POLICIES

CRITICAL SUMMER CAMP POLICIES:
By signing up for OUR BROADWAY BOUND summer camp
you agree to the following policies

ATTENDANCE AND RECORDS POLICY

In accordance with our commitment to maintaining accurate records, it is essential for all participants to adhere to our attendance policy.

Attendance Record Keeping: All Programs require meticulous attendance record keeping. This ensures transparency and accountability within our organization. Attendance records serve as a crucial component of our operational procedures.
Responsibility of Show Director: The Show Director assumes the responsibility for meticulously maintaining attendance records and handling all associated paperwork. This includes recording and monitoring attendance for all program participants.
Reporting Absences: In the event that your child is unable to attend due to illness, we kindly request that you notify us immediately. Please send an email to education@rockridgeperformingarts.org, clearly stating the reason for the absence. This allows us to maintain accurate attendance records and ensure the safety and well-being of all participants.
Reimbursement Policy: Please note that, regrettably, we are unable to provide reimbursement for missed days in the program. This policy applies to all participants, as it ensures fairness and consistency within our programs. We encourage participants to make every effort to attend all scheduled sessions to maximize their learning and participation opportunities.

By adhering to these policies, we maintain a professional and organized environment that promotes the growth and development of all participants.

COMMUNICATION POLICY

To ensure effective and efficient communication, we have established the following professional guidelines:

Primary Mode of Communication: Email will serve as the primary mode of communication for all matters related to the Summer Program. This allows for clear and documented correspondence, ensuring that important information reaches all parties involved.
Communication Schedule: We will communicate with you at specific times throughout the duration of the Summer Program. These communication points include:
1. Payment Reminders: As payment due dates approach, we will notify you in advance to provide ample time for timely submission. Payment reminders will be sent prior to each scheduled payment date.
2. Program Updates: You will receive communication from us once in May and once in June to provide important updates and reminders regarding the Summer Program. These updates will help you stay informed and prepared for the upcoming program.
3. Pre-Camp Notification: Three days before the Camp commences, we will reach out to you with essential details, ensuring that you have the necessary information prior to the start of the program.
4. Daily Communication during Camp: Throughout the duration of the Camp, you can expect regular daily communication. These communications will keep you informed about the activities, schedule, and any important announcements.
Emergency Contact: In the event of an emergency, please call our dedicated emergency contact number at 703-596-2522. We have established this line to address urgent situations promptly and efficiently.
Contact Protocol: We kindly request that you refrain from contacting Rock Ridge High School Administration or Loudoun County Public Schools regarding the program. They are not responsible for the operations of our program. For any inquiries or concerns, please direct your communication to the appropriate channels provided by our organization.

By adhering to these communication policies, we can ensure clear and timely information flow, maintain professionalism, and provide a smooth and enjoyable experience for all participants and stakeholders. Should you require further clarification or have any additional questions regarding our communication policies, please feel free to reach out to us. We are here to assist you.

REGISTRATION POLICY

Registration Availability: Registration will remain open until the program reaches its maximum capacity or casting is closed. Once a program has reached its capacity or casting is closed, a public notice will be promptly posted on the official website to inform interested individuals.
Minimum Enrollment Requirement: Prior to the opening of each program's registration, a predetermined minimum enrollment threshold will be established. This ensures that there is sufficient participation to effectively conduct the program.
Summer Camp Registration: Registration for the Summer Camp program will commence in July of the previous year. This allows parents and participants ample time to plan and secure a spot in the desired program.

Please note that our registration policy ensures fair access to our programs and provides clear communication channels for updates on program availability.

ACCOUNT BALANCE POLICY

Balance Due Date: The balance due date is the final day by which payment must be made for the current enrollment. For summer programs, the balance due date is typically the date of registration, unless a predetermined payment plan has been established.
Late Payment and Declined Credit Cards: A 3% fee will be assessed for all late payments and missed payments resulting from declined credit cards. It is important to ensure that payments are made on time and that credit card information is accurate and up to date to avoid any inconvenience or additional charges.
Participation Restriction for Unpaid Balances: If a balance remains unpaid by the balance due date, the student will be unable to participate in the program until full payment is received. It is crucial to fulfill the payment obligations promptly to maintain eligibility for program participation.

Please note that adherence to the balance due date and prompt payment is necessary to ensure a smooth and efficient enrollment process. The additional fee for late payments and declined credit cards aims to cover administrative costs associated with processing delayed or unsuccessful payments.

LATE PICK-UP POLICY

Policy Agreement: As part of the registration process, parents/guardians are required to agree to the Late Pick-Up and Early Dismissal Policy. This policy outlines the guidelines and fees associated with late pick-ups beyond the designated camp hours.
Late Pick-Up Charges: Starting at 4:15 PM, a late pick-up fee of $15 will be charged for every 15-minute increment or part thereof. For example, if a pick-up occurs at 4:15 PM, a $15 fee will be applied. If a pick-up occurs at 4:30 PM, a $30 fee will be applied, and so on.
Early Dismissal: Early dismissal fees will not be charged unless there are specific circumstances agreed upon at registration. Please refer to the terms agreed upon during the registration process to determine if any additional charges apply for early dismissals.
Communication and Notification: It is the responsibility of the parent/guardian to communicate any expected delays or changes in pick-up times to the camp staff in advance. This allows us to make the necessary arrangements and ensure the safety and well-being of the campers.
Enforcement and Payment: Late pick-up fees will be billed and must be paid promptly. Failure to settle the fees in a timely manner may result in additional consequences, such as restrictions on future camp participation or other measures outlined in the registration agreement.

We appreciate your understanding and cooperation in adhering to the Late Pick-Up and Early Dismissal Policy. These guidelines help us maintain a structured and organized camp environment while ensuring the safety and supervision of all campers.

ZERO TOLERANCE FOR BULLYING POLICY

Policy Statement: Our camp maintains a zero tolerance policy for bullying. We are committed to providing a safe and inclusive environment for all campers. Bullying, in any form, is strictly prohibited and will not be tolerated.

Definition of Bullying: Bullying includes but is not limited to verbal, physical, or emotional aggression, intimidation, harassment, or any other behavior intended to harm, demean, or exclude others.
Reporting and Investigation: Any incidents or suspicions of bullying should be immediately reported to camp staff. All reports will be taken seriously and thoroughly investigated in a confidential and objective manner. We encourage open communication between campers, parents/guardians, and staff to address any concerns.
Consequences for Bullying: Upon substantiation of a bullying incident, appropriate disciplinary actions will be taken. Depending on the severity and nature of the bullying, the consequences may include:
1. Suspension from camp: The camper involved in bullying may be suspended from the camp for a designated period. During this time, the camper will not be allowed to attend camp activities.
2. Expulsion without reimbursement: In cases of severe or repeated bullying incidents, the camper may be expelled from the camp without any reimbursement of fees paid.
Support and Education: Alongside disciplinary measures, our camp prioritizes providing support and education to all campers. We aim to foster a positive and respectful camp community. Efforts will be made to address the underlying causes of bullying behavior, promote empathy, and encourage conflict resolution skills.
Confidentiality: All reports and investigations related to bullying will be handled with strict confidentiality, respecting the privacy of all parties involved, while ensuring the safety and well-being of the camp community.

We believe that every camper has the right to enjoy a camp experience free from bullying. Our zero tolerance policy reflects our commitment to creating a safe and nurturing environment. Together, we can promote kindness, respect, and inclusivity for all campers.

REFUND POLICY

Insufficient Enrollment: In the event of insufficient enrollment, a full refund will be given to all participants who have registered and paid for the program.
Missed Days or Early Withdrawal: No refunds will be given for missed days or early withdrawal from the program. Registration implies a commitment to paying the entire fee.
Dropouts Before Program Start: If the balance has been paid in full and the student/participant drops out prior to the start of the camp, for any reason, the amount paid may be applied towards a future program. However, all fees are non-refundable without exceptions.
Withdrawal Notice: All withdrawals (dropouts) must be made in writing at least one (1) month prior to the start of the program. Only written withdrawals received within this timeframe will be eligible for payment transfer to another program. No exceptions.
Partial Payments: Partial payments made toward the balance due are non-transferable and non-refundable without exceptions.
Eligibility for Future Programs: Only accounts that have been paid in full are eligible to be applied to a new program if the student drops out for any reason.
Withdrawal within 1 Month of Program Start: If a withdrawal is made within one (1) month of the start of the camp, an $80 administrative fee will be assessed. The remaining tuition can be credited for a future program.

Please note that the refund policy is strictly enforced, and no exceptions will be made. It is important to carefully consider your commitment before registering for the program.

TUITION INSURANCE POLICY

Tuition Insurance: Tuition insurance is available for registrants and provides coverage for potential refunds in the event of withdrawal or cancellation. Refunds will be issued, minus the amount of the tuition insurance purchased.

Refund Scale: The refund scale for tuition insurance is as follows:

100% refund: Registrants are eligible for a 100% refund of the tuition fee if they withdraw or cancel their registration before May 8th.
75% refund: From May 8th to May 22nd, registrants are eligible for a 75% refund of the tuition fee if they withdraw or cancel their registration.
50% refund: From May 22nd to June 8th, registrants are eligible for a 50% refund of the tuition fee if they withdraw or cancel their registration.
0% refund: After June 8th, no refunds will be issued for withdrawals or cancellations. Registrants will not be eligible for any refund of the tuition fee.

Tuition Insurance Requirement: The purchase of tuition insurance is optional but highly recommended to protect against financial loss in case of withdrawal or cancellation.

Eligibility for Tuition Insurance Refunds: To be eligible for a refund based on the tuition insurance policy, the registrant must have purchased tuition insurance at the time of registration.

Claim Process: In the event of withdrawal or cancellation, the registrant must initiate a claim with the tuition insurance provider. The claim process and requirements will be provided by the insurance provider.

Documentation: The registrant may be required to provide documentation supporting the reason for withdrawal or cancellation to process the refund through the tuition insurance policy.

Additional Terms:

The amount of the tuition insurance will be deducted from the refund amount.
The tuition insurance policy applies only to the tuition fee and does not cover any additional fees or expenses.
The tuition insurance policy is separate from any other refund policies or procedures mentioned elsewhere.

Please note that the tuition insurance policy is subject to the terms and conditions set by the insurance provider. It is recommended that registrants review the insurance policy carefully and consult with the insurance provider for any specific questions or clarifications.

RRDB cancellation policy

RRDB Cancellations: In the event that RRDB needs to cancel a program or class due to weather conditions, emergencies, or any other unforeseen circumstances, including pandemics, official announcements will be made on our website and communicated via email to all enrolled families.
Make-up Classes: Following a cancellation, the instructor/director will arrange for a make-up class to be scheduled. This ensures that participants have an opportunity to cover missed content or activities.
Monetary Refunds: Please note that RRDB does not issue monetary refunds for cancellations. Instead, our focus is on providing alternative arrangements such as make-up classes to ensure participants receive the full value of their enrollment.

We understand the importance of keeping our participants informed and providing opportunities to make up missed classes. Our commitment to communication and alternative arrangements demonstrates our dedication to delivering a high-quality experience.

PHOTO AND VIDEO POLICY

Photography and Videography: As part of our registration process, we reserve the right to take photos and videos of every camper while they are attending our camp. This allows us to capture memorable moments and showcase the camp experience.
Consent: By registering for our camp, it is understood that participants and their legal guardians grant permission for the camp organizers and staff to capture photos and videos that may include the camper.
Intended Use: The photos and videos taken during camp may be used for various purposes, including but not limited to promotional materials, social media, website content, and internal documentation. These materials help us illustrate the camp's activities and the positive experiences enjoyed by our campers.
Privacy and Safety: We prioritize the privacy and safety of our campers. Personal information such as names or contact details will not be disclosed or associated with the photos or videos used for promotional purposes.
Opt-Out Option: If you do not wish for your camper to be photographed or videotaped, please inform our staff during the registration process or contact us directly to discuss alternative arrangements.

We aim to capture and celebrate the fun and enriching moments at our camp while respecting the privacy and preferences of our campers and their families.

DIVERSITY, EQUITY, AND INCLUSION POLICY FOR BROADWAY BOUND

Commitment to Diversity, Equity, and Inclusion: The Broadway Bound Summer Program is committed to fostering an inclusive and welcoming environment that celebrates diversity, promotes equity, and ensures equal opportunities for all participants. We embrace the unique backgrounds, experiences, perspectives, and identities of each individual involved in our program.
Anti-Discrimination: We strictly prohibit any form of discrimination, including but not limited to race, ethnicity, gender, sexual orientation, disability, religion, or socio-economic status. Discriminatory behavior or language will not be tolerated, and appropriate disciplinary actions will be taken to address any violations.
Access and Representation: We strive to provide accessible opportunities for participation in our program, making efforts to remove barriers and accommodate diverse needs. We are committed to promoting diverse representation in casting, production choices, and leadership positions to ensure a range of perspectives are showcased and valued.
Safe and Inclusive Spaces: We aim to create safe and inclusive spaces for all participants, where everyone feels respected, heard, and valued. We encourage open dialogue, active listening, and constructive conversations that promote understanding and empathy. Harassment, bullying, or any form of intimidation will not be tolerated.
Education and Awareness: We believe in continuous learning and improvement. We provide training and resources to our staff, volunteers, and participants to promote awareness and understanding of diversity, equity, and inclusion. We actively engage in discussions and activities that promote cultural competency and sensitivity.
Collaboration and Community Engagement: We actively seek partnerships and collaborations with diverse organizations, artists, and community members to foster an inclusive and diverse network. We value the contributions of different communities and strive to create meaningful connections that celebrate the richness of our collective experiences.
Reporting and Accountability: We encourage individuals to report any incidents or concerns related to diversity, equity, and inclusion. Reports will be treated confidentially, and appropriate actions will be taken to address the issue. We hold ourselves accountable for upholding the principles of this policy and continuously evaluating and improving our practices.

By implementing this Diversity, Equity, and Inclusion Policy, we aim to create a nurturing and empowering environment where everyone can thrive and grow, embracing the transformative power of the performing arts.

independent summer program of lcps policy

Independent Organization: The Rock Ridge Drama Booster Program (RRDB) is an independent, registered 501(c)3 organization. It operates separately from Loudoun County Public Schools (LCPS) and is not an entity of LCPS. RRDB's primary purpose is to support the needs of Rock Ridge Performing Arts.
Insurance and Liability: RRDB maintains its own insurance policy to cover its activities and operations. The insurance coverage is specific to RRDB and does not extend to Loudoun County Public Schools or any other entity.
Confidentiality and Student Information: Due to federal HIPAA and FERPA regulations, RRDB does not have access to any child's Individualized Education Program (IEP) or Health Care Plan (HCP). RRDB cannot review or work with confidential student records governed by these regulations.
Facility Usage: RRDB has obtained permission from Rock Ridge High School (RRHS) administration to use the facility for its activities. This permission grants RRDB the right to operate within the designated spaces for the purpose of supporting Rock Ridge Performing Arts.
Inclusive Environment: RRDB welcomes every child to participate in its programs. RRDB's education director holds certifications in CPR/AED, Medication Training, and Diabetes Training. Parents can collaborate with the education director to create an inclusive plan and environment that supports their child's success and development.
Communication Channels: For inquiries or questions about the RRDB program, please contact education@rockridgeperformingarts.org. RRDB requests that parents refrain from contacting Rock Ridge High School or Loudoun County Public Schools for information specifically related to the RRDB program.

Please note that this policy emphasizes the independent nature of the Rock Ridge Drama Booster Program, clarifies the separation between RRDB and Loudoun County Public Schools, and provides appropriate channels of communication for inquiries related to RRDB.

CRITICAL SUMMER CAMP POLICIES:By signing up for OUR BROADWAY BOUND summer camp you agree to the following policies