re-enrolment is required at the start of each new year.

1.2 By enrolling, parents/caregivers agree to all GSDA Terms and Conditions.

1.3 Enrolment may not be processed, and class placement may be lost, if there are outstanding fees from previous terms or by the third week of the current term.

1.4 Definitions: For clarity, “parent/caregiver” refers to the legal guardian or adult responsible for the student, “term” refers to one of four GSDA terms in the academic year, “lesson” refers to any scheduled class, and “credit” refers to funds applied to a student account for future classes.

1.5 Enrolment is officially considered cancelled if fees remain unpaid by the deadlines stated in the handbook.

2.0 Fees and Refunds

2.1 All fees (termly and registration) are payable in full before the first day of term or upon enrolment unless a GSDA payment plan is arranged and approved by the Studio Manager. All communication regarding payment plans must go through the Manager. A valid card must be kept on file, which will be charged according to the agreed terms. Convenience fees will apply to each transaction.

2.2 Statements are sent via email and available in the parent portal. Parents/caregivers are responsible for ensuring timely payment. Online payments via bank transfer or the parent portal are accepted; convenience and processing fees are non-refundable.

2.3 Fees are calculated annually and divided into four terms. Term length variations do not affect fees. Fee structures for combos, multi-class discounts, and siblings are outlined on the GSDA website and fee documents. Third, fourth, and additional siblings in the same family receive a $10 discount on term fees only; no discount applies to exams, merchandise, or performance fees.

2.4 Account credits are valid for six months and are non-transferable. No refunds of fees are processed except at the discretion of the Director under special circumstances. Promotional discounts are valid for the current term only.

2.5 Late payments incur a 15% fee after 7 days and an additional 15% every 30 days until payment is made (excluding payment plans). Failure to pay may result in cancelled enrolment and loss of class placement.

2.6 No refunds or credits are given for missed classes due to personal circumstances, change of mind, or uncontrollable events (e.g., fire, traffic, weather, pandemics). GSDA may credit fees for cancelled classes where make-up classes are not possible. Classes moved online or to another format due to unforeseen circumstances will not be refunded as long as a replacement is provided.

2.7 Grace Period: If a student leaves during weeks 1–2, a refund may be issued at the Director’s discretion. Leaving during or after week 3 may only result in a credit at the Director’s discretion; no refunds are available. A doctor/medical certificate is required for withdrawal due to injury or illness.

2.8 Registration fees are annual, due upon enrolment and are non-refundable.

They can be included within a GSDA approved payment plan.

2.9 Private lessons, exams, seminar fees, and performance fees must be paid by their due dates. Non-payment may result in exclusion from activities.

2.10 All statutory holidays are observed; fees are calculated across the year. There are no make-up classes for classes which fall on public holidays.

2.11 Parents/caregivers are responsible for ensuring GSDA has up-to-date contact, medical, and emergency information.

2.12 Enrolment is considered cancelled if fees remain unpaid by the deadlines.

2.13 Statements are issued to the online portal and emailed out upon issuing. It is the parent/guardian’s responsibility to make payments and refer to the parent portal for fees owing and account details.

2.14 Parents/caregivers must notify GSDA if they wish to change classes or withdraw.

2.15 GSDA reserves the right to amend fees. Notice will be provided wherever possible.

2.16 Exam Fees: Payable by due date. Non-payment means the student cannot participate. Fees are non-refundable once the exam entry date passes.

2.17 Examination Holiday Seminar Fees: Payable by due date. Non-participation must be communicated to remove the fee.

2.18 Private Lessons: All lessons are booked via the parent portal. Bank transfers are not accepted for private lessons.

2.19 Performance Fees: Payable by the due date. Non-participation must be communicated. Costume orders will not proceed if no communication is received.

2.20 New Students Trial Period: Full term fees apply if joining weeks 1–2; pro-rata fees from week 3 onward. Trial classes are included in term fees.

2.21 Unpaid fees and no response by week 3 of the term will result in enrolment cancellation and offer to the next waitlisted student.

2.22 Changes to classes and fees are allowed within the first two weeks of term. No refunds for change of mind after this period. Credits may be issued at the discretion of GSDA.

3.0 Classes, Timetable, and Uniform

3.1 All students must wear the correct GSDA uniform and footwear for their grade/genre within two weeks of starting classes. Inappropriate dress or grooming may prevent participation.

3.2 Jewellery is limited to stud or small sleeper earrings; nail polish or excessively long nails are not permitted.

3.3 Hair must be neatly secured off the face; teachers may provide class-specific guidance.

3.4 Students must bring their own water bottle.

3.5 The timetable may change once annually (Term 3) or as deemed necessary by GSDA, with as much notice as possible.

3.6 Optional performance merchandise (e.g., T-shirts) may only be worn during the relevant performance season.

3.7 GSDA is not responsible for lost property. Unclaimed items will be donated or disposed of at term/year-end.

3.8 Physical contact for correction may occur; teachers will seek student comfort levels upon joining the class. Parents should discuss concerns before the first class.

3.9 Personal information is confidential and only shared with consent, except for debt recovery purposes.

3.10 Classes may be cancelled during the examination season; no credits or make-ups will be arranged.

3.11 For all uniform queries, refer to The Dance Spot Terms and Conditions.

3.12 Private Lesson Illness/Change-of-Mind Policy:

• More than 48 hours’ notice: 100% credit applied.

• Within 48 hours: 50% credit once per term; subsequent late cancellations incur a $10 fee with no credit.

• Credits apply to GSDA lesson fees only; convenience/processing fees are not included.

• Cancellations must be in writing via email or parent portal.

• Credits expire after 6 months. Exceptional cases (medical certificate) may allow flexibility.

3.13 Contact for cancellations or changes: email office@gsda.co.nz or text 021 123 8395.

4.0 Emails, Event Information, and Notice Board Policies & Procedures – Great South Dance Academy

4.1 Communication Responsibility

GSDA sends email updates at least once per term, and important information is also posted in the studio where possible. It is the responsibility of parents and students to read all emails and check the notice board regularly to stay informed. All emails and updates can also be accessed via the parent portal, which is an official communication channel.

4.2 Event Information and Notifications

Information regarding classes, performances, workshops, exams, and special events will be communicated through emails, the parent portal, and the studio notice board. Parents and students are expected to review these updates promptly to ensure they do not miss important dates or deadlines.

4.3 Email and Portal as Official Channels

Emails and the parent portal are the official channels for all communication from GSDA. Parents and students are responsible for ensuring their contact details are up-to-date and for regularly checking these platforms. GSDA will not be held responsible for missed communications due to outdated contact information or failure to check emails or the portal.

4.4 Notice Board Usage

The studio notice board is used to display schedules, event information, performance details, and other relevant notices. Students and parents should check the notice board regularly. Notices posted in the studio are considered official and binding, in the same way as emails.

4.5 Timely Responses

Parents are encouraged to respond promptly to emails requiring action, such as event participation confirmations, fee approvals, or registration forms. Delayed responses may affect a student’s participation in classes, performances, or exams.

4.6 Contacting GSDA

For any queries, clarifications, or concerns regarding emails, events, or notice board updates, parents may contact GSDA by email at office@gsda.co.nz or by text at 021 123 8395.

5.0 Health, Safety, Injury & Medical Conditions

5.1 GSDA is not liable for personal injury or loss/damage to property on or off premises (including concerts, community events, and competitions).

5.2 Dance carries inherent risk; GSDA provides qualified teachers and promotes safe practice.

5.3 Parents must notify teachers of injuries, medical conditions, or treatments before class.

5.4 First aid kits are available; GSDA does not administer medication without consent.

5.5 Students are supervised during class only; staff cannot be responsible outside class hours.

5.6 In emergencies, GSDA may seek medical care and hospitalisation if parents cannot be contacted.

5.7 Unwell students must stay home; contagious or unsafe students will be sent home. Make-up classes may be arranged. Students 7+ may observe class if non-contagious.

5.8 Medical withdrawals require a doctor’s certificate.

6.0 Class Attendance

6.1 Regular attendance is essential for progress; punctuality is required for full warm-up.

6.2 Parents are encouraged to notify the teacher via the parent portal if a student cannot attend.

6.3 Absences affect learning, examination preparation, and performance participation.

7.0 Examinations, Presentations & Tests

7.1 Syllabus classes aim for students to sit exams during the year.

7.2 Entry into examinations is at the teacher’s discretion in consultation with parents/caregivers. Exam and seminar fees are additional to term fees.

8.0 Concert & Costume

8.1 Participation in annual performances is encouraged but not compulsory.

Attendance at extra rehearsals is required for participants.

8.2 Backstage access is limited to allocated helpers; all children are supervised.

8.3 Participation grants consent for professional photography and promotional use.

8.4 Performance fees cover show costs and costume hire; specialty costumes may incur additional fees. Unpaid fees after the due date may result in the child not receiving a costume.

8.5 Concerts are professionally filmed; photos are available for purchase.

8.6 Tickets are sold via portal/app/reception; all seating is allocated, non-refundable, and final. Priority access to ticket sales will be granted to families whose accounts are fully paid prior to the commencement of general ticket sales. Those on payment plans with monies still owing are excluded from a $0 balance.

8.7 Performance fees are invoiced with approximately three months’ notice; non-participation must be communicated before the due date.

8.8 If GSDA cancels a show/ concert refunds may be requested up to two weeks after the proposed performance date. Unclaimed refunds become a donation to the studio.

9.0 Photography & Videoing

9.1 Class recordings (Band) and occasional photography may be used for learning and promotional purposes; enrolment grants permission.

9.2 Public photography or video at classes or concerts is not permitted, in line with the Privacy Act 1993.

9.3 Concerns must be raised in writing at enrolment.

10.0 Choreography

10.1 Choreography remains the intellectual property of GSDA and syllabus providers; copying or unauthorised use is prohibited.

10.2 Departing students may not perform original choreography without GSDA permission.

11.0 Privacy

11.1 Enrolment forms collect personal information, stored digitally. Access and correction rights are granted under the Privacy Act 1993. Hard copies are destroyed after data entry.

12.0 Dismissal

12.1 GSDA may dismiss students/families who breach policies, damage property, or disrupt classes.

12.2 Refunds following dismissal are at the Director’s discretion.

12.3 Students/ parents are liable for damage to GSDA property or premises.

12.4 Students engaging in inappropriate behaviour will be managed at the Director’s discretion.

13.0 Policy Amendments

13.1 GSDA reserves the right to amend these Terms and Conditions at any time.

14.0 Website Policies

14.1 All content on the GSDA website is protected by copyright and intellectual property rights.

14.2 Content is for personal use only; no distribution, reproduction, or modification without written consent.

14.3 GSDA may modify, add, or delete website content at any time without notice; accuracy or completeness is not guaranteed.

14.4 Liability for use of the website, including third-party links, viruses, or loss, is disclaimed to the fullest extent permitted by law.

14.5 Tracking software or cookies may be used to collect non-personal data for analytics.