Chaperone Duties and Responsibilities 

Tours and Overnight Events 

Updated February 2026

General Requirements: 

1. Chaperones must be at least 19 years of age. 

2. Chaperones must have a valid criminal records check (within the past five years) and must have provided the NSCE with a copy of their criminal records check prior to the event. 

3. For tours or trips relying on the use of personal vehicles to transport musicians during the event, chaperones must provide the NSCE with a safe driving record prior to the activity. 

4. Chaperones must be familiar with the NSCE’s trip Code of Conduct. Chaperones, Directors, parents and Musicians are collectively responsible for adhering to the code of conduct. 

5. For any NSCE event involving an overnight portion, there will be at least one male and one female adult chaperone. This may be relaxed with Board approval depending on sleeping arrangements, the number of male/female youth participating, and/or with the agreement of the Directors to take on chaperone duties overnight. 

6. Chaperones must be in contact with other chaperones and Musical Directors at all times during the event, carry a cell phone with adequate data and the ability to make calls, and track and contribute to group communications (e.g. through NSCE established WhatsApp group). 

a. To assist as needed, a designated NSCE off-event contact must also be available at all times and a part of group communications. 

7. Chaperones must provide a signed and dated copy of these duties and responsibilities to the NSCE prior to the event, to confirm their understanding of and agreement with their duties and responsibilities. 

Chaperone Ratios and Roles by Age Group: 

8. For trips or tours inside BC and for youth 12 years old and younger, the minimum ratio is 1:3 chaperones to youth. 

a. Where possible, chaperones provide direct nighttime supervision by being roomed with 3 youth, including as applicable their child(ren). 

b. Chaperones provide direct daytime supervision by overseeing a group of 3 youth throughout the event. Chaperones may use their best judgment as to whether youth need to have direct accompaniment at all times. Circumstances may exist (e.g. travel on ferries, trips to washrooms, etc.) where youth are able to leave the chaperone group within a clear geographic area and timeframe. In these occasional and safe circumstances, youth must at all times be with a buddy and check back with the chaperone upon return. 

c. These procedures may be adjusted with written prior approval of parents1. 

9. For all trips or tours outside of BC, youth 12 years old and younger must be accompanied by a parent or guardian. 

10. For all trips or tours involving youth 13 - 17 years, the minimum ratio is 1:7 chaperones to youth. 

a. For overnight trips, chaperones provide indirect nighttime supervision as youth are roomed together, with chaperones in a separate room.

1I.e.., Parents may provide written approval for a mature 11 or 12 year old to be placed with older youth in a room without a chaperone, and/or with an older chaperone group involving less direct oversight.

b. Chaperones must check all rooms at curfew to ensure all youth are accounted for. 

c. Youth behaviour expectations when not directly accompanied by a chaperone are outlined in the NSCE Code of Conduct 

11. Musicians 18 years old and older do not require a chaperone, but must still adhere to the NSCE Code of Conduct. 

12. For all NSCE trips and tours, a minimum of three chaperones must be available at all times. This is to facilitate appropriate emergency response if required (i.e., in the event of an emergency or incident, 1 chaperone is able to stay with injured youth, 2 can continue with the group). 

Supervision Procedures: 

13. Generally, chaperones are responsible for a designated group of youth throughout the event. This is to facilitate relationship building, communication, issues resolution, and supporting a positive experience for all. 

a. When traveling as a large group all together, the “number off” method can be used to confirm everyone is accounted for, and create shared responsibility for one another’s well being among all musicians and chaperones. 

b. During periods of indirect supervision, youth must always be with at least one other person and use the buddy system. 

14. Chaperones must clearly communicate expectations prior to any phase of indirect supervision. Examples of indirect supervision include “free time” between scheduled activities, meal times, overnight periods for older youth, or instances where members are staying with or transported by host families. Prior to periods of indirect supervision, chaperones must clearly articulate physical boundaries, timelines including curfews, upcoming meeting times and emergency procedures. Musicians must check back in with chaperones following periods of indirect supervision. 

15. Chaperones must attend all ensemble performances and group activities, unless it’s agreed otherwise with the Musical Directors 

16. On occasion, special arrangements may be made for youth to spend time away from the NSCE event. Examples might include i) a responsible adult spending time separately with a musician during a tour, ii) a musician joining a tour once it has already started, iii) musicians traveling separately from the rest of the NSCE group. In special circumstances, parents/guardians must obtain advance approval from the Musical Directors. Clear prior agreement must be made on the time and place when the youth will return or leave the group. Parents/guardians are responsible for the youth during their absence, and are responsible for ensuring youth rejoin the event on time and as planned, including being responsible for any travel adjustments if required. The NSCE is not able to change event/tour plans to accommodate special circumstances. 

Incident Response: 

17. Chaperones must review, understand and have access to key shared tour materials at all times. Key shared materials include itinerary, daily schedules, member contact information, medical releases, waivers, and insurance. 

a. This information is critical for incident response so should be kept accessible. 

b. This information is confidential and must not be shared. 

c. Whenever possible, chaperones are encouraged to familiarize themselves with the emergency evacuation procedures of all venues and accommodations (i.e., emergency exits, muster locations, and fire safety equipment). Responsibility for emergency evacuation rests with the venue.

18. One representative chaperone and a Musical Director will have access to personal health information of all participants at all times. 

a. This information is confidential and must not be shared. Access to the information is restricted and should not be printed. 

b. This is to promote reasonable awareness of medical conditions in order to help musicians take necessary precautions and/or provide potential support as needed. The representative chaperone and Musical Director are not responsible for managing health conditions. Their role is to ensure the participant is able to access medical support if needed. 

c. Individual participants are responsible for managing their own health conditions, including but not limited to taking medications, following dietary restrictions, managing exposure to allergies etc. 

19. If a youth is sick, and unable to attend a performance or event, one chaperone (or family member if available) will remain with that youth. 

20. All incidents must be reported in an incident report form when provided. 

Other 

21. Smoking and vaping is prohibited while chaperoning NSCE members. There will be no purchase or consumption of cannabis or illicit drugs by chaperones at any time. On-duty chaperones or those responsible for driving, may not consume alcohol.  

22. Chaperones are expected to help on an as needed basis with tasks related to the group’s event activities e.g., doing laundry, arranging transport, coordinating with festival staff, purchasing food or equipment, etc. 

23. Chaperones must address discipline issues in a proactive and positive way, and in consultation with other chaperones and the Musical Directors. Chaperones will work as a team to ensure a safe, efficient, disciplined and positive trip experience for all. 

24. Chaperones should be sensitive to homesickness (and other emotional issues and personal or interpersonal conflicts) that may occur. An environment suitable for all ages and needs should be maintained. 

25. Chaperones should promote inclusivity and respect for diversity among ensemble members, fostering a safe and welcoming environment for all.

Commitment to Excellence

We aim for high musical and professional standards. Members are expected to come prepared, attend rehearsals consistently, and show respect to peers and instructors.

Attendance Policy

• All Members: Must attend all rehearsals and performances, arriving on time and ready.

• Senior Ensemble: As a semi-professional group, full attendance is expected. After three absences per term, a meeting will be scheduled with the student and their parents. Performance opportunities depend on attendance.

• Commitment: Especially at the Junior and Senior levels, participation in the Ensemble is a commitment. Members are expected to attend all rehearsals (including occasional extras), concerts, workshops, and events. Conflicts should be communicated to the Director as early as possible.

Rehearsal Conduct

• Phones: Must be kept away unless requested by an instructor.

• Food/Gum: Not permitted during rehearsals.

• Materials: Bring your own sheet music and music stand.

Respectful Collaboration

• Treat everyone—members, directors, staff, parents, and audiences—with respect.

• Follow all instructions from directors and chaperones.

• Maintain a positive, professional demeanor on and off stage.

Member Code of Conduct

Tours and Overnight Events

Updated February 2026

Ensemble members are defined as the youth musicians participating in Tour or Overnight Events as members of the Bowline Fiddlers or NSCE Senior Ensemble. North Shore Celtic Ensemble (NSCE) is the legal name of the Celtic Ensemble organization.

Chaperones & schedule awareness

1. Ensemble members will respect the authority and decisions of the chaperones and artistic directors. 

2. Chaperone roles and responsibilities are here. 

3. Daily schedule will be clearly communicated to all members daily. It is the responsibility of members to stay informed about the daily schedule.

4. The group will convene daily to determine curfew, set geographic boundaries, establish ground rules, address concerns, acknowledge achievements, and offer suggestions. Rules may vary based on members' ages. Decisions made by artistic directors and/or chaperones during these meetings will be honored and followed.

5. Ensemble members will proactively seek out and take responsibility for tasks to share the workload. For example: cleaning-up after performances, loading and unloading vans/buses, etc.

Independent activities

6. The main focus of the trip is on the group's musical performances and experiences. While free time activities may arise, they are secondary to the performance, rehearsal, preparation, and travel schedule. Members are required to be available and present at all musical engagements and rehearsals, unless they are unwell. It is important for members to be present at all group meals, as these serve as both a time to eat and to coordinate activities.

7. Check-in and boundaries: During instances of free time, members may, at the discretion of the chaperone(s), have the opportunity to explore within set boundaries. Prior agreement must be reached with the chaperone(s) regarding their destination, mode of transportation, and return time. A designated check-in time will be established. The chaperone's approval is required for the plan and any modifications. It is mandatory to report in at the specified check-in time and stay within the boundaries and failure to do so will result in severe consequences.

8. Buddy system: Members engaging in authorized unaccompanied excursions must form a group of at least four individuals, with the possibility of exceptions down to two individuals as authorized by a chaperone. It is strictly prohibited for members to travel alone. Small groups traveling together must remain together and support one another. A designated leader will be assigned to each group and will assume responsibility for the group.

9. Ground travel: All methods of travel must receive prior approval. Members are strictly prohibited from entering a private vehicle without direct permission from a chaperone, except in cases where the vehicle is designated as an event or Ensemble vehicle.

10. Family visit: In some cases, members may be granted permission to depart from the group to visit family or friends. In such instances, a chaperone must receive written consent from a guardian prior to the trip. The designated individuals must personally identify themselves to a chaperone when collecting the member.

Professionalism

11. Ensemble members will behave as professional entertainers at all times, on and off the stage. This includes courteous and respectful behavior during rehearsals, in green rooms and backstage, in hallways, at meal times, as audience members, etc. It includes respecting property, cleaning up litter or mess, remaining quiet backstage and providing undivided attention and assistance to the Directors.

12. Punctuality: It is essential for all ensemble members to prioritize punctuality and regular attendance . This includes all rehearsals  leading up to the tour and activities, rehearsals, meals and performances during the tour. Repeated lateness or unexplained absences may lead to exclusion from performances and activities or reassignment of solos (it is worth noting we will only assign solos to those we can rely on -in person!).

13. Cleanliness: Ensemble members will look after their own belongings, keep rooms clean in accordance with the standard of the festival organizers, clean up after themselves in all festival and public spaces, and keep performance clothes clean and ironed.

14. Performance attire: Ensemble members are expected to maintain clean and well-ironed performance wear. It is crucial to bring appropriate clothing, including footwear, tops, and bottoms, for all performances. Failure to have the complete professional-looking and clean outfit may result in the inability to participate in performances.

Branding & Image

15. We uphold a positive image for the NSCE and its members. This includes being mindful of our language, behavior, and attire, both on and off stage. As ambassadors and representatives of the NSCE, we exhibit professionalism in our interactions within the ensemble, with external partners, venues, and the wider community.

16. Members will exercise caution when using social media and refrain from posting inappropriate or harmful content that may reflect negatively on the NSCE or its members. Members & their guardians will refrain from posting negative or harmful content about the ensemble, staff, fellow members, or the trip itself.

17. Respecting the privacy of others is of utmost importance. Ensemble members should understand and adhere to guidelines regarding confidentiality and privacy within the ensemble and when interacting with external individuals or groups.

Personal responsibility

18. Members are responsible for managing their own spending money, and the NSCE and chaperones/directors will not be held accountable for any loss or misuse of funds. It is expected that members also securely store their important documents, including passports, to ensure their safety.

19. Individual participants are responsible for managing their own health conditions, including but not limited to taking medications, following dietary restrictions, managing exposure to allergies etc.  Ensemble Members requiring prescription medication are responsible for ensuring they have an adequate supply to last for the entire trip. In addition, they must carry a duplicate copy of the prescription. Any medication, including "over-the-counter" drugs, must be labeled correctly and in its original packaging. 

Accommodations & Curfew

20. Access to NSCE rooms is restricted to NSCE members only, both before and after curfew. Doors will be kept open whenever there are individuals in the room who are not assigned to it.

21. The curfew will be determined taking into account the Ensemble's performance commitments and the festival schedule. We aim to strike a balance between enjoying the festival experience and ensuring sufficient rest for consistent and professional performances. During curfew, a room check will be conducted, and all ensemble members are expected to remain in their own rooms and prepare for sleep to ensure they are well-rested for the following day. Except for emergencies, no texting, telephone calls, or video-conferencing is permitted after lights out.

22. All ensemble members and adult participants will be assigned 2-3 other roommates unless having paid the single supplement. It is understood that some members may prefer to sleep before curfew. In shared accommodations, those who stay awake later will be considerate of the needs of those who need to sleep early.

Communication Channels

23. We will establish a dedicated WhatsApp group as our primary communication channel. The lead Chaperone, Artistic Director, Tour Manager and Tour Organizer will provide their active phone numbers for contact.

24. Use electronic devices responsibly and in moderation, considering how it affects the group dynamic and engagement. Respect the chaperones' rules regarding device-free times or areas. 

25. Where applicable, all ensemble members must familiarize themselves with the emergency procedures document and agree to abide by its guidelines.

Resolving Conflicts 

26. Senior members, it's your chance to shine as mentors by offering support, encouragement, and guidance to younger members. Let's all make an effort to create a welcoming and comfortable environment for everyone, especially in unfamiliar places.

27. In the event of conflicts or disagreements, we commit to resolving them respectfully and collaboratively, seeking solutions that are fair and considerate to all parties involved. Ensemble members should feel comfortable seeking mediation if needed, and involving chaperones or artistic directors when conflicts arise.

Safety, alcohol, drugs & property damage

28. Ensemble Members are not to engage in any activity which endangers them or any other person throughout the course of the trip.  Such activities include, but are not limited to, receiving tattoos, body piercing, the introduction of any foreign substance or agent to the body, and the like.

29. There will be no smoking or vaping.

30. There will be no purchase or consumption of alcohol, cannabis or illicit drugs by Ensemble Members at any time. No exceptions. 

31. Any damage to property is the responsibility of the individuals involved.

Consequences

Breaches of this Code of Conduct for Ensemble Members will be taken seriously. Consequences may range from removal of privileges (including in some cases, exclusion from performances), to, for serious breaches, being expelled from the trip and sent home at the parent/guardians’ expense.  Serious breaches include but are not limited to: consumption of alcohol, cannabis or drugs, any criminal offense, failure to check-in at designated times. A single breach of these rules will be regarded as serious. Serious breaches will be reviewed by a committee of chaperones and artistic directors.

To ensure youth safety, the following CRC policy applies:

Who Requires a CRC: All adults participating in overnight events (e.g., tours, retreats) must submit a valid CRC, including:

• Staff and artistic directors

• Parent volunteers and chaperones

• Board members

Validity & Submission

• Existing CRCs may be accepted if confirmed valid by RCMP.

• No adult without a valid CRC may participate in youth activities.

Ineligibility: Individuals flagged as a risk to children will not be permitted to volunteer or work with the Ensemble.

Costs: The Celtic Ensemble covers all CRC-related costs.

Oversight & Confidentiality

• The Volunteer Coordinator manages CRC records unless otherwise designated.

• CRC records are stored securely and deleted in accordance with the Privacy Policy.

Rule of Two: We encourage the Rule of Two: one-on-one interactions between adults and youth should be within sight/hearing of a second adult whenever possible. One adult should be the same gender as the youth, where feasible.

The Celtic Ensemble is committed to creating an inclusive, welcoming environment for all members, including LGBTQIA2+ youth. Costuming must support expression, comfort, and autonomy.

Respect for Identity

• Do not make assumptions about gender identity.

• Allow all members to choose costume options that reflect their identity and comfort.

Choice & Communication

• Costume options will be shared via email or a rehearsal handout.

• Members may choose any size or style, without restrictions.

Inclusive Design

• Offer pants and non-fitted shirts as options for all members.

• Ensure designs are inclusive of non-binary identities.

Language Guidelines

• Use neutral terms like “fitted shirt,” “collared shirt,” “slacks,” “high-waisted pants.”

• Avoid gendered labels (e.g., “girls’ costume,” “boys’ costume”).

Equity & Representation

• Ask: “Are these costume choices comfortable for everyone?”

• Ensure LGBTQIA2+ youth see themselves reflected in costume options.

• Recognize that not all youth may yet have the language to express their identity; inclusive practices support healthy development.

By registering, families acknowledge the following:

• By participating in Celtic Ensemble activities and performances, individuals grant permission to the Celtic Ensemble to capture and use photographs and video recordings for promotional and educational purposes. These materials may be shared through various mediums, including but not limited to print publications, theCeltic Ensemble website, TV, and social media platforms. The Celtic Ensemble is released from any liability related to the use of these images. Participants may revoke their consent at any time by submitting a written notice to the Celtic Ensemble however this will impact the ability to participate in performances and some rehearsals. Please note that revocation of consent does not apply to materials already published or in circulation, nor does it apply retroactively to media captured at previous Celtic Ensemble events.

• Volunteer support is essential to the Ensemble. All families are expected to volunteer or pay the opt-out fee (see above).

• The Ensemble may create internal email lists and use a members-only website for communication. Families can expect weekly updates from instructors and occasional emails from volunteers or board members (more frequently before events/trips). You consent to receive these communications, including the newsletter, but may opt out at any time.

• Parents are responsible for ensuring medical and emergency contact information is accurate and up to date. In a medical emergency, staff and chaperones may arrange care. Parents will be contacted as soon as possible.

• As a registered non-profit, the Ensemble must maintain an active membership list to remain eligible for funding. By registering you agree to being added to the North Shore Celtic Ensemble membership.

Payment for the season can be made by debit or credit card through your Choir Genius account (click on “member portal”). Learn how to manage your saved payment methods. Invoices will be issued on August 1, 2025 and December 1, 2025 (for bi-annual tuition payments).

Please consider paying by debit to help reduce our transaction costs (select “preauthorized debit” when setting up a payment method”).

Mid-season registrations (after November 1) will be prorated, space permitting.

Bursaries: We are committed to accessibility and offer need-based bursaries. To apply, email visit our bursaries page.

Registration & Billing Details

• Early Bird Discount: Register by July 3 to receive a credit applied to your account before the first billing date.

  • Senior/Junior/Strings & Things: $50 credit

  • Intro/Step Dance/Folkestra: $25 credit

• Sibling Discount: A $50 discount is available for second and third family members enrolled in the Strings & Things, Junior, or Senior programs. To have this discount applied, email admin@celticensemble.ca.

Registration Deadline: Returning Senior and Junior Ensemble members, as well as newly accepted students, must register or confirm their intent to register by August 1, 2025 to secure their spot for the season.

Personal Information Protection Policy

At the Celtic Ensemble, we are committed to providing our members, volunteers, contractors, and guests with exceptional service. As providing this service involves the collection, use and disclosure of some personal information, protecting this personal information is one of our highest priorities.

While we have always respected our members’, volunteers’, contractors’, and guests’ privacy and safeguarded their personal information, we have strengthened our commitment to protecting personal information as a result of British Columbia’s Personal Information Protection Act (PIPA). PIPA, which came into effect on January 1, 2004, sets out the ground rules for how B.C. businesses and not-for-profit organizations may collect, use and disclose personal information.

We will inform our members, volunteers, contractors, and guests of why and how we collect, use and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances.

This Personal Information Protection Policy, in compliance with PIPA, outlines the principles and practices we will follow in protecting members’, volunteers’, contractors’, and guests’ personal information.  Our privacy commitment includes ensuring the accuracy, confidentiality, and security of the personal information we collect and allowing you to request access to, and correction of, your personal information.

This policy applies to all personal information collected, used, or disclosed by the North Shore Celtic Ensemble in the course of its operations.

Definitions

Personal Information –means information about an identifiable individual. Some examples of personal information that the Celtic Ensemble may collect includes a person’s name, photo, personal contact information, age, medical conditions, and information about whether they applied for a subsidy. Personal information does not include contact information (described below).

Contact information – means information that would enable an individual to be contacted at a place of business and includes name, position name or title, business telephone number, business address, business email or business fax number. Contact information is not covered by this policy or PIPA.

Privacy Officer – means the individual designated responsibility for ensuring that the Celtic Ensemble complies with this policy and PIPA. 

Policy 1 – Collecting Personal Information

1.1  Unless the purposes for collecting personal information are obvious and the member, volunteer, contractor, or guest voluntarily provides his or her personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.

1.2  We will only collect personal information that is necessary to fulfill the following purposes: 

• To verify identity;

• To identify member preferences;

• To deliver requested products and services

• To enrol the member in a program;

• To send out association membership information;

• To contact our members, volunteers, guests and contractors for fundraising; 

• To meet regulatory requirements; 

• To collect and process payments;

• To ensure the safety and wellbeing of our members and volunteers;

• To communicate with youth members and their parents or caregivers.

Policy 2 – Consent

2.1  We will obtain consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent). 

2.2  Consent can be provided orally, in writing, or electronically or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the members, volunteers, contractors, or guest voluntarily provides personal information for that purpose. 

2.3  Consent may also be implied where a member or guest is given notice and a reasonable opportunity to opt-out of his or her personal information being used for mail-outs, the marketing of new services or products, fundraising and the member or guest does not opt-out. When personal information is used based on implied consent, the Celtic Ensemble will provide opt-out procedures (e.g. on a marketing e-mail).

2.4  Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), members, volunteers, guests or contractors can withhold or withdraw their consent for the Celtic Ensemble to use their personal information in certain ways.  Withholding or withdrawing consent to certain uses of personal information may restrict our ability to provide a particular service or product. If so, we will explain the situation to assist the member, volunteer, guests or contractor in making the decision. 

2.5 We may collect, use or disclose personal information without the individual's knowledge or consent in the following limited circumstances:

• The disclosure is clearly in the interests of the individual and consent cannot be obtained in a timely way

• The disclosure is necessary for the medical treatment of the individual who cannot legally consent

• When the collection, use or disclosure is permitted or required by law

• In an emergency that threatens an individual's life, health, or personal security

• When the personal information is available from a public source (e.g., a telephone directory)

• When we require legal advice from a lawyer

• For the purposes of collecting a debt

• To protect ourselves from fraud

• To investigate an anticipated breach of an agreement or law

• When the personal information is collected by observation at a public performance or similar event

• When the disclosure is necessary to determine suitability for an artistic purpose

2.6 The Celtic Ensemble will make reasonable efforts to ensure that any personal information collected, used, or disclosed is accurate and complete, particularly when:

• The information is used to make decisions that directly affect an individual (e.g., ensemble placement, trip participation, or bursary eligibility), or

• The information is disclosed to another organization (e.g., for travel bookings, grant reporting, or collaboration with partner groups).

Policy 3 – Using and Disclosing Personal Information

3.1  We will only use or disclose personal information where necessary to fulfill the purposes identified at the time of collection, or for a purpose reasonably related to those purposes, such as: 

• Internal communications

• Communication with listed contacts (e.g., parents/guardians, emergency contacts)

• Safety (e.g., for Criminal Record Checks)

• Program, trip, and event planning

• Billing and tuition administration

• Issuing tax receipts for donations

• Compiling anonymous statistics for grant and funding applications

• Registration and enrolment tracking

• Contacting participants about schedule changes or cancellations

• Publishing performance programs (e.g., names in concert programs — with consent)

• Use of photos or video for promotional or archival purposes — with appropriate consent

• Contacting alumni for program updates, testimonials, or future involvement opportunities

• Compliance with legal or regulatory requirements (e.g., insurance, liability coverage, Society Act compliance)

3.2  We will not use or disclose personal information for any additional purpose unless we obtain consent to do so. 

3.3  We will not sell member, volunteer, or guest lists or personal information to other parties.

Policy 4 – Retaining Personal Information

4.1  If we use member, volunteer, guest or contractor personal information to make a decision that directly affects themember, volunteer, guest or contractor, we will retain that personal information for at least one year so that themember, volunteer, guest or contractor has a reasonable opportunity to request access to it (e.g. following an audition).

4.2  Subject to policy 4.1, we will retain member, volunteer, guest or contractor personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose. 

4.3 Personal information about members will be retained for 5 years following membership cancellation.

Policy 5 – Ensuring Accuracy of Personal Information

5.1  We will make reasonable efforts to ensure that personal information is accurate and complete where it may be used to make a decision about the member, volunteer, or guest,  or disclosed to another organization.

5.2  Members, volunteers, or guests may request correction to their personal information in order to ensure its accuracy and completeness.  A request to correct personal information must be made in writing and provide sufficient detail to identify the personal information and the correction being sought. Requests to correct personal information should be forwarded to the Privacy Officer.

5.3  If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year.  If the correction is not made, we will note the members’, volunteers’, guests’ correction request in the file. 

Policy 6 – Securing Personal Information

6.1  We are committed to ensuring the security of personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks. 

6.2 All personal information is stored securely within our CRM system, Choir Genius, and is accessible only to staff and board members as needed for program operations. All data is hosted on servers located in Canada. Financial details, such as payment information, are visible only to the individual member and are not accessible to staff. All data is kept secure, and any additional access (e.g., name and address for grant writing) is granted strictly on a need-to-know basis.

6.3 We will use appropriate security measures when destroying personal information, such as:

• Permanent deletion of digital records

• Secure destruction of physical documents

• Removing outdated information from backups, where feasible

6.4  We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security. 

Policy 7 – Providing Access to Personal Information

 7.1  Members, volunteers, guests and contractors have the right to access their personal information held by the Celtic Ensemble, subject to limited exceptions.

• A full listing of the exceptions to access can be found in Section 23 of the British Columbia Personal Information Protection Act (PIPA).Some examples include:  solicitor-client privilege, disclosure would reveal personal information about another individual, health and safety concerns]

7.2  A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought. A request to access personal information should be forwarded to the Privacy Officer.

7.3  Upon request, we will also tell members, volunteers, or guests how we use their personal information and to whom it has been disclosed if applicable. 

7.4  We will make the requested information available within 30 business days, or provide written notice of an extension where additional time is required to fulfill the request. 

7.5  If a request is refused in full or in part, we will notify the member, volunteer, or guest in writing, providing the reasons for refusal and the recourse available. 

Policy 8 – Questions and Complaints:  The Role of the Privacy Officer or designated individual

8.1  The Privacy Officer or designated individual is responsible for ensuring the Celtic Ensemble’s compliance with this policy and the Personal Information Protection Act.

8.2  Members, volunteers, or guests should direct any complaints, concerns or questions regarding Celtic Ensemble’s compliance in writing to the Privacy Officer. If the Privacy Officer is unable to resolve the concern, the member, volunteer, or guest may also write to the Information and Privacy Commissioner of British Columbia. 

Contact information for Celtic Ensemble’s Privacy Officer: Nancy Wood, president@celticensemble.ca

The Celtic Ensemble relies on parent volunteers to support its programs and performances. Each family is expected to help sell tickets and provide transportation for their musician. In addition, families are asked to commit to the following:

• Strings & Things families: ~5 hours/year

• Junior Ensemble families: ~10 hours/year

• Senior Ensemble families: ~15 hours/year

Volunteering is a great way to meet others and stay engaged with our community. Families unable to fulfill this commitment may choose to pay a volunteer fee, either at registration or at season’s end if hours remain unmet:

• Strings & Things: $125

• Junior Ensemble: $250

• Senior Ensemble: $375

Strings & Things, Junior, and Senior Ensembles:

• Withdrawals before November 1 will be prorated based on the date of withdrawal notice submitted by email, minus a $50 administrative fee.

• Withdrawals on or after November 1 are non-refundable; full payment is required.

• Withdrawals must be submitted by email to the Executive Director at gabriel@celticensemble.ca and received on or before October 31

Intro to Fiddling & Folkestra:

• Once a term begins, payments are non-refundable.

• A $50 administrative fee applies to any approved refund, prior to the start of a term (for annual registration).

• Withdrawals must be communicated by email to the Executive Director prior to the start of the term.