Non-Negotiable Systems
Over the course of owning our studio we have gone from being young twenty-somethings to where we are now, a much more seasoned and wiser trio of owners. It took us a while to understand the true value and importance of having systems in place. Below are a few of our “this is the way we do it” systems that are non-negotiable. These systems came from the old adage “invention is the mother of necessity”. There were issues that kept happening from year to year, so we created these systems to help combat problems. One of the biggest problems studio owners encounter is collecting tuition and other fees. Our year-end receivables are in a much better place than years ago because of what we have set in place. These systems are what work for us and maybe they will be able to help you create your own or tweak what you already have.
Costumes
We do a few things here that help us collect ALL the costume fees each year. I think this is an area we all struggle with.
| IF YOU CHOOSE TO PAY MONTHLY TUITION - A $15 costume deposit per costume required will be added to your monthly tuition as a COSTUME DEPOSIT. (i.e.; registered in 3 full year dance classes = $36 monthly costume deposit.) The final costume deposit will be April 1st. Students participating in the mid year performance only, will be charged the $15 monthly costume deposit until February 1st.
IF YOU CHOOSE TO PAY THE FULL YEAR TUITION IN ADVANCE UPON REGISTRATION - A $75 per costume deposit will be required by November 30th. Costume deposits are intended to assist families in budgeting the total costume amount(s). There will be a costume balance after all costume deposits are applied. Every student registered in a full year dance class will have a costume ordered unless written confirmation is submitted to The Studio on or before October 31st stating that the student will NOT participate in the performance(s). Accounts must be paid in full prior to picking up costumes. Costumes are approximately $120 - $150. Costume deposits are non-refundable should you choose to withdraw from the Full Season Dance Program. All costume balances will be due upon withdrawal. |
If a student quits before costumes have arrived the balance is collected and we inform them when the costume arrives it can be picked up. We found that we were becoming a storage facility for costumes not picked up so we added a deadline.
Communication
Probably the second biggest problem studio owners deal with is parents not being informed. Not for lack of trying on our part! While our “communications” is not necessarily a system per say, we do put this in our policies form so parents know where to find information. If they choose not to be informed and complain they did not know about something, we refer them to this section. We also print and post any newsletter within the studio and we have large calendars at our entrance that outline two months at a time and list all events coming. Parents can also find QR codes throughout the studio linking them to our socials and Band group.
| The Studio sends updates and reminders by email, so it is essential that we have your correct email address. Add us as a contact to avoid our emails going to your junk folder.
Families may contact us at info@the-studio.ca or call the office (***)***-**** to leave a message. You may also follow us on social media for instant updates and promotions. Instagram @thestudio250 Facebook thestudiobramp (request to join our members group) Download the BAND APP for real time updates. |
Short Term Programs
We offer 6 weeks of Dance programs and a 10 week Spring on Stage program. Because these programs are short and the budget is set based upon enrollment we have different policies. Collecting the tuition for these programs upfront is a must. If a child needs to quit part way through the program we have given our front desk staff guidance on how to best handle the situation. If they feel the student will never return ie. moving away, then tuition is non refundable as per the policy. If however they feel the student will continue perhaps in another program the balance of the program may be applied as a credit to their account. This provides some goodwill to the customer but does not result in any refund.
| 6 Weeks of Dance - Tiny Stars/Little Stars / Mini Stars/Junior Stars - This program covers many different styles of dance over 6 weeks. There is no performance or costume fee.
PAYMENT All above programs must be paid in full upon registration. No refunds 48 hours prior to program start date. WITHDRAW POLICY Withdrawal procedure below: - Contact the office and let us know that you are withdrawing your student - The office will send you the link to an online withdrawal form - Fill out the form (it will automatically be submitted to The Studio) - All refunds are issued by cheque There is a $30 administration fee. ___________________________________________________________________________ Spring on Stage is a 10 week program. Little Stars, Mini Stars, Junior Stars. Students perform in our year end show at The Rose Theatre. A costume will be required for the performance. Tickets for performance are not included and purchased through the theatre. You will receive a digital link of the entire performance. Fee included in tuition. The $30 Performance Fee is included. PAYMENT Program tuition is due upon registration. Costume fee will be due the 5th week of classes. COSTUME FEE This program requires a costume for the performance. Costumes are approximately $100. Costumes will be invoiced on week 5 of the program. Costumes will not be handed out until all outstanding amounts are paid. If you do not wish for your dancer to participate in the on stage performance it is your responsibility to inform The Studio upon registration. If The Studio is not informed, a costume will be ordered and you are responsible for the costume amount. |
Although having systems in place does not solve all of our problems it does give the information to parents regarding your policies. It also provides your administrative staff (should you be lucky to have them) with the “rule book” and that assists them when dealing with uninformed parents or the parents who feel they deserve special treatment.
Many years ago at one of Rhee’s conferences someone said “you are only as strong as your weakest policy”. Meaning if you have wishy washy policies that change from person to person you will forever be having the same recurring problems and that will suck your time and energy every year. Find what works for you and your studio. It does not have to be identical to someone else but it does have to work for you and make you comfortable even in uncomfortable situations.
