CoEvolve Studios Policies

Our policies are set to keep dancers, teachers and directors safe and in the loop about how we run and process different situations

Fees/Enrolments

A | Invoices

We will endeavour to have invoices out by the final week of the previous term (aside from term 4’s transition to term 1). All fees must be paid in full by the start date of the term.

B | Late Fees

Students with unpaid invoices will not be allowed to attend classes. Accounts with overdue fees may be forwarded to a collections agency, with any additional costs being the responsibility of the account holder.

C | Early Payment Discount

An early payment discount (5% off) will be automatically applied to all dancers who pay their invoices in full, 14 days or more before the start of the next term, through the DSP portal.

D | First-Come, First-Served & Waitlist Policy

Our Classes are filled up through a first in first served process. A waiting list will be available for some classes.

E | Enrolment & Cancellation Policy

At CoEvolve Studios, enrolments are for the full calendar year. When you enrol for Term 1, your registration is automatically rolled over through to the end of Term 4.

To make changes or cancellations, we require written notice, at least two weeks before the end of the current term. For example, if John is enrolled in Grade 2 Ballet and Grade 2 Jazz for Term 1 but wishes to discontinue Jazz in Term 2, he must notify CoEvolve Studios via email by the third-to-last week of Term 1.

Changes or cancellations received after this deadline, especially once invoices have been sent, will incur an admin fee of $15 per person, per change. This fee helps cover the administrative costs of updating enrolments and issuing revised invoices.

Thank you for your understanding and cooperation in helping us keep our scheduling and enrolment process efficient!

F | Refunds

Eligible for Refunds:

Classes that CoEvolve cancels and does not offer a make up class for
Classes that CoEvolve changes on the timetable, and the student now cannot make
Classes missed due to serious injury/illness where the student misses 2 or more consecutive classes (a doctors note will be required, and the studio will need to be told immediately of the situation, not after)

Non-Refundable Situations:

Cancellations due to change of mind
Classes missed due to holidays etc. If you would like to organise a per class payment for a term, due to a holiday, this needs to be arranged as if you are cancelling the class (so two weeks before the previous term ends)

To request a refund, please email connect@coevolvestudios.co.nz with all relevant info. Refund requests must be submitted within two weeks of the missed classes or timetable changes to be considered. Refunds will not be issued after the following term has commenced.

G | Multi-Class Discounts

Info around multi class discounts and unlimited class prices can be provided upon request. Please contact connect@coevolvestudios.co.nz for the relevant info.

H | Additional Fees

There are some additional fees that come up throughout the year. These include but are not limited to:

Exam Registration Fees
Pianist fees (for Major Ballet Exams)
Production Fee/Costume Fee (one off fee in term 4).

We will give ample notice about upcoming extra fees.

I | Fees paid through DSP

All dance fees must be paid through the DSP (Dance Studio Pro) Portal. This is unless a payment plan with direct debit authorisation has been agreed upon, prior to the term commencement, or if the studio requests funds be transferred into a specific bank account.

Staff

A | Replacement Teachers

At CoEvolve Studios we endeavour to provide students with teachers who are passionate, knowledgable, qualified and up to a standard that we want to share with our students. We reserve the right to replace a teacher with no notice due to professional commitments elsewhere.

B | Complaints about Teachers

If any issues arise with a teacher, we ask that you please don’t talk to them before, during or after a class. Please speak with our director Siyanna Skelton, and we can navigate the situation together. We want to maintain our positive space for students.

C | Respect towards Staff

At CoEvolve Studios, our staff are at the heart of what we do, and we are committed to fostering a positive and respectful environment. We expect all students, family members, and visitors to treat our staff with respect and kindness.

If any individual or party is found to be disrespectful towards our staff, we will address the situation directly. If a resolution cannot be reached, we may have to ask those involved to leave the studio. In cases where a student is deemed disrespectful to a teacher, they may be removed from their class without a refund for the remaining sessions.

Thank you for helping us maintain a supportive and respectful environment for everyone at CoEvolve Studios.

In and Out of the Classroom

A | Uniform

CoEvolve Studios have set uniforms for different genres and age groups listed on our website:

https://www.coevolvestudios.co.nz/uniform

Students must follow these regulations. We offer leeway on colours and shapes of leotards during class time, but exam uniform is mandatory for those sitting exams, and we may use components of the exam uniform in show routines. Students will be given ample time to provide these pieces for the show where needed.

B | Examination Classes

Students in examination classes are anticipated to sit exams. If there are any dates in Term 3 you are away, please advise us as soon as possible so we can do our best to accomodate you.

C | Class Attendance

It’s important that students are on time to classes so they can receive a proper warm up. Without a proper warm up, the risk of injury increases. We also ask students attend as often as possible specifically for exam classes. We want to nurture students into a confident headspace with their syllabus, but absences make it hard for us to instil this. If a student cannot attend a class, please notify us in advance, if possible, via email.

D | Water Bottles

All students are encouraged to bring their own water bottles to class. Due to health and safety regulations, we will not be providing glasses of water to those who forget their water bottle.

E | Viewing Days

We allow viewing lessons during Term 1, 2 and 3 on both the 5th and last lesson of term. During viewing week we can only have 1 parent per student, plus any children under 5 in each class. This is due to our Building Warrant of Fitness and the Max number of people we are allowed in a building at a time. If you have someone special you would like to bring for a viewing day (ie a grandparent from overseas), please get in touch and we will endeavour to organise something for you. Our capacity to do so is limited, so please make contact.

There is no viewing during term 4 or during our show week rehearsals.

F | Child Supervision

Children will be supervised during class time only. While they are in the waiting room children are the responsibility of their caregivers. As soon as a class is over, students are also the responsibility of the caregiver. For any damage done to CoEvolve property, it will be the financial responsibility of the guardian to replace it. For example if a mirror is broken, chair is ripped, barre is pulled from the wall etc.

G | Injury

As with all sport, dance comes with the possibility of injuries. We encourage students to warm up before classes (especially if they have injury specific needs). If a student does become injured during one of our dance classes, we ask that they let us know immediately. If a dancer has an injury or illness that will impact their ability to take a dance class, please let the teacher know before the class starts.

By enrolling in classes at CoEvolve Studios, participants and their guardians acknowledge the physical nature of dance and assume all risks associated with dance training and performances.

CoEvolve Studios, its directors, and staff will not be held liable for any injuries or accidents that occur on or off the premises. Students and their guardians are encouraged to hold appropriate personal insurance for injuries.

H | First Aid

Basic first aid will be administered by studio staff if necessary. For serious injuries, emergency services will be contacted, and guardians will be notified immediately.

I | Smoke Free/Vape Free/Alcohol Free Premises

Please note we are a smoke free, vape free, alcohol free premises. Anyone onsite not abiding by these rules will be asked to leave.

J | Solo Competitions

We love supporting our dancers in showcasing their individual talents through solo performances! If you’re interested in competing in a solo, please let the studio know.

Solo routines are a fantastic opportunity for personal growth and creative expression! These can be organised through our office and require private lesson time, which starts at $70 per hour.

To ensure the highest quality and consistency, all solos must be reviewed by our Director, Siyanna Skelton, before being entered into a competition. This can be done in person or via video submission. Additionally, all solo performances must represent CoEvolve Studios.

K | Bullying & Harassment

CoEvolve Studios is committed to maintaining a safe and welcoming environment. Bullying, harassment, or discrimination of any kind will not be tolerated. Incidents will be addressed immediately, and continued issues may result in removal from the studio without a refund. Reports of bullying or harassment can be made confidentially via email or by scheduling a meeting with the studio director.

L | Dispute Handling

If conflicts arise, CoEvolve Studios encourages open communication. All disputes will be handled professionally and confidentially. Please contact the office to set up a meeting time with Director, Siyanna. We cannot handle disputes between or during classes as this eats into out dancers valuable education time.

M | Office Hours

Our office hours are designed to assist with inquiries and support the smooth running of the studio. However, we reserve the right to adjust office hours without prior notice. Occasionally, staff may need to address unforeseen circumstances, such as illness or urgent matters during classes.

If you have an urgent inquiry or require immediate assistance, please email us at connect@coevolvestudios.co.nz or leave a message on our studio phone. We will respond as soon as possible during the next available office hours.

Thank you for your understanding and flexibility as we prioritise both our staff's well-being and the needs of our students.

NB: Current Office Hours can be found on our website.

N | Timetable

CoEvolve Studios reserves the right to change our timetable at any given time. Dancer’s and families will be contacted if this needs to be done.

O | Evacuation & Emergency

In the event of an emergency e.g. fire, earthquake, or severe weather, students and guardians are expected to follow the instructions of studio staff. Emergency evacuation routes are displayed on-site. If CoEvolve Studios will need to close because of the said emergency, guardians will be emailed and a post will be uploaded on our facebook and instagram.

Digital Info

A | Photography and Videography use

At CoEvolve Studios we feel privileged to have people working on our Social Media and Marketing Team. This means we do have people (most often Matthias Skelton (co-director)), taking photos throughout the week and at special events etc, and uploading them on our social media platforms (Facebook, Instagram, Youtube, TikTok etc) and also on our website. We endeavour to make sure all photos uploaded are ones that parties involved would be happy with.

By registering with our studio you are agreeing to being in photos/videos and us using them for marketing purposes. All media will remain the property of CoEvolve Studios Limited and will not be sold to any third parties without discussion between the parties in the media. Because CoEvolve owns the rights to the media, we may continue using it for marketing purposes, after dancers have completed their studies at CoEvolve Studios.

If you are not comfortable with this, you will need to contact connect@coevolvestudios.co.nz when enrolling so we can make sure we add notes to your file.

We ask that during the viewing weeks and shows parents do not take photos/videos of other students.

B | Emails/Communication

All newsletters, exam registrations and other forms of communication, will be sent via email. If you change your email address please update it on the parents portal, or let us know your updated contact info. We will do our best to post on our social media about upcoming newsletters etc, but we will not be responsible for making sure guardians have received their newsletters.

C | Data Collection/Usage

CoEvolve Studios collects and stores personal information, including contact details, for the purposes of enrolment, billing, and communication. This information will not be shared with third parties without prior consent, except as required by law.

Personal and medical information provided during enrolment will be used solely to ensure the safety and well-being of our students during classes and activities.

Any person(s) found not following the above code of conduct, will be asked to come in for a discussion where we will do our best to rectify the situation. If we are not able to rectify it, we will have to ask you to please move on. No refunds will be given if this is to become the situation.