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GENERAL OFFICE PROCEDURES

Fee Break Down

Registration Fee (one time) due at the time of registration: $30+GST

Recital Fee (one time) Due October: $55

Costume Fee (one time) Due November: $75

Monthly Tuition due the 1st of each month (based on a 4 week month): 1 Hour Classes - $84.83, 45 Minute Classes - $63.60

Preschool Sessional: $133.75+GTS

Adult Classes:
Sessional 6 weeks: $154.08+GST

Drop in: $26.75+GST

Handling Customer Inquiries

• Email: All emails should be answered via [email protected].

• Check Studio Sync regularly, as some emails may be filtered there instead of the main inbox.

• Reply directly through Studio Sync if necessary.

• Phone/Text:

• Phone: (604) 848-9060 - Studio Cell Phone in Office

• Text: (778) 800-5599 - through Studio Sync

• In-Person:

• Parents are welcome to visit the office for questions or assistance.

Lost and Found Management

• The lost and found is kept on top of the cubbies.

• Two weeks before holidays or studio breaks, items will be displayed on a table near the bay door.

• An email will be sent notifying families that any unclaimed items after a specified date will be donated.

Refund and Cancellation Policies

Tuition Payments

• Monthly tuition is due on the 1st of each month (September to June).

• Auto-payment is required for all new family's.

• Accounts past due by 60+ days will be suspended until the balance is paid.

• Accounts past due by 90+ days may be sent to collections, with additional fees applicable.

Missed Classes & Refunds

• No refunds or credits for missed classes due to holidays, vacations, illness, weather, pandemics, or other circumstances.

Withdrawal Policy

• One month’s written notice (emailed to [email protected]) is required.

• Verbal notice or non-attendance does not qualify as official withdrawal.

• Phone call, text or social media messages do not qualify as official withdrawal.

• Outstanding fees must be cleared before withdrawal is processed.

• Step by Step to process

• Reply with confirmation email - Email Templates

• Drop student from DSP system (use date 1 month after the notice)

• Remove tags "Enrolled" from StudioSync

• Remove from workflow

Non-Refundable Fees

• Registration, costume, competition, and recital fees are non-refundable.

Sessional and Drop-in Withdrawal Policies

Sessional Classes:

• Tuition is due upon registration.

• A minimum of 7 days' written notice before the class start date is required for withdrawal.

• Withdrawals with less than 7 days' notice will result in an account credit valid until the end of the current season.

• Written notice must be emailed to [email protected]. Verbal notice or a student’s absence will not be considered an official withdrawal. Phone call, text or social media messages do not qualify as official withdrawal.

Drop-in Classes:

• Tuition is due upon registration.

• A minimum of 48 hours' written notice before the class start date and time is required for withdrawal.

• Withdrawals with less than 48 hours' notice will result in an account credit valid until the end of the current season.

Processing Payments

Monthly Auto Pay

• Payments are processed via Studio Pro.

• Navigate to Admin > More > Auto Pay > Select The Full Account Balance.

• If fees have been added that are due at a later date then when processing select Charge by Due Dates and select the appropriate due date.

• Ensure the correct families are selected before processing.

Processing Credit Cards Individually

• Navigate to students parents profile

• Select Process Payment

• Choose Other and then click next

• Select Item you'd like to take payment for

• Click Credit Card payment and follow instructions

• Can also use terminal if paying in person

• Be sure to email receipt

Applying Etransfer Payments

• Navigate to students parents profile

• Select Process Payment

• Choose Other and then click next

• Select Item you'd like to take payment for

• When all items have been added accordingly select "Log Payment"

• Follow instructions

• Be sure to email receipt

*** NOTE*** If a parent sends a payment that’s more or less than the amount owing, adjust the payment accordingly. Before clicking “Add to Payment,” you can edit the amount to match what was actually sent (via e-transfer or cash). Always apply payments to the oldest outstanding fee first.

If payment is more than what is due. Select the item to pay for and then select balance to apply the remaining amount paid.

Bookkeeping

Uploading Receipts

• Highlight dates on all receipts

• Take photos of all receipts

• Open google drive

• Go to shared drives

• Select Dance Directions Books Folder

• Select Receipts Folder

• Select year you are currently taking photos for

• Select the corresponding month

• Upload corresponding receipt photos

• Once done you can delete photos from phone

• Make sure all receipts have been filed accordingly

Voicemail Templates

SUMMER BREAK

Hello, you’ve reached Dance Directions. We’re excited to kick off our fifth season the week of September 14th, and registration is open.

Our studio is currently operating on our summer schedule, so it may take us a little longer than usual to return voicemails.

Please leave us a detailed message with your name, phone number, and the reason for your call, and we’ll get back to you as soon as we can.