Policies
The Ottawa Youth Orchestra is committed to ensuring the health and safety of all of its students. To that end, all eligible students must provide proof of vaccination for COVID-19 in order to attend our classes. For students who become eligible (aged 5), we will accept ongoing documentation (appointment booking for first dose, followed by vaccine proof). Students under the age of five are not required to be vaccinated against COVID-19. If a student has an approved medical exemption for COVID-19 vaccination, then this can also be provided. Students in this instance will be required to take a Rapid Antigen Test prior to each rehearsal at the Academy.
The Ottawa Youth Orchestra Academy has a zero tolerance policy for any form of harassment or abusive misconduct. This includes the use of racial, homophobic, or sexist language. If students engage in the use of this language, and it is reported to any faculty member, this information will be passed to the administrative team and to the Music Director. Consequences for such language are at the final discretion of the Music Director, and may include removal from the concert block and/or expulsion from the Academy.
In the case of physical violence, there is a zero tolerance policy. Insomuch as a physical altercation is a crime, the appropriate police service might be contacted. Any student who engages in physical abuse or fighting will be expelled from the Academy. In relation to drug and alcohol use, the OYOA is a school, and therefore not the place for recreational drug or alcohol use even if its members are of legal age to engage in usage. Any student found to have drugs or alcohol on premises at the Academy will be referred to the admin team and Music Director to ascertain appropriate next steps, which might include referral to social services as needed, discipline, removal from a concert block, or from the Academy altogether. Our goal is to keep all students safe at all times when participating alongside other students and with our Faculty. Verbal and physical abuse will not be tolerated and should always be reported to the administration immediately.
Attendance is mandatory for all classes and ensembles. The official policy is that no more than one missed rehearsal per concert block is permitted without medical documentation. This means, that with rare exception, all students will attend all rehearsals. The exception to this rule is a diagnosis for COVID-19, where we require students to isolate for five days from onset of symptoms and/or a diagnosis. If you have received a positive diagnosis of COVID-19, please let us know immediately.
Any student that misses multiple rehearsals might be removed from current placement (ie moved back in a section, changed from first chair to second, etc), suspended from the concert block, or asked to withdraw entirely from the Academy.
PURPOSE
This policy defines the application process for financial assistance from the Ottawa Youth Orchestra Academy (“OYOA”).
STATEMENT OF POLICY
The OYOA, at its discretion, may extend financial assistance to families of students who qualify for placement in OYOA programs but cannot fully afford tuition fees, instrument rental or other program costs.
PROVISIONS
- The OYOA may offer financial assistance for entire tuition cost, partial tuition cost, and/or for rental of an instrument from the OYOA.
- The OYOA registration fee will be waived for successful financial assistance applicants.
- Tuition discounts for children of OYOA conductors/coaches, and for families with more than one child registered in OYOA programs are not forms of financial assistance to which this policy applies.
- The application for financial assistance must be completed at the time of registration.
- An application for a full or partial reduction of tuition must be completed prior to the established deadline for payment for the relevant OYOA program. Students applying for financial assistance for the first time must provide a letter of support from the child’s OYOA coach or current music teacher with the application; in subsequent years, only current contact information for the coach or music teacher is required. A letter of reference is not required for students without prior music instruction.
- To request deferral of instrument rental fees, the financial assistance application must be completed and submitted to the OYOA Registrar prior to the start of the season.
- To request reduction or deferral of tuition for an OYOA summer camp, the financial assistance application must be completed and submitted to the OYOA Registrar upon registration.
- Applications are evaluated by the Treasurer of the Board and at least one additional Director. The Board reserves the ultimate discretion to allow or disallow any request for financial assistance.
- The OYOA grants financial assistance according to the financial need of the student’s family. To assess eligibility for any amount of financial assistance, the Board will consider:
- Total family income
- Size of family
- Number of children in the academy
- Special circumstances, if any
- All information provided to the OYOA as part of an application for financial assistance is protected as private and confidential, according to the OYOA Privacy Policy.
- At its discretion, the Board may consider special circumstances to provide financial assistance at any time during the academic year.
Supercedes Policy 2009-07: Financial Assistance Policy
Approved by the Executive Committee of the Board of Directors: April 2017
Effective date: April 2017