Saturday Strings Project – Terms & Conditions

Da Capo Academy of Performing Arts
These Terms and Conditions apply specifically to participation in the Saturday Strings Project, a funded pilot programme delivered by Da Capo Academy of Performing Arts.

1. Nature of the Programme

The Saturday Strings Project is a fully funded, time-limited educational programme. Participation is offered free of charge to families for the duration of the project. Places are allocated for the full project period, subject to continued engagement and adherence to these Terms and Conditions.

Participation does not constitute a paid tuition contract.

2. Attendance Expectations

The project operates on a weekly Saturday morning basis during the published project dates. Regular attendance is expected in order to:

  • support group learning and ensemble work
  • ensure continuity of learning
  • meet safeguarding responsibilities

Sessions missed due to tutor absence may be rearranged where possible, but this cannot be guaranteed due to the fixed duration of the programme. Sessions missed due to student absence (including illness, holidays, or other commitments) cannot be rescheduled or replaced.

3. Notification of Absence

Parents and carers are asked to inform Da Capo Academy in advance if their child is unable to attend a session, wherever possible. Notification may be made by email or phone, including on the morning of the session if necessary.

Keeping us informed helps us to:

  • manage safeguarding effectively
  • plan staffing and group work appropriately

4. Unexpected Non-Attendance Procedure

If a child who is scheduled to attend does not arrive as expected and no prior notification has been received, the following procedure will be followed:

Step 1 – Initial checks

  • Attendance lists and transport records (where applicable) will be checked
  • A short grace period will be allowed to account for delays

Step 2 – Contact authorised adults

  • Staff will attempt to contact the parent/carer using the details provided
  • If no response is received, emergency contacts will be called
  • All contact attempts will be recorded, including time and outcome

Step 3 – Safeguarding escalation

  • If concerns arise and contact cannot be made, the situation will be treated as a safeguarding concern
  • Advice will be sought from the Children and Family Hub (01534 519000)
  • If advised, or if out of hours, Children’s Services (01534 445951) will be contacted

5. Fees and Payment

There are no tuition fees payable by parents or carers for this project. As the programme is grant-funded:

  • no invoices are issued
  • no refunds or fee adjustments apply

6. Withdrawal from the Programme

Parents and carers are not required to give formal notice to withdraw a child. However, if a child is no longer able to attend, families are asked to inform us as soon as possible, as places are limited.

Da Capo Academy reserves the right to withdraw a place if attendance is consistently poor or behaviour places the safety or learning of others at risk.

7. Supervision & Responsibility

Da Capo Academy of Performing Arts is responsible for children only during supervised programme times, including:

  • scheduled teaching sessions
  • supervised wraparound care where agreed
  • organised transport where applicable

Outside these times, responsibility remains with the parent or carer.

8. Collection Arrangements

Children will only be released to a parent/carer with parental responsibility or an individual listed on the authorised collectors list. Children will not be released to unauthorised individuals under any circumstances.

9. School Closure / Programme Cancellation

The project follows decisions made by the Education Department and relevant authorities. Sessions cancelled due to school or venue closure will not be replaced due to the fixed nature of the pilot.

10. Photographic & Media Consent

By signing the registration form, parents and carers consent to their child’s image being used in academy newsletters, social media, and publicity or reporting related to the project. Consent may be withdrawn at any time by informing Da Capo Academy in writing.

11. Instrument Use

Instruments are provided for use as part of the project. If families wish for their child to take an instrument home, a £20 returnable deposit is required.

Instruments must be cared for in accordance with the Instrument Care Guidance provided and remain the property of Da Capo Academy of Performing Arts.

12. Data Protection

Personal data is handled in accordance with Da Capo Academy’s Privacy Policy and is used solely for safeguarding, programme delivery, communication with families, and reporting to funders where required.

13. Programme Dates

The Saturday Strings Project runs for a fixed period. Families are responsible for checking published programme dates and ensuring availability where possible.

14. Agreement to Terms

By submitting the registration form, you confirm that you have read and understood these Terms and Conditions, understand participation is part of a funded educational programme, and agree to adhere to policies relating to attendance, supervision, safeguarding, and conduct.

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