Important Operational Policies
Please read these items carefully. When signing up for any programs, camps, or events at Code Agents, you will provide a signature agreeing to the items below. Additionally, prior to attending, a Medical Release form must be completed by the parent/guardian. For questions, please contact Code Agents at (304) 314-4086 or email info@codeagents.co.
Americans with Disabilities Act (ADA) Compliance Policy
Code Agents prohibits discrimination in its services, programs, and activities and complies with ADA policy, which provides civil rights protection to individuals with disabilities.
Staff Background Checks
All Level 7 Command staff undergo thorough criminal background checks utilizing an FBI fingerprint screening tool. Level 7 Command is defined as instructional staff, camp counselors, and administrative staff.
Refunds/Non-sufficient Funds Returns
- Camp cancellations incur a $75 camp cancellation fee with no exceptions and must be submitted 7 days in advance of the currently enrolled camp start date.
- Cancellations within six (6) days or less before the first day of the registered camp session are non-refundable.
- Transfer requests are free if submitted 7 days before the currently enrolled camp start date. A $75 fee applies for transfer requests within 7 days of the camp start date, and all transfer requests are based on availability.
- If a program is canceled by Code Agents due to a major weather event or other extenuating circumstances, a full refund of the tuition, or a prorated rate if part of the camp ran, will be awarded to the account holder.
- Refunds may take up to 2 weeks to process.
COVID–19 Compliance Statement
Safety is a priority at Code Agents. During the COVID–19 pandemic, the State of West Virginia mandated Code Agents to take appropriate precautions and personal responsibility for reducing the spread of the virus, including sanitizing and wiping down surfaces after student use and keeping our staff/volunteers at home when they experience any sick symptoms. Report any known or potential COVID-19 exposures to Code Agents via email at info@codeagents.co or telephone (304) 314-4086 immediately upon notification. Guidelines may change during the event schedule, and it is the parent/guardian’s responsibility to remain aware of changes and adapt. Parents/Guardians understand that compliance is required to participate in Code Agents activities and any failure to do so may lead to disciplinary action, including removal from Code Agents Studio and program suspension.
Text Message Opt-In
Parents/Guardians may opt-in to receive text message updates and notifications from Code Agents. By opting in, you agree to receive periodic updates, reminders, and important information about programs, schedules, and events. Standard messaging rates may apply. To opt in, please check the appropriate box on the registration form. You can opt out anytime by replying STOP to any text message or contacting Code Agents at info@codeagents.co.
MyStudio App for Payments and Scheduling
Code Agents utilizes the MyStudio app for convenient payment processing and program scheduling. Parents/Guardians are encouraged to download the MyStudio app to manage their accounts, enroll in programs, and access schedules. The code for Code Agents is PhXL6Y. Instructions for downloading and setting up the app will be provided upon registration. If you have any questions or issues with the app, please contact Code Agents at (304) 314-4086 or email info@codeagents.co.
Photo/Videography Release
I authorize Code Craft Create LLC DBA Code Agents and their authorized representatives to record my child’s likeness and voice in any medium; to use my child’s name in connection with these recordings; and to use, reproduce, produce, exhibit, and/or distribute in any medium these recordings for any purpose that Code Craft Create LLC deems appropriate, including promotional or advertising efforts, without compensation. I understand that all such recordings shall remain the property of Code Craft Create LLC. If you do not wish for your child to be photographed/videotaped, please inform Code Agents staff immediately.
Code Agent Information/Procedures
Code of Conduct
All Code Agents are expected to act responsibly and courteously during all Code Agents activities. Classroom management rules must be adhered to as set forth and enforced by Code Agents staff. The following are Code Agents conduct rules: Be respectful toward all Agents and Code Agents staff; follow directions; no fighting; no foul or inappropriate language; no phone use during Code Agents activities; no smoking, vaping, or drug use of any kind; no stealing; no teasing or bullying; and no weapon possession of any kind. Code Agents agree to abide by the Code of Conduct during all activities. To ensure student safety and compliance with the Code of Student Conduct, I hereby irrevocably and unconditionally consent to the search of my child’s belongings while attending Code Agents for any activities. Code Agents will receive disciplinary action for persistent inappropriate behavior with possible suspension from Code Agent programs for the remaining term of that program without a refund of program fees. Suspension is possible without warning or parental notice if a Code Agent deliberately harms another Code Agent or Code Agent Staff member or if a Code Agent deliberately damages Code Craft Create’s property or property of other Code Agents or Code Agent’s staff (the repair or replacement will be paid for by the parent/guardian).
Cell Phone/Electronic Device Policy
Code Agents will only be allowed to use personal cell phones and electronic devices during breaks, lunch, and special activities. If personal cell phones or other personal devices are used inappropriately, the Code Agent will lose the privilege of use. Video game systems are not allowed at camp unless specified by staff.
Drop-off/Pick-up Procedures
Code Agent’s parents/guardians are responsible for establishing a drop-off/pick-up schedule that promptly adheres to program start and end times. Daily program sign-in/sign-out is required and must be completed by the parent/guardian, or authorized personnel. All registration forms include a space for indicating an additional person who can assist when necessary. This designated alternate will need to check in/out the participant as required and must show a government-issued photo ID such as a driver’s license when doing so. Our Level 7 Command Staff will check in/out Agents.
Lunch/Snacks/Beverages
Code Agents MAY provide pre-packaged, non-perishable snacks to participants during programs. Parents/guardians must sign a snack permission form indicating whether their child is allowed to receive snacks. If a child has food allergies or specific dietary restrictions, it is the responsibility of the parent/guardian to communicate these needs to Code Agents staff in writing before the program start date. Parents are welcome to provide snacks for their child if preferred.
Code Agents T-shirts
Year-round programs include 1 free Code Agent t-shirt at the beginning of each membership enrollment. Each Code Agent will have the opportunity to purchase additional official Code Agent t-shirts. Code Agents are encouraged to wear the shirt to Code Agent programs. Additional t-shirts are available for purchase by asking Code Agent staff. Shirts are not refundable and cannot be exchanged.
STEAM Equipment
Code Agents will provide all computers with all required programs that have been downloaded and tested. Your child should NOT bring their laptop. However, if they prefer custom accessories (keyboard, mouse, microphone, headphones), we encourage them to bring those items to make it a more comfortable experience.
Snack Permission
I authorize Code Agents to provide pre-packaged snacks to my child. I understand it is my responsibility to communicate any food allergies or dietary restrictions. If for any reason you do not authorize Code Agents to provide snacks, you must opt-out on the Medical Release forms.
