Examples of Policies

Clear, well-written policies are essential. It will set clear expectations for parents and students before participating in your program. Your enrichment class policies should include, but not be limited to the following topics:

Behavior
Liability Waiver
Photo Release
Refund
Cancellations and make-up classes
Pick up/drop off policy
Class schedule

Behavior:

Student behavior expectations and consequences should be stated in your enrichment class policy. All students should be held to the “classroom” behavior standards that apply during the school day, as set forth in the school or district behavior handbook or policy.

These requirements may include:

Students will take responsibility for their own learning
Students will respond to instructors in a respectful manner
Students will behave in a safe manner in relation to themselves, others, and property

Example: In the event that a behavioral issue cannot be satisfactorily resolved, the parent/guardian may be required to attend the class with their student or to withdraw their student from an after school enrichment class without a refund.

Liability Waivers

If you are taking the responsibility of caring for children without their parents present you will need to have this waiver.

Example: I hereby grant my permission for my Child to participate in the Activity. I am fully aware of the risks and hazards connected with my Child’s participation in the Activity, and hereby elect to allow my Child to voluntarily participate in the Activity, knowing that the Activity may be hazardous to my Child or to his or her property. On behalf of myself and my Child, I VOLUNTARILY ASSUME ALL RESPONSIBILITY FOR ANY RISKS OF LOSS, PROPERTY DAMAGE, OR PERSONAL INJURY, that may be sustained by my Child, or any loss or damage to property owned by myself or my Child, as a result of my Child being engaged in the Activity, WHETHER CAUSED BY THE NEGLIGENCE OF THE ORGANIZATION OR ITS VOLUNTEERS, AGENTS, or otherwise.

Photo Release

You may eventually want to take some photos for marketing purposes, but you’ll need parents to agree to it first. Since you are dealing with minors you will need the parent's explicit permission for their child/children to be in photos.

Example: I grant the school permission to take video, film, photographs, and any other images of me or my child’s involvement in after school activities for promotional purposes without compensation to me or my child. Pictures can be used but limited to our website, Facebook, marketing, etc.

Refunds

Your enrichment class policy should be clear about how and when refunds will be given.

Example: No refunds will be granted. In addition, no transfer of fees will be allowed to any other program or student.

--or--

Example: Refunds are based on when the cancellation is received. Cancellations received:

One week or more prior to the class start date will receive a full refund
Within one week of the class start date and through the first week of class IF WE CAN FILL THE SPOT, a prorated refund. Proration will be based on the number of classes attended during the first week.
After the first week of class, NO REFUNDS will be given. Refunds after the first week are done at the discretion of the vendor at the vendor’s rate.
There are no refunds for student absences. Snow days will be made up if possible.

Cancellations and make-up classes

Your enrichment class policy should include information regarding individual canceled classes or students missing classes.

Example: An individual class may be canceled due to weather or unforeseen circumstances. Cancellations will be brought to the attention of all participants as soon as possible and a make-up class will be arranged if possible. There are no make-up classes for students who are absent from class.

Drop-Off

Many enrichment classes are held immediately after school, with students reporting to their enrichment classroom after dismissal. In cases where classes are held later in the afternoon or before school, a policy should make it clear who is being held responsible for a child until the student is checked into the classroom.

Example: The parent, family member, or another responsible adult will be in charge of dropping your child off and are responsible for your child until the chaperone takes attendance in class. You may choose to drop off your child in front of the school, however, neither the school staff nor the company is responsible for students until the student signs in for the class.

Pick-Up

Be knowledgeable about school and district policy regarding adults entering the building (office check-in and check-out for visitors if adults are going into the building to retrieve students) and make sure that this is reflected in your policy. You should also include expectations and consequences related to timely pick up from class.

Example: Parents must pick up children immediately following the end of each class in the designated classroom of the child’s activity. Parents must come into the classroom to sign out their child*

Example: Children will be released only to authorized guardians. If another adult is responsible for picking up your child please note this on the enrollment form. If it becomes necessary for an adult who is not on the form to pick up your child, please send a note with your child to give to the class instructor.

Example: Please respect the commitments of our instructors and volunteers and arrive promptly for pick-up. If you are more than five minutes late picking up your child you will be given a warning. The second time you are late, your child may be removed from the class without refund.

NOTICE: Stuff our lawyers want you to know -- The information in the document is only for informational purposes and is not intended to be legal advice. The information provided is “as is” without a warranty of any kind. You should not assume this document fits your specific situation, and you should, therefore, consult an attorney before implementing any policies.