Oregon City Children's Theatre
POLICIES AND PROCEDURES
Drafted May 6, 2010
Oregon City Children's Theatre is a recognized non-profit corporation in the state of Oregon. The theatre has enacted by-laws by which the Board of Directors must comply.
The Board of Directors, the founder, and the majority of OCCT staff are volunteers to the organization. However, liability to both the state and federal governments must be observed and noted.
The OCCT Board of Directors has collectively established this list of obligations of both the staff and participants of OCCT by which we expect all to be duly informed and comply.
OCCT is a non profit organization here for the benefit of the community and it's children. All participants, adult and minor, understand that Although every care will be taken to avoid and prevent injury and accident, if it should occur OCCT is not liable.
OCCT photographers and advertising production teams may take photos of you and/or your child during any event associated with OCCT. Those photos may be used for publicity at our discretion.
LOST AND FOUND
All items collected during the rehearsal and performance period of a production will be kept in a container clearly marked as lost and found. Items collected shall be kept for 30 (thirty) days after the cast party of the production. At that time the property is considered to be property of OCCT and it is at their discretion to decide what to do with the property.
The majority of OCCT production casting is done with an "All Cast" method. All intended participants must pre register with OCCT. On the posted date and time (subject to change with 24 hour notice to participants by means of email address provided by registering adult/gaurdian) of auditions all those registered will come forward and have an opportunity to audition.
There may be an occasion that a production will be selected by a director that calls for a very small cast of specific ages and/or genders - it is at the discretion of the director to choose casting methods for that production and may not following the "All Cast" method.
Casting method and casting choices are at the complete discretion of director(s) and casting assistants
REHEARSAL & PERFORMANCE PROTOCOL
Expectation of performers and Parent volunteers:
Be on time, Be prepared, Be positive, Be part of our theatre family
*Bring water, Bring snacks, always wear closed toe shoes
*Friendships and relationships are important to our theatre family. (see code of conduct)
It is important however that decorum is maintained at all times, and behavior; as it is deemed appropriate by the Oregon City School District will be expected and enforced.
(The Oregon City School District Code of conduct is available for viewing from the OCCT Liason during production or the OCCT office when not in production).
Expectation of OCCT staff:
At least one member of the OCCT board of directorsShould the director of the production also be a member of the OCCT Board of Directors will be present at all rehearsals and events
to assist Parents, volunteers, performers, community, and production staff as a liaison. ( the director is not to be considered an OCCT liason during the production period).
All questions, comments and concerns should be addressed to the OCCT staff liaison. That person shall report back to the director of the production and the board for response as necessary.
OCCT has been granted limited access to the Jackson campus building and theatre.
This is a privilege that has been bestowed upon us.
All participants must remain were have been granted this access – and may not under any circumstances stray from that area without OCCT staff permission and supervision.
All areas of the Jackson building, grounds and equipment within and around the campus should remain undisturbed.
The Jackson campus has been secured with 24hour security surveillance. Anyone who witnesses any form of vandalism needs to report to an OCCT staff member immediately – information will be kept confidential.
OCCT is a corporation that just would not operate properly without the help of our many family volunteers!
OCCT is a corporation supported by the Oregon city school district. As we focus and work primarily with minor children we must satisfy liability issues
As such All OCCT volunteers are required to fill out a background check form to be turned in at the first parent meeting.
**Each family should plan to have a representative participate with OCCT in the following three volunteer requirements:
1. Participate in one Saturday work party
2. Volunteer to work one performance
3. Be part of ONE of our production teams
(All are invited to participate with us. Moms, dads, Grandpa’s, Grandma’s, uncles, Aunts – all have a place here – please join us!)
Are used to cover building, production costs as well as provide t-shirts and trophies to cast and crew members
SPECIAL FINANCIAL NEEDS
We do not want the inability to pay registration fees to stop a child from participating in our theatre. Oregon City Children's Theatre in cooperation with Oregon City Community Schools
will allow families to apply to receive a partial exemption from paying upfront the registration fee. The typical exemption is 1/2 the charged amount - the remaining amount must be made up from the fundraising.
Since our first production we have often been overwhelmed by the amount of time, talent and energy that so many are willing to give and help us to bring productions to the stage.
We have been fortunate to have parents come forward who were able to give far above and beyond typical volunteer hours. they actively participated on production teams, Saturday work parties and performances ,
and expressed an interest in continuing to do so with upcoming productions. Based on the needs of OCCT and the planned time commitment of the volunteer,
we may offer to that parent a registration exemption in exchange for their time commitment.
Fundraising is used as our primary tool to support production costs (ie. Props, costumes, sound, lights, sets).
Participation in fundraisers by ALL participant families assures that we will not have to increase registration fees or have to assess further financial burden on any one family.
So fundraising is mandatory for the success of each production – our fundraising team will do it’s best to keep all fundraising efforts simple and easy.
If fundraising for a production is not completed prior to the production closing that performer may sign up again , but the family will be responsibe to pay
both the registration fee, the remaining fundraising fees from the previous production as well as write a check for the current fundraiser which will be held and not cashed
until the final day of the fundraiser. If all of the funds due are turned in the check shall be returned.
The safety of the children who participate with OCCT is of up-most priority.
ALL performers under the age of 18yrs of age must have a security release on record by the first parent meeting.
ALL PERFORMERS MUST ABIDE TO THEIR SECURITY RELEASE CHOICES AND AUTHORIZATIONS EVERY REHEARSAL AND EVERY PERFORMANCE WITHOUT EXCEPTION!
I. CHECK IN AND CHECK OUT
1. Performers under the age of 13yrs
must be signed in and signed out by an authorized adult who has been designated on the security release form.
1a. If performer needs to be picked up by anyone other than adults authorized on security release form – it must be made known in writing to the Staff member responsible for check in and check out.
2. Performers 13yrs and older
a. have the option of having a parent/guardian sign a release waiver for self transportation and/or walking home.
b. Any teen without this release will NOT be permitted to leave the theatre without adult supervision.
(Teen performers must still check themselves in and out)
III. WAITING FOR PICK UP
CONFLICT RESOLUTION FOR OCCT PARTICIPANTS
Should conflict arise, OCCT staff, volunteers, participants and general community shall follow these steps to facilitate resolution:
PLEASE: Report in person to the OCCT staff member present in the theatre during production – or fill out the conflict form on our website which will be submitted to the OCCT board.
The following steps are to be determined depending on whether the conflict has a risk of impending harm to any of those invovled.
1. Should the coflict include the risk of harm the board shall immediately contact all of the parties involved to gather information and resolve the conflict if possible.
2. Should the problem not risk harm then the problem will be presented to the entire board at the wrap up meeting that follows each production - the board shall determine on
a case by case basis whether the conflict requires immediate intervention or be held to such time that the participaants involved choose to register for another event with OCCT.
CODE OF CONDUCT FOR OCCT PARTICIPANTS
Should a behavior occur that is in opposition of OCCT policies and procedures the following steps will be taken:
1. The participant in question and the parent/guardian (if participant is a minor) shall be contacted by the OCCT board in accordance with the conflict resolution policy
2. The behavior shall be discussed and a resolution will be proposed.
3. Should the participant and the parent/guardian (if participant is a minor)
agree with the proposed resolution and act duly upon it then the matter will be considered resolved.
4. However, should the participant and the parent/guardian (if participant is a minor)
disagree with the proposed resolution and choose to neither propose a counter action or follow through with the necessary steps to resolve the situation the
participant and parent/guardian (if participant is a minor) are choosing to discontinue their involvement with OCCT.
These policies and procedures have been approved by the OCCT board of directors. In accordance with our corporations Articles, mission & by-laws
Last modified (May 5, 2012)
The Oregon City School District Code of conduct is available for viewing from the OCCT Liason during production or the OCCT office when not in production.