- What is the criteria to run an Extra-Curricular program at JQ?
Programs are evaluated against several criteria, with the focus on enhancing the interests and values of the students, staff and parents of the JQ school community and its philosophy. Factors such as cost per student, program design, content, registration process, and whether a program introduces French language content are among the key considerations.
At minimum, and to be considered, every program must have a program leader or coordinator, and at least one facilitator and/or JQ parent contact. The ratio of children to program leader or coordinator or facilitator should be 1:10. Each program must have adequate supplies to run activities, and provide required documentation for valid Criminal Record Checks, licenses, insurance, etc.
AS OF JANUARY 2017, ALL EXTRA-CURRICULAR PROGRAMS USING JQ FACILITIES/ROOMS/ETC. MUST ONLY HOST THE PROGRAM TO JQ STUDENTS. NO OUTSIDE STUDENTS ARE PERMITTED TO PARTICIPATE IN A JQ EXTRA-CURRICULAR PROGRAM, UNLESS WRITTEN AUTHORIZATION IS OBTAINED FROM THE JQ ADMIN PRIOR TO PARTICIPATION.
SHOULD THE JQ ADMIN BECOME AWARE OF A VIOLATION OF THIS POLICY, THE PROGRAM COORDINATOR WILL BE CONTACTED, AND THE EXTRA-CURRICULAR PROGRAM MAY BE SUSPENDED OR CANCELLED.
- I have run a program at JQ in the past. Do I still need to submit a new application?
Yes. Several programs are brought forward to the Extra-Curricular Coordinators throughout each year for consideration. To ensure all interested programs have a fair and equal opportunity to run a program at JQ, existing and new programs are expected to participate in the application process. The process is also used to obtain updated information from returning programs, to ensure they meet eligibility criteria to host an extra-curricular program at JQ.
Returning programs are welcome to submit applications that only include updated changes in the new application. Returning programs whose application information remains relatively unchanged may also receive a status update in a shorter period of time.
- Why are there deadlines for applications?
JQ wants to ensure that any programs interested in running at JQ have a fair and equal opportunity to apply. Also, there are many administrative steps to complete to bring a program to the school for a given term. Setting a deadline for both Fall and Winter programs allows sufficient time to ensure all requisite information from interested programs is gathered, and confirm room assignments. Please see the JQ PAC Extra-Curricular Application Process Page for details on application deadlines.
- What happens if I miss the deadline? Can I still submit an application?
Applications received by the assigned deadlines are given priority for the term(s) requested. Applications received after the deadline will still receive consideration, and may be approved and offered a spot if all information is complete, and depending on space availability. For programs who are approved, but of which cannot be accommodated due to lack of space in a given term, JQ Admin and the Extra-Curricular Coordinators will work to see if a later term can be accommodated.
If you are considering applying after the posted deadline, please contact an Extra-Curricular Coordinator for information.
- I have sent in my application. Now what?
There are a number of steps to complete before a program can be approved. The general estimate of time from submission to a status update is between 4-6 weeks. Please see our Application Process section for detailed information. All status updates are sent via email to the contact provided on your application. As such, please ensure this information is accurate and complete prior to submitting your application for consideration.
- Can I advertise the program at JQ?
JQ Extra-Curricular Programs are welcome to advertise for registration at the school, once approval for your program has been confirmed. Programs are not permitted to advertise until approval has been sent, and all required documentation in support of the application has been received by the JQ Admin.
Extra-Curricular Programs can send a brief summary of the program, with all registration information, which will be be added to the JQ Extra-Curricular website. We recommend programs send these materials at least four (4) weeks before the start of the program session. Electronic posters can also be sent for inclusion on the website.
NOTE: Neither JQ Admin nor Extra-Curricular Program Coordinators are responsible for editing, proofreading, or modifying advertisements or promotional materials. All advertising, including printing and posting of information (with exception to JQ PAC website content), is the responsibility of the Extra-Curricular Program.
- How long before I receive a response to an email?
With the exception of peak application periods, and during winter, spring and summer holidays, Extra-Curricular Coordinators will make every effort to respond to emails within 48-hours. If your request is urgent, please indicate so in the subject line of your email. During peak application periods (May and October), emails will be responded to based on priority for those programs currently in the application process, followed by responses to general inquiries. If you are sending updates during non-peak periods, or summer and winter holidays, response times will vary depending on availability of the Extra-Curricular Coordinators and/or JQ Admin.