Teacher Manual 2019/2020 Season - Place des Arts
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2019/2020 Season Teacher Manual
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Founded in 1972, Place des Arts is a not-for-profit arts education centre with a mission to inspire the artist in everyone.
Located in the historic Maillardville neighbourhood of Coquitlam, we offer quality instruction for all ages and skill levels in
the visual, literary and performing arts.
All classes and lessons are taught by highly skilled working professionals who take pride in ensuring all students receive
personalized attention. Class sizes are based on the needs of the content, while maintaining a low teacher-to-student
ratio.
Our Artisan Shop and galleries support local emerging artists, and our events and performances make us a cultural hub,
drawing together diverse members of the community to experience the arts.
Place des Arts is a thriving cultural centre and a highly valued leader in arts education.
Place des Arts inspires the artist in everyone through our superior learning programs and cultural experiences, our
talented people and our warm, welcoming environment.
1• RESPECT: We care
• QUALITY: We deliver
• COMMITMENT: We fully engage
• CREATIVITY: We imagine
Staff roles and contact info
Joan McCauley: Executive Director
jmccauley@placedesarts.ca, 604-664-1636 ext. 35
Reporting to the Board of Directors, Joan provides the leadership for the operation of Place des Arts in all operational areas including:
strategic planning; programming; policy development; human resources; facility and equipment maintenance; operating and capital
budgets; community relations.
Michael Fera: Program and Events Coordinator
mfera@placedesarts.ca, 604 -664-1636 ext. 34
Michael provides a leadership role in the program and events department. He is responsible for overseeing the development of the
annual season of programs, events and exhibitions. In addition, he oversees the Artist-in-Residence program; production of the
Awards Gala, year-end dance and theatre performances; pARTy@PdA Just for Adults events; Reflections festival. He also oversees
our participation in community events and the maintenance and operation of sound and lighting systems.
Programmers:
Our three programmers listed below plan, administer and evaluate our arts education programs and events in cooperation teachers.
Programmers assist teachers with setting teaching schedules, schedule modifications, recital and make-up lesson bookings, concert
bookings, year-end production coordination and liaising with students and parents.
Jessie Au: Senior Fine and Performing Arts Programmer
jau@placedesarts.ca, 604-664-1636 ext. 33
Jessie’s areas of responsibility include: all dance, theatre, visual and literary arts programs; dance festivals and performances;
theatre arts performances; offsite Art à la Carte after-school program. In addition, Jessie assists the Program and Events Coordinator
with overseeing aspects of program administration and development.
Kim Correia: Fine and Performing Arts and Exhibitions Programmer
kcorreia@placedesarts.ca, 604-664-1636 ext. 32
Kim’s areas of responsibility include: fibre and ceramic arts programs, multidisciplinary art camps including Pro-D Days, Spring Break
and Summer Fun; exhibitions; Family Day at PdA; Culture Days.
Wen Dee Wong: Fine and Performing Arts Programmer
wwong@placedesarts.ca, 604-664-1636 ext. 38
Wen Dee’s responsibilities include: all music programs; home learners’ program; program evaluation; scholarship/bursary program;
student concerts; teacher recital bookings; ArtReach art camp; Faculty Performance Series. Wen Dee assists teachers with setting
teaching schedules; schedule modifications, recital and make-up lesson bookings, liaising with students and parents.
2 Back to TopLarrisa Chenosky: Program Assistant (temporary)
lchenosky@placedesarts.ca, 604-664-1636 ext. 24
Larrisa assists programmers with program and event administration and facilitation.
Admin Staff:
Christa Beese: Financial Coordinator
cbeese@placedesarts.ca, 604-664-1636 ext. 37
Christa implements the financial procedures and policies of Place des Arts. Her areas of responsibility include: accounts payable and
receivable; accountant and financial institutions liaison; bank reconciliation; financial reporting; payroll.
Tania Deisinger: Registration Coordinator/Financial Assistant
tdeisinger@placedesarts.ca, 604.664.1636 ext. 0
Tania oversees the Registration Desk and completes various accounting duties to assist the Financial Coordinator. Her areas of
responsibilities include: managing the Registration Desk operations; liaising with teachers, program staff and clients; performing
payment reconciliations; accounts payable and receivable.
Bali Singh: Facilities and Administrative Coordinator
bsingh@placedesarts.ca, 604-664-1636 ext. 31
Bali oversees the day-to-day operations of the arts centre. Her areas of responsibility include: facility rentals; facility and equipment
maintenance; inventory; office technology; statistical reporting; administrative processes; liaising with community committees.
Samantha Newton: Volunteer/Resource Development Coordinator
snewton@placedesarts.ca, 604.664.1636 ext. 36
Samantha secures project and program funding through grants, donations and sponsorships and manages the volunteer program for
Place des Arts. Her areas of responsibility include: recruiting, training and supervising volunteers; overseeing the Youth Arts council;
recognizing contributions of volunteers and funders; exploring opportunities to develop financial capacity.
Kate Lancaster: Communications Coordinator
klancaster@placedesarts.ca, 604.664.1636 ext. 29
Kate develops and implements strategies for internal and external communications, community and media relations and advertising
and promotion. Her areas of responsibility include: marketing and communications; overseeing editing, design, production and
distribution of print and electronic promotional materials; liaising with media; managing website and social media.
Susan Pereira: Marketing Assistant
marketingassistant@placedesarts.ca
Susan is responsible for developing and implementing digital communications strategies and other marketing tactics to increase
awareness of and engagement in Place des Arts programs and events.
Registration Clerks:
Larrisa Chenosky, lchenosky@placedesarts.ca
Kristen Bortignon, kbortignon@placedesarts.ca
Claire Heath, cheath@placedesarts.ca
Lidia Kosznik, lkosznik@placedesarts.ca
Lidia also oversees the Artisan Shop and, during the holiday season, the Christmas Boutique.
Betty Lee, blee@placedesarts.ca
Julie Ramdin, jramdin@placedesarts.ca
Ale Vigueras, avigueras@placedesarts.ca
3 Back to TopMeeting with the Executive Director
Joan is happy to meet with teachers at any time. Please check in with Registration Desk first or set up a meeting ahead of time
directly with her at 604-664-1636 ex 35
Contacting Programmers and Administrative Staff
Staff can be reached by email, phone or in-person during regular operating hours.
Staff will accommodate in-person meetings at your request. Setting up a time in advance is ideal; however, we understand that this is
not always possible. You are welcome to drop by the office at any time, but please check-in with the Registration Desk before
entering the back office, as there are times when confidential information is being addressed or meetings are underway. If
Registration Staff are busy with clients, please enter through the door by the Registration Desk and ask for the staff person with
whom you wish to speak. We can then invite you into the office or come out to meet you. If the staff person you want to speak to is
not on-site, you can relay a message through the Registration Desk.
Contacting the Registration Desk during regular operating hours
To contact the Registration Desk please dial 604-664-1636 ext. 0. At busy times, Registration Staff may not be able to answer the
phone, in which case you will be forwarded to our answering machine. Please leave a message and someone will return your call as
soon as possible.
Please note: Our Registration Staff are available to assist you during regular operating hours. If you are in the building prior to opening
hours or after closing hours, Registration Staff will not be available to assist you (e.g. staff will not be available to look up information
on computers), as they must perform a set of tasks during these times that pertain to opening and closing the Registration Desk and
facility.
Contacting the Registration Desk outside of regular operating hours
Registration Staff scheduled to open the building do not answer the phone outside of operating hours (i.e. they will not answer the
phone before the centre opens). If you need to contact staff to relay an important message prior to our opening, please leave a clear
message on our phone system (ext. 0). Registration Staff will check phone messages prior to opening the building. If you are a private
music teacher and need to relay a message to your first student, it is best to contact the student directly. Please ensure that you have
a copy of your student contact information.
Teachers should uphold a courteous and professional tone in all communications with students/parents to ensure professional
boundaries are maintained. Please ensure that you are communicating information well in advance and through email or memo.
Verbally communicating important information to students and asking them to tell their parents is not effective. Prior to circulating
important information to students/parents, please have your Programmer review the information to ensure that it corresponds with
Place des Arts’ policies and procedures. It is also important for staff to have this information so that we can respond to parent and/or
student inquiries regarding this information.
Maintain professionalism by communicating at appropriate times of the day. Teachers should not be using text, instant messaging or
social media to communicate with students. To protect your students’ privacy please use the B.C.C. function if you are sending out a
group e-mail. Maintaining professional boundaries in all forms of communication, technology-related or not, is important for ensuring
public trust and maintaining appropriate professional relationships with students.
4 Back to TopPlace des Arts promotes programs, services and events through print materials available at the centre and distributed throughout the
community, earned media, paid advertising, sponsored advertising, our website, our e-newsletter and social media.
With social media becoming a much more critical channel for promotions, please consider setting up a Facebook, Twitter and
Instagram account (if you haven’t already done so) and sending us your handles for each channel, so we can tag you when we
promote your classes/programs/events. Please also follow and like @pdacoquitlam on these channels and share/retweet/like, etc.
our posts to help spread the word about your programs at Place des Arts.
It is beneficial for promotional purposes for teachers to provide us up-to-date bios, résumés and photos, and to inform us of any
activities, awards, tours, etc. that may help promote you and your classes. Please submit updated photos and changes to your
Programmer for inclusion on our website and other promotional materials.
If you are participating in faculty performances or other events, it is imperative that we have appropriate photos and up-to-date bios
for publicity purposes well in advance of the event. Please be prepared to make yourself available for any photo shoots or media
interviews that are scheduled for these purposes.
If you have any ideas on how to promote your classes or events, please inform the Communications Coordinator. All communications
to local media or external organizations about Place des Arts must go through the Communications Coordinator.
Teachers are prohibited from using any photographs or video or audio recordings of students, classes, workshops, recitals,
exhibitions and events taken, created or obtained by the teacher during the Term of their contract for personal gain, and all use of
such media must be approved by Place des Arts. Teachers are permitted to share images of students’ artwork on their social media
channels. Please ensure you tag us @pdacoquitlam.
Our teachers play an important role in achieving and furthering our mission. The following program policies and procedures help to
create clarity and to ensure effective operations and good customer service.
Art Camp: Day- or week-long camps featuring a variety of artistic disciplines for children and teens.
Attendance Records: A list of student names enrolled in the class/lesson and a record of classes/lessons attended, absences,
lesson/class refunds and makeups.
Cancellation: One or more class(es)/lesson(s) or an entire set of class(es)/lesson(s) cancelled by Place des Arts for one of the
following reasons:
• Closure of the Place des Arts facility due to unforeseen circumstances such as fire, flood, power outage, inclement weather
or any other circumstances beyond the reasonable control of Place des Arts
• Enrolment fails to meet or declines below the minimum number determined by the Contracting Teacher
• The Contracting Teacher is unable to teach due to scheduling conflicts or illness
Class: teaching a group of students
Contracting Teacher: A highly qualified, self-employed, independent professional visual or performing arts teacher working out of
Place des Arts or other off-site locations.
Enrolment: The process of selecting and paying for a class/lesson. Enrolment can take place at the same time as registration.
Lesson: Teaching one (private), two (semi-private) or three (trio) students.
Make-up: Class(es)/lesson(s) offered to students in lieu of cancelled class(es)/lesson(s) as noted above.
5 Back to TopMaster Class: A class given to invited students of an arts discipline taught by an expert in that arts discipline. The class can be
conducted with one-on-one instruction within a group setting or instruction to a group of students.
Mini session: A set of 4-6 classes scheduled within a fall, winter and/or spring standard session.
Missed Class(es)/lesson(s): Class(es)/lesson(s) not attended on the initiative of the student (e.g. illness, going away on vacation).
Modification: A date, time and/or fee change that is made to the original class/lesson enrolment.
Online Processing Fee: A non-refundable fee charged to clients enrolling on-line. This fee is charged and collected by The Active
Network Inc., Place des Arts’ online registration software provider. Place des Arts cannot refund this Convenience Fee for
withdrawals or cancellations.
Program: A variety of class offerings in a discipline.
Refund: The return of class(es)/lesson(s) fees to the student. A refund can be issued by Place des Arts cheque, credited back to the
credit card used to make the original payment or credited to the student’s Place des Arts account.
Registration: The process of establishing a client identity and account containing client/family details.
Regular season: Sep to Jun
Standard session: A set of 7-12 classes held in the fall, winter and/or spring sessions.
Summer season: July and August
Summer session: A set of classes scheduled during July and August.
Term: The length of the contracted period for a contracting teacher.
Trial private lesson: One paid private lesson to determine if there is an interest in the teacher and/or instrument before committing
to enrolment.
Withdrawal fee for Sep-Jun classes: A fee equal to one class fee will be charged to students withdrawing from Sep-Jun classes.
Withdrawal: A student enrolled in any Place des Arts program requesting to cancel the enrolment and receive a refund.
Workshop: 1-3 classes scheduled at any time during the regular or summer sessions.
All program fees and deposits are reviewed and approved annually by the board of directors.
Class/Lesson Fee: Covers the cost of class/lesson instruction
Deposits and Extra Fees for Dance and Theatre programs: The following deposits and extra fees are required to be paid in full at
the time of enrolment:
• Dance Recital Production Fee
• Dance Costume Deposit
• Dance Festival Entry Fee Deposit
• Coquitlam Youth Theatre Production Fee
• Coquitlam Youth Theatre Costume Rental Fee
Enrolment modification fee: A student may make up to one (1) Sep-Jun enrolment modification per season. A $15 service fee will
be applied to any additional modifications initiated by the student.
Registration Fee: A fee applied to all class/lessons collected and retained by Place des Arts.
Service Fee: A fee charged for NSF cheques, declined credit card payments and customer enrolment modifications.
Supply Fee: A fee that covers the cost of supplies required for the class/lesson.
Place des Arts Retention fee: Place des Arts operates out of a City of Coquitlam-owned facility. The City also provides a grant equal
to approximately 40% of our total operating budget. Program and events revenue, Artisan Shop and gallery sales, plus various grants
and sponsorships provide the remaining 60% of the total operating budget.
6 Back to TopIn accordance with the contractual agreement with self-employed teachers, Place des Arts retains 20% of any class/lesson fees
collected to provide the following facility, promotional and administrative services:
Facility
• Teaching space
• Room set ups
• Performance space
• Major capital equipment purchases, upgrades and maintenance
• Custodial and facility maintenance services and supplies
• Utilities
• Safety and security
Publicity and Promotion
• Design, printing and distribution of promotional materials
• Direct mail-out of Annual Program Guide and Events, Performances and Exhibitions Guide
• Media relations
• Promotional giveaways/contests
• Print and on-line advertising
• Digital newsletters and event invitations, social media
• Website design and maintenance
Administration
• Student registration and class/lesson enrolment, scheduling, withdrawals and refunds
• Student fee collection
• Teacher payments and monthly teaching records
• Communication to students/parents
• Volunteer coordination and orientation
• Program development and coordination including all supplemental programs and events (master classes, student concerts,
scholarship/bursary program, student exhibitions and student recognition, teacher studio recitals and year-end student
productions and other student performance opportunities
• Insurance, including $5,000,000 liability
Scent-Free Policy
For the health and consideration of others, please avoid using any scented products, especially perfume/cologne, in Place des Arts,
as it is a scent-free facility.
Nut-Free Policy During Spring Break, Summer and Pro-D Days
As many of our art camp participants have nut allergies, Place des Arts becomes a nut-free environment at these times.
Please refrain from bringing any food containing nuts i.e. NO peanut butter, almond butter, Nutella, etc.
7 Back to TopAnnual program planning: Request for proposal process and teacher contracts
Programs are developed in consultation with teachers. Requests for Proposals (RFPs) for the next season of programs are sent out to
teachers in late November and are due back in January. Teachers are encouraged to propose new class/workshop ideas at this time.
Please be sure to include a program description (50 words max) and proposed supply fees, class times, ages, skill level and class
length. Once the program and your teaching schedule has been finalized, a contract will be issued and your teaching schedule set.
Timeline:
• RFPs sent out: November
• Teacher RFPs due: January
• Program planning and development: January-March
• Programs and schedules confirmed with teachers: March
• New season finalized: end of March
• Teacher contracts issued: March
• Teacher contracts finalized and signed: April
Modifying your teaching schedule after contracts have been issued
Once contracts have been issued and signed, your schedule is set. If you require any changes to your teaching schedule during a
contracted term, please contact your Programmer first before confirming any changes with your students. Your Programmer will help
you to determine if the proposed changes can be accommodated. Once the schedule changes have been approved and confirmed in
writing, your teaching contract and our records will be amended to reflect the changes.
In circumstances where changes to your teaching schedule will impact your students/parents, ensure that the changes are confirmed
with them. In some cases, communication to students/parents will be coordinated through Place des Arts. This will be determined in
consultation with the Programmer and the teacher.
Modifying your students’ schedule after contracts have been issued
Upon registration, students/parents sign a contract for their specific class/lesson time and day. If you are initiating changes to your
students’ schedules after this contract has been signed, the changes must be done in consultation with the students/parents. It is
very important to submit student schedule changes in writing to our Registration Desk or your Programmer as parent/student
contracts and our records (including attendance sheets) must be amended by staff to reflect any changes. Our records must be up-
to-date and accurate.
In circumstances where teachers wish to move a student to an alternate group class, teachers must ensure that the class has
available spots or that there are no waitlisted students, and that the student falls within the age and skill-level parameters
established for the class. Please refer to age override policy.
Student initiated modifications to your schedule after contracts have been issued
When a new student is added to your schedule, or when an existing student withdraws or switches the lesson day or time, you will
receive a Lesson Change Notification Form. This form will be placed in your teacher file folder. It is the teacher’s responsibility to
ensure that the changes are reflected on the attendance sheet, i.e. a new student’s full name and phone number must be added. A
student may make one (1) Sep-Jun enrolment modification per season at no charge. A $15 service fee will be applied to any
additional modifications initiated by the student.
8 Back to TopTaking attendance
Teachers receive a duo-tang book containing attendance lists with student names, phone numbers and ages* (or age category, if
adult) for each class/lesson at the beginning of September for Sep-Jun classes and private lessons or at the beginning of each
session for fall/winter/spring classes and workshops. This information is strictly confidential and must not be shared with anyone
(including parents, students, volunteers, other faculty, etc.), in accordance with the Place des Arts privacy policy. Attendance books
must remain at Place des Arts in the hanging folders of the teacher attendance file cabinet when classes/lessons are not in session.
*ages are not included on private lesson attendance sheets
Attendance must be completed by all teachers for all lessons and classes. It is important for all teachers to be diligent about taking
attendance for every class, as this information confirms payments to teachers and is required for the annual audit process. It is
important for you to have the attendance list with you when you are teaching as it also ensures student safety; in the event of an
emergency we use the list to confirm who is present and who is not
Payment for lessons and classes will be issued only upon receipt of completed attendance lists. Please use the following shorthand
when filling out your attendance sheet:
= Attended R = Refund student for class
A = Absent T = Trial
M/U = Make-up class on date missed, then add date occurred (mm/dd). For example: M/U
9/20
. Arrange room with your
programmer. 23
If there is a student in your class who is not on your attendance sheet and you have not received a Lesson Change Notification form,
please check with Registration Staff to ensure the student is enrolled.
Policy for backdated enrolment
Our registration software does not allow us to backdate enrolment; therefore, we are unable to compensate teachers who decide to
teach a student who is not enrolled.
Policy for reporting unexplained student absences
Place des Arts does not send reminders to students about class/lesson start times nor do we follow up with students who have
prolonged unexplained absences. If a student has not attended a class or lesson for two consecutive weeks without notice or
explanation and you wish us to follow up, please contact your Programmer or the Registration Desk and we will contact the student
on your behalf. Teachers may wish to contact the student directly. Please report any important information to your Programmer.
Taking attendance for Art à la Carte and Evergreen programs
Teachers will receive a duo-tang book containing attendance lists with student names, phone numbers and ages for each class at the
beginning of each session. This information is strictly confidential and must not be shared with anyone (including parents, students,
volunteers, other faculty, etc.), in accordance with the Place des Arts privacy policy. Teachers can pick up the duo-tang book at Place
des Arts in advance of each session or it will be delivered to you on the first day of each session. Please keep your duo-tang book with
you for the complete session and return it to Place des Arts after each session is completed.
It is important for all Art à la Carte and Evergreen teachers to be diligent about taking attendance for every class, as this information
confirms payments to teachers and is required for the annual audit process. The attendance sheet also ensures student safety; in the
event of an emergency, we use the list to confirm who is present and who is not.
9 Back to TopReporting absences for Art à la Carte programs
As students attend Art à la Carte classes immediately after school, teachers must report all absences to the school front office at the
start of class. Please send one of your eldest students to report the absence(s) to the school office.
Teacher Payment Policy
Compensation for your teaching services is outlined in your contract. The teacher payment policy and procedure applies to any
teacher who is contracted to teach for any term during the regular and/or summer season. The following outlines payment procedure
for the various types of classes/lessons. All teacher payments are based on completed attendance records. It is imperative to keep
up-to-date, accurate attendance and to use the appropriate shorthand listed in the Taking Attendance section. Teachers who are
teaching at the Evergreen Cultural Centre or Art a la Carte programs at local schools are required to submit an itemized invoice to
their programmer to receive compensation.
GST number
Teachers are responsible for advising Place des Arts if they have a registered GST number.
Teacher Compensation for Withdrawals and Cancellations
Contracting Teachers will not be entitled to compensation for student withdrawals.
Contracting Teachers will not be entitled to compensation for any class(es)/lesson(s) cancelled by Place des Arts.
Teacher Payment for Private Lessons (including summer privates) and Sep-Jun Classes
To be paid, contracting teachers must complete their attendance lists and return them to their folder in the attendance book filing
cabinet (located in the kitchen, across from the Registration Desk).
The Contracting Teacher will be provided compensation for private lessons and Sep-June classes on the last teaching day of each
month during the Term.
Teacher Payment for Art Camps (Summer Fun! Day of the Arts, Spring Break, ArtReach)
To be paid, contracting teachers must complete their attendance lists and return them to the portable file folder at the Registration
Desk.
Summer Fun!: The Contracting Teacher will be provided the Compensation for Summer Fun Art Camp classes at the end of July for
classes taught during weeks 1 to 3 of Summer Fun Art Camp and at the end of August for classes taught during weeks 4 to 6 of
Summer Fun Art Camp.
Day of the Arts, Spring Break, Art Reach: The Contracting Teacher will be provided compensation within thirty (30) days of the
conclusion of the class.
Teacher Payment for Standard Session Classes, Mini Session Classes and Workshops
To be paid, contracting teachers must complete their attendance lists and return them to their folder in the attendance book filing
cabinet (located in the kitchen, across from Registration Desk).
Standard session (7-12 weeks): The Contracting Teacher will be provided fifty percent (50%) of the compensation for classes at the
fall, winter spring standard session mid-point and the balance of the compensation will be paid within fifteen days (15) of the last
teaching day of the standard session.
Summer Session Classes: The Contracting Teacher will be provided compensation for summer session classes within fifteen (15)
days of the last teaching day of the summer session classes.
10 Back to TopMini session (4-6 weeks): If the classes conclude prior to the standard fall, winter, spring session mid-point, the Contracting Teacher
will be provided one hundred (100%) of the compensation at the standard session mid-point. If the classes conclude after the
standard session mid-point, one hundred (100%) of the compensation will be provided within fifteen (15) days of the last teaching
day of the standard session.
Workshops: The Contracting Teacher will be provided compensation within thirty (30) days of the conclusion of the class.
Supply Fee Reimbursement
Supply fees are collected from the students as part of the class fee. Teachers receive reimbursement by submitting a supply fee
reimbursement form (available at the Registration Desk), with the original receipts attached, to the Financial Coordinator. The
amount of reimbursement cannot exceed the amount collected from the students. The amount of reimbursement will be added to the
teacher’s next regular payment.
All withdrawals, cancellations and make-up classes for any reason are governed by Place des Arts’ Withdrawals and Cancellations
(WC) policy as amended from time to time at the sole discretion of Place des Arts.
Please refer students/parents who have questions regarding our withdrawal and cancellation policies to the Registration Desk.
Teachers will not be entitled to compensation for Class(es)/Lesson(s) cancellations, student withdrawals or missed
Class(es)/Lesson(s) of any kind except at stated in the WC policy or as otherwise agreed to in writing by Place des Arts.
Place des Arts may, at its sole discretion, grant withdrawals to students for medical or compassionate reasons prior to or after the
start of the Class(es)/Lesson(s).
If enrolment in the Class(es)/Lesson(s) fails to meet or declines below the minimum number determined by the teacher, Place des
Arts reserves the right, at its sole discretion, to enter into further negotiations with the teacher or to cancel that set of
Class(es)/Lesson(s). This policy does not apply to those teachers who are engaged solely to teach at off-site facilities.
If the contracting teacher is unable to teach for a period of less than two consecutive weeks, then the contracting teacher can offer a
make-up class/lesson. The contracting teacher is responsible for advising students of any class/lesson cancellation and of the
schedule for the make-up class(es)/lesson(s), if applicable. The contracting teacher may book time in Place des Arts’ facilities during
regular operating hours for make-up class(es)/lesson(s) through the Fine and Performing Arts Programmer, subject to availability.
Make-up classes must take place at Place des Arts’ facilities unless the Executive Director agrees that special circumstances exist. If
the contracting teacher does not offer make-up class(es)/lesson(s) or a student(s) is not available to attend make-up
class(es)/lesson(s) then the student will be provided a refund.
If one or more class(es)/lesson(s) are cancelled due to the closure of the Place des Arts facility due to unforeseen circumstances
such as fire, flood, power outage, inclement weather or any other circumstances beyond the reasonable control of Place des Arts, the
contracting teacher may offer students make-up class(es/lesson(s). The contracting teacher may book time in Place des Arts’
facilities during regular operating hours for make-up class(es)/lesson(s) through the
Fine and Performing Arts Programmer, subject to availability. Make-up classes must take place at Place des Arts’ facilities unless the
Executive Director agrees that special circumstances exist. In circumstances where the contracting teacher does not wish to provide
make-up class(es)/lesson(s), or there is no available space to conduct make-up class(es)/lesson(s), or students are unavailable to
attend make-up class(es)/lesson(s), then the student will be provided a refund.
11 Back to TopThe Contracting Teacher is not obligated to give make-up class(es)/lesson(s) for class(es)/lesson(s) that were cancelled or missed on
the initiative of the student/parent.
Arranging Substitute Teachers
If the Contracting Teacher is unable to teach for a period of two consecutive weeks or more, it is his/her responsibility to arrange for a
suitable replacement teacher at his/her own expense. The Contracting Teacher is required at his/her own expense to obtain and
provide to Place des Arts a current criminal record check for all replacement teachers who are not currently providing services at
Place des Arts prior to commencement of the replacement teacher’s services. The suitability of replacement teachers must be
approved by the Executive Director who will determine if the replacement teacher meets Place des Arts’ professional standards and
applicable laws.
Class Age Override Policy
Students should fall within the age parameters established for each class. Exceptions may be made for students who fall outside of
these established parameters; however, exceptions must first be approved by Place des Arts’ programming staff and/or the
Executive Director. Teachers do not have the authority to allow students to register in a class if the student does not fall within the
established age parameters for that class. All clients who request to register a student who is outside of the age or skill-level
parameters must go through the Registration Desk who will then notify the appropriate programmer. Place des Arts follows an
established procedure, which includes consulting the teacher, before approving class age overrides.
Class Size Override Policy
Class size limits are mandated by the board of directors to ensure quality instruction and a small teacher-to-student ratio. Teachers
do not have the authority to approve requests from students to register in a class that is already full. Approval for class size overrides
must be approved by the Executive Director.
Program Evaluations
Program staff will conduct evaluations of all programs near the end of each session and in Dec and May for Sep-Jun classes. Staff will
send e-surveys for parents and/or students to complete and return. Programmers may also make brief visits to your classroom as
part of the evaluation procedure. Your Programmer will share with you any relevant feedback.
Volunteer Classroom Assistants
Contracted Teachers are responsible for informing Place des Arts if they require volunteer assistance in the classroom. Teachers may
request a volunteer assistant by contacting the Volunteer Coordinator. If a suitable volunteer can be found, then Place des Arts will
place this volunteer in the classroom.
Teachers may also recruit their own volunteer classroom assistant. However, the suitability of classroom assistants must be
approved by Place des Arts. The Volunteer Coordinator will determine if the potential classroom assistant meets the guidelines set
out by Place des Arts and our volunteer program.
All volunteer classroom assistants must complete the required documentation set out by the Place des Arts volunteer program.
Volunteer classroom assistants must be under the direct supervision of the Contracted Teacher at all times.
12 Back to TopStudent Concerts
Place des Arts organizes several student concerts per season. These concerts are a great way for students to gain additional
performance experience, while giving them an opportunity to see fellow students perform.
Concerts are held on Sundays starting at 3:00 pm for no more than two hours. A Contracted Teacher acts as emcee and accompanist.
2019/2020 student concert dates:
SU • Nov 17, 2019 • 3:00 pm
SU • Jan 19, 2020 • 3:00 pm
SU • Feb 23, 2020 • 3:00 pm
SU • Apr 5, 2020 • 3:00 pm
SU • May 3, 2020 • 3:00 pm (Senior Level Student Concert)
Student Concert Sign-up Sheet
The student concert sign-up sheet is posted on a clipboard by the teacher attendance file cabinet approximately four weeks in
advance of the concert date. Teachers must sign up their students prior to the cut-off date, which will be posted on the sign-up sheet.
The music Programmer will determine when the concert is full and remove the sign-up sheet after the cut-off date. The Music
Programmer will organize the concert program order from the sign-up sheet.
It is important to include the following on the sign-up sheet:
• accurate and complete music titles,
• composer names and performance length
Accompaniment for Student Concerts
Students requiring accompaniment should speak with the student concert emcee/accompanist to arrange a rehearsal time (between
2:00pm–3:00pm on concert day). The student concert emcee contact information is available through the Registration Desk.
Students are required to pay for rehearsal time with the accompanist and will be billed at current accompanist rates (for 2019/20
$20.00 per 30 minutes). Students are not charged accompanying fees for the performance during the concert.
Non-PdA Student Participation in Student Concerts
Non-PdA students may participate in a student concert if space is available and for a nominal $5.00 fee. The $5 fee is payable at the
Registration Desk.
Student Concert Etiquette
Please take the time to review concert etiquette with your students. E.g.: when to applaud, listening quietly while another student is
performing, turning off cellphones, staying for the entire concert. Students must commit to staying for the entire concert before they
sign up.
Master Classes
Master Classes are held throughout the season in a variety of disciplines. Master classes provide students with an important
opportunity to improve their technique and performing skills. Instruction by highly qualified professionals enriches students’
understanding of music and contributes to their growth as artists. Your Programmer will contact you with information regarding
Master Classes.
13 Back to TopStudent Recognition Bulletin Board
A student recognition bulletin board is located in the Atrium near the dance studio. If you have a student whose accomplishments
you would like to highlight, please submit the information to your Programmer. Please do not post items on the recognition board
yourself.
Scholarship / Bursary Program
Established in 1991, Place des Arts’ Scholarship and Bursary Awards Program assists students in their pursuit of excellence in their
chosen discipline. Many serious and dedicated students attend regular classes at Place des Arts, sometimes in more than one
discipline. The scholarship/bursary awards help offset the costs involved in study and reward students for their dedication and
achievement. Scholarships and bursaries are funded by the interest income accrued from the Place des Arts’ Endowment fund.
For more information please contact Wen Dee Wong at wwong@placedesarts.ca
Pianos
Studio pianos are tuned two to three times a year in the fall, winter and spring. Please inform your Programmer if you have any
problems with your piano in between tuning times. Please ensure that drinks and food are not consumed near to, or placed on or
anywhere near, pianos.
Please close the lid to the piano and place (if available) the cover on top of the piano when you are finished using it. A piece of black
felt is installed in all grand pianos to prevent items from falling into the soundboard, do not remove this felt. Do not attempt to
retrieve any items from the soundboard (such as pencils). Notify Reception/Registration staff immediately.
Room Keys
To ensure the building is secure, all studio doors and most cupboards are locked at all times. Faculty members are responsible for
signing out a room key when they arrive at the centre and returning that key when they leave for the day. Replacing lost keys will be
deducted from teacher payment, as will the costs to re-key the building (for external doors such as the Renaissance Room or Kiln
Room).
Booking Studios or Recitals
All bookings should be done through your Programmer. If your Programmer is not on-site, Registration Staff can do this for you.
Please provide at least two-days’ notice for staff to arrange the booking. Your programmer and/or Registration Staff will be happy to
assist you with short-notice requests. Please note that based on room availability, we may not be able to accommodate booking
requests that come to us with less than 24 hours’ notice.
Booking Make-up Lessons for Sep-Jun Classes and Private Lessons
If teachers intend to provide make-ups for lessons/classes that they have cancelled, those make-ups must be completed by the last
teaching day of the Term. Clients will be issued a refund for any lessons/classes cancelled by the teacher that have not been made up
by this date. Teachers should contact their Programmer directly or the Registration Desk to schedule make-up lessons and to book a
studio if it is necessary. Please provide us with a minimum of two-days’ notice to arrange and confirm the booking request. Booking
requests that need to be addressed outside of Program staff’s working hours can be arranged at the Registration Desk. Make-up
lessons must be scheduled during regular operating hours. Make-up booking requests outside of operating hours must go through
your Programmer; Registration Staff cannot assist you with these requests.
14 Back to TopTeacher Recital Request Form
Teachers may book the Leonore Peyton Salon (LPS) or the Renaissance Room for recitals free of charge for their Place des Arts
students during operating hours. Recital bookings are on first-come, first-served basis. To ensure a spot, please fill out a Music
Recital Request form. A hard copy of the form will be placed in your attendance folder. Please fill out the form and return it to your
Programmer. Your booking will be finalized once you receive a confirmation email from your Programmer.
Room Set-Ups for Teacher Recitals (Room Booking Form)
Closer to your confirmed recital date, your Programmer will contact you and help you to fill in a Room Booking Form. This form
provides us with the details we need to ensure your recital runs smoothly. With this form, we will finalize important details regarding
your set-up/warm-up time, recital time, reception, floor plan and any equipment you may require.
December and June Teacher Recital Policy
To accommodate high teacher and student demand on the LPS during the months of December and June, Place des Arts (PdA) will
book PdA student recitals after hours without the associated staffing charge to a maximum of one recital per instructor for the
months of December and June. Your Programmer will provide you with a Music Recital Request Form, which will be placed in your file
folder. We encourage you to book your recital well in advance, as space is subject to availability.
Non-Place des Arts Students Performing in Teacher Recitals
When filling out a recital booking form, teachers are expected to indicate the percentage of non-Place des Arts students (i.e. students
not registered with Place des Arts) performing in the recital. If the number of non-Place des Arts students is less than 50%, the
recital will be treated as a regular internal booking at no charge. If the number of non-Place des Arts students is 50% or more, the
teacher will be charged a non-profit rental fee to use the space. The piano fee will be waived.
Teacher Recital Receptions
Teachers can hold a post-concert reception in the Atrium if the concert is held in the Lenore Peyton Salon (LPS). Place des Arts will
provide tables, table cloths, serving platters and punch bowls. Coffee and tea is available for purchase. Teachers are responsible for
set-up and clean-up and for providing any cutlery, cups, napkins, plates and any other sundries that may be required. Food and
beverages are not allowed in the LPS.
Teacher Recital Bookings Outside of Operating Hours
Outside of the months of December and June, teachers are welcome to book the Leonora Peyton Salon (LPS) for recitals outside of
operating hours but are responsible for the cost of staffing. Please note: If a teacher cancels a recital that has been booked outside of
operating hours with less than one weeks’ notice, the teacher may be charged for the cost of staffing.
Booking the Renaissance Room Outside of Operating Hours
If you are booking the Renaissance Room for a rehearsal, recital or make-up lesson that takes place outside of normal operating
hours you will require an alarm code to arm and disarm the Renaissance Room. The Facilities and Administrative Coordinator will
supply you with an alarm code closer to your booking date. Please note that Registration Staff cannot accommodate last-minute
bookings for the Renaissance Room due to alarm requirements. Please make sure that you book the Renaissance Room with your
Programmer with a minimum of two days’ notice.
15 Back to TopBooking Studios for Practice/Extra Rehearsal
Students and/or teachers may occasionally use Place des Arts studios for practice or rehearsals associated with their studies or a
Place des Arts event, free of charge, and based on studio availability. Any registered student wishing to book a studio to rehearse
must be 15 years of age or older and first get recommendation from their teacher and approval from the appropriate Programmer or
the Program and Events Coordinator (PEC) if Programmer is absent. Teachers must contact their designated Programmer with a
minimum of two days’ notice to book a time and studio.
Booking a studio for Personal Use
Teachers who wish to book Place des Arts facilities for rehearsals, concerts or events not associated with Place des Arts will be
charged the current rental rates. Please contact the Facilities and Administrative Coordinator for these types of bookings.
Booking Equipment
The equipment listed below is available at the Registration Desk. All equipment is available on a first-come, first-served basis.
Teachers should reserve equipment in advance, if it is required for a certain day.
• Metronomes
• TV/VCR/DVD player
• CD/MP3/iPod/players
The following equipment is available by contacting your Programmer ahead of time to ensure availability and review associated
operational procedures.
• Overhead projector
• Screen
• LCD projector
• Sound system with digital recording
Photocopies
Black and White copies (8 x 11, 1 sided) are $0.10 per copy. Colour copies (8 x 11, 1 sided) are $1.00 per copy. Teachers have the
option to pay as you go or to obtain a photocopier code from the Facilities and Administrative Coordinator. If you utilize your
photocopier code, the Financial Coordinator will bill for photocopies quarterly and deduct the amount from the teacher’s scheduled
compensation cheque.
Place des Arts recognizes that parking is limited which may cause frustration for our clients. To create a parking culture that is more
stress-free and, most importantly, ensures the safety of all our clients, teachers and staff, we request your cooperation and
adherence to City of Coquitlam parking by-laws.
Drive-through Drop-off Zone
City of Coquitlam by-laws prohibit parking and double parking in the drive-through drop-off zone by the main entrance to Place des
Arts on Brunette Avenue. You are welcome to use the drive-through for quick drop-offs and pick-ups; however, please be advised of
the following City regulations:
• The driver must remain in the vehicle in the drive-through drop-off zone;
• There is no parking or stopping for extended periods in the drive-though drop-off zone. It is to be used for quick drop-offs or
pick-ups only;
• Double parking (i.e. side by side) is strictly prohibited.
Back to Top
16East Parking Lot
City of Coquitlam by-laws prohibit parking on the side of the entrance to the east parking lot on top of the yellow painted “no parking”
cross hatching.
Violators will be Ticketed
Starting in January 2019, City of Coquitlam by-law officers will regularly monitor the drive-through drop-off zone and the east parking
lot and violators will be ticketed.
Where to Park
Free on-site parking is available on the east and west sides of the building, as well as underground via the east parking lot entrance.
At peak times or on event days, it may be difficult to find a parking spot; therefore, please leave ample time prior to your class or
event start time in case on-site parking is limited. There is ample additional free parking very nearby in the following locations:
• At Mackin Park on King Edward Street
• On Begin Street
• On James Avenue
• On the north side of Brunette Avenue
Definition of an Emergency
Emergencies are classified as those sudden or unforeseen incidents that require immediate action to save a life or prevent the loss of
normal human function. For the purposes of this policy, emergencies are defined as those incidents that require immediate action
from outside sources and from employees of Place des Arts.
Emergency Number, 911
Call 911 in case of any accident if a person is unconscious, not breathing or if there is any doubt about the person’s condition.
Courtesy phones, which access outside lines (dial 99 first to access an outside line), are available on each level of the facility, in the
Renaissance Room, the Fibre Arts studio and the pottery technician’s office. If 911 is called,
Registration Staff must be informed immediately, as they will be contacted by emergency services to confirm the emergency. It is a
criminal offence to call 911 without a reason.
Reporting to RCMP
Verbal reports to the R.C.M.P. should include the name of the person calling, the name of the person who observed the loss or
damage, the time and date the loss or damage was discovered, the location where the loss or damage occurred, the extent of the loss
or damage and specific information regarding any vehicles involved.
Observed Incident Reporting Procedure
In the case of observed vandalism, malicious damage or attack (either in proximity or on the Video Surveillance Monitor), do not play
the hero. Do not confront a person if an incident is observed; immediately phone 911. If the incident has not been observed in
progress, report what you find to the nearest staff person. If the person whose property has been damaged is present at Place des
Arts, that person should call the R.C.M.P. at the non-emergency number: 604-945-1550.
All incidents must be reported to the nearest staff person. Detailed written reports for both EMERGENCY and NON-EMERGENCY
INCIDENTS or ACCIDENTS occurring in and around Place des Arts should be completed on the forms provided at the Registration
Desk as soon as possible following an incident. Reportable incidents include accidents, health emergencies, loss or damage to
personal or Place des Arts property or any unusual activity. Supply as much information as possible. Too much information is better
than not enough. When witnesses are present, their personal information must be recorded.
17 Back to TopFirst Aid / CPR / Automated External Defibrillator (AED)
Only qualified employees (current First Aid, CPR Certificate and AED) should provide First Aid assistance to injured parties. Please
notify Place des Arts staff of any incidents requiring immediate attention.
Elevator Emergency
If someone is stuck in the elevator, that person must open the door of the telephone enclosure, pick up the phone, wait for an answer
and state account T – 109 to the monitor station operator. The monitor station then contacts Place des Arts and continues to talk to
the trapped person to help keep him/her calm. This information is posted on the telephone box door and inside the telephone box
inside the elevator.
Floor Plans
Floor plans are posted in each room. Teachers are asked to familiarize themselves with the nearest exits to their room, not including
the elevator (refuge areas for persons in wheelchairs are located at each level of the facility).
Emergency Evacuation Procedure
Teachers act as our Fire Wardens during an emergency situation. As a Fire Warden, your job is to ensure your students and volunteers
safely evacuate the building. If you see a fire, pull the alarm, proceed with evacuation procedures listed below and report the
information to the Registration Desk (e.g. where you saw the fire) OR if the alarm sounds, proceed with evacuation procedures as
follows:
• Remain calm and reassure the student(s) and or parent
• Take your attendance book
• Lead the students and your volunteers to the nearest accessible exit and go to the SAFE area (the south end of the parking
lot at the rear of the building beside the Renaissance Room)
• Take attendance and report any missing persons to the staff person in charge
• Take charge of supervising the students at the SAFE area. Students and teachers should stay in the SAFE area until they are
given permission to re-enter the building by the staff person in charge
• Take attendance again before re-entering the building
• No students should leave without a parent/guardian signing off. If an older student wishes to leave, check in the staff
person in charge.
Fire extinguishers are placed throughout the building and should be used if a small fire is noticed. Report to staff any missing or
damaged fire extinguishers. The facility is fully equipped with sprinklers that will come on in the event of a fire.
Safety Procedures for Art a la Carte Programs
Please see the school office for assistance in any emergencies and urgent issues that arise. Please remember to follow up with your
Programmer afterwards and report the incident.
At the end of each class, please ensure your students have been picked up by a parent or guardian before leaving. You may use the
attendance sheet contact information to phone parents if a child is not picked up on time.
Safety Procedures for Evergreen Programs
Please see the Evergreen staff person on-site for assistance in any emergencies and urgent issues that arise. Please remember to
follow up with our Programmer afterwards and report the incident.
At the end of your teaching day, please ensure your students have been picked up by a parent or guardian before leaving. You may
use the attendance sheet contact information to phone parents if a child is not picked up on time.
18 Back to TopYou can also read
