Fees and refunds
- Enrolment in Wac Arts is for one term or project.
- Payment is required for the whole term or project at the point of sign-up. Participants are
expected to pay for and attend all their courses. - Wac Arts does not offer taster sessions or pro-rata fees, and the whole term’s fees are
payable. - Where a student enrols mid-term, fees will only be charged from the date of enrolment.
- Credits or refunds will not be given for non-attendance, other than for the reason set out in
Clause 15. - Where Wac Arts cancels a class, a credit for that class will be issued to continuing
participants. A discount code will be issued to be applied to the next point of payment. - Where a student is not continuing to the term, a refund will be issued for courses they were
enrolled in but were cancelled by Wac Arts, if any. - Fees are currently exempt from VAT.
Payment - Payment for courses must be made at the point of booking. If you/your child would like to
change or withdraw from the class, they can do so within the first two weeks of term only. - Payment can be made online, by credit or debit card.
- Wac Arts no longer accepts cash, cheque, or direct debit for fees. Wac Arts will not be held
responsible for payment left at reception or with tutors. All payments must be made in
accordance with Clause 10. - Wac Arts participants who fail to make payment before the first class will not be enrolled,
and so cannot attend classes, until payment is made.
Register, attendance, and absence - A register for each class is maintained by the tutor. Student attendance is recorded for the
purposes of safety, security and quality assurance monitoring. - If a student is absent for three or more consecutive weeks, with no written
communication to admin@wacarts.co.uk to explain their absence, Wac Arts reserves the
right to remove the student from the class and no refund will be due. - If a student is absent for three or more consecutive weeks due to a medical condition, a pro
rata credit of the fees paid for the courses not attended will be given upon receipt and
subsequent review of evidence. Evidence that will be considered can include a GP note, a
letter from a school or employer verifying absence for the same time period, medical
appointment cards covering the period of absence, prescriptions from the period of
absence, hospital admission or discharge letters or any other relevant evidence to support
the request. Evidence may be redacted to ensure sensitive information is not shared. - Where a student misses a class, it is not possible for a different class to be attended as a
‘make up’ class. Participants may only attend courses for which they are enrolled. - Where a student chooses to watch a class rather than participate, this still counts as
attendance. No refunds or credits may be given for courses where a student chooses not to
participate. - As part of our policy, where a participant is 15 minutes late and could pose risk of injury or
disruption to the group, they will not be permitted into the class. In instances where this
occurs, no refunds for the session will be due.
Withdrawal, class change and annual enrolment - To withdraw from a class or the programme, a parent, guardian, or student must email
admin@wacarts.co.uk to notify the administration team. No refunds will be due. - Change of class requests and additional class requests are to be made in writing to
admin@wacarts.co.uk. These requests will be reviewed by a member of the team, and you
will be contacted with the outcome of the decision. Participants must not change to another
class without written confirmation from the Wac Arts administrative team. - Participants are enrolled for one academic term or project only and will be taken off all
courses at the end of each term or project. Every student must re-enrol in courses.
Registration will open during the summer holidays for courses commencing in September.
Permissions (Medical & Photographic consent) - Medical: Participants over the age of 18 and parents/guardians for those under 18 are
required to give permission for an authorised Wac Arts first aider to give any immediate
and/or necessary first aid treatment. This includes any emergency medical treatment
recommended by competent authorities including emergency medical staff. By signing
these terms and conditions you acknowledge that consent is provided. - Wac Arts is responsible for any personal information that is in any photographs and / or
video footage. Any images or video taken will be in accordance with the data protection law.
For more detail about how we will use your personal information, and what your rights are
in relation to your personal information, please visit our Data Privacy Policy.
Physical Contact - Physical contact with participants may be necessary by members of the tutor pool for
sessions such as dance. Wac Arts considers that such appropriate physical contact is
beneficial for a student development. If you have any concerns regarding this matter,
please contact the Designated Safeguarding Lead. If a member of staff witnesses any
physical contact or action that they deem to be inappropriate they shall report this to a
Designated Safeguarding Lead immediately.
Safeguarding, Supervision and Loco Parentis - Wac Arts requires that all children under 8 do not travel independently and are
accompanied throughout their time at Wac Arts by a suitable adult. It is also strongly
recommended that any young person under the age of 11, or whose special educational
needs require it, is accompanied throughout their time at Wac Arts by a suitable adult. - With the exception of Holiday Programmes, Wac Arts is responsible for the welfare and
safety of participants during sessions/ class time only, by protecting them from all forms of
abuse including physical, emotional, and sexual harm. Parents/ Guardians remain
responsible for their own child’s welfare and supervision outside of and between their
timetabled sessions/courses. - Parents, guardians, carers, and participants who travel to Wac Arts independently must
sign in and out of the building. The sign in location is at reception. It is all visitors’
responsibility to sign in upon arrival and when leaving the building for any reason and for
any duration. Parents, guardians and carers who are waiting with/for their child must also
wear an identifying lanyard for the duration of their visit. A lanyard will be provided by
reception staff. - Wac Arts does not provide a pickup and drop off service for participants. Wac Arts staff
will not pick up or drop off participants from home, local transport hubs or any other
location. - Wac Arts will take reasonable steps to ensure that young children who are not old enough
to look after themselves do not leave the premises unattended and are escorted to and
from the atrium space at the start and end of sessions. Parents/ Carers are responsible for
their child/ ward’s welfare and supervision outside of and between session/ class times. - Where there is a safeguarding concern about a child, young person or vulnerable adult or
someone’s behaviour, it is everyone’s responsibility to report this to one of the Designated
Safeguarding Leads listed in the Safeguarding Policy. You must write down what you have
seen or heard, report it to one of the DSLs and they will then take any required further
action. In an emergency, duty manager, first aider, building staff and reception staff will be
able to assist with responding to emergencies. All safeguarding incidents involving staff,
volunteers, children, or visitors must all be recorded and, depending on the seriousness of
the incident, may need to be reported to the relevant agencies (such as the police or the
Local Authority). In the event of an incident or accident involving a child or young person
under the age of 18 a written record will be completed by the DSL as soon after the
incident as possible. A copy will be given to the parent or guardian. - All participants will be expected to comply with the Student Code of Conduct at all times.
Wac Arts staff will address any unacceptable behaviour in session/ courses, breaks and
outside of sessions/ class times, irrespective of whether the student is or has been
supervised by a parent/guardian or carer, in accordance with the Student Code of
Conduct.
Codes of Conduct - Parents, guardians, carers and participants agree to abide by the Parent Guardian Code of
Conduct and the Participant Code of Conduct respectively.
Participation in Wac Nites - Wac Nites is a programme designed for those with mild to moderate learning needs,
focused on a performing and creative arts curriculum. Wac Nites is not designed to
accommodate young people with profound and multiple learning difficulties. - Every young person wishing to attend Wac Nites will be assessed by the staff team on their
first visit. Should Wac Nites be suitable for the young person there will be continued
monitoring of their suitability for the programme. - A detailed onboarding form must be completed prior to the attendance at the trial session.
- The young person will be offered a trial session (new enrolments only) that will be observed
by a member of Wac Arts staff. After completion of this session the team will decide if a
place on the programme is appropriate, and the young person may be offered a place for
the remainder of the academic year. - The sessions on Wac Nites are co-facilitated by two tutors, however Wac Arts does not
provide 1:1 support for young people enrolled on the Wac Nites programme. - Where a young person needs 1:1 support, this must be provided by the Local Authority, the
family or another provider. The 1:1 will not be allowed to work unsupervised until a
satisfactory enhanced DBS check has been received. - Where a 1:1 support worker is provided, they should be suitably qualified and experienced
for the role and willing to engage fully in the sessions to best support the young person and
the teaching team. - Where a young person is collected from the building at the end of the activity, this must be
done in a timely manner.
Holiday Programmes - A fee is charged per week of the holiday programme.
- Early Risers Club and Cinema Club is charged in addition to the daily fee.
- Refunds will not be given for non-attendance, other than for the reason set out in Clauses
49 and 50. - Where Wac Arts cancels a holiday project, a full or pro rata refund will be given.
- Fees are currently exempt from VAT.
- The holiday programme fee must be paid in advance via the third-party provider.
- Participants may arrive up to 10 minutes early for the start of their booked session, and
must be collected promptly at the end. - Participants must be collected promptly at the end of their booked session.
- If a student has paid for a weekly place on Holiday Club, and is absent for three or more
consecutive days due to a medical condition, a pro rata credit of the fees paid for the
courses not attended will be given upon receipt and subsequent review of evidence, minus
the third party provider fee. Evidence that will be considered can include a GP note, a letter
from a school or employer verifying absence for the same time period, medical appointment
cards covering the period of absence, prescriptions from the period of absence, hospital
admission or discharge letters or any other relevant evidence to support the request.
Evidence may be redacted to ensure sensitive information is not shared. - If cancelation or withdrawal from the activity occurs 30 days or more before the scheduled
start date, a full refund will be issued, excluding any booking fees. Cancellations or
withdrawals made within 30 days of the activity’s commencement will not be eligible for a
refund