Halifax Youth & Recreation Department

All policies have been reviewed 12/6/2022 CH updated as of 11/16/2021

Halifax Youth and Recreation Department developed multiple Policies to ensure the safety and protection of all property and people who partake in HYRD events, programs, camps, as well as online through www.halifaxyouthandrec.org and Halifax Youth and Recreation Facebook page. HYRD active policies are available to view on www.halifaxyouthandrec.org. Anyone (child or adult) who partakes in any Halifax Youth and Recreation Department's events/programs, who visits our website, and/or “likes” Halifax Youth and Recreation on Facebook" and violates any Policy and Policy Rules will be held accountable. All person(s) in violation of policy(ies) will be held liable for any infraction of a rule, regardless of age, sex, race, accidental mistakes, ignorance, or extenuating circumstances. 

ZERO TOLERANCE BEHAVIOR POLICY

HYRD ZERO TOLERANCE BEHAVIOR Policy: holds all persons liable for any infraction of a rule, regardless of age, sex, race, accidental mistakes, ignorance, or extenuating circumstances. The Halifax Youth and Recreation Department reserves the right to not tolerate disrespectful  behavior (such as but not limited to: any form of harassment, violence, bullying, having a using vulgar language ("potty mouth"), writing improper comments, destroying HYRD, HES, or any public property, or any person/people who demonstrate improper dress code (such as, but not limited to: spaghetti straps, tube tops, tank tops, see through clothing, shorts/skirts 2 inches above the knee, graphic tees with depictions of violence, drug use, or vulgar wording, etc). Halifax Youth and Recreation Department Staff have been CORI’d and trained to identify such behaviors and/or dress code violations and reserves the right to use their own discretion to determine what kind of behavior and/or dress code(s) are inappropriate and /or that violates Zero Tolerance Behavioral Policy, as well as other HYRD policies. Halifax Youth and Recreation Department (HYRD) reserves the right to utilize technology monitoring and recording tools on website and facebook pages.  Halifax Youth and Recreation Department (HYRD) reserves the right to enforce all policies and take necessary action(s) against any person/people who do not adhere to all/any HYRD Policies that have been established and that are active to date. HYRD will follow the proper protocols to address any type of issue that violates any active HYRD policies. Local law enforcement will be notified and additional penalizations may be incurred legally.

Additionally, HYRD Staff, Volunteers, Teachers, Aides, Chaperones and third party vendors are CORI’d.

Specifically related to both HYRD and Non HYRD programs and events held at Halifax Elementary School Gymnasium and School Property: Children are not allowed out of the building unless a parent/guardian is picking them up-must be dismissed in person (Picture I.D. may be required). Drinks, GUM, and Outside Food are not allowed in the building. HYRD events and programs (such as but not limited to Elementary School dances/socials, seasonal community events, summer camps, etc) may provide Music, Games, Prizes, and Concession Stand. Entry and Concession Stand Pricing may differ based upon the type of event or program taking place.

HYRD 5th & 6th Grade Social/Dances: 2022/2023 Information and Admission Pricing: $10 at the door with permission slip. Chaperones are Recreation Staff and are corried! Children are not allowed out of the building unless a parent/guardian is picking them up-must be dismissed in person (Picture I.D. may be required). Drinks, GUM, and Outside Food are not allowed in the building. Music, Games, Prizes, and food tickets (which can be used at the snack bar for one item all included in the admission price). CASH ONLY. Concession Stand food and drink may contain and/or have been processed in an area with different allergens. Music is played loud and there are disco lights which can cause impairment to individuals with sensitivities/certain medical conditions. HYRD is NOT responsible for illness or injury that may occur at the event.

HYRD Zero Tolerance Behavior Policy is in effect at all times for EVERYTHING. 

                                     GENERAL REGISTRATION/PERMISSION FORMS POLICY FOR ALL HYRD EVENTS AND PROGRAMS

The Halifax Youth and Recreation Department's general registration form policy applies to all HYRD events and programs (i.e. but not limited to dances/socials). The Minimum amount of information HYRD requires to be listed on a registration form are Child Name, Parent Guardian Name, Parent Guardian Contact Phone Number in the event of an emergency and Parent/Guardian Signature. Registration/Permission forms could differ between the type of event or program it is for and will contain information pertaining to the specific one the form is given for. By signing any HYRD form for any reason at all, the Parent/Guardian awknowleges they understand and agree to follow any rules/policies in place regarding behavior, drop off and pick up instructions, child medical information may be requested from the Parent/Guardian in which they will need to provide, concession stand information, pricing overall, may contain a no liability claus, etc.

AFTERSCHOOL PROGRAM REGISTRATION FORMS POLICY

The Halifax Youth and Recreation Department's registration form policy is written the same for ALL PROGRAMS that the department offers, however language may be altered on each actual form to better suited the program that the form is for. Also this policy is written to keep all informed and to educate everyone on why we request the type of information from the Parent(s) and/or Guardian(s) regarding the Student/Participant. It is as follows:

The Halifax Youth and Recreation Department reserves the right to collect a registration form from each student/participant in each program that the department offers.*Please Note: This does not mean every program will require a registration form. If the program requires a form it will be issued and posted on our forms page. The registration form requests specific information needed in order for the Halifax Youth and Recreational staff to provide a safe environment for each student/participant.

This information ranges from important medical information regarding the student/participant (medical conditions, allergies, current medications), emergency contact names and phone numbers, also written permission from the Parent(s) and/or Guardian(s) for the Halifax Youth and Recreation Department staff to allow for medical transport by ambulance (to a choice of 3 hospitals or nearest hospital; If the hospital that you prefer is not listed please handwrite it on the form.) and medically necessary treatment by emergency responders and hospital staff only  in the event of any emergency. Also the registration form allows for Parent(s) and/or Guardian(s) to grant permission to list 3 Car Poolers {additional people chosen by the Parent(s) and/or Guardian(s)} to dismiss their child from the program.

Also the registration form allows for Parent(s) and/or Guardian(s) to grant permission to list 3 Car Poolers {additional people chosen by the Parent(s) and/or Guardian(s)} to dismiss their child from the program.

The purpose of the registration form is to allow Parent(s) and/or Guardian(s) to provide permission for someone other than the Parent/Guardian to dismiss their child and to also provide emergency information to the Halifax Youth and Recreation Department. If someone tries to dismiss a student that is not authorized through the Parent/Guardian on the registration form, then the student will not be allowed to leave with that person until we speak with the Parent/Guardian. Halifax Youth and Recreation Department also reserves the right to not allow the student to leave with authorized and/or unauthorized people if it is not safe to.

The emergency information on the form will be used only in the event of an emergency and also in the event that the Parent(s) and/or Guardian(s) or Emergency Contact cannot be reached. The information from the registration forms will be uploaded to a student list for each program; this list is then distributed to Halifax Youth and Recreation Staff (teachers, supervisors) and will be used for attendance purposes, dismissal purposes and also in the event of an emergency. This information will be kept private as the Halifax Youth and Recreation Department must and will obey privacy rights. This information will only be viewed by Halifax Youth and Recreation Staff and (if needed) emergency personnel (EMT, PARAMEDIC, HOSPITAL PERSONELL).

The Halifax Youth and Recreation Department reserves the right to only accept completed forms. The Halifax Youth and Recreation Department’s definition of a Completed Form is:  A registration form with each section filled out by the Parent(s) and/or Guardian(s) with correct information, also Parent(s) and/or Guardian(s) signature must be obtained on the form where it is requested in order for the form to be accepted. If the form is filled out incorrectly, the Halifax Youth and Recreation Department will not be responsible for the incorrect information provided regarding the student/participant if an emergency should occur.

The Halifax Youth and Recreation Department reserves the right to reject a student/participant from enrolling/participating in a program if the registration form is not completed correctly or if any section is left “blank”.  Also the Halifax Youth and Recreation Department will not offer a refund if this should occur. Registration forms are required to be submitted to the Halifax Youth and Recreation Department along with any required payment for the program before the program begins.

HYRD AFTER SCHOOL PROGRAM PRICING & DISCOUNT POLICY

The Halifax Youth and Recreation Department's after School Program Pricing & Discount Policy is written the specific to the each program offered. Please note there are no exceptions regarding the pricing & discount policy (this includes any payment deadlines), also this policy is not administered or property of any other business entity other than Halifax Youth and Recreation Department. This policy can change without notice. Please read carefully.

Cost per Session per Program per Student: Please see Information Sheet for pricing information on each program.

Each Program is a separate account therefore a separate check must be written for each program that student(s) are signed up for. The Halifax Youth and Recreation Department cannot "split" a check between programs.

DISCOUNTS:

Each Afterschool Program may offer a discount that can be applied to that program only. Discount information can be found on the Program Information Sheet or you can inquire with the Program teacher. HASAP DISCOUNTS are not eligible to be used with the Program discount. Discounts will not be given for having a student in more than one program and/or if there are 2 or more students enrolled in different programs, there are no exceptions. Students are allowed to switch programs during the first week of each session if the student decides they no longer like the program they originally signed up for BUT Students MUST obtain permission from the Program Coordinator AND Teacher before switching. Students will not be allowed to switch programs if it is past the first week of the session and/or the Coordinator is not notified by the Parent/Guardian. The refund policy still applies. * Program refers to After School Sportsmanship, Art, Stem, and any future programs to be offered.

HASAP STUDENT DISCOUNT: Standard for all programs: No other discounts will be applied with this discount. Cost per Sessions per HASAP Student: $25.00 *Also Halifax Youth and Recreation may request proof of registration in the HASAP program at any time. If verification can not be provided to HYRD that the child is enrolled in the HASAP program then Halifax Youth and Recreation Department reserves the right to claim any difference owed for any previous, current or future sessions that money is owed, also Halifax Recreation Department reserves the right to request the money within the deadlines outlined in this Policy

LATE PAYMENT POLICY

Late payments can be accepted up to 14 days (not business days) into the session and will be pro-rated if need be (i.e. the student begins the session late) however the Halifax Youth and Recreation Department must be contacted in order for the late payment and/or prorated amount to be applied. If the Department (Program Coordinator) is not notified by the Parent/Guardian of the late payment then the HYRD reserves the right to not offer the prorated amount and also to not accept the student in the current session and/or future sessions. Any tuition payment not made to the Halifax Youth and Recreation Department within 14 days of the first class of the session will result in termination of the student from the program. The Halifax Youth and Recreation Department and the Town of Halifax reserve the right to collect any money that is over due within 30 days (not business days) of the session start date. Late fees may be applied at any time if the student is terminated and payment is not received within 30 days (not business days) of the student’s termination date. Also if the account has been late then there will NOT be a discount offered for following sessions until the account has remained in good standing for 30 business days (not business days) (1 session). Any student with a past due balance that is more than 60 days outstanding may not be allowed to attend any of the Halifax Youth and Recreation Department's programs and events.

REFUND POLICY

The Halifax Youth and Recreation Department's Refund Policy applies to all Halifax Youth and Recreation Department run programs. I.E. Dances, Camps, After School Programs, and etc. The policies are as follows:

ACTIONS POLICY

The Halifax Youth and Recreation Department reserves the right to not accept, to remove, and/ or to ban ANYONE from any program and/or event that the Department is hosting if any of the Halifax Youth and Recreation Department’s policies are violated. If this should occur please note that there will not be a refund of any type offered. Also The Halifax Youth and Recreation Department reserves the right to report any misconducts and or violations that are severe enough to local law enforcement. It is our obligation to provide fun but also safe events and activities to our community and we will do everything we can to ensure that our events and programs are nothing less than fun and safe.

PHOTO/VIDEO POLICY

All photos and or videos are property of the Halifax Youth and Recreation Department, anyone (who is not a Halifax Youth and Recreation Department Administrator) who duplicates pictures/videos without permission from the department will be prosecuted by local law enforcement. All photos/videos will be taken by HYRD employees, and any persons in pictures/videos will not be identified, because no identification will be made there will not be any permission needed from parent or guardians to take pictures/videos. Photos and/or videos may not be shared or commented on if posted onto facebook or any other social networking account. The Halifax Youth and Recreation Department reserves the right to take pictures of events and attendees.

PROCEEDS POLICY

All proceeds from Halifax Youth and Recreation Department's events benefit the Halifax Youth and Recreation Department so that we may continue to provide fun and safe events for our Children.

Welcome to the Halifax Youth and Recreation Department's Policy Page: The purpose of this page is to better inform you about important topics such as registration forms, refunds, and etc. These policies are private properties of the Halifax Youth and Recreation Department. Reviewed and updated 09/2019