Summer Better Than Others Policies


Summer Youth Flyer 2018 WEB1

Registration closes the Thursday prior to class start at 5pm. If a class has low enrollment, a determination about cancellation may be made as early as Monday prior to class to give parents ample notice. Beyond this point, no additional students can be added to classes. Registration is limited to classes designated to students’ age. Registration is non-transferrable, no class substitutions will be offered. Students may only attend the class(es) they are registered for. No unregistered visitors are allowed in SBTO classrooms for any reason. All students must have a signed consent and release form on file prior to the beginning of class.

Tuition Assistance is limited to 50% or less of total tuition cost, and entirely based on financial need. Tuition assistance awards are limited to one class per student per summer. If your family is in need of tuition assistance, you may apply through the application form. Tuition assistance requests must be received by at least one week prior to the start date for the class.

What about Lunch? A short supervised lunch break to consume a sack lunch will be offered for students registered for back-to -back classes lasting longer than 4 hours total. All classes scheduled to last longer than 4 hours will provide a supervised break for students to eat their sack lunches from home.


Attendance will be taken at the beginning of every SBTO class and parents/guardians will be notified of any unexplained absence. If your child is unable to attend their SBTO class, parent/guardians are asked to please notify the program coordinator as soon as possible.

All children are expected to be picked up by a parent or authorized guardian at the end of class, unless prior written authorization has been given. Parents wishing to give their children permission to walk or bike home from the program must put this permission in writing via the consent and release form. Students responsible for walking or biking home on their own will be dismissed to do so at the end of the class when pick up begins, any request for earlier dismissals must be put in writing and sent with the student to be given to the instructor on the day of the request, or must pick up that student in person. Without a signed note or parent present, instructors cannot allow students to leave class early. SOU Youth Programs is unable to offer transportation for students.

Late Pick Up/ Early Arrival

SBTO staff cannot provide supervision before or after published class times. There is no supervision offered for early arrivals, students will have access to their classroom no more than 10 minutes prior to the listed class time. All children are expected to be picked up by a parent or authorized guardian at the end of class, unless permission to leave on their own has been provided. Children awaiting pick-up for more than 10 minutes past class dismissal for late parent arrival may be transferred to the on-site facilitator for supervision, and must be picked up from the programs office. Late arrivals for pick-up may necessitate a call to parent/guardians and or the emergency contacts. Ongoing disregard for the designated arrival and pick-up times may jeopardize the student's continued enrollment in the program.

Refund and Cancellation Policy 

Refunds are subject to the SBTO refund policy. No refunds of any kind will be available after the class begins. No class substitutions can be provided. Cancellations made with less than two business days notice of class start date will receive no refund. All other cancellations will be charged either $25 for direct refund or no charge for class transfers. Any parent/guardian wishing to change their registration should contact our office at (541)552-6452. Changes are subject to availability and are limited to the open registration period.

Every effort will be made be made to deliver the class students have registered for. Because these classes are very specialized, substitution for absent instructors (especially on short notice) may be very difficult. SBTO reserves the right to substitute alternate curriculum or activities in case of instructor absence. Prolonged instructor absence may necessitate a permanent change in topic or curriculum for the remainder of the class sessions. In very rare cases, a class may need to be cancelled if no suitable substitute and alternate curriculum is available. Parents will be notified of any class changes or cancellation with as much notice as possible. No “make-up” class sessions will be offered for cancelled classes.

Information about your child

Undisclosed needs cannot be anticipated or accommodated, and could interfere with your child's ability to participate in class. As part of the registration process, we will ask you to share more about your student so we can be prepared to reasonably support them. On the consent and release form, there is a section that asks for “anything we should know about your child”, please use this space to let us know how we can best support your child so they have a successful experience. Parent/guardians registering their children bear the responsibility for enrolling those students in appropriate activities for their students’ abilities and needs.  If you have any questions or concerns, please get in touch with us at 541-552-6452 or

Snacks, Lunch, and Water 

Parents should send a snack and water bottle with their students to all classes of any length. Limited snacks may be available for those in immediate need (ie. experiencing low blood sugar) or may be offered as part of activities. Please discuss with your child if they should refuse an offered snack due to allergies or dietary restrictions.

If your student is enrolled in a class that is scheduled for four hours or longer, parents should send a sack lunch with them. No lunch time will be provided for students enrolled in classes less than four hours in length. No lunch will be provided, or available for purchase on campus. The instructor will designate a time during classes lasting four or more hours for all participants to eat their lunch.

Parents of students who are registered for back-to-back classes that total longer than four hours can arrange for instructors to be notified to allow students to eat their lunch at the end of the first class by emailing no later than the Thursday prior to the beginning of class. In order to accommodate this, students may be asked to leave their first class early or arrive late to their second class. Students may be supervised by teenage assistants or program staff other than their instructors during this lunch time.

Photo Release

By participating in SOU Youth Programs, you grant permission for SOU Youth Programs and Foundation to use your child’s photograph and/or video likeness solely for the purpose of printed, televised, and/or online promotional materials and publications. You waive any rights of compensation or ownership thereto, and you acknowledge SOU Youth Programs/Ashland Schools Foundation's right to crop or treat images or video. You also grant permission for outside organizations (new media, partner organizations, etc.) to use your child’s photograph and/or video likeness solely for the purpose of printed, televised, and/or online promotional materials and publications. You also acknowledge that SOU Youth Programs may choose not to use your child’s photograph at this time, but may do so at its own discretion at a later date. Rare exceptions to this policy may be made only when a child’s safety is at risk. If this is the case, you must contact our office in person to make arrangements to accommodate this request (541)552-6452.

Code of Conduct

SBTO adheres to the conduct policy of: Be Safe, Be Respectful, Be Responsible. Students in violation of the code of conduct will be removed from class and may be asked to leave the program.

Students are expected to participate in class activities and follow instructions. Students are expected to remain visible to adults at all times, and to stay in designated class locations. Students are expected to contribute in a respectful and positive way, and to respond to redirection. Students are expected to exercise responsibility and respect in use of equipment, spaces, and supplies provided. Parents/guardians will be held financially responsible for damage to equipment, spaces, and supplies by their students.

Parents are expected to communicate important information to SBTO staff. Parent/guardians registering students bear the responsibility for enrolling students in appropriate activities and learning situations that suit their students’ abilities and needs. Parents are expected to respond to attempts to communicate in a timely manner. Parents are expected to familiarize themselves with SBTO policies and procedures and to make sure their children are equipped to succeed in their classes by adhering to those policies and procedures. Parents are expected to assist their children to adhere to guidelines on activity-appropriate dress, toys, electronic devices, attendance, pick up, etc. Parents are expected to be timely with arrival and pick-up, and to respond promptly to any request to pick up sick, injured, or students behaving inappropriately.

Sick Policy (Medical Release/Consent to Treat)

A child who is sick will not be able to participate fully, and may spread illness to other children and staff. Parents should not send children to classes and camps who have had a fever or displayed any symptoms of illness during 24 hours prior to class times. Any child exhibiting any of these symptoms during an ASEP class will be removed to the office and parents will be contacted for immediate pick-up or transfer to a medical facility. Parents should be prepared to transport ill or injured students if needed. SBTO staff are not authorized to transport ill or injured children, and will need to call emergency services to offer transport to students whose parents are unable to respond promptly.

Any child suffering an injury (such as broken bones, injury to head or back, or sprains, etc.) should not participate in SBTO classes until cleared by a doctor and the program director to do so. Participation without notification of injury will result in the student being asked to leave the program. 

Emergency Notification

In the event that a child becomes ill or is injured while participating in an SBTO class, the staff will attempt to notify the parent/guardian by telephone. If we are unable to contact a parent/guardian, we will call the emergency contacts listed on the registration form in order. The child will be cared for until a parent/guardian or emergency contact arrives to pick up the child. If the need is dire, staff may call for emergency transport to the nearest medical facility, and all costs resulting from that transport request and subsequent treatment will be the responsibility of the parent/guardians. The parent/guardian agrees and acknowledges that the SBTO staff has permission to administer first aid or to obtain emergency medical treatment in the child's best interest. Parents/guardians agree to be financially liable for all medical transport and treatment deemed necessary by SBTO staff.


No visitors or drop-in students are allowed in SBTO classrooms. Anyone in an SBTO classroom over the age of 18 must pass a criminal history background check. Unregistered guests, friends, parents, siblings, and other adults are not allowed without express permission of the program director and the appropriate forms on file.

Electronic Devices

No use of personal electronic devices by students will be allowed in SBTO classrooms. Parents wishing to communicate with their students will be expected to do so through the program coordinators and our office, not through student cell phones. Personal electronic devices may be collected by staff and held until they can be conveyed to parents/guardians if participants are using them during class times. Students violating this rule by texting, making video or audio recordings, taking photographs of themselves or others, or otherwise using a personal electronic device during class may be asked to leave the program.


No pets, toys, or valuable items should come to class with students. SOU Youth Programs is not responsible for loss or damage to personal items brought by students. Students should dress in attire appropriate for the activities they are registered for, including but not limited to: comfortable active shoes, weather-appropriate clothing, clothing that can be stained or damaged, etc.

Internet Use

We follow SOU Youth Programs Technology Use Guidelines. Students are responsible for good behavior on SOU computer networks just as they are in a classroom. Communications on the network are often public in nature. General program rules for behavior and communication apply to online conduct. Individual users of computer networks are responsible for their behavior and communications over those networks.  It is presumed that users will comply with appropriate behavioral standards and the code of conduct.  Beyond the clarification of such standards, SOU Youth Programs is not responsible for restricting, monitoring or controlling the communications of individuals utilizing the network. Within reason, freedom of speech and access to information will be honored. Violations may result in a loss of access.

The following are not permitted, violation will result in loss of access:

  • Sending or displaying offensive messages or pictures e.g.: sexual, drug, violence or alcohol related messages
  • Harassing, insulting or attacking others
  • Damaging computers, computer systems, or computer networks
  • Violating copyright laws
  • Using another’s password
  • Trespassing in another’s folders, work, or files
  • Intentionally wasting limited resources
  • Employing the network for commercial purposes
  • Undisclosed and unauthorized recording of audio, video, or images

Activities Involving Risk

By registering for camps, parents and students acknowledge that some activities include inherent risks. A signed release waiver must be on file with SOU Youth Programs before participants can engage in activities. By registering for classes and camps with activities, parents and students acknowledge that they recognize that there are risks, hazards, and dangers in participating in activities that could result in injury.  All students will be expected to follow all activity instructions and to minimize risks. Students agree to comply with all safety guidelines including (but not limited to): properly wearing safety equipment, participating in training and adhering to all instructions given, conducting themselves with awareness of their own safety and the safety of others, participating in the activity only during designated and approved times, engaging with equipment and spaces in a safe and conscientious manner, and reporting an injury or condition that would hinder proper execution and potentially endanger themselves or others, refraining from further participation in the activity if asked to by SOU Youth Programs staff or instructors, or any other SOU staff. Any students not following instructions or behaving in a way that puts themselves or others at risk, may be asked to not participate in activities.