BW Community Arts School Policies

A registration fee of $25 per participant may be charged at the beginning of each academic year (starting in the fall) or when the participant registers for a class, ensemble, or private lessons for the first time in that academic year. Participants enrolled in multiple CAS classes or programs in the same academic year will only be charged one registration fee per year.

The family balance on Active or UltraCamp reflects the total amount owed or available as credit to the entire family/household for CAS programming. A credit on the family balance will be available to any family member who registers for a program. If the balance is not used at the completion of the fiscal year (June 30), the funds will be transferred into CAS's scholarship account. An acknowledgement of the donation will be sent after that date.

Credit card payments are preferred; participants may pay either in full at registration or select a payment plan option with a credit card on file.

For approved circumstances, check, purchase order and/or cash payments can be arranged and must be received within 10 days after the participant registers, or 14 days before the start of the first class to be guaranteed a spot. These payments can be mailed. Checks returned due to insufficient funds will be charged a $30 insufficient funds recovery fee.

Make checks out to: Baldwin Wallace University

Mail checks to:
Baldwin Wallace Community Arts School
275 Eastland Rd.
Berea, OH 44017

In the event of a failed payment, participants are still responsible for their balance. Any automatic payment that fails or is declined will continue to automatically charge according to the next planned payment on the plan. The cardholder will need to update the payment information on their account. Participants with an unpaid balance may be excused from the unpaid registered program and will not be eligible to register for additional programs until the balance is paid in full.

Classes - Refunds for a class, minus a 10% processing fee, are given only within 10 days after the date of class registration. Faculty contracts are based upon the number of students enrolled, so are dependent on that expected tuition. You will be charged the full tuition amount if you withdraw more than 10 days after your registration date and before the end of the session. If you are on a payment plan, the remaining tuition is due upon cancellation.

Ensembles - Full refunds, less a 10% processing fee, are given only when a participant withdraws from the ensemble before the first rehearsal. First time participants who withdraw from an ensemble before the third rehearsal will be eligible for a refund of 75% of tuition. No refunds will be offered to returning members or after the fourth rehearsal for a first-time participant.

Participants who find themselves in the following scenarios will not receive a refund:

• Illness or positive COVID-19 test leading up to or during a program. Participants will be asked not to return until cleared or for the program's duration.
• Absences or cancellations that happen during the duration of the program.
• Cancellation happens after the department's refund policy.
• Participant is dismissed based on lack of interest, frequent absences, frequent tardiness, behavioral problems, delinquency in payment of fees and/or failure to abide by policies.

Participants may be photographed or videotaped during their participation with prior approval. These photos/videos may be used for publications, on the BW website, BW social media, or for educational purposes. In such cases, participants will receive no compensation, recognition, or acknowledgment.

Acceptable Use Policy for Internet Access for General Public and Minors

Baldwin Wallace University (BW) Information Technology (IT) provides internet access through the University's wireless and wired network in order to allow our students, faculty, and staff access to a wide array of internet resources. For guests who are visiting our campus, the University maintains a publicly accessible and rate limited wireless connection that gives users access to off campus internet resources.

Access to information on the internet via BW public guest wired/wireless networks

BW supports the principle of academic freedom and the rights of users to open access to information resources as spelled out in the American Association of University Professors' 'Statement of Principles on Academic Freedom and Tenure.' No content filtering of internet resources occurs on either the wired or wireless network on our campus. All users of the campus internet and/or network resources are bound by all IT Policies found at: http://help.bw.edu/policy.html

Minors on campus and access to the internet via BW public guest wired/wireless networks

Unsupervised minors are a segment of the population who may not have the maturity or education to make appropriate use of resources available through the campus network or internet. Therefore, it is our policy that parents are responsible for their children's usage of the campus internet and networked resources. Minors, individuals under the age of 18, will have the ability to access our publicly available guest wired and wireless networks and are bound to the policies found at: http://help.bw.edu/policy.html 

Baldwin Wallace University, the BW IT department, faculty, and staff members are not responsible for the information found on the internet by minors. Parents should be aware that the internet does allow access to materials which may be deemed objectionable or offensive. If this level of access is a concern, it is recommended that your child not be permitted to bring a device capable of accessing this content or that the parent installs parent control software on the device and configure it prior to the minor coming to campus. There are a number of solutions available, and parents should consult local electronics stores or web resources for the solution that best meets the need of the parent and the device their minor is using. 

The Community Arts School reserves the right to dismiss any student due to lack of interest, frequent absences, frequent tardiness, behavioral problems, delinquency in payment of fees and/or failure to abide by policies. Participants understand that they must obey all program rules and that if they fail, the participant or guardian will be responsible for their immediate transportation home. Participants will not receive a refund of program fees in the event of the participant’s dismissal from any portion of the program.

Authorized Adults and volunteers are prohibited from releasing minors to anyone other than the authorized parent, legal guardian, or other person who has been given advance written authorization by the parent or legal guardian. Authorized Adults and volunteers are required to check identifications if they do not know the person who is picking up a minor. The first check of identification must be a driver’s license. The Authorized Adult or volunteer may provide a pick-up card as the identification for the remainder of the program. No minor is to be released to any person who is visibly intoxicated, appears to be under the influence of alcohol or controlled substances, or otherwise constitutes a danger to the minor.

Minors of driving age may drive themselves if their guardian has agreed in the registration. Cars must be parked in the allotted location for the program. Minors cannot access or drive their vehicle for the duration of the program.

Late pickup of minors. Authorized Adults are to inform parents of the importance of picking up their child during designated times. It is not the responsibility of the University to transport minors' home on behalf of parents or authorized persons who are delayed.

Faculty will release students to waiting family members if there is an authorized parent, legal guardian, or other person present. If the authorized parent, legal guardian, or other person would like the minor to be released to the parking lot by themselves at pick-up, that is acceptable if the parent/guardian has had a conversation with their child. Faculty are not responsible for knowing who is picking up the minor on a given day or if the minor is going to the car themselves. If guardians want to ensure they have their child, it is their responsibility to be there on time. Faculty will not be checking IDs of waiting guardians. Minors should know who is getting them on any given day. If there are extenuating circumstances and/or specific people who should not pick up the minor, they can contact Heather Dennen directly at hdennen@bw.edu or 440-826-2722.

In the event that it becomes unsafe to hold in-person programs due to health concerns for participants, faculty, and staff, CAS programs may transition to a virtual learning format. No refunds or credits will be offered in this situation.

Baldwin Wallace University is not responsible for any loss or damage of equipment or private property during programs. If a participant’s equipment needs repair during the program, the participant or guardian will be responsible for the cost of any repairs.

If Baldwin Wallace University closes or cancels classes due to inclement weather, ALL Community Arts School activities are automatically canceled.

In the event of inclement weather, notifications regarding Community Arts School programs can be found:

• On Community Arts School social media or bw.edu/cas homepage
• Participants will receive text notification for weather cancelation of CAS programming sent to the phone number used at registration.

Cancelation of weeknight classes and ensembles will be announced by 3:00 p.m. Cancelation of Saturday morning programs will be announced by 8:00 a.m.

Dance private lessons will be canceled if CAS classes are canceled.

Music Private lessons are canceled by the teacher. The Community Arts School will leave this decision up to the private lesson teacher to determine if their lessons will be canceled. Contact your teacher directly if you suspect your lesson may be canceled.

In the unlikely event of an emergency closing, lessons and classes will not be rescheduled and tuition will not be reimbursed. Lessons and classes canceled a second time on the same weekday day (i.e. two Monday closures) within the same season will be rescheduled.

All participants enrolled in a Baldwin Wallace University program will be automatically entered into the electronic (text or email) notifications. It will be used to make participants aware of weather-related cancellations, important program reminders, and upcoming program offerings.

I acknowledge that the study of the arts includes attention to physical technique. My BW instructor may use physical touch to adjust my/my student’s posture, technique, positioning, etc. only as related to my study and safety. Instructors will make it known to students that they are utilizing physical touch educationally and obtain consent as necessary.

Baldwin Wallace University does not discriminate on the basis of age, sex, race, creed, national origin, disability, sexual orientation, or political affiliation in the admission of students, or their participation in the University educational programs, activities, financial aid, or employment.

Benefits to BW faculty and staff, spouses, and their dependent children include a CAS (Community Art School) registration waived fee and a 10% discount on most classes, camps, and ensembles. Contact the CAS office for the discount code to use at registration. Private lessons and Summer Arts Programs are not discounted.