Prepared by Amanda Kind, Artistic Director & Chief Vocal Officer
Updated January 26, 2025
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
- Integrity Commitment
- Anti-Bullying Policy
- Communication & Social Media Policy
- Electronic Devices Policy
- Photo & Recording Policy
- Sexual Harassment Policy
- Attendance & Pick-Up/Drop-Off Policy
- Anti-Discrimination Policy
- Health & Safety Policy
- Privacy Policy
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 can express themselves musically and grow.
By adhering to these principles, we create a vibrant and honourable community dedicated to the joy of musical expression and education.
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
- Ensure 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 or singular incident sufficiently serious enough to have lasting harmful impact, intentional behaviour that causes physical, emotional, or psychological harm to another person. 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)
- Cyberbullying (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.
Prevention and Education
- Pop Nation Canada will educate all members about the anti-bullying policy and promote a culture of respect and kindness.
- Annual workshops and discussions will be held to raise awareness about the effects of bullying and the importance of standing against it.
- Staff and volunteers will receive training on how to recognize, prevent, and address bullying behaviours.
Bullying Resources
https://www.bullyingcanada.ca/what-should-kids-know-about-bullying
https://www.bullyingcanada.ca/what-should-teachers-know-about-bullying
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, in writing, or anonymously if necessary.
- All reports will be taken seriously and treated confidentially to protect the privacy of those involved.
- If an individual or group reports such behaviour, the Artistic Director will thoroughly investigate and respond appropriately in accordance with our policies.
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, counselling, 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. To maintain the integrity and reputation of Pop Nation Canada, 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 values and 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 respectful and constructive manner. Avoid engaging in online arguments or conflicts, especially those that could reflect poorly on Pop Nation Canada.
- Support and uplift fellow members by positively commenting on and sharing their posts related to Pop Nation Canada.
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: 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: 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 resident 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 includes, 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 or a staff member that they trust, who will then report it 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 two 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).
- Reporting: Teachers in Ontario are considered “mandated reporters” under the Child, Youth and Family Services Act. This means they are legally required to report any suspected child abuse or neglect, including sexual harassment, to a child protection agency such as the Children’s Aid Society. If a minor reports sexual harassment or abuse, Pop Nation Canada staff will inform the Artistic Director who will contact the appropriate authorities. The Artistic Director 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 supplied at the beginning of each term. The information will be emailed to all staff, participants, and volunteers of the Pop Nation Canada organization at the beginning of each term and will be included as quick links on the bottom of each schedule email throughout the term to raise awareness about sexual harassment and reporting procedures.
- Support: The organization will offer support to those affected by sexual harassment including but not limited to counselling contacts and digital resources.
- Responsibility
- Leadership: The Artistic Director and staff are responsible for ensuring compliance with this policy and for creating a culture of respect and safety.
- 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.
- 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.
- 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.
Current Staff First Aid Certifications
- Maggie Van Der Sluis
- Amanda Wilhelm
Staff to be certified by December 31, 2025
- Christine Watson
- Amanda Kind
- Melissa Hillifer
- Travis Brooks
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-19 or any other health crisis, refunds may not be available.
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:
- Floors – ensure they are cleaned and remove any objects that might cause a risk when dancing.
- Doors and exits – ensure they are secure and that nothing is blocking emergency exits.
- Lighting and the light switches – ensure they are working and not loose.
- Windows – ensure they are locked/secured when there is no teacher in the studio.
- Be aware of the fire exits and the position of the fire alarms.
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.
- Students must warm up physically and vocally.
- 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:
- All Pop Nation Canada students will be given a Vocal Health Guide at the beginning of the term outlining recommended practices for developing and maintaining their voice. Pop Nation Canada is an ensemble program and does not offer regular one-to-one lessons. Students are encouraged to explore training with a reputable voice teacher to finesse their vocal abilities. Pop Nation Canada will include a warm-up at the beginning of each rehearsal where singing is a focus.
- Any lifts, tricks, and other gymnastic-type or seemingly risky dance moves will be:
- A. 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.
- B. run prior to the start of any performance during a special call with Stage Management.
- C. 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.
Period Pouch
We are open about menstrual product needs. There is a “period pouch” available from the Assistant in the gym. If participants need something, they can come and get the pouch and choose whatever is needed free of charge.
First Aid & Accident Procedures
First Aid Kit
The first aid kit is kept at the front of the studio in the gym. First Aid kits are restocked regularly.
Accident Procedures
- All accidents are to be recorded using the Incident Report Form.
- For minor injuries, staff will administer first aid as needed, and record the incident in the accident chart. Any accidents or injuries must be reported immediately to a Manager. An incident report will be completed and filed.
- For more serious injuries, First Aid will not be administered without the permission of the child’s parent/guardian. A child cannot give consent, however if a child is seriously injured or unconscious then the situation will be dealt with immediately by a trained first-aider or another adult present.
- Head Injuries – however small, these incidents are always reported to the parent in case of concussion or any other medical reasons, and dealt with by the first-aider.
- Supplies: Adequate first aid supplies will be available at all organizational facilities and events.
- Training: All new staff, volunteers, and participants will receive a health and safety orientation upon joining the organization.
- All major incidents will be investigated promptly to determine causes and prevent recurrence. Findings and corrective actions will be documented.
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.
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 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
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- Emergency Contact Information
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- Emergency Services: Dial 911 for police, fire, and medical emergencies.
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- Emergency Contact Information
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- Leadership Contacts: For the purpose of Pop Nation Canada’s activities, managers include:
Amanda Kind, Artistic Director.
In rehearsal
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- Melissa Hillifer (Mini)
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- Christine Watson (Senior)
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- Amanda Wilhelm (Junior)
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- Maggie Van Der Sluis (Classes)
At the theatre
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- Sam Hillifer (Tech & Band)
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- 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:
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- Supervise the safety and orderly evacuation of students if necessary.
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- Keep calm and aim to keep others calm.
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- Do not prolong the evacuation, but on passing, check all the hallways, toilets etc. to ensure no one is left behind.
Fire Emergency Procedures
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- Raise the Alarm: Activate the nearest fire alarm pull station.
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- Evacuate: Follow the established evacuation routes. Do not use elevators.
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- Call 911: Report the fire, providing the address and details of the fire.
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- Assemble: Gather at the designated assembly points.
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- Roll Call: Teachers take a roll call to ensure all students are accounted for.
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- Re-Entry: Do not re-enter the building until cleared by emergency services.
Medical Emergency Procedures
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- Assess the Situation: Determine the severity of the injury or illness.
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- Call 911: For serious injuries or illnesses, call emergency services immediately.
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- First Aid: Provide first aid as needed.
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- Notify Parents/Guardians: Inform the injured or ill student’s parents or guardians.
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- Document: Record the incident and the actions taken.
Emergency Plan Training
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- Staff Training: Provide annual training on emergency procedures for all staff members.
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- 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.
