Concern and Conflict Resolution Policy

At our dance studio, we are dedicated to creating a positive and supportive atmosphere for all dancers, instructors, and parents. We expect this commitment to extend to our dance studio, as well as during festivals, performances, and all Tavria events. To uphold this atmosphere, it is important to address complaints and conflicts promptly and effectively. This policy outlines the steps for addressing various concerns, ensuring a fair and respectful process for all involved.

Class-Related Concerns

Instructor First Approach:

• If a concern arises during a dance class or is a class related matter, it should first be addressed directly with the instructor(s) of the class. This allows for a quick resolution and helps maintain a positive learning environment.

• Approach the instructor(s) after class or schedule a time to discuss the concern privately, ensuring that the conversation is respectful and constructive.

• 24-Hour Waiting Period: We encourage a 24-hour waiting period before approaching the instructor(s) to allow time for reflection and to ensure the conversation is approached calmly and constructively.

• Confidentiality is important; details of the complaint should not be shared outside of those directly involved in the resolution process.

Dancer-Related Concerns

Parent First Approach:

• If the concern is regarding a dancer(s), parents should first attempt to resolve the issue with the parent of the other dancer involved. This encourages open communication and mutual understanding.

• Parents should avoid involving the dancers directly in the initial stages to prevent unnecessary stress or misunderstanding among the children. After the initial conversation, parents might consider having the dancers gather for a follow-up discussion.

• 24-Hour Waiting Period: Similar to class-related concerns, a 24-hour waiting period is recommended before initiating the conversation to ensure it is approached thoughtfully.

• Confidentiality is important; details of the complaint should not be shared outside of those directly involved in the resolution process.

Escalation to the Board or Administrator

If the concern is not resolved through the first approach, it can be escalated to the studio administrator or a board member. This step is intended to ensure that all concerns are addressed thoroughly and fairly, providing an additional layer of oversight and support. 

Informal Conversation 

• If you would like to discuss the scenario with a neutral party to help decide if you would like to initiate a formal complaint. you may request an informal conversation with the studio administrator or board member. 

• This individual can provide guidance, offer a fresh perspective, and help clarify any misunderstandings before deciding on further actions. 

• These do not require formal documentation or intervention from the studio unless they escalate or cannot be resolved informally.

Formal Complaints

• Document the Steps Taken: Before escalating, ensure that you have documented all previous efforts to resolve the issue. This includes dates, parties involved, and the outcomes of each attempt.

• Submit a Written Request: Prepare a detailed written request explaining the nature of the concern, the steps you have taken to address it, and why you believe further intervention is necessary. Be clear and concise, focusing on facts rather than emotions. Please submit to the office or by email to tavriaukrainian@gmail.com 

• Meeting with the Administrator or Board Member: Once your request is submitted, a meeting will be scheduled with board members and/or studio administrator within 5 days. This meeting will provide an opportunity to present your concerns and discuss possible resolutions.

• Follow-Up Actions: After the meeting, a follow-up plan will be developed. This may include additional meetings with the other parties involved where the studio representatives act as a mediator or other actions deemed appropriate by the board.