YPT Terms and Conditions
Adult Membership and Working With Children Check
Young People’s Theatre Newcastle Inc. (YPT) is a self-funded, community-based organisation, governed by a Constitution with a large volunteer base. Adult Membership ($10 annual fee) is a requirement for a minimum of one parent per family, and for employees, adult tutors, and volunteers.
Adult Membership ($10 annual fee) is renewed and invoiced yearly. Adult members accept YPT Objectives as detailed on our website and agree to YPT policies and procedures. Adult Members may attend General Meetings, vote in meetings (after 3 meetings have been attended in the previous twelve months); hold elected or appointed officer positions; audition for and/or become involved in productions, depending on the criteria set by the Artistic Director for that production.
Our priority is to provide a safe environment for our young people. Adult Members must provide a Working with Children Check (WWCC) before a student is eligible to audition for a production.
Enrolments
The enrolment and waitlist procedure reflects the high demand for YPT classes and ensures that families are serious about joining the YPT Theatre School. YPT does not usually offer trial classes however, we offer the option of a refund if a child notifies the Office within the first 2 weeks of enrolment that they do not wish to attend further classes.
Families have the facility to review the current timetable on the YPT website and to join a waiting list for their preferred drama class. Once students are offered a place in a drama class, they may access extension classes ie, musical theatre, dance, Behind the Scenes, and private lessons including singing and drama. A non-refundable Waitlist Administration Fee of $10 applies to each class for which a child is waitlisted. This is not deducted from fees when an offer of enrolment is made.
When a drama class position becomes available, an offer via SMS and email is sent to those on the waitlist. Places fill quickly and we encourage families to respond as soon as possible to secure the place they were offered.
Enrolment/re-enrolment occurs through the Class Maestro Management System with invoices sent via email. Families are encouraged to pay the invoice as early as possible. Students may not attend classes until the invoice is paid.
Extension Classes
Extension classes may only be accessed following enrolment in a base class of either YPT Drama, Think Beyond or Behind the Scenes (Tech). Following enrolment in a base class students may enrol in the extension class program that includes Musical Theatre, Jazz, Tap, Sing-Act-Move and private tuition in drama, singing and tap. Extension class descriptions and Timetable information can be found on the Theatre School page.
Private Tuition – singing, drama and tap
Singing and Private Tuition Terms and Conditions are detailed here
YPT for Senior Students + Post-School Students
The YPT Think Beyond program is for senior students in Years 11 and 12 and, by negotiation, for those within the 2 years post-school period. Students can choose either Think Beyond Drama OR Think Beyond Musical Theatre or both. Where a Think Beyond Student attends more than one YPT class, additional classes will attract a 25% discount e.g., Class 2 (25% discount); Class 3 (25% discount) etc. Further details of the Think Beyond program can be found here.
Theatre School Attendance
Students must maintain enrolment and attendance at YPT drama classes while they are engaged in a production, either as cast or crew.
Punctuality is extremely important at YPT. Punctuality is respectful to others and encourages a professional discipline that is required in the performing arts industry. YPT considers punctuality patterns when casting students in productions.
To retain a place in a drama class in the following semester appropriate behavior and a 75% attendance rate over the previous twelve months (or pro rata for a shorter period of enrolment) is required.
Families are not required to notify YPT of planned or emergency student absences on a weekly basis. If there is a reason to notify, ie a child has been diagnosed with a contagious illness; the absence is due to anxiety or mental health issues, etc, YPT would appreciate being notified. Messages related to absences may be emailed to school@ypt.org.au.
Email applications for leave of absence for leave greater than 2 weeks for family holidays or ongoing illness to school@ypt.org.au. Approved leave of absence will be excluded from the 75% attendance policy.
Leave of absence will not be approved for sport, other weekly commitments, personal or school commitments, short holidays (less than 2 weeks), participation in productions with other theatre companies; or events with schools or other organisations. Leave of absence will not be approved for one-off sick days.
A place in class is secured if the fee is paid to cover the period of extended leave.
Eligibility to audition for YPT Productions
Students are eligible to audition for Productions based on:
- appropriate behaviour, punctuality and participation in drama and extension classes
- 75% attendance in Theatre School Drama classes for the previous semester; or as prescribed by the audition eligibility criteria
- audition eligibility criteria specific to a production
- continued attendance at YPT classes during the rehearsal phase & performance season
- appropriate record of attendance and behaviour in previous productions
- parent volunteer support in previous productions
- parent provision of a current WWCC prior to the audition
- student and parent attendance at a Production Information Meeting (PIM)
- lodgement of a parent signed Production Commitment Form prior to the audition
- further information is available in our FAQ’s on our Theatre Company page of our website.
Fees and refunds
Families have an option to (i) pay fees in full by the invoice due date or (ii) set up an EziDirect arrangement prior to the due date. Refunds are not given for missed classes. Late fees are charged where payment is not made by the due date.
Upon registration families can choose to pay fees as follows:
- immediately via MasterCard or Visa
- by a flexible fortnightly Direct Debit plan. Full ezidebit details here.
- by the ‘Invoice Me’ option. This is frequently used for families who have a Creative or Active Kids voucher to claim. NB: These vouchers must be submitted to YPT on the form found on the Theatre School Page of our website.
A refund will only be given if a student decides to withdraw during the first 2 weeks of enrolment. YPT will refund the remaining classes less an administration fee of $50. After a period of 2 weeks no refunds will apply.
YPT Uniform
Students are required to wear the YPT uniform, as detailed below. In addition, both adults and students must wear enclosed shoes in backstage areas of the theatre, including in the Ford, Leis and Green and Sewing Rooms.
If students repeatedly fail to wear their YPT uniforms, they may be excluded from class activities.
YPT has a uniform code for the following reasons:
- Wearing the YPT uniform focuses students’ minds on what lies ahead in drama classes. It provides a separation from other activities and the world of drama indicating that drama is the priority.
- The uniform removes children from the identity of their personal school uniform which can indirectly exclude others without that uniform.
- The uniform promotes a sense of community and is an external sign of belonging to the YPT family.
- To allow ease of movement with adequate coverage to reduce any risk of exposure that may cause embarrassment.
- Drama is often physical; students often find themselves in a range of extreme physical positions and appropriate clothing is required.
YPT Drama class base uniform
- YPT black logo t-shirt OR YPT Production T-shirts (YPT T-shirts can be purchased online at the YPT Member Shop)
- Black, flat, enclosed, soft soled shoes (e.g., black canvas or other sports shoes)
- Either black long pants, black leggings, black knee length short or 3/4 pants.
Musical Theatre + Jazz uniform
YPT base uniform + black jazz or dance shoes
Tap uniform
YPT base uniform + tap shoes
Special Events uniform (e.g. Theatre School showcase)
- YPT black logo t-shirt [No YPT Production T-shirts] (YPT T-shirts can be purchased online at the YPT Member Shop)
- Black, flat, enclosed, soft soled shoes (e.g., black canvas or other sports shoes)
- Either black long pants, black leggings, black knee length short or 3/4 pants.
Safety/Emergency Procedures
Any person moving from the foyer into the backstage area or entering through Stage Door is required to sign in and out of the theatre. This is a demonstration of our commitment to safety. Emergency Drills are scheduled at the theatre prior to productions and Evacuation Notices are displayed throughout the theatre buildings.
YPT is required to keep the gates at the Hunter School for the Performing Arts (HSPA) locked during Saturday morning classes.
Parents/carers arriving late to pick up their children after classes or rehearsals will incur a late pick-up fee. The invoice will be emailed and added to your account.
Provision of medical and wellbeing information for YPT to support child
YPT requires that parents notify any health or other issues that could affect the welfare of their child at YPT. Issues may include general medical or custody issues, learning difficulties or physical disabilities. At enrolment, we require parents to provide details of any issues and strategies to address the issues.
In relation to heath issues, we ask that you nominate the issue, e.g., asthma, allergy, etc., indicate what intervention is required and where necessary, provide a copy of an up-to-date Medical Action Plan.
In relation to additional learning and behavioural needs, we ask that you provide allied health information, e.g., occupational therapist, counselling or other support documents outlining strategies that could assist to support your child in a learning environment.
Enrolments may be delayed while awaiting information from parents detailing any issues and offering strategies as to how to best address any issues.
Necessary physical contact
Drama classes and rehearsals include the development and exploration of activities that may involve students coming into direct physical contact with the teacher and/or tutor.
Injuries and Loss of Personal Effects
Our classes and activities often involve the development and exploration of physical skills, such as running. These activities carry the risk of physical harm. It must be understood and agreed that YPT will not be responsible for any injuries incurred during YPT activities
YPT will not be held responsible for loss or damage of personal belongings whilst at classes.
Student expression and the right to feel safe
All students have the right to feel safe to express themselves in our classes without fear of ridicule, bullying behaviour or physical harm. If any student is in breach of this expectation, YPT has the authority to exclude them indefinitely without a refund.
Class observation
Parents and friends are not permitted to observe YPT classes. Parents are invited to attend open days and the annual Theatre School Showcase .
Photography and Videoing
Parents and students are not permitted to take photographs or video recordings of their child/children or other YPT students while they are engaged in any YPT activities.
Consent for YPT to use images
YPT reserves the right to make archival photographic and/or visual recordings of classes, rehearsals, events, excursions, and productions (with copyright permission) for inclusion in YPT archives and for use in YPT multimodal marketing publications.
Senior Student Exemptions
Students in Years 11 and 12, may be granted permission to enrol in a group class, other than Drama, to maintain full student rights and eligibilities.
Student Associate Membership
Students in Year 12 , who have been enrolled at YPT for a minimum of 2 years and have an appropriate participation and attendance record, may apply for Student Associate Membership. Year 12 is defined by YPT to start in January of the final year at school and NOT in Term 4 of the preceding year as defined by the Department of Education. Associate Membership enables YPT students who meet the stipulated criteria to be eligible to audition for productions while not being required to attend weekly drama classes. Acceptance is at the discretion of the Theatre Manager. If accepted, payment of the prescribed fee is required.
COVID-19
YPT will follow the Public Health Orders as necessary those related to COVID–19.
Student Rights and Responsibilities
Students have a right to be:
- treated with courtesy & respect
- presented with a sequential, challenging curriculum that is appropriate at their age, stage of development and drama skill level and understanding
- given clear instructions regarding expectations for activities and how they are meaningful for the theatre skill development
- given accurate feedback in the form of positive critical analysis of their work as soon as possible after completing a task
- provided with a safe environment at all times
Students have a responsibility to:
- treat other students and tutors with courtesy and respect
- wear the prescribed uniform
- participate conscientiously in class activities and work towards achieving their best
- listen to explanations and instructions and ask questions if they don’t understand
- provide feedback about others’ work based on the content of the lesson; accept feedback from tutors and classmates and apply their suggestions in order to improve their own work
Parental Role
Parents are required to drop their child no more than 10 minutes before the advertised class start time and to pick them up within 10 minutes of finishing time. With the exception of Demonstration Lessons, parents/family members are not permitted to observe classes. This policy is to ensure that students are allowed to develop their skills without the pressure of being observed by adults. For child protection reasons, parents are not permitted to video Demonstration Lessons.
Parents should check that a tutor is in attendance before leaving their child at the class venue. This is to avoid mistakenly dropping children at classes outside the scheduled Theatre School terms or when a tutor has been detained. Parents may seek an appointment with the Theatre School Coordinators to discuss issues relating to their children.
Theatre School Coordinators
Theatre School Coordinators are responsible for scheduling classes, providing lesson planning and delivery advice, behaviour management strategies, monitoring tutor performance and, within the terms of the Theatre School Policy, to approve student status, eg. Student Associate Membership and leave of absence from class.
Details of the Theatre School Coordinator duties are set out on the Theatre School Coordinator Job Description. Theatre School Coordinators are required to keep the Theatre Manager informed of all issues, disputes, potential conflicts and requests for consideration outside the intent of the policy
Communicating with parents
YPT communicates with parents via email and Facebook pages. The YPT website provides essential Theatre School and Theatre Company information. Please respond to this communication where applicable.
Confirmation and Acknowledgement
Upon payment of fees and membership you are stating that you understand, acknowledge, and agree with all YPT’s terms and conditions.
Changes to YPT’s terms and conditions can and will occur from time to time.
