Policies

Registration and Enrollment

Each potential new student must complete the online registration form at www.kcd.org/page/Programs/Fine-Arts-Academy.  If your child has been enrolled previously in the KCD Arts Academy, please log in using your username and password to enroll them in the desired class or private lesson. If you do not remember your password, click on “Don’t know your password?” and a password e-mail will be sent to your e-mail. For registration or enrollment assistance, contact KCD Aartistic director Sarah Stone at sarah.stone@kcd.org. Enrollment in the Kentucky Country Day School Arts Academy that both parents and students are aware of the terms and policies outlined herein and all parties agree to abide by them. 

Before completing the registration form, you should contact your teacher of preference to verify availability in that studio or class (look at ‘Faculty’ page on this site for instructor contact information.) Questions about course or lesson availability, or teacher recommendations, can also be directed to the KCDAA Artistic Director, Sarah Stone, at sarah.stone@kcd.org.

Please note that the KCD Arts Academy has recently revised its payment policies. Payment for lessons or classes is due at the time of enrollment. Instruction can only begin once payment has been arranged for that semester. For more information see ‘Payment Options’ under ‘Financial Information.’

Payment Options

Tuition and registration fees may be paid online by credit card. When your registration is processed, you will receive an e-mail from Jason Floyd (Coordinator of After-School Programs) confirming your registration. 

Proration of Fees

Students who enroll in private lessons after the first week of the semester will have their tuition prorated to reflect the number of weeks of instruction remaining in the semester. No prorations will be granted after the start of lessons. Students enrolling in any of the KCD FAA classes will be charged the full amount for that semester and course fees will not be prorated.

Credits/Make-up Lessons

Teachers are responsible for giving the number of lessons agreed upon at the beginning of the semester. A full semester of lessons includes 14 lessons + 1 recital, or 15 lessons if the student will not participate ina recital. No credits for lessons will be rolled over into the following term unless at the parents’ request due to acts of nature or major student illnesses. Credits and make-ups are not offered for student absences from classes unless resulting from extended illness or emergencies. Make-up classes will be arranged for teacher absences. The onus of private lesson attendance and delivery is on families and teachers--the KCDAA staff do not monitor these. Should you have any questions or concerns about lesson delivery or attendance, please contact Sarah Stone, KCDAA Artistic Director, at sarah.stone@kcd.org.

Lesson Cancellations

Teachers are not required to provide make-up lessons for unexcused absences or absences notified “on the day of.” Many of our teachers drive out to KCD exclusively to teach after-school lessons or classes. If your child is sick on the morning of a private lesson please contact the teacher immediately so they can plan accordingly.

Make-ups are not offered for student absences from classes.

Child Safety

Supervision

Students are not allowed to roam the hallways after school. If a class or lesson begins after 3:30pm, parents should make arrangements to enroll their child in Bearcat Den for Lower School students, and Homework Club or Afterschool Care for Middle School Students. Parents and caregivers should be on-hand promptly to pick up students from classes and lessons at the appropriate session ending time. Any student whose parent/guardian does not show up after a 15-minute grace period will be escorted to the appropriate after-school care program and the family will be charged for the corresponding amount of time under supervised care.

Siblings/Guests

During lessons where multiple-child families are present, children not actively participating in a lesson must be supervised by a parent or guardian at all times.

Pick-up from Class for Lower School Students

All students in lower school (JK-4) enrolled in activities that begin immediately following the end of the school day, whether enrolled in private lessons or group instruction, will be picked up by the KCDAA teacher from their classroom or after-school room.

Dismissal of Lower and Middle School Students after lessons/classes

The KCDAA  teachers are responsible for students until they hand them off to a parent, KCDAA Coordinator, or the appropriate after-school care representative.

• Parents, if you will not be available to pick up your child immediately following their KCDAA class or private lesson you should make arrangements, prior to the first day of instruction, to enroll them in one of our after-school care programs (Bearcat Den, Homework Club, or After-School Care.) 

In case of emergency

In case of emergency parents are responsible for contacting KCDAA teachers. After a 15-minute grace period, children will be escorted to the appropriate after-school care program and the family will be charged for the corresponding amount of time under supervised care.

Attendance, Teacher/Student Responsibilities, Communication Policies and Conflict Resolution

Please note that students who are late for a private lesson will not be guaranteed their full lesson time. Also, please note that the onus of tracking attendance, as well as make-up lessons, is on teachers and parents. Should you have any questions or concerns, please contact the KCDAA Artistic Director Sarah Stone at sarah.stone@kcd.org.

Notifying Instructor of Absence

Once you have enrolled your child in a class or private lesson, you are responsible for notifying the KCDAA instructor if your child will be absent. Please understand that notifying the LS classroom teacher or MS advisor will not be considered appropriate notification since it does not guarantee that the KCDAA faculty member will get the message. If your child comes home feeling poorly on the day before their lesson, it would be wise to contact the KCDAA faculty member to let them know of the potential absence. Teachers are not required to provide make-up lessons for absences notified “on the day of.” Many of our teachers drive out to KCD exclusively to teach after-school lessons or classes. If your child is sick on the morning of a private lesson please contact the teacher immediately so they can plan according

Student Excused Absence  

A maximum of two excused absence from a private lesson is allowed each term. For an absence to be considered excused notice must be given to the instructor at least 24 hours in advance. If your child is absent from school on the day of their private lesson, you are still responsible for contacting the KCDAA instructor to let them know of the absence. Due to their busy schedules, KCDAA instructors are simply not able to offer more than two make-up lessons in a semester. If you know your child will have to be absent for more than two lessons in a semester you must discuss this with the teacher at the time of registration. 

KCDAA teachers are not required to offer any more than two make-up lessons in a semester. The KCDAA understands that KCD students have busy schedules and are involved in a variety of activities campus-wide. As such, absences incurred due to school functions such as drama productions, master classes, class trips, or athletic commitments may be made up only if the instructor is notified at least 24 hours ahead of time. Many of our teachers are not classroom teachers at KCD and will not learn about the absence other than through direct communication from parents.

Absences from class offerings will not be made up. Exceptions are made starting with the second "snow day"/school closure.

Student Unexcused Absence

Cancellations on the day of a lesson may be necessary in some cases. Any student absence with less than 24-hours notice is considered an unexcused absence. Instructors are not required to offer make-up lessons for any unexcused absences, but may choose to do so at their discretion. There is limited time available in a semester for make-up lessons and most teachers simply do not have the availability in their schedules for more than one or two make-up lessons.

Teacher Absence

If a private lesson teacher misses a private lesson, the teacher has until the end of the semester to offer a make-up for their absence. Teachers are responsible for the timely communication of their absences. Emergency absences of classroom teachers require a make-up class. 

Lesson Delivery

Both KCDAA students and teachers agree to show up to lessons on time, with the appropriate materials and to complete the allotted amount of time for each lesson. All KCDAA students, teachers and faculty understand that under no circumstances other than an emergency should private lessons be interrupted.

Communication Policies and Conflict Resolution

Both parents and teachers should feel comfortable to reach out to the KCD artistic director (sarah.stone@kcd.org) or After School Program Coordinator (jason.floyd@kcd.org)  in case of communication issues or for matters of conflict resolution. The KCD Arts Academy strives to provide not only the best artistic instruction, but also the best customer service and communication.

Make-up Policy

In case of excused absences (incurred either by the student or the teacher), teachers will offer at least two potential make-up times. Teachers are not required to provide make-up lessons for unexcused absences.

For private lessons, teachers will offer make-ups for up to two (2) lessons missed due to snow days.