Pop Nation Policies - Pop Nation Canada

Prepared by Amanda Kind, Artistic Director & Chief Vocal Officer

Updated October 12, 2026

Overview

The Pop Nation Canada Code of Conduct encompasses many policies that collectively help create a safe, respectful, and well-managed environment, ensuring that operations are effective and aligned with legal and ethical standards.

All staff and members of the Pop Nation Canada community are required to adhere to these policies.

Policies

Pop Nation Canada is dedicated to creating and maintaining a safe and respectful workplace and training environment. Participants in our programs (members) have been selected not only for their talent, but also for their reliability and professionalism during rehearsals and performances. To ensure a positive experience for everyone, all staff and members must adhere to the following policies as part of our code of conduct.

By accepting a position with Pop Nation Canada (which hereafter also refers to and includes Pop Nation Canada Staff, Senior, Junior, Adult, Mini, and the Recreational Classes) members agree to comply with this code of conduct and contribute to a respectful, professional, and positive environment for all.

Review and Updates

These policies will be reviewed annually and updated as necessary to ensure their effectiveness and compliance with Ontario laws and regulations.

Reporting Unsafe Conduct and Conditions

Members who encounter conduct that violates our policies should report it to a trusted adult, such as a Pop Nation Canada staff member or parent/guardian. All reported instances of misconduct will be investigated and addressed by the Pop Nation Canada Artistic Director or, if necessary, referred to appropriate authorities like the Waterloo Regional Police Service or Family and Children’s Services of the Waterloo Region.

We encourage members to speak up to help keep themselves and their friends safe. For those struggling with mental health challenges, the nationwide helpline is 9-8-8. For mental health concerns, the Kids Help Phone can be reached at 1-800-668-6868 or through their website at www.kidshelpphone.ca

Integrity Commitment

Pop Nation Canada is dedicated to fostering a joyful environment for musical expression and education, where every member can thrive. We are committed to upholding the highest standards of integrity and honour in all our actions and interactions.

We pledge to:

Act with Honesty: Conduct ourselves truthfully in all aspects of our involvement with Pop Nation Canada.
Uphold Dignity: Treat all members, staff, and audiences with dignity.
Demonstrate Responsibility: Take responsibility for our actions and commitments, contributing positively to the group.
Promote equity and inclusion: Ensure equity and foster inclusion in our decisions and interactions.
Support Each Other: Foster a supportive environment where everyone grow musically.

By adhering to these principles, we create a vibrant and honourable community dedicated to the joy of musical expression and education.

Withdrawal & Refund Policy

Pop Nation Canada is committed to providing a clear and fair policy regarding withdrawals and refunds while ensuring that programs can operate smoothly and sustainably for all participants.

Withdrawal & Refunds

All deposits are non-refundable.
Six Weeks Prior to Start Date:
Students who withdraw from a program six (6) weeks or more before the program start date will receive a refund of any tuition paid upfront minus a $50 non-refundable administration fee.
Two Weeks After Program Start:
Students who withdraw on or before the second week of a program, will receive a 50% refund.
No refunds will be issued after the second week of a program.
Written Notice Required:
A written notice of withdrawal must be submitted to Amanda Kind at Pop Nation Canada for any refund or withdrawal request to be processed.

Missed Classes

There are no refunds for missed classes.

Behaviour & Dismissal

Pop Nation Canada maintains a positive, inclusive, and respectful learning environment.

Any participant whose behaviour is deemed inappropriate by staff will receive a formal warning from either the Artistic Director or the Vocal Director of the group they are participating in with guardian or direct participant notification.

If the behaviour continues after the warning, the participant may be dismissed from the program without refund.

Program Cancellations

If a class does not meet its minimum enrolment, it may be cancelled or combined with another class. Participants in cancelled classes will be offered a transfer to the same program at another available time, with no administrative transfer fee.

If no suitable alternative is available, students will receive either a full refund for the class amount.

Anti-Bullying Policy

Pop Nation Canada is committed to providing a safe, inclusive, and supportive environment for all members. We believe that everyone has the right to be treated with dignity. This policy outlines our commitment to preventing and addressing bullying within our organization.

We will not tolerate discrimination, bullying, violence, or any form of harassment against workers, volunteers, visitors, parents, and/or participants.

Purpose

The purpose of this Anti-Bullying Policy is to establish a clear and comprehensive framework for preventing and addressing bullying within Pop Nation Canada. This policy aims to:

Promote a Safe Environment
Promote Dignity and Kindness
Prevent Bullying
Provide Clear Reporting Mechanisms
Support Victims
Ensure Accountability
Continuous Improvement

Definition of Bullying

Bullying is any repeated incident sufficiently serious enough to have lasting harmful impact, intentional behaviour that causes physical, emotional, or psychological harm to another person. There are cases where singular incidents may also be considered bullying. This can include, but is not limited to:

Verbal abuse (e.g., name-calling, insults, threats)
Physical abuse (e.g., hitting, pushing, damaging property)
Social bullying (e.g., spreading rumours, excluding others, embarrassing someone publicly)
Cyber-bullying (e.g., sending hurtful messages, posting harmful content online, impersonating someone online including through text messages)

Scope of Policy

This policy applies to all Pop Nation Canada members, including students, staff, volunteers, and parents/guardians, whether on Pop Nation Canada premises, during off-site events, or through electronic communication. Pop Nation has the ability to review incidents that happen during Pop Nation events or through Pop Nation channels. It may not be within scope to address situations that happen socially outside of Pop Nation events.

Prevention and Education

Pop Nation Canada will educate all members about the anti-bullying policy and promote a culture of respect and kindness.
Discussions will be held to raise awareness about the effects of bullying and the importance of standing against it as part of the Artist Collaboration Agreement.
Staff and volunteers will receive resources on how to recognize, prevent, and address bullying behaviours.

Kids Help Phone offers resources on experiencing bullying, witnessing bullying, participating in bullying, and finding support. Please review the resources here to help us recognize bullying and respond with care. These resources will be brought to the attention of the participants and included as a link at the bottom of weekly emails.

Reporting Bullying

Anyone who experiences or witnesses bullying is encouraged to report it immediately to a trusted adult, such as a Pop Nation Canada staff member or parent/guardian.
Reports can be made in person or in writing to Amanda Kind or via the Anti-Bullying Reporting Form.
All reports will be taken seriously and treated confidentially to protect the privacy of those involved.

Response to Bullying

If an individual or group reports bullying behaviour, the Artistic Director will thoroughly investigate and respond appropriately in accordance with our policies.
Appropriate action will be taken based on the investigation’s findings. This may include mediation or disciplinary measures.
Serious or repeated instances of bullying may result in suspension or dismissal from Pop Nation Canada without a refund.

Support for Victims

Pop Nation Canada is committed to supporting victims of bullying. This may include facilitating peer support groups, ensuring victims have access to mental health resources, and ensuring a safe and supportive environment.
Victims and their families will be informed of available resources and given assistance in accessing them.

By adhering to this anti-bullying policy, Pop Nation Canada aims to foster a positive, respectful, and safe environment for all members. Together, we can ensure that every member of Pop Nation Canada feels valued and supported.

Communication & Social Media Policy

As members of Pop Nation Canada, you are ambassadors of our organization. All staff and members must adhere to the following guidelines regarding communication and social media use:

Respectful Communication

Members are expected to communicate and conduct themselves in a respectful manner both in person and online. This includes all forms of social media, such as Facebook, Twitter, Instagram, TikTok, YouTube, Snapchat, and any other platforms.

Content Guidelines

Please avoid posting or sharing content that could be considered discriminatory or harmful. This includes, but is not limited to, derogatory comments, hate speech, explicit material, or anything that could be construed as bullying or harassment.
Refrain from posting or sharing content that promotes illegal activities, substance abuse, or any behaviour that is inconsistent with Pop Nation Canada’s policies.

Confidentiality and Privacy

Respect the privacy of fellow members and Pop Nation Canada operations. Do not share personal information, rehearsal details, or internal communications without proper authorization.

Intellectual Property

Do not share or distribute Pop Nation Canada’s proprietary content, such as music, choreography, scripts, or any other materials without explicit permission from Pop Nation Canada management.
Properly credit Pop Nation Canada in any posts related to the organization’s activities and events.

Engagement and Interaction

Engage with others in a kind, respectful, and constructive manner.
Avoid engaging in online arguments or conflicts.

Use of Pop Nation Canada Branding

Members must seek approval before using Pop Nation Canada’s logo, name, or any official branding in their posts. Ensure that any use of Pop Nation Canada branding aligns with the organization’s image and values.

Responsibility and Accountability

Members are responsible for their own posts and interactions on social media. Be mindful that your online conduct can have real-world implications for both yourself and Pop Nation Canada.
Any behaviour that violates this policy may result in disciplinary action, including probation, suspension, or dismissal from Pop Nation Canada.

Reporting Issues

If you encounter any content or behaviour on social media that violates this policy or reflects poorly on Pop Nation Canada, report it to a Pop Nation Canada staff member immediately.

By following this Social Media Policy, members contribute to a positive and respectful online community, reinforcing the values and reputation of Pop Nation Canada. Thank you for your cooperation and commitment to maintaining the highest standards of conduct both in person and online.

Electronic Devices & Recording Policy

To maintain a focused and productive rehearsal environment, the following rules regarding electronic devices must be observed:

Phones: Unless they are being used for emergencies or rehearsal purposes, all phones must be turned off or silenced and put away during rehearsal . They should not be visible or used during rehearsal time unless it is necessary for communication with a parent/guardian or other family needs.
iPads and tablets are permitted for reading music. However, they must be used exclusively for this purpose and should not be used for any other activities during rehearsal.
Other Electronic Devices: Any other electronic devices brought to rehearsal must also be used solely for rehearsal-related purposes.
Recording: Electronic devices may be used to record sections of rehearsal, but permission must be granted by the instructor before the recording takes place.

Adherence to this policy ensures that all members can concentrate fully and contribute effectively to the rehearsal process. Violations of this policy may result in disciplinary action.

Photo & Recording Policy

Purpose

To ensure the privacy and respect of all members while promoting a positive and safe environment, the following guidelines regarding photography and recording are in place.

Company Photography & Recording

Permission: By participating in Pop Nation Canada, all members and their guardians give permission for the staff and authorized personnel to photograph, video record, and audio record members during rehearsals, performances, and related events for the purposes of rehearsal tools and promotion.
Usage: These photographs and recordings may be used for rehearsal assistance, promotional purposes, including but not limited to social media, the Pop Nation Canada website, newsletters, and other marketing materials.

Member Photography & Recording

Rehearsals: Members are not permitted to take photos, videos or audio recordings during rehearsals without prior permission from a staff member.
Audio Recording: Staff will permit the use of audio recording in rehearsals at specifically designated times so that members can record harmony parts for practice. No other audio recording may take place in rehearsal to preserve members’ safe space and ability to speak freely and ask questions.
Photos and video backstage and in the dressing rooms during show week may be captured but everyone in the photo must give consent for it to be posted. Please review photos and video carefully to ensure all members who appear in the photos or footage have been consulted. Be careful in the dressing room to ensure that everyone is dressed so that we respect everyone’s privacy.
Show photos may be shared without consent as they are captured as part of a public performance. Please ensure show photos are credited appropriately with the photographer(s).
Show videos may be shared on social media platforms, but not on YouTube. Pop Nation Canada will post official show video clips of each song on YouTube captured by our videographer.

Respect and Privacy

Consent: Always respect the privacy and consent of fellow members. If someone expresses discomfort with being photographed or recorded, please respect their wishes.

Reporting Concerns: If a member feels uncomfortable or has concerns about photography or recording, they should report it to the Artistic Director or a staff member immediately.

Compliance

Enforcement: Failure to comply with this policy may result in disciplinary action, including but not limited to restrictions on participation in Pop Nation Canada activities or events.

Sexual Harassment Policy

Purpose

The purpose of this policy is to maintain a safe, respectful, and inclusive environment for all staff, participants, and volunteers associated with the Pop Nation Canada organization. This policy outlines the organization’s commitment to preventing and addressing sexual harassment.

Scope

This policy applies to all staff members, participants, volunteers, contractors, and visitors involved in any activities or events organized by the Pop Nation Canada organization.

Definition of Sexual Harassment

Sexual harassment is any unwelcome behaviour of a sexual nature that creates an intimidating, hostile, or offensive environment. It may include, but is not limited to:

Unwanted physical contact or advances
Requests for sexual favours
Inappropriate comments, jokes, or gestures of a sexual nature
The display of sexually explicit materials
Online harassment, including via social media or digital communications
Any other behaviour that causes an individual to feel threatened, humiliated, or uncomfortable

Reporting Procedures

Immediate Action: Any individual who experiences or witnesses sexual harassment should report the incident immediately to the Artistic Director.
Confidentiality: All reports of sexual harassment will be handled with the utmost confidentiality. The organization will ensure that information is disclosed only to those necessary for investigating and resolving the incident.
Investigation: Upon receiving a report, the organization will promptly conduct a thorough investigation including at least three staff members. This may include interviews with the complainant, the accused, and any witnesses. All investigation elements will be documented.
Resolution: Based on the findings of the investigation, appropriate action will be taken. This may include disciplinary measures such as warnings, suspension, termination of contract or participation, reporting to authorities, recommendations for counselling, and other actions to protect the impacted individual(s).
Everyone in Ontario, including members of the public and professionals who work closely with children, is required by law to report suspected child abuse or neglect.
If there are reasonable grounds to suspect that a child is, or may be in need of protection, you must immediately report the suspicion and the information on which it is based directly to a children’s aid society. If you think the matter is urgent and you cannot reach the children’s aid society, call your local police. The matter must also be reported to the Artistic Director, who will also inform the minor’s parents or guardians unless informing them poses further risk to the child.
Retaliation: The organization strictly prohibits retaliation against anyone who reports sexual harassment or participates in an investigation. Any act of retaliation may result in disciplinary measures, including but not limited to termination of contract or participation.
Prevention, Training, and Awareness: Educational materials about recognizing and preventing sexual harassment will be readily available on this website to raise awareness about sexual harassment and reporting procedures.
Responsibility
1. Leadership: The Artistic Director and staff are responsible for ensuring compliance with this policy and for creating a culture of respect and safety.
2. All participants: Every member of the organization is responsible for maintaining a harassment-free environment and for reporting any incidents of sexual harassment.

By implementing this policy, the Pop Nation Canada organization commits to fostering a safe and respectful environment for all.

Attendance & Pick-Up/Drop-Off Policy

Purpose

The purpose of this policy is to ensure the safety, well-being, and accountability of all participants in the Pop Nation Canada organization. This policy outlines the expectations and procedures for attendance, as well as the protocols for the safe pick-up and drop-off of participants.

Scope

This policy applies to all staff members, participants, volunteers, parents, guardians, and anyone involved in the pick-up and drop-off of participants in any activities or events organized by the Pop Nation Canada organization.

Attendance Policy

- Attendance Expectations: Participants are expected to attend all scheduled rehearsals, performances, and events unless there is a valid reason for absence.

- Acceptance of your position indicates a commitment to attending all rehearsals and performances as scheduled on each group page. Detailed instructions will be emailed prior to each rehearsal. It is the responsibility of the parent/guardian or participant to read the schedule carefully.

- Participants are permitted to miss up to three rehearsals during the term. Participants who miss more than three rehearsals may be dismissed without a refund or removed from specific performances.

- Mandatory attendance is required for show week rehearsals, dress rehearsals, and performances. Extra rehearsals may be scheduled during show week.

- Punctuality: Participants should arrive on time and be prepared for all activities including wearing appropriate attire and footwear for dance at all rehearsals. For participants with chronic lateness, staff will have a phone discussion with parents/guardians to discuss any issues and develop a plan to improve punctuality. Timely return from breaks is expected. Chronic lateness is unacceptable and will be recorded.

- Preparation: Participants must bring a binder, pencil with eraser, and a water bottle to each rehearsal. Ensure these items are clearly labelled with your name.

- Absence Reporting: Parents/guardians must notify the organization as soon as possible if a participant will be absent. Notifications must be made through ChoirGenius where the reason for the absence should be provided.

- Attendance Records: Staff will maintain accurate attendance records for all activities. These records will be reviewed regularly to monitor attendance patterns.

- Unreported Absences: In the case of unreported absences, staff will follow up with the missing students and/or parents/guardians by phone to ensure the safety and well-being of the participant. More than one unnotified absence may result in probation.

- Attendance will be taken upon arrival. Students will be supervised during rehearsals. Senior (teenage) students may be allowed to leave the building to get food but must inform a staff member of this and sign back in on their return.

- Illness: Participants and staff who are unwell are encouraged to stay home. In case of contagious illnesses, the organization will follow public health guidelines to prevent the spread.

Pick-Up and Drop-Off Policy

- Drop-Off Procedures: Participants should be dropped off and picked up at the back entrance to Emmanuel United Church (22 Bridgeport Road, Waterloo) off the parking lot (off Albert Street)

- Drop-Off Timing: Participants may be dropped off no earlier than 15 minutes before their specified rehearsal time. This area will be open 15 minutes before the start of rehearsals.

- Attendance: Attendance will be taken and tracked at all Pop Nation Canada activities using barcode scanning in ChoirGenius or verbal roll call.

- Pick-Up Timing: Participants must be picked up no later than 15 minutes after their specified rehearsal time. Parents/guardians must notify the organization if they will be late for pick-up. Staff will remain with the participant until the parent/guardian arrives. A late fee may be applied if parents/guardians repeatedly fail to pick up participants on time. Any student under the age of 14 must be picked up by an adult; a Pop Nation staff member must visually confirm that an adult is present to pick up each student in this age group.
- If you wish for your child to leave without visual confirmation from a staff member that they are meeting an adult, please complete the Self Sign Out Waiver.

- Arriving late or Leaving early – anything longer than 25% of the rehearsal time is considered a full absence. If a class is 4 hours and a student leaves an hour early, that is not a full absence, any longer than one hour and it would be considered a full absence. For any participant under the age of 14, a parent must notify us of the intent to arrive late or leave early.

- Uncollected Participants: If a participant is not picked up within a reasonable time and the organization has not been notified, staff will attempt to contact the parents/guardians using the contacts provided.

- Local Authorities: If a parent/guardian cannot be reached within a reasonable time frame and the participant remains uncollected, the organization may contact local authorities for assistance.

- Emergency Procedures: In case of an emergency, staff will follow the organization’s emergency procedures to ensure the safety of all participants.

Security Procedures

- All students or visitors to Pop Nation Canada must be accounted for during attendance. If a student is missing, a staff member will call home to inquire about their whereabouts.

- Parents and/or guardians may not watch rehearsals without permission.

- Older students may be allowed to leave the building to get food, but must inform a teacher of this and sign back in on their return by notifying the same teacher.
- No parents or guests of any kind are permitted in rehearsals.
- The church doors are to be locked at all times for security reasons. Staff and participants of Pop Nation are not permitted to let anyone into the building unless they are part of the Pop Nation program.

- Any unidentified person found around the studios are reported to a staff member immediately.

By implementing this Attendance and Pick-Up/Drop-Off Policy, the Pop Nation Canada organization commits to ensuring the safety, accountability, and well-being of all participants.

Anti-Discrimination Policy

All Pop Nation Canada members and staff have the right to a workplace free from discrimination based upon characteristics protected under the Human Rights Code 1990, including race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status and disability.

Discrimination occurs when workplace rules, working conditions, or the actions of individuals in the workplace adversely affect a worker or client because the worker or client has a protected characteristic. All members and staff must refrain from engaging in discrimination.

Any staff or member who feels they have experienced discrimination in the workplace should report the incident to the Artistic Director.

To ensure that staff and members who are otherwise able to work and participate are not unfairly excluded from doing so, Pop Nation Canada is committed to making every reasonable effort to accommodate the needs of workers and clients related to protected characteristics, short of causing undue hardship.

Accommodation requests should be directed to the Artistic Director in a timely manner. Pop Nation Canada is committed to responding to accommodation requests in a timely, confidential and sensitive manner.

Health and Safety Policy

Purpose

The purpose of this policy is to ensure the health and safety of all staff, participants, volunteers, and visitors involved in the Pop Nation Canada organization. This policy outlines the organization’s commitment to maintaining a safe and healthy environment.

It is the responsibility of all staff to help maintain the safety and security of the students and the rehearsal and performance environments – being aware of the risks, identifying any potential safety issues and knowing the appropriate action to take.

Staff must be aware of and comply with this Health and Safety Policy and all emergency procedures.

Scope

This policy applies to all staff members, participants, volunteers, contractors, and visitors engaged in any activities or events organized by the Pop Nation Canada organization.

Health and Safety Principles

- Compliance: The organization will comply with all applicable health and safety laws and regulations in Ontario including the Occupational Health and Safety Act.

- Responsibility: Every member of the organization has a responsibility to contribute to a safe environment by following health and safety guidelines and reporting hazards.

- Prevention: The organization is committed to preventing accidents, injuries, and illnesses through proactive measures and training.

Several staff members now hold Canadian Red Cross Intermediate/Standard First Aid & CPR Level C/AED certification. A special sticker on their staff name lanyards or a button allow participants to identify them.

Currently certified:

- Travis Brooks
- Eric Da Costa
- Amanda Kind
- Addison Robert
- Pax Sellar Voll
- Eryn Simoes
- Noah Stolee
- Christine Watson
- Amanda Wilhelm

Public Health Recommendation Adherence

Pop Nation Canada strictly follows public health advice and recommendations. Compliance with health and safety rules is mandatory and may change based on updated public health guidelines. In the event of a term cancellation due to a public health shutdown related to COVID or any other health crisis, refunds may not be available.

Important: In Ontario, workplace first aid regulations strictly prohibit stocking or administering over-the-counter medications like Tylenol (acetaminophen). First aid providers are legally barred from distributing medications as part of their duties.

Risk Assessment

Risk assessments will be conducted to identify potential hazards in Pop Nation Canada-related activities.

Checks to be made before students enter the studio and who is responsible:

Floors – ensure they are cleaned and remove any objects that might cause a risk when dancing. (Choreography Staff or the Vocal Director if a choreography staff is not scheduled)
Doors and exits – ensure they are secure and that nothing is blocking emergency exits. (Vocal Director)
Be aware of the fire exits and the position of the fire alarms. (All Staff)

Personal and Student Safety Checks:

Comfortable dance attire and footwear must be worn for each rehearsal.
Closed-toed, indoor, comfortable shoes are required at all times. High heels, flip-flops, sandals, and bare feet are not permitted.
Wet footwear must be removed.
Wear comfortable, movable clothing. Converse-style sneakers are recommended.
Any lifts or tricks must be closely supervised by a staff member with appropriate training and knowledge.

Appropriate measures will be taken to mitigate identified risks such as:

Any lifts, tricks, and other gymnastic-type or seemingly risky dance moves will be:

Supervised by a choreographer in rehearsal who will ensure the participant is warmed-up and has indicated that they are physically prepared for this type of movement; participants may mark these moves when necessary.
Run prior to the start of any performance during a special call with Stage Management.
Added to the show only if the choreography, the participant and the Artistic Director all consent to including these actions in the show. Any party, particularly the participant, may revoke consent at any time if they are feeling like it is not safe to undertake these lifts, tricks or other risky dance moves.

First Aid & Accident Procedures

First Aid Kits & AED

There are multiple First Aid kits for Pop Nation. There is one in each studio. The AED is on the second floor outside the Gym.

Accident Procedures

- All accidents are to be recorded using the Incident Report Form.

- Certified staff will administer first aid in accordance with Canadian Red Cross standards, and record the incident. Any accidents or injuries must be reported immediately to the Vocal Director of the group and the Artistic Director. An incident report form will be completed and filed.

Responsibilities

- Leadership: The Artistic Director and staff are all responsible for implementing and maintaining this policy. They will ensure that health and safety practices are integrated into all organizational activities.

- All participants: Every participant in the organization is responsible for following health and safety guidelines, mitigating risks as required, and reporting any hazards or incidents.

Period Pouch

We are open about menstrual product needs. There is a “period pouch” available in the Gym. If participants need something, they can come and get the pouch and choose whatever is needed free of charge.

By implementing this Health and Safety Policy, the Pop Nation Canada organization commits to creating a secure and healthy environment for all its members.

Pop Nation Canada Fire & Emergency Plan

Purpose

To provide a comprehensive response plan for various emergency situations to ensure the safety and well-being of students, staff, and visitors.

Emergency Preparedness

Emergency Contact Information: Emergency Services: Dial 9-1-1 for police, fire, and medical emergencies.

Leadership Contacts: For the purpose of Pop Nation Canada’s activities, managers include:

Amanda Kind, Artistic Director.

In rehearsal:

Melissa Hillifer (Mini)
Amanda Kind/Christine Watson (Senior)
Amanda Wilhelm (Junior)
Amanda Kind (Classes)

At the theatre:

Matt Knischewsky (Tech & Band)
Anne Marie Hayman (Performers & Crew)

Emergency Procedures

In the event of an emergency, the Artistic Director will make final calls on what to do. If the Artistic Director is not on site, the manager(s) will be responsible for assessing the risk and taking appropriate action according to our policies.

In the event of an emergency, staff must:

1. Leave area immediately.
2. Close all the doors behind you.
3. Notify staff and occupants – verbal alarm.
4. Evacuate the building using the nearest exit.
5. Call Waterloo Fire Exit – 9-1-1
  Give the building address:
  22 Bridgeport Road West, Waterloo, Ontario.
6. Gather at the muster point in the Albert Street parking lot near the Dorset Street end.
7. If it is not safe the gather there, go to the Library Parking lot down the road.
8. Do a headcount and confirm all participants are present.
9. Text or call Amanda Kind to give a status update.

Fire Emergency Procedures

Medical Emergency Procedures

Survey The Scene/Assess the Situation: Determine the severity of the injury or illness.
Call 911: For serious injuries or illnesses, call emergency services immediately.
First Aid: Provide first aid as needed.
Notify Parents/Guardians: Inform the injured or ill student’s parents or guardians.
Document: Record the incident and the actions taken.

Emergency Plan Training

Staff Training: Provide annual training on emergency procedures for all staff members.

Student Education: Educate students on emergency procedures at the beginning of each school year.

By following this comprehensive emergency plan, the Pop Nation Canada organization will do its best to ensure the safety and well-being of all its occupants during various emergency situations.

Illegal Substances Policy

Pop Nation Canada is committed to providing a safe, healthy, and substance-free environment for all its members. To ensure the well-being of our community, the following policy regarding illegal substances is strictly enforced:

Prohibited Substances

The use, possession, distribution, or sale of tobacco, alcohol, marijuana, vaping products, or any illegal substances is strictly prohibited on Pop Nation Canada premises and during all Pop Nation Canada events, including rehearsals, performances, and off-site activities.

Zero Tolerance

Any member found using, possessing, distributing, or selling prohibited substances will face immediate disciplinary action. This may include suspension or permanent dismissal from Pop Nation Canada without a refund.

Expectations for Members

Members are expected to arrive at all Pop Nation Canada events free from the influence of any prohibited substances. This ensures the safety and well-being of all participants and maintains the integrity of the organization.

Reporting Violations

Any member who observes or becomes aware of a violation of this policy is encouraged to report it immediately to a Pop Nation Canada staff member. Reports will be handled confidentially to protect the privacy of those involved.

Support and Resources

Pop Nation Canada is committed to supporting members who may be struggling with substance use issues. Resources and referrals for counselling, treatment, and support services will be made available to those in need.

Legal Compliance

Pop Nation Canada will comply with all applicable laws and regulations regarding the use and possession of substances. Any illegal activities involving prohibited substances will be reported to the appropriate authorities.

Parent/Guardian Notification

In the case of underage members, parents or guardians will be notified immediately if their child is found to be in violation of this policy.

Educational Initiatives

Pop Nation Canada will provide educational programs and resources to members about the dangers of substance use and the importance of maintaining a healthy, substance-free lifestyle.

By adhering to this Illegal Substances Policy, Pop Nation Canada ensures a safe and supportive environment for all members, fostering a positive and productive community.

Pop Nation Canada Organization Privacy Policy

Purpose

The purpose of this policy is to protect the personal information of staff, participants, volunteers, and other stakeholders associated with the Pop Nation Canada organisation. This policy outlines how personal information is collected, used, disclosed, and safeguarded in compliance with Ontario’s privacy laws, the Personal Information Protection and Electronic Data Act, and guidelines issued by the Office of the Privacy Commissioner of Canada. This policy was last revised January 22, 2025.

Scope

This policy applies to all personal information collected, used, or disclosed by the Pop Nation Canada organization in the course of its activities and operations.

Definition of Personal Information

Personal information is any information that can identify an individual, including but not limited to:

– Name, address, telephone number, and email address

– Date of birth

– Health information

– Emergency contact information

– Financial information (such as payment details)

Collection & Management of Personal Information

Purpose of Collection

The organization collects personal information for the following purposes:

Enrolling participants in choir programs
Communicating with staff, participants, and volunteers
Processing payments and donations
Ensuring the safety and well-being of participants
Complying with legal and regulatory requirements

Consent

Personal information will be collected only with the consent of the individual or their guardian, except where permitted or required by law.

Use

Personal information will be used only for the purposes for which it was collected, or for purposes consistent with those purposes.

Disclosure

Personal information will not be disclosed to third parties without the consent of the individual, except where required by law or as necessary to protect the safety of individuals.

Security Measures

The organization will implement appropriate physical, technical, and administrative measures to protect personal information from unauthorized access, use, or disclosure.

Physical Security: Secure storage for physical records.
Technical Security: Use of encryption, secure passwords, and other technology to protect electronic records.
Administrative Security: Policies and procedures to ensure staff and volunteers understand their privacy obligations.

Access

Individuals have the right to access their personal information held by the organization. Requests for access should be made in writing by email to the Artistic Director at amanda@popnationcanada.com.

Correction

If an individual believes their personal information is inaccurate or incomplete, they may request a correction. The organization will promptly correct any information found to be inaccurate or incomplete.

Complaint Procedures

All complaints raised by either staff or members can be directed to the Artistic Director. Complaints will be investigated and may result in changes to this policy. Formal complaints can be issued to the Office of the Privacy Commissioner of Canada.

Training

All staff, volunteers, and participants will receive training on privacy policies and procedures to ensure they understand their responsibilities.

Breach Notification

In the event of a privacy breach, the organization will take immediate steps to contain the breach, notify affected individuals, and comply with any legal reporting requirements.

Pop Nation Canada is committed to safeguarding the personal information of all its members, ensuring trust and confidence in its operations.

Thank You

Having a comprehensive set of policies, like those upheld by Pop Nation Canada, is essential for fostering a safe, inclusive, and supportive environment for everyone involved. Policies such as the Integrity Commitment and Anti-Bullying Policy ensure that mutual respect and kindness are at the forefront of interactions, while the Communication & Social Media Policy and Electronic Devices Policy promote healthy boundaries and digital responsibility. The Photo & Recording Policy and Privacy Policy safeguard personal information and creativity, and the Sexual Harassment Policy reinforces a commitment to protecting individuals from harm and ensuring everyone feels valued and respected. Additionally, the Attendance & Pick-Up/Drop-Off Policy and Health & Safety Policy help create a structured, secure space for participants and families. When everyone adheres to these guidelines, it builds a community rooted in trust, accountability, and shared values, where individuals can thrive creatively and personally.