Policy
Scope
Class Cancellations
Newsletter Guidelines
Web Site Guidelines
Advertising in RBDC publications
Paid Advertising Guidelines
Unpaid Advertising Guidelines
Unpaid Classified Ads
Privacy Principles
Privacy Policy
Video Taping Policy
Refund Policy
 POLICY
As an organization dedicated to the social enjoyment of dancing, the RBDC publications will be produced so that all present and prospective members of the club will feel welcome, comfortable and respected.
SCOPE
This policy applies to all forms of club publications including but not limited to: newsletter; brochures; any information packages; RBDC web site at www.rbdc.ca; club media advertising; personal or commercial advertising.
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CLASS CANCELLATIONS
In the case of extreme weather conditions and other extenuating circumstances a decision shall be made to cancel classes by the club president and at least one other executive member.
The criteria for cancellation in general terms shall be the closure of highways or city streets by the city or department of highways or blizzard like conditions causing poor visibility and hazardous driving conditions.
Other circumstances such as the loss of a facility for an evening or instructor illness may result in classes being cancelled.
1. There shall be at least three club members who know the procedure for putting a message on the Ballroom Club line. They shall be a Vice President, President, Communications MAL. Time permitting the Communications MAL will post the cancellation on the RBDC web site.
2. If the decision is made to cancel classes the President or his designate shall contact one of the people listed above to put an announcement on the Ballroom Club line and the Communications MAL to post the cancellation on the web site.
3. Information shall be included in registration material to advise members of the criteria for canceling classes and an advisory to check the Ballroom Club line for information in the event of severe weather.
**There will be NO refunds/makeup if classes are cancelled.**
NEWSLETTER GUIDELINES
1.The RBDC newsletter will be produced for distribution to the members at least once per month during the Fall and Winter semesters.
2. The purposes of the newsletters are: to promote Club activities; to inform members regarding all aspects of the Club; to provide material useful in developing and supporting the dancing skills of Club members.
3. The newsletter is produced in a cost effective manner within budget restrictions.
4. The newsletter follows the guidelines for both paid and unpaid advertising.
5. The newsletter must be published in accordance with the RBDC Privacy Policy.
6. Where the editor purposes significant changes to material submitted for inclusion in the newsletter, the contributor must be consulted.
7. The Communications MAL has the final editorial authority to approved the content of the newsletter.
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WEBSITE GUIDELINES
The RBDC web site at www.rbdc.ca provides timely information regarding the Club and its activities both to our members and the public.
1. All content on the web site will be published in accordance with the the RBDC Privacy Policy.
2. Requests to link to other web sites from the RBDC web site are subject to the approval of the executive and must meet the following criteria: the web site must be dance related; visiting the web site would be of benefit to RBDC members (i.e. a site selling dance shoes); content on the web site must respect the Publication Policy as stated in this document.
3. RBDC members and not-for-profit organizations may promote dance events of the web site event calendar provided it meets the following criteria: the event is dancing related and benefits the membership; the event does not conflict with an RBDC event; the organization or member does not profit* from the event; and a contact email and phone number is provided to ensure that the RBDC mail account and phone line do not receive inquires about the event. (* Fund Raising events where profits are given to a registered charity are acceptable - i.e. the RCMP Charity Ball*).
ADVERTISING IN RBDC PUBLICATIONS
Personal or commercial advertising in RBDC publications includes: paid advertising; unpaid advertising; and unpaid classified ads.
NOTE: Advertisements, either commercial or personal in nature, will not be announced by instructors at the end of the class,or placed on the RBDC Telephone LIne or on the RBDC Web Site.
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PAID ADVERTISING GUIDELINES
Space permitting, and following Publication Policy, commercial advertising* space in the newsletter is available to individuals or businesses provided the advertisement meets the following criteria: only ballroom-related items, such as clothing, shoes, music, dances, or lessons are advertised; the advertisement respects the Publication Policy as stated in this document.
The following rates per issue of the Ballroom Biz apply:
$15 for 1/8 of a page (Note: page size being 8.5" x 11")
$25 for 1/4 of a page
$50 for 1/2 of a page
$100 for a full page.
The treasurer will send the bill for the advertising costs to the individual or business.
*A commercial advertiser is deemed to be an organization or individual that sells items for profit*
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UNPAID ADVERTISING GUIDELINES
Space permitting, and following Publication Policy, unpaid advertising (i.e. classified ads or notices) in the newsletter will be available to non-profit organizations free of charge with the following stipulations:
1. The message of the notice from a non-profit club must be consistent with the goals of the RBDC.
2. The notice will run once per semester.
Note: Advertisements can also be place on the notice board at the entrance to the classroom where lessons are conducted..
UNPAID CLASSIFIED ADS
1. Free classified ads can be placed by RBDC members only. The members must be fully paid, current members, who are either taking lessons or are instructors in the Club
2. Free classified ads must be no longer that 25 words in length, with the telephone number being considered as one worked.
3. Free classified ads can only be used to advertise ballroom-related items (i.e., shoes, clothing, music, request for a dance partner.) No other items can be advertised.
4. RBDC Members or instructors can place up to one classified ad each semester.
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PRIVACY PRINCIPLES
The RBDC is a not-for-profit social dancing club. Our intention is to provide a social atmosphere in which an interest in ballroom dancing can be promoted through instruction and practice. Our club emphasizes enjoyment of dancing rather than the competitive aspect. We recognize that members and potential members may be concerned about the information that they provide to use and how we treat that information. The RBDC is committed to honoring our member's privacy.
To this end, the RBDC supports the principle of informed consent. When personally identifiable information is collected, we believe that a member has the right to:
- Know when we are collecting personal information
- Know what personal information is collected, and the purpose of any such collection
- Expect that personal information will not be provided to any third parties without express consent
- Expect reasonable steps to be taken to protect personal information from unauthorized use
- Review the accuracy of personal information and update it
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PRIVACY POLICY
What is Personal Information?
Personal information is any information that makes an individual identifiable.
What Information We Collect and How We Use That Information?
Our registration forms require members to give us contact information that may include name, physical address, phone number, e-mail address, gender, and class level interest. Instructors and nominees for Board of Directors are required to provide additional information. We do not request or store sensitive information, such as social insurance numbers.
Use of Your Personal Information
The RBDC uses the personal information obtained from you to mail out information about club activities, collect applicable fees, or to send out phone messages. Lists will be developed for the use of the instructors and executive for classes, ticket sales, and other club needs. Your personal information is not shared with any other organization or business.
We use the information you provide to manage and develop the activities of the club, including offering dancing instruction that best meets the needs of the members. Information from application forms for nominees to the Executive will be disclosed to the Executive. These application forms will be retained for the duration of the term of office. If an applicant is not elected or appointed to the Executive, his/her application form will be destroyed.
RBDC will retain a member's personal information for as long as that person remains a member of RBDC. Personal information of previous members will be kept on file to provide a means of contact for future special events. If you wish our personal information to be deleted, please contact the RBDC Privacy Officer in writing.
If you have any questions or concerns about your personal information, please contact the RBDC Privacy Officer.
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VIDEO TAPING POLICY
Background:
From time to time members of the Regina Ballroom Dancing Club have approached the Instructor Group and the Executive of the Club requesting permission to videotape dance class material. The principal reason that has been cited for making this request has been a desire to have a means of remembering the material presented in class.
This issue has been reviewed by both the Instructor Group and by the Club Executive. The consensus of both these groups has been that video taping should not be allowed during Club time. Reasons cited for this opposition have included by not been limited to the following.
- It is a general practice of other dance organizations not to allow video taping of class materials.
- There is a wish to maintain the privacy of those instructors and members who do not wish to be videotaped.
- There is potentially a safety issue associated with allowing a large number of people to videotape in a class setting.
- There is a possibility that video taping will impact the social aspects of the club. The objective of the club is to promote social dancing not to operate as a dance studio.
- In order to be fair to all members tapes would also have to be produced and made available to those who do not have video equipment.
It needs to be recognized that instructors are volunteers and not employees of the Club and as such should not be forced to participate in video taping if they do not wish to do so.
Statement of Policy:
It is the policy of the RBDC that video taping will not be allowed during regular "Club Time". Club Time shall be defined as regular instruction time, practice times or regular dance functions except for the following situations:
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The taping of advanced class material by the Chief Instructor Group, for use in the development of the curriculum for other class levels.
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The taping of instruction and practicing time associated with routines. (For the purpose of this policy a routine is defined as a dance demonstration which is performed either at a Club function for entertainment or outside the club for the purpose of promoting the Club).
- The taping of a routine or demonstration with the approval of the participants.
- During instructor preparation time.
- Taping will be allowed at instructor workshops with the prior approval of the guest instructor(s).
Taping of instructional material may be done outside of Club Time. However, this activity shall in no way be considered to be a sanctioned function of the RBDC. The responsibility for this activity will rest fully with those parties making the arrangements for the video taping. This shall include arranging for instructor(s)/demonstrator(s), the booking of facilities, etc.
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REFUND POLILCY
Statement of Policy:
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Prorated refunds will not be made.
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Full refunds of membership fees will be made only under the following conditions:
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All refunds must be approved by resolution of the Board of Directors
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Requests for refunds must be submitted in writing to a member of the Board of Directors
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Refunds of membership fees will only be considered for the following types of requests:
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Medical reasons which require a discontinuation of dancing
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Requests initiated by a member who has attended no more than one week of classes. The request must be received before the end of the first month of classes
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