Orientation, Policies, and Procedures

Roles and Contact

Creative Director
Kathryn Ervin
828-448-1734
kathryn@tosstudio.org

TOSS Instructor
Gláucia Mir
718-415-5130
glaucia@theindustrialcommons.org

Studio Manager and Transportation Liaison
Jess Butler
(336) 509-9590‬
jbutler@theindustrialcommons.org

Schedule

Terms

Fall Term: September 8th - December 11th (11 weeks)
Spring Term : January 5th -May 15th (18 weeks)

  • Studio hours are once weekly for a 2.5 hours.

  • We break for Federal Holidays as followed by the BCPS system. Consult our calendar for the schedule.

  • TOSS operates on BCPS 1/2 days and teacher workdays but does not provide transportation those days.

  • Students enrolling in the fall term must indicate their interest in continuing in the spring before winter break.

Days/Age Groups

  • Monday - Middle School

  • Tuesday - 4-5th grade

  • Wednesday - K-1st grade

  • Thursday - 2-3rd graders

Daily Agenda

  • 3:30-4 | Flexible Drop off (free-time art projects)

  • 4-4:15 | Learning circle time

  • 4:15-5 | Art projects

  • 5-5:45 | Assessments, discussion, and project revisions

  • 5:45-6 | Clean, pack up, pick ups

Calendar of events

  • See full calendar here

  • Every semester there is 1) a curriculum night, open to all interested parents and guardians, and 2) an end-of-semester art party

Make-up Sessions

  • Make-up days will not be offered unless there is a natural disaster.

Inclement Weather

  • In the event of snow, ice, or other hazardous weather, TOSSafter may cancel programming. We typically follow Burke County Public Schools’ closure decisions, but final determinations are made case-by-case. For example, BCPS may cancel school in the morning because of ice which melts away by the afternoon when we begin our programing. Families will be notified of closures via email, phone, or text by noon on the day of the program.

  • Refunds or make-up days will be provided if more than two program days are canceled in a single term due to weather.

Enrollment

  • Space in the program: We reserve 40% of our class space for scholarship recipients.

  • Enrollment timeframe: The enrollment timeframe is open and ongoing.

  • What if there is a waiting list? In the event that the number of applicants surpasses the available openings, a lottery will take place on a set date, announced here and via email. You will be notified if there is space in the program for your student.

    • Lottery details: Preference is given to previously enrolled students and their siblings, placing them at the top of the list. Names will be drawn to match the number of available spaces, and any extra names will be placed on a waiting list in the order they are drawn.

Prepare

What to Bring

  • Students may bring a water bottle or snack if desired but both will be provided by TOSS.

  • Snacks will be provided - please notify us if your child has special dietary restrictions in the application.

What to Wear 

  • Students should wear clothes that can get messy. A smock or apron will be provided.

  • Students will be indoors and outdoors, as weather permits.

Transportation

Drop Off 

  • Drop off students between 3:30 - 4 pm at TOSS: 647 Hopewell Road, Morganton, NC

  • Parents or guardians must walk their students into the studio and sign them in.  

 

Pick Up

  • Pick up students at 6pm.

  • Students are not allowed to leave the designated studio areas until a parent or guardian arrives for pick up.

  • If you plan to have another parent or guardian drop off or pick up your student(s) you must give us advance notice. If you haven't already, please share the following:

  • Parent/guardian name (if someone other than yourself is dropping off / picking up your student)

  • Their relationship to the student(s)

  • Which days they will be dropping off / picking up your students

  • Their phone number

  • To ensure everyone's safety, students will only be released at the end of the day to the parent/guardian who registered them, unless you specify otherwise.

  • TOSS is only responsible for students during the hours for which they are registered.

Van Riders

Availability

  • We prioritize pickups for scholarships recipients and BCPS schools within a 5 mile radius of the studio.

  • Requesting transportation assistance in the TOSSafter application will not guarantee we will be able to pick up your student. Due to the unique schedules of school locations and students we are transporting each day, we may not have the physical space or time to provide transportation.

  • We are currently assessing the feasibility of providing drop offs (taking students home at the end of TOSSafter). This service may be rolled back in the 2025/26 school year.

Qualifying Conditions

  • Our pick up & drop off distance is a 5 miles radius from our studio (647 Hopewell Road)

  • Your student must demonstrate appropriate behavior on the van and in the studio

Notice

  • When confirming your student’s enrollment in the program, will will confirm whether or not we have capacity to accomodate a transportation request.

Before the First Day

You must complete the following before we can drive your student:

  1. Complete the Waiver - Confirmation of pick up and drop off locations and waiver (form below)

  2. School permission - if pick ups occur at school (you will need to call your school and say TOSS employees (specifically Jessica Butler, and Kathryn Ervin) have permission to pick up your student before the first day of pick ups. .

Absentee Notice

Parent/guardians must notify us 24 hours in advance if their student should not be picked up on a given week. This prevents delays and maintains a safe environment for all students. If advance notice is not given we will remind the parent/guardian about the policy. Failure to share notice a second time will result in a small fee. Third failure of notice will require us to remove the student from the pick up list.

Transportation Safety 

All children transported by TOSS must adhere to safety rules. Children must remain seated, wear a seatbelt and follow the staff’s directions at all times. Because of our safety requirements, any violation of this transportation policy may result in restriction of your child riding in the vehicle. Due to the seriousness of our safety concerns, we will notify parents immediately of any discipline problems that occur in our vehicles. 

Stuffs

Lost and Found

  • Our Lost and Found bin will be by the front door if personal items are misplaced.

  • We will keep these items for 30 days and then donate them if not picked up.

  • TOSS is not responsible for items that are lost or stolen.

Art Projects

  • Art projects can be taken home at the end of the semester after a public exhibit. 

  • Projects left in the studio after the semester concludes will be discarded.

  • Art projects that are not completed at the end of the semester must be taken home to complete. 

Safety  

General Rules

  • No running is allowed in the studio.

  • Students must be escorted to the bathroom and use the restroom one-at-a-time.

  • Students may not go unaccompanied into the parking lot or anywhere on the property without supervision.

  • Students are not allowed to be alone with a volunteer or TOSS employee.

  • All volunteers and TOSS employees will be vetted through the BCPS background check.

Behavior and Expectations

  • All students are expected to work cooperatively with the group and follow the directions of staff.

  • We expect all students to treat each other with respect and communicate with positive messages and acceptance.

  • Behavior problems are defined as behaviors that are unmanageable, disruptive to the group or endangering the welfare and safety of others, you or one’s self; this includes negative or hurtful communication. 

  • Under no circumstances will bullying behavior of one student toward another be tolerated. Bullying behavior is considered harassment that may be verbal or non-verbal, written, graphic or physical that causes another child to feel unsafe or fearful of being in after school and interferes with their ability to participate in or benefit from the program.

Consequences of Poor Behavior

  • TOSS team members and volunteers will use behavior management techniques such as redirection, conflict resolution, and positive reinforcement when needed.

  • A child with disruptive behavior will be given an opportunity to correct him/herself. If the behavior is not corrected, the child will be removed from the group for a specified time period depending on the age of the child.

  • Parents will be informed if their child’s behavior is disruptive and will be expected to work cooperatively with TOSS staff to correct the behavior.

  • If the behavior continues, the TOSS reserves the right to dismiss the student from the program without a refund or financial credit.

Staff Qualifications & Safety Training

All TOSS staff members undergo:

  • Background checks

  • CPR and First Aid certification

  • Orientation in classroom management, equity practices, and emergency procedures

Interns and volunteers over 18 undergo a background check, orientation in classroom management, equity practices, and emergency procedures. We maintain a low student-to-staff ratio to ensure safety, individual attention, and responsive care.

Health & Illness

  • To protect the well-being of all students and staff, children should not attend TOSS After if they are experiencing:

    • Fever of 100°F or higher

    • Vomiting or diarrhea

    • Persistent coughing or difficulty breathing

    • Rash with fever or behavioral changes

    • Any contagious illness (e.g., flu, strep throat, COVID-19)

  • Children may return the following week after symptoms have resolved. Please notify staff if your child tests positive for a communicable illness or has been in close contact with someone who has.

  • TOSS reserves the right to send home any child who appears visibly ill or unable to participate safely in the program.

Medical Needs & Allergy Management

  • Families must disclose all known allergies, medical conditions, or medications on their child’s enrollment form. If your child carries emergency medication (e.g., EpiPen, inhaler), please provide it directly to staff with written instructions.

  • At least one employee on-site is certified in CPR/First Aid and all team members are trained on child safeguarding before program starts. If an medical emergency arrises, we will:

  1. Administer first aid or emergency medication as needed

  2. Call 911 if appropriate

  3. Contact the primary guardian listed on the enrollment form

Emergency & Evacuation Procedures

  • TOSS After follows standard emergency response procedures for fire, weather-related events, and security incidents. Staff share the drill with students and are trained to lead safe evacuations or shelter-in-place procedures.

  • If an emergency occurs during programming hours, families will be notified via phone or text as soon as it is safe to do so.

Registration and Payment

Payment & Late Fees

  • Fees are due the first of each month.

  • We accept cash, card, or digital payments.

  • We will send a reminder if you have not made your payment but a 5% late fee on balances over $50 after the 10th of each month. Continued non-payment may result in withdrawal from the program.

Cancellation Policy

  • A refund is given if you cancel 10 days or more prior to the beginning of after school start date.

  • Students who cancel enrollment within 10 days of the first class will not receive a refund. 

  • If a class is canceled due to insufficient enrollment, registrants will be notified by email or phone within 24 – 48 hours of the first class. Registrants will be given the opportunity to transfer to another class or issued a refund.

Consent and Assumption of Risk

Disclosure of Risks

  • Risks associated with your party’s participation in after school include health risks associated with exposure to COVID -19 and possible illness, sickness, or death. 

  • Risks may result from your party’s actions, inaction, or negligence, and also from the actions, inaction, or negligence of other individuals (adults and other minors in the space).

Acknowledgment of Risks 

  • Parent/Guardian understands the risks of participation in the activities described above, as well as any other activities that result in exposure to other individuals.

  • Parent/Guardian will completely and fully discuss any concerns regarding these risks with staff prior to signing the Waiver and Consent Agreement, and prior to Party’s commencing participation in the activity.

Consent to Participate; Limitations

  • Knowing and understanding the risks involved in participation in after school, Parent/Guardian consents to party’s participation, upon signing the registration application. 

  • Consent is subject to express exceptions, which must be made known to TOSS staff members in the application process.

Assumption of Risk and Responsibility

  • Knowing and understanding the risks involved with participation in the activity described here, Parent/Guardian hereby voluntarily and willingly assumes full and complete responsibility for all losses and damages, including injury, illness, and death, resulting from party’s participation in the after school.

  • Parent/Guardian agrees that Parent/Guardian is solely financially responsible for any losses and damages resulting from Minor’s participation in the activity. 

  • This Waiver and Consent Agreement is assumed when you sign the registration application.

Media Release

  • On the application, parents indicated whether or not their student can be filmed/photographed.

  • We photograph and film studio activities to raise awareness for TOSS and to document the students’ progress.

  • Images of our studio and students are frequently posted to Instagram, Facebook, and our website, and may be used in press releases, news articles, presentations, and other printed or digital promotions.

Evaluation/Feedback

  • At the end of each semester, parents and students are asked to go online to complete a questionnaire that will provide useful feedback to us on a consistent and immediate basis.

  • Additionally, always feel free to talk to our staff with any feedback you wish to share. We are eager to hear from you with both positive as well as constructive comments.