Child Artist Policy

DATE                                                          DESCRIPTION

December 7, 2017                                     Initial Draft 

January 11, 2018                                       Board Approved

November 17, 2020                                   Revision of “General Manager” to “Artistic Producer” 

February 4, 2024                                        Revision

Definitions

• The term "Child Supervisor" refers to a competent person who is at least nineteen (19) years of  age; engaged by SSP solely for the care and supervision of the Child Artist(s); with an  adequate knowledge (or training by SSP) of backstage etiquette, SSP’s policies and procedures,  and the facilities available for the Child Artist(s); and who is not otherwise engaged in  another capacity on the production. 

• A “Child Artist” refers to a person age fifteen (15) or younger as of the first day of rehearsal.

• The term “SSP” refers to Saskatoon Summer Players. 

• The term “Production” refers to a theatrical presentation produced by SSP. 

Overview:

Saskatoon Summer Players (SSP) acknowledges that specific and appropriate care and attention must be  given to Child Artists. Child Artists shall be treated with respect at all times. No Child Artist may be punished or subject to other harmful, frightening or humiliating behaviour. SSP recognizes that the responsibilities in the engagement of a Child Artist include written permission from the parents/legal guardian, and a full discussion of the duties and responsibilities of SSP, the parents/legal guardians and the Child Artist. A Child Artist will be provided with additional consideration in areas of supervision, training, hours  of participation, interaction with others and permission from, and communication with parent(s)/legal guardian(s). This consideration does not reduce the duty of care required of SSP and of those engaged by  SSP with regard to their interaction with Child Artists.

SSP, the parent/legal guardian, and the Child Artist at the parent/legal guardian’s request, shall  have a thorough discussion addressing the following items:  

(i) Travel, care, and release, including who is to be responsible for the Child Artist and whether the Child Artist has any known allergies, medical condition or any attitudinal  or psychological condition of which the parent/legal guardian is aware that might  interfere with their ability to carry out the role or otherwise affect their engagement.  

(ii) Dismissal and/or absence from school. 

(iii) The anticipated schedule for rehearsals and performances including any existing or possible obligations on the part of the Child Artist which could affect that schedule. It is understood that some scheduling can only take place as the production process  evolves and therefore additions or amendments to the scheduling may come during  production.  

(iv) Etiquette and behaviour expected of the Child Artist and the parent/legal guardian  and conversely, what expectations of etiquette and behaviour the Child Artist,  parent/legal guardian may expect from SSP.  

(v) Any scenes the Child Artist will be expected to participate in where the parent/legal guardian and SSP have determined the Child Artist will require additional support in order to appear in those scenes.  

(vi) Any relevant SSP policies.  

(vii) Any relevant concerns of the parent/legal guardian or the Child Artist.

Supervision of the Child Artist Throughout the Rehearsal and Performance Process:

The parent/legal guardian and SSP shall agree on the terms and conditions for the care and supervision  of the Child Artist from the time the Child Artist is dropped off at the rehearsal hall or theatre  until the Child Artist is picked up by the parent/legal guardian or designated chaperone. In the  absence of agreed to terms and conditions the parent/legal guardian will be required to be with the  Child Artist at all times during the engagement. Child Artists will be under the supervision of a  qualified Child Supervisor at all times.  

All personnel engaged by SSP who, as a result of their responsibilities, are required to be alone with a  Child Artist, must undergo a Criminal Record Check with the Vulnerable Sector prior to commencement  of the Child Artists engagement (to be dated no earlier than 12 months prior to the first day of the  Child Artist’s engagement). This includes but is not limited to Child Supervisors and any wardrobe,  hair or makeup personnel or any other persons who may have unsupervised access to the Child Artist.  

(A) Child Supervisor 

The Child Supervisor shall supervise all Child Artists from the time of arrival in the rehearsal hall  or theatre to the time they are picked up by the parent/legal guardian or chaperone. SSP shall provide  written notification to the parent/legal guardian of SSP’s selection of Child Supervisor(s) responsible  for the Child Artist(s) so that the parent/legal guardian may address any concerns with SSP in  advance of the engagement. In an emergency, SSP may replace the Child Supervisor with an otherwise  qualified person in this capacity in which case SSP shall use its best efforts to advise the parent/legal  guardian of any such substitution as soon as possible.  

(B) Ratios  

In the context of the rehearsal space:

(i) Where the Child Artist(s) are divided up in separate rooms, there shall be at least one Child Supervisor for every room.

In the context of the performance venue:

(i) Where the Child Artist(s) are divided up into dressing rooms, there shall be at least one Child Supervisor for every Child Artist dressing room.

(ii) Where the Child Artist(s) are divided up into separate tracks, there shall be at least one Child Supervisor for every track.

(C) SSP Policies and Procedures  

Whenever possible, the Child Supervisor and the Child Artists shall be present whenever the  company receives instruction on fire drill procedures, backstage etiquette, backstage traffic,  orientation of the production and facilities, and SSP policy. If the Child Supervisor and the Child  Artists are not present when the company receives this instruction, they shall receive the  same instruction and presentation as the company, prior to their first call on stage.  

(D) Consistency  

SSP shall use its best efforts to engage consistent Child Supervisors for the production.  

Dressing:

      (A) Costume Fitting

Parents are required to be present for their Child Artist’s fitting. This involves taking measurements, fitting of garments, and costumers having to physically touch the Child Artists. 

(B) Changing Facilities  

There shall be separate, gendered dressing rooms for Child Artists separate from the  dressing rooms provided for the adults. Child Artists of any gender may share a supervised  waiting room or dressing area provided that there are private changing facilities available.  

Should the Child Artist or their parent/legal guardian have a concern relating to the changing facilities, they should bring them to the attention of SSP as soon as possible, so that reasonable steps may be taken to provide accommodation.

(C) Quick Changes  

All quick changes shall be rehearsed to ensure the comfort and security of the Child Artist  involved. SSP will ensure that the parent/legal guardian is apprised of the details of the quick  change, and upon request, the parent/legal guardian will be given the opportunity to watch a rehearsal of the quick change. Whenever possible, SSP will provide a screened off or private area  for quick changes done by Child Artists. 

Scheduling Parameters:

SSP shall use its best efforts to inform the parent(s)/legal guardian(s) of the demands of the role(s) for  which the Child Artist is engaged. Any information provided to the parent(s)//legal guardian(s) in  regard to the scheduling of rehearsals, performances, and any other special conditions that pertain to  scheduling for the Child Artist shall be included in the written agreement provided to the Child  Artist. Child Artists will be given primary rehearsal scheduling consideration and shall be required to attend  no more than four (4) consecutive rehearsal hours on any regular rehearsal day. 

Extended Rehearsal Days: 

On an extended rehearsal day, such as cue to cue, technical dress rehearsal, dress rehearsal, or any other  rehearsal scheduled during technical week, a Child Artist may be called for a maximum of two (2)  calls of up to five (5) hours each out of a span of not more than twelve (12) hours. 

Notification of Accidents: 

Should a Child Artist become ill or be injured, SSP will make every reasonable effort to contact the  parent(s)/legal guardian(s) as soon as the Child Artist’s immediate needs are addressed.  

Parental Contact:

A Parent/legal guardian of a Child Artist must be accessible to the Child Artist at all times and  will be responsible for the transportation of the Child Artist to and from the rehearsal hall or theatre. 

The Parent/legal guardian shall abide by SSP’s policies regarding rehearsal halls and backstage and  performance areas as well as the SSP Code of Conduct.  

Whenever it is appropriate to do so in the interests of the Child Artist and upon request of the Child  Artist, SSP shall reasonably facilitate contact with a parent/legal guardian or other person responsible for the Child  Artist, subject to the availability of the parent/legal guardian for such contact. 

Conflict Resolution:

Should a Child Artist fail to meet the expectations outlined in the Cast Expectations Agreement and  the SSP Code of Conduct, the following steps shall be taken prior to the Child Artist being dismissed  from their duties on the Production:

1. The staff representative will discuss the issue with the Child Artist and the parent/legal guardian of the Child Artist. The staff representative shall provide a detailed record  of the meeting to the parent/legal guardian of the Child  Artist. 

2. If the issue is not resolved to the Executive Director’s satisfaction, the staff representative  will call a meeting with the Child Artist, their parent/legal guardian, the Director, the  Cast Representative, and the Child Supervisor. At this meeting, the staff representative will  clearly lay out their expectations of the Child Artist moving forward, set a timeline for  expectations to be met, and outline the consequences should the Child Artist fail to meet  expectations. The staff representative shall provide a detailed record of the meeting to the parent/legal guardian of the Child Artist. 

3. If, after two meetings the Child Artist is unable to meet expectations, the Executive Director will dismiss the Child Artist from their duties on the Production by providing  both written and verbal notice. The staff representative shall provide a detailed record of  the dismissal to the parent/legal guardian of the Child  Artist. 

Should the Child Artist or their parent/legal guardian have a concern relating to the Production, they should follow the steps outlined in the SSP Production Manual/Code of Conduct in order to resolve  the issue. 

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Parent Etiquette Agreement

Stage Manager: Brady Moore                                                                                           Head of Child Supervision: TBD

1. Rehearsals - Parents are permitted to view or attend rehearsals for this production. 

2. Communication - All communication related to this production will come from the Stage Manager. Likewise, if you need to communicate with the Production or creative team, you will correspond via the Stage Manager at the contact information you have already received. The exception to this is for just in time communication, such as lateness to a rehearsal where a message will be sent to the Stage Manager AND the Head of Child Supervision.

3. Drop off and Pick up - Please remember that the team for this production is made up entirely of volunteers, this includes the team assigned to supervise your child during rehearsals and performances. Our Head of Child Supervision (or designate) will be at rehearsal and performances 15 minutes prior to and after all call times. Please ensure you pick up your child artist promptly at the end of their call time. Call times will be communicated in advance by the Stage Manager.

4. Child Artist sign in and release - It is your responsibility to bring your child artist to the Head of Child Supervision (or designate) for all call times to sign your child in and out. The Head of Child Supervision (or designate) will NOT release your child to anyone that is not listed on your child artist resume, or let your child leave the building without you initialing beside your child and their call time.

5. Performances - Parents are not permitted backstage at our performance venue, The Broadway Theatre. Etiquette related to drop off and pick up during rehearsals, will also apply during the run of the production.

6. Child Artist Policy - I have read and understand the Child Artist Policy and the Code of Conduct. Should any questions arise, I know that I need to consult with the Executive Director.