Procedures, Refund & Other Policies
These are shared policies for both Virtual and In Person Programs.
COVID-19 Policy for In Person Programs
These policies are subject to change as PAFA responds to evolving guidance from the Philadelphia Health Department and its COVID-19 partner, Main Line Health.
Covid-19 Vaccination Requirement: The city of Philadelphia has passed a regulation mandating vaccination for all employees and students at Philadelphia college and universities, as well as employees of all health care institutions. PAFA has had a vaccine mandate in place for students and employees since June 1, 2021, but the new mandate will include any individual who works, volunteers, or attends one or more classes or other activities on campus in connection with PAFA.
PLEASE NOTE: This mandate requires any student 12 years old and older to be fully vaccinated against Covid-19 or to obtained a medical or religious exemption from PAFA. Proof of vaccination will be required. All doses must be complete at least 14 days BEFORE the class start date.
- If program is canceled due to new COVID 19 restrictions limiting in-person gatherings before the start day, the whole program will transition to virtual instruction. Participants will have an option to opt out from the online instruction with tuition credit.
- If a Participant gets a positive COVID 19 test during their time onsite, their pod will transition to on-line instruction, while the rest of the program continues in person. Participant will have an option to opt out from the online instruction with prorated tuition credit based on the number of days canceled in that week. Please note, that in order to participate in a Virtual Program Participant will need to have access to Zoom and Canvas. Zoom technical requirements.
- All participants and staff members are required to notify PAFA if they have come in contact with a person with COVID-19 or if they are experiencing COVID-19 symptoms.
If a participant shows symptoms consistent with COVID-19, the participant should stay home pending the results of a COVID-19 test. Families are responsible for obtaining a COVID-19 test for the participant.
A participant who tests negative for COVID-19 will be able to resume in-person programming after being symptom and fever free for 24-hours, without fever reducing medication.
A participant who tests positive will be able to return to in-person programming after 10 days of isolation and their symptoms have resolved. An opportunity to attend an equivalent virtual program may be available.
Staff showing symptoms will be isolated from the general population and have the same requirements as participants for return.
If a participant cannot attend in person programming because someone in their family has been exposed to COVID-19 and the family is following the CDC guidelines for isolation, the participant may be able to transfer to a similar online class or get prorated tuition credit.
Programs Safety Protocols
Masks: All students and staff members will be required to wear masks except for when eating or drinking.
No Shared Supplies: Students will receive their own set of art supplies to use throughout the lesson of artmaking. Supplies will be sanitized before the start of each session.
Floor markings and signage: Staff will mark off safe distances throughout our building to help keep students appropriately spaced. Reminders for handwashing, social distancing, and safe sneezing will be posted throughout the facility.
Hygiene: Scheduled handwashing breaks will be built into each group’s schedule and more hand sanitizer stations will be available throughout the building.
Social distancing: Classes will be limited to 16 participants and divided into 2 pods of 8 participants. Pods will remain together throughout the lesson and will be separated from other pods by at least 6 feet distance, while participants within the same pod will be encouraged to maintain a 3-foot distance. These numbers are subject to change.
Activities: Activities will be modified to limit physical contact. Equipment will be cleaned between uses and sufficient supplies will be provided for all participants to enjoy. Each pod will be provided with their own materials for their lesson.
Cleaning: High touch surfaces will be cleaned regularly throughout the day and lesson. Increased cleaning of activity equipment will be done per recommended guidelines.
Registration Changes and General Refund Policy
Registration Changes Policy
All changes to schedule and transfer requests must be submitted by email at least 10 days before the beginning of the specific program and are subject to restrictions and space availability. For changes requested less than 10 days before program start date - $25 processing fee may be charged.
- Participants may request a transfer to an alternate program (or camp). Requests for transfer will be granted if space permits and the switch is taking place 14 days before the first day of the program.
- Participants may be eligible for a refund if they wish to withdraw from a program with a waiting list and another participant is willing to take their seat.
General Refund Policy:
21 day BEFORE program start day
- Option A: Cancel with Tuition credit and 100% of tuition will be retained as a credit for a different Youth and Family Program. No processing fees.
- Option B: Cancel with Tuition refund and you will get a refund of your program's tuition minus a processing fee of 20%.
- Option C: Cancel and convert your student’s tuition to a tax deductible donation to PAFA.
Refunds will be applied to your card or sent to you as a check by mail. Please allow 6-8 weeks for checks to arrive.
Less than 21 day before program start day
Cancellations will only be eligible for refunds or tuition credits if they meet the following criteria:
- Participants become ill and are unable to attend both in person nor virtually. Consideration will be given for a full or prorated refund (a doctor’s certification may be required).
- Participants experience the sudden death, illness or injury of a parent or guardian (a doctor’s certification may be requested).
- No Refunds will be granted for scheduling conflicts or no-shows.
- No Refunds will be granted to participants who leave or do not attend programs by their own choice.
To request changes or cancelations please email email@example.com
In the event that a program is under-enrolled or canceled by PAFA, you will be notified by phone and/ or email and may choose to transfer into another program or receive a tuition credit or refund. Early registration helps prevent programs' cancellation!
Photo and Video Images Policy
Program images help us to tell the story of our organization and our mission. They may be used for non-commercial purposes only, such as print publications, PAFA websites, e-communications, presentations, and documents about PAFA for admission, recruitment, fundraising, or institutional purposes. We appreciate your cooperation and consent in allowing us to photograph your child for use in various mediums without any personal identifiers. You have our assurance that these images will be used only for official purposes and with the respect and consideration to which you are entitled.
If you have any questions regarding our Photo & Video Images Policy please contact us at firstname.lastname@example.org
To ensure a positive, productive and enjoyable experience for all participants, it is important that all children and parents/guardians adhere to the rules of the behaviors for students and privacy guidelines for parents.
PAFA staff is trained to model and enforce age-appropriate behavior guidelines and reflective communication. We encourage self-control, self-direction, responsibility and cooperation. We will do our best to provide behavioral support to any participant demonstrating a need or disrupting a class. Open communication between guardians and PAFA staff is considered key in terms of effective discipline.
If the child’s behavior is extremely disruptive and/or harmful to themselves or others, a parent may be asked to remove the child from program for the remainder of the day. The Pennsylvania Academy of the Fine Arts reserves the right to ask a disruptive child to withdraw from program and if such a situation occurs, will refund payment for the remaining days of the program.
Participants must always be respectful and courteous to other participants and staff during programs' sessions. Inappropriate, offensive or threatening comments; misrepresentation of identity will not be tolerated.
Online Communication and Privacy Guidelines
To maintain a positive, productive learning environment and assure confidentiality for participants and teachers during distance learning, all parents/guardians are asked to follow the following privacy guidelines.
- Zoom virtual sessions are designed for children. To prevent disruptions to the class environment, parents/guardians should not actively participate in the sessions, although parents/guardians may assist their child with technology and/or remain nearby.
- Do not video record, audio record, photograph, live stream, or transmit in any other way any part of a Zoom virtual session, including not posting on any social media platform.
- Any confidential or personally identifiable information related to children participating during programs virtual sessions should not be collected, discussed or shared.
- Parents/guardians should not engage with participants during Zoom sessions. If you need to speak with your child during a check-in session, first mute your child’s microphone.
- If a parent/guardian has a question, please email email@example.com
General Online Privacy Guidelines
- During virtual program children will participate in online and digital engagement strategies with faculty, staff and contracted speakers and artists affiliated with the Pennsylvania Academy of the Fine Arts (PAFA).
- During program children will have access to digital software essential to their educational experience, including but limited to Adobe Creative Cloud, Zoom, Canvas, and Google Suite programs.
- Parent/guardian of this student must take full responsibility for their children's use of PAFA software, equipment and digital resources, whether in a classroom or online, and hereby release PAFA from any liability incurred by their child’s online interactions.
- Login credentials and meeting IDs must not be shared. Sharing of login information violates other participants and teachers’ rights to confidentiality, and could allow participation by unauthorized persons and/or lead to disruptive behaviors that detract from a productive and positive program environment.
Please note that Zoom sessions may be recorded and made available for you and other children participating in the program. They will be available for view only without an option for download. By having your child joining these zoom sessions, you automatically consent to such recordings. If you have questions regarding your child being recorded, please contact us at firstname.lastname@example.org.
PAFA offers programs for artists and art lovers of all ages and skill levels who want to learn about and make art.