Policies and Procedures

Oklahoma Children's Theatre is committed to providing every child a safe and rewarding art experience.

Keep reading below to see our program policies for registration, refunds, discounts, and more.

Alternately our Policy and Procedures Handbook can be downloaded by following the link below.

Policies and Procedures Handbook 2016-17

 

Age Ranges

To ensure the highest quality environment of education and safety for all of our students, classes are broken down by the following ages:
 
Preschool:      Ages 3-4
Level 1:           Ages 5-7
Level 2:           Ages 8-10
Level 3:           Ages 11-13 
Lebel 4:           Ages 14+ (Applies to ArtLAB programming only)

Certain classes or programs may have adjusted or combined levels, which will be listed within the class description. OCT recognizes that students are most effective when they are placed in groups of similar age.
 

In order for your child to be enrolled in a specific age group, they must have their birthday before or during the program dates for which you are registering.

 
While discouraged, OCT generally makes exceptions to allow older students to join younger classes, however, younger students will not be accepted into older classes. Where OCT has reasonable grounds to believe a student has intentionally been placed in a class beyond their calendar age, parents will be asked to provide documentation, and failure to do so may result in their removal from the program without refund.
 

Code of Conduct

Oklahoma Children’s Theatre is committed to providing a safe and welcoming environment for all our students, patrons, volunteers, and staff. To ensure safety and comfort for all we expect all individuals to act in a mature and responsible way that respects the rights and dignity of others. This applies to all staff, students, parents, family members, and guests.

Our code of conduct does not permit language or action that can hurt or frighten another person, or that falls below a generally accepted standard of conduct.
 
Specifically, this includes:

  • Angry or vulgar language, including swearing, name-calling, and shouting.
  • Physical contact with another person in an angry or threatening way.
  • Any demonstration of sexual activity or sexual contact.
  • Harassment or intimidation with words, gestures, body language, or other menacing behaviors.
  • Behavior which intends to or results in the theft or destruction of property.
  • Carrying or concealing weapons or devices that may be used as weapons. 

Please notify a staff member if you need assistance. All reported violations will be investigated, and violations of the code of conduct will result in dismissal from our programs, without exception. No refunds will be given.
 

Contacting Your Child

We believe that camp and class times are opportunities for development of independence, social skills, and self-esteem. Please do not call to speak to your child unless it is an emergency. Students are not permitted to have electronic devices, including cell phones on them, and are expressly forbidden from using them during class. This includes answering phone calls or text messages from their parents. Students caught using their phones will have them confiscated, and the device must be checked out by a parent from the office at check out. Students and parents who consistently fail to comply with this policy may be suspended or removed from the program without refund.
 

Daily Activities

While daily activities will vary based on the class subject, all of our programs are designed around the principles of engagement, imagination, and creativity. Each day students will develop their subject area techniques while working with our expert instructors and assistants, through participating in different games, activities, crafts, workshops and interactive classes. Audiences will be wowed by our final showcases, featuring our one-of-a-kind performances, at the end of every session.
 

Discipline and Bullying Policy

Positive attitude and cooperation of all students is vital to the success and happiness of the class as a whole, and therefore any disruptive or violent behavior will not be tolerated in our programs. Oklahoma Children’s Theatre reserves the right to determine who is or is not suitable for our programs and will take all measures to provide a safe and constructive learning environment.
 
We support a three strikes behavior policy; however, we reserve a zero tolerance policy regarding violence. In the case of violent behavior parents will immediately be contacted to pick up the child.
 
If a child disrupts class, he or she is given a warning by the instructor or assistant.
The second warning will result in an in-class time out.
If the problematic behavior continues, the student will be excused from class to have a discussion with the Program Director. Parents will be notified of the occurrence by email and/or upon Check Out.
If the problematic behavior is still not corrected, parents will be contacted and the student will be dismissed from camp.
There is no tuition refund for children who are dismissed from camps or classes.
 
We aim to provide a positive learning environment for all children and we welcome discussions with parents regarding behavior patterns and strategies, especially prior to the program commences.
 
Bullying
Bullying is when one or more children (the bully/ies) target a child (the victim) in a manner that a reasonable person would know that the bully’s action will have the effect of physically or emotionally harming the victim, damaging their property or insulting/demeaning the victim.
 
Oklahoma Children’s Theatre has a zero tolerance policy pertaining to physical actions against others, stealing, bullying, and disrespect for staff and property. These actions are disruptive and result in negative experiences for fellow students. Oklahoma Children’s Theatre reserves the right to suspend or terminate a camper’s participation at any time for failure to adhere to the rules and values of our program. There will be no refunds given to children who are suspended or terminated for behavior issues.
 
Complaints of bullying should be directed to the program directors as soon as possible, by phone or email (if out of hours). As best as possible, please include information of the time, place, current activity, the bullying event, the names/descriptions of the bully or bullies, and any witnesses. 
 

Electronics and Toys Policy

Oklahoma Children’s Theatre strives to provide an engaging environment that encourages participation. Students may not bring iPads, tablet devices, laptops, toys, trading cards, audio devices, or other objects, whether electronic or otherwise to camp. We strongly discourage students from bringing cell phones to camp, and use of cell phones during camp hours is expressly forbidden. Cell phones that are being used during the day will be confiscated and must be picked up by a parent/guardian at the end of the day from the reception office.
 
Oklahoma Children’s Theatre accepts no responsibility for any lost or stolen items, and parents and students are not permitted to return to OCT classrooms and facilities after program hours unless accompanied by a staff member.
 

Enrollment Discounts

Select enrollment discounts are available at the time of enrollment only.
 
Multiple Enrollments: 10% each additional class or camp after the first enrollment. Enrollments must be made in the same transaction and applies only to individual children, does not apply for siblings. This discount is available online and is automatically applied. 
Membership: 10% off each enrollment for families that purchase a production membership through the box office. Call to register with this discount, not available online. 
OCU Discount: 20% off each enrollment for OCU faculty, staff, and students. Applies to immediate family only, and an OCU email address or ID must be supplied. Call to register with this discount, not available online.
 

Please note Membership and OCU discounts are not available online, and cannot be applied to orders made online. Once an enrollment has been created discounts will not be added or altered, regardless of eligibility.
 
Extended Care

We offer Extended Care during our camp seasons to provide additional fun for campers who arrive early, or stay later than regular camp hours. Children will participate in a variety of fun, supervised, self-directed activities including movies, board games, group creative play, crafts, as well as a collection of special events.
 

Morning Extended Care is available from 8:00am-8:45am
Afternoon Extended Care is offered from 4:00pm-6:00pm

Children MUST be pre-enrolled in Extended Care to participate. Children who are not enrolled will not be permitted to stay.

 
Extended Care is available for an additional $10/day or $35/week. Parents may sign up and pay during enrollment, by phone on (405) 606-7003, or during any morning Check-In. Afternoon Extended Care is not available on performance afternoon.
 
Please note, OCT facilities are locked until Morning Extended Care begins, and children are not permitted to wait unaccompanied outside of our building. A late fee of $1.00 per minute will be strictly enforced for all afternoon pickups after 6.05pm, payable immediately. Children who are picked up late excessively (more than 3 times per season) will be removed from the program without refund. 
 

Final Performances

Camps
All week-long performance based camps will include a Friday showcase performance. Performances are generally held in the Burg Theatre. Performances are free of charge and all friends and family are invited to watch. Since the performances are devised by the campers and teachers, camcorders and cameras are encouraged!
 
Classes
All classes, unless otherwise specified, have a final recital. For more information please see the class descriptions on the website, call us at (405) 606-7003, or speak to the class teacher if class has commenced.
 

Financial Aid

Financial Aid is available for families who can demonstrate financial need. Applications for Financial Aid are reviewed by a panel and awards will be disbursed via email. To apply, download the application below and FAX to (405) 606-7043, or mail to:

Oklahoma Children’s Theatre
2501 North Blackwelder, Oklahoma City, OK 73106

Deadline dates for summer camps
Summer camp scholarships are dispersed over three rounds.

Round 1  - Deadline March 16th, 2017
Round 2 - Deadline April 7th, 2017
Round 3 - Deadline April 28th, 2017

Unused financial aid funds roll over to the following round.
 
Deadline dates for all other programs

Applications for financial aid close 14 days before each program commences.

Financial Aid Application Form

General Class Policies

When allowing your child to participate in any of our programs, the following general policies must be followed:

  • Your child can and will participate fully in the program and will cooperate and accept our guidance in standards of behavior. Failure to adhere to these standards may result in suspension or dismissal with no refund.
  • Activities/themes may be rescheduled at the administration’s discretion.
  • Rules for acceptance and participation in the program are the same for everyone regardless of race, color, ethnicity, religion, or sex.
  • For the security and safety of all children, no person may enter the facilities unless accompanied by an Administrative Staff member. Parents are not permitted to remain at the facilities during the day, and may not visit their child’s class unaccompanied.
  • Please send appropriate clothing each day. Sneakers are a must! Students participate in many active specialties and are prone to injuries without the proper foot attire. Please, no flip-flops.
  • Please clearly label all of your clothing, lunchboxes and personal possessions with child’s name.
How to Enroll

Enrollment can be made anytime online, by phone Monday – Friday 9am – 5pm, by calling (405) 606-7003, or in person at our Main Office.
 
Enrollments made online will receive a confirmation email and a PayPal payment email immediately after successful payment, and a secondary confirmation email once their registration has been manually entered into our system. This secondary email will be sent to the primary email provided on the online enrollment. Online enrollments are usually processed the next business day, but may take 2-3 days. Online enrollments that have been successfully paid are guaranteed a place.

For online enrollments please check your bank statement carefully. Where payment was not made, the enrollment will not be processed, and we will be unable to offer your child a place in class if we reach capacity. OCT staff do not check, or contact parents about incomplete online enrollments.
 

Illness

Oklahoma Children’s Theatre is not equipped or designed to care for sick children. If your child becomes sick at camp they will be moved to an area away from the other students, and our staff will contact parents on the provided emergency contact numbers to pick the child up. Sick children will not be returned to class. Children who have communicable diseases will be sent home and may not return to camp until the illness has been treated successfully and the child is symptom-free.
 
If your child is sick from class please call the office or email the program director. This allows us to inform the class teachers, as well as take preventative measures to ensure the health and wellbeing of our other students.
 

Location

Oklahoma Children's Theatre is proudly located on the campus of Oklahoma City University, located along NW 23rd Street, between Pennsylvania Ave. and Classen Blvd. The Oklahoma Children's Theatre Main Office is located upstairs in the Children Center for the Arts (CCA) building on the corner of 25th and Blackwelder.
 
Depending on the requirements and size of each program, we may use multiple locations for drop off/ pick up. These locations include the Children’s Center for the Arts (our Main Building) and the Burg Lobby, just across the street. There may be other locations for specialty programs, which are always listed in your Reminder Camp email. If in doubt, please head to the Children’s Centre for the Arts building, and our staff will be happy to direct you. Our use of multiple drop off/pick up locations allows us to maintain greater control of student security, check out efficiency, and student and patron comfort.
 

 
Our main building can be found on Google Maps and Apple Maps, by using the search term “Oklahoma Children’s Theatre”.
 

Lost Property

Please ensure all of your child’s belongings are clearly labeled with their name in permanent marker, including lunch boxes, drink bottles, bags, coats, jackets and hats. All lost property is returned from the campus to the Lobby in the Oklahoma Children’s Theatre Main Building. Lost property must be claimed within two weeks, or will be donated/disposed of. Please note, OCT does not accept any responsibility for lost property and children are not permitted to have toys or electronics in class.
 

Medical and Photo Release Forms

Parents must complete and submit a Medical and Photo Release form for each child enrolled in our programs before they can begin. This form is available from our website, at the back of our Parent Handbook, and spare forms are available at check in. Forms must be completed once every calendar year, and will not be kept from previous years. If your child’s personal details, needs, or situation has changed, please complete a new medical form.
 

Medication and Allergies

If your child needs to take medication during class hours, the medication must be turned in by the parent during Check-In to a program administrator. It must be in its original container, be clearly marked with your child’s name, best contact number, an appropriate label, clear instructions, and have the appropriate amount of medication needed for the duration of your child’s stay at camp. Medication will be kept in the office, and will be distributed by an administrator. Prior approval is required for students to carry and dispense their own medication.
 
For students that require an epi-pen, please provide one. Epi-pens will be kept by the class instructor/ assistant during their time with us. Unless specifically requested, medication and epi-pens will be available for pickup from the office at the end of the session, after any final performances have concluded. Please ensure all relevant allergies are listed on the child’s medical form. If allergies are severe please remember to inform administrators and teachers in person during initial Check-In.
 

Open Communication & Grievance Policy

Whether things are going wrong or right, we’d like to hear from you. In the case of any query, feedback, suggestion or complaint, we can be contacted several ways:
 
Phone
(405) 606-7003
Email
Reception@oklahomachildrenstheatre.org
Mail         
Oklahoma Children’s Theatre
2501 N Blackwelder,
Oklahoma City, OK, 73106
 
Or in person, by contacting any member of the administration.
 
We’re committed to providing feedback and resolutions to communications in a timely manner, and where necessary we may direct your inquiry directly to a senior administrator. If you feel your complaint or suggestion is of a serious nature (including any form of harassment or bullying) you can contact the program directors by phone, or at the following email addresses:
 
Lyn AdamsExecutive Director
Lyn@oklahomachildrenstheatre.org
 
Mollie ReidEducation Director
Mollie@oklahomachildrenstheatre.org
 
Nathan BenfallOperations and Programs
Nathan@Oklahomachildrenstheatre.org
 
Where possible, complaints/requests that can be solved immediately are handled on the same day, however, some complaints/requests will require additional time as the require clarification from other sources. OCT aims to resolve all complaints/requests within 5 days.
 

Parent Notifications

Parents are required to ensure OCT has accurate contact information on file, including phone numbers, email addresses, and postal addresses.
 
Confirmation Emails
After enrolling you’ll receive a confirmation email from us with an attached receipt sent to the primary email address on file. Parents/Guardians must ensure that they receive this email and that the enrollment details are accurate. If there are any mistakes, please contact us as soon as possible on (405) 606-7003.
 
Reminder Emails
Reminder emails are sent out the Thursday prior to camp starting. These emails detail your child’s Class, their Check-In Location, and Security Code and is sent to the primary email address on file.
 
Incident Reports
Sometimes things happen at camp, and we work hard to make sure parents remain informed. Automatic incident reports are emailed to the primary email address on file for any medical, behavior, or injury events, that we feel you should be told about. This communication may be followed up by other communication, including phone calls, additional emails, or disciplinary notes.  While we make a best-faith effort to ensure parents remain informed of all events, minor interactions or events may not be reported (for example a small cut, or meltdowns.) 
 

Payments

Payments for Extended Care, T-Shirts, Camp Store, of Friday Lunch Party, can be made during at the designated payment table, available during Check-In. Payments can be made by cash, check, or credit cards. Payments can also be made over the phone by credit card, by calling (405) 606-7003 during regular business hours.
 

Population

Oklahoma Children’s Theatre is committed to welcoming and celebrating diversity and inclusion. OCT primarily serves children who have independent skills in all areas, can follow directions in a large group, and work well with their peers. If your child has special needs or requires support to follow directions and maintain appropriate behavior and attention please call the office to see which of our programs are right for your child.
 

Program Hours

Summer, Fall, Winter and Spring Break Camps

Regular camp hours are 9:00am-4:00pm.
Check In time is from 8:45am-9:00am (an extra 15 minutes is granted on the first day of camp).
Check Out runs from 3:45pm-4:00pm

All students must be picked up before 4.15pm unless they are enrolled in Extended Care.

 
Classes
For specific class times and dates for our non-camp programming, please see class descriptions listed on our website or contact us at (405) 606-7003 for further information.
 

Release of Children (Check In/Check Out)

All children must sign in and out of the building using our kiosk system before they can join their class, or leave each day. Children are permitted to check themselves in, however, are not permitted to check-out unaccompanied. Parents/ guardians are required to accompany their child during Check-In for their first day of camp.

Parents are required to provide a 4-digit security code at Check-Out for each child, and students will not be released unless the correct code is provided. The security code will be emailed as part of your reminder email, and provided to during initial Check-In
 
Camps
Late Check-In

Students checking in late, regardless of their specified Check-In location must check in at our Main Building. Students must not head directly to class.
 
Early Check Out
Students may be checked out early by calling the office at (405) 606-7003 at least 30 minutes prior to pick up. Students will be retrieved from class and be waiting in the office by the specified time for early check-out. The check-out code must be provided on pick up. Please note, parents who have not called ahead should expect a 15 to 30-minute wait for their child to be located and returned to the Main Building.
 

For the safety and security of our students, as well as to ensure the efficiency of our end of day procedures, there is no early check out after 3:00pm. This is an organizational and security issue.

 
Late Pick-up Policy
If you are more than 5 minutes late to pick up your child, you will be charged $1.00 per minute for every minute you are late. Late fees are to be paid by cash, check, or credit card at the time of pick-up.
 
Please call the office if you are running late at (405) 606-7003, so we can inform the teachers and child. Please note traffic or difficulty in locating the facilities is not a valid excuse for a late pickup.
 

Refund, Class Cancellation, and Class Change Policy

Enrollment is on a first-come basis, pre-enrollment and full payment is required in order to ensure a spot in camp.
 
Refunds
A refund, minus a $20 processing fee per camp, will be issued if the student drops the camp more than two weeks prior to class start date. A full refund will only be issued if the class is canceled by Oklahoma Children’s Theatre. Where possible refunds will be made by the original payment method, or by check. Refunds for online transactions that have exceeded 60 days since enrollment will be made by check. Please allow up to 14 days for your refund check to arrive. Refunds are only available by phone, at (405) 606-7003, or in person. Please note we do not accept refund requests by email.
 

Please note, if you cancel your registration with less than the required notice, no refund or credit will be given.

 
Classes will not be prorated and no other refunds or tuition transfers will apply or be offered. If you are ineligible for a refund, you may obtain an acknowledgment from a Program Director, which enables you to claim unused tuition as a tax-deductible contribution.
 
Class Cancellation
All classes have a minimum and maximum student enrollment. In the event OCT has to cancel parents will be notified at least 5 days prior. Parents may opt for a full refund, may transfer or will receive preferential placement into another class of that session or a different session. Oklahoma Children’s Theatre reserves the right to substitute instructors, assistants, or facilities as necessary.
 
Changing into a different class during the same session
Students may change classes at the discretion of OCT staff, depending on availability. There is no fee for changing classes but you may incur additional tuition where the new class has a higher tuition cost. The tuition difference where the student transfers into a lower priced class will not be refunded and is non-transferable to any other program or service, and will be considered forfeited.
 
Changing into a different class during a different session
Students may be transferred into an earlier session if a place is available, and the above conditions are met. Students may transfer into a future session provided the transfer is requested more than two weeks from the initial start date.
 

Safe Environment Policies

Oklahoma Children's Theatre is deeply committed to creating a safe and transparent environment for all students and has a range of policies and procedures to ensure the protection of children in our care. Along with an intensive background check and interview process, we have an extensive set of policies that regulate the ways that our staff and volunteers interact with our students. Below is a highlight of these policies:
 

  • All staff must conduct themselves in a manner consistent with their position as a positive role model to children, young people, and vulnerable adults, and as a representative of the Oklahoma Children's Theatre.
  • Staff will be clearly identified, through the use of name tags and uniforms.
  • Staff are not permitted to discipline children by use of emotional abuse, favoritism, physical abuse, verbal abuse, reference to cultural/ethnical differences and abilities, swearing and any form of corporal punishment or other offensive/inappropriate action. Where a staff member is required to provide discipline, they are required to use strategies that are fair, respectful, and appropriate to the developmental stage of the child. (See our Discipline and Bullying Policy for more information.)
  • Staff must at all times demonstrate acceptable and appropriate behavior/contact that gives regard to a child or young person’s age and developmental needs, culture, ability, environment, and their emotional needs.
  • No staff member is permitted to carry, hold, or restrain any child, which includes carrying, sitting on laps, etc...
  • Staff members are not permitted to, and will not help students during bathroom breaks. All children in our programs must be toilet trained and capable of independent bathroom use.
  • Oklahoma Children's Theatre operates with a strict Staff to Student ratio. Staff members will never be alone with a single child, and all programming operates with an unlocked doors and no physical barriers policy.
  • All of our programs operates on a day basis on the campus of Oklahoma City University. We have a great relationship with the OCU Police Department, who in addition to providing operation support as needed, are directly responsible for monitoring the extensive network of security cameras, which cover all common areas used by us during our programs.
  • Students may only be released to authorized parents when a correct security code is provided. All check in/ check outs occur in areas with CCTV, and all check outs are recorded digitally through the use of computer kiosks. (See Release of Children for more information.)
  • We operate on a closed campus and unauthorized visitors are not permitted in classroom areas, and includes friends, parents, etc... All visiting adults must have administrative approval (for example a guest workshop teacher) or must be accompanied by an administrator.
Snack and Lunch

For any whole day programs, including all camps, children will need to bring a sack lunch and two snacks each day. Please ensure all lunch boxes and drink bottles are clearly labeled with your child’s name. It is the responsibility of parents to ensure children are provided with adequate lunch and snacks daily. While an effort is made to contact parents and/or provide lunch for children who have forgotten, we do not guarantee our ability to do so. If lunch is provided, parents will be charged $5 due at Check Out.

Students are not permitted to use the vending machines. Other than the camp store, all food and drink should come from home.

 
For other programs: Generally for classes 2 hours or shorter no break is taken. For classes longer than 2 hours, children will have a designated time for snack and drinks.
 
Dropping off Lunches
Parents are not permitted to join their child for lunch or snacks but may check out their child by following the proper Check-Out procedures (Please see Release of Children). Parents dropping lunch off must bring them to the Main Building, in a clearly labeled sack/ lunchbox.

Please note, we do not interrupt class activities to inform students that their lunch has been dropped off. If the lunch is not clearly labeled the student and teachers may not realize it is for that child.

 
Camp Store
The Camp Store will be available for children to purchase snacks and drinks during snack times. Camp Store credit can be pre-purchased for $5.00 at any Check-In, alternately students can pay cash. There is no refund on camp store credit, and it does not roll over to future weeks of camp.
 
Friday Lunch
During week-long camps, we have either a Hot Dog or Pizza Party for the whole camp during Friday Lunch. The cost is $5/child and includes 2 hot dogs/pieces of pizza (depending on the theme), cookies, fruit, and punch. The Friday Party can be paid at any Check-In. Don’t forget to still pack two snacks! Participation is optional, children are always welcome to bring their own sack lunch and two snacks and join in the fun.
 

Termination Policy

Oklahoma Children’s Theatre reserves the right to terminate your child’s enrollment in any of our programs with or without refund in the event a senior administrator deems in the best interest and/or safety of the child, other children, parents, other patrons, staff, or program. If a termination of an enrollment is deemed necessary by OCT parents will be informed of reasons for termination of services.
 

Tuition Payments and Easy Payment Plan

Enrollment is on a first-come basis, and pre-enrollment and payment is required to ensure a spot in camp. Enrollments with a total tuition balance under $500.00 require immediate payment in full. Payments over $500.00 may either be paid in full at time of enrollment or over several payments using our Easy Payment Plan.
 
Easy Payment Plan

We’re proud to offer a more convenient method of paying larger tuition balances. For tuition balances over $500, an installment plan option is available. A 25% deposit is due immediately at time of enrollment, and payments can be made over 2, 3, or 4 installments by credit card.
Easy Payment Plans are interest-free and are processed automatically with the credit card on file. Full payment must be completed before the date of the first class, or any non-paid portion will be subject to cancellation. Regular transfer and refund policies apply. 
 

Waitlists

Waitlists are available for all of our programs, on a first-come first serve basis. In the event a place opens up parents will be contacted on the phone and email address provided. Parents have 24 hours to respond before we move on to the next in line. Waitlists do not guarantee a place in class.
 

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