Cheylesmore Music School Policy 

Table of Contents

• Introduction

• Enrolment and Registration

  • Registration Process

  • Acceptance Criteria

• Sign Ups For Lessons

  • Last-Minute Sign-Ups

  • Sign-Up Method

  • Lesson Availability

• Attendance and Punctuality

  • Expectations for Regular Attendance

  • Notification of Absences or Tardiness

• Cancellation Policy

  • Cancellation Method

  • Cancellation Deadline

  • Cancellation Outcomes

  • Extended Absences

  • Open Slots

• Make-Up Credit Policy

  • Definition of Make-Up Credits

  • Annual Allocation

  • Expiration of Unused Credits

• Payment and Fees

  • Tuition Payment Schedule

  • Group Lessons Payment Options

  • Private Tuition Payment

  • Refund Policy

• Refunds

  • Group Tuition Refunds

  • Private Tuition Refunds

  • Extenuating Circumstances

  • Administrative Errors

  • Cancellation of Services

  • Communication

• Code of Conduct

  • Expectations for Respectful Behaviour

  • Consequences for Harassment, Discrimination, or Disruptive Behaviour

• Safety and Security

  • Safety Guidelines

  • Responsible Use of School Equipment and Facilities

• Privacy and Data Handling

  • Data Protection and Privacy Policy

• Dispute Resolution

  • Conflict Resolution Procedures

• Amendments and Updates

  • Policy Modification and Communication

Introduction

This policy outlines the guidelines and principles governing Cheylesmore Music School. It serves as a framework to ensure a positive and productive learning environment for all students, teachers, and staff. By enrolling in our music school, all individuals agree to adhere to the following policies. 

Enrolment and Registration

To enrol in our music school, students must complete the registration process, including providing accurate personal information and, if applicable, parental or guardian consent for minors.

Enrolment is subject to availability, and we reserve the right to accept or decline applications based on capacity and other factors.

Sign Ups For Lessons

At Cheylesmore Music School, we aim to provide flexibility in signing up for our lessons. To make the process as convenient as possible, we have established the following sign-up policy:

Last-Minute Sign-Ups

We understand that scheduling can be dynamic. Therefore, we offer last-minute sign-ups, allowing students to register for lessons up to 24 hours before the desired lesson time.

Sign-Up Method

To sign up for specific lessons on our calendar, please use the student portal provided. This online platform is designed to facilitate the sign-up process, making it quick and easy for you to secure your lesson slots.

Lesson Availability

All available lessons on our calendar are open for you to sign up for. We provide a comprehensive schedule of lessons, and we encourage you to choose the times that best suit your needs.

We believe that this sign-up policy promotes accessibility and convenience for our students, ensuring that you can access our lessons when it works best for you. If you encounter any issues or have questions about the sign-up process, please don't hesitate to reach out to us for assistance.

Attendance and Punctuality

Regular attendance is crucial for consistent progress. Students are expected to arrive promptly for lessons and rehearsals.

In case of absence or tardiness, students should notify their teachers or the school office as soon as possible.

Cancellation

At Cheylesmore Music School, we understand that occasional scheduling conflicts may arise. To provide clarity and fairness regarding cancellations, we have established the following cancellation policy:

Cancellation Method 

Cancellations must be initiated through the student portal. This ensures a streamlined and convenient process.

Cancellation Deadline

Students are allowed to cancel lessons up to 48 hours before the scheduled lesson time.

Cancellation Outcomes

If a lesson is cancelled before the 48-hour deadline, it will be marked as 'Absent, notice given.' This designation indicates that you have not forfeited your lesson and may reschedule it as needed.

If a lesson is cancelled after the 48-hour deadline, it will be marked as 'Absent, Billable, No Make-Up Credit (£).' In such cases, no refunds or make-up credits will be issued.

Extended Absences 

If you anticipate missing multiple lessons due to holidays or long-term absence, we kindly request that you provide more than one week's notice. This allows us to manage schedules effectively and potentially accommodate your absence.

Open Slots

Once you cancel your lesson slot, it will become available to other students who may wish to schedule lessons during that time.

We believe that this cancellation policy helps maintain fairness and consistency in managing lesson schedules while providing flexibility for our students. If you have any questions or require further clarification, please do not hesitate to contact us.

Make-Up Credit Policy 

Make-up credits at Cheylesmore Music School provide you with the opportunity to catch up on lessons you've missed due to valid reasons and in accordance with our cancellation policy. Below are the key details of our Make-Up Credit Policy:

What Are Make-Up Credits? 

Make-Up Credits are lessons that you earn when you have successfully cancelled a lesson with a valid reason before the deadline, as specified in our cancellation policy. These credits allow you to choose an available slot on our calendar for a catch-up or make-up lesson to replace the one you missed.

Annual Allocation

Each student is allocated a total of 10 Make-Up Credits for use over the entire academic year. These credits offer flexibility in managing unforeseen scheduling conflicts.

Expiration of Unused Credits

It's important to note that any unused Make-Up Credits will expire after 30 days. We encourage you to use them within this timeframe to make the most of your learning experience.

Make-Up Credits are designed to accommodate occasional scheduling challenges while maintaining the integrity of our lesson structure. We believe this policy enhances the overall learning experience for our students by providing a fair and flexible solution.

If you have any questions or require further information about the Make-Up Credit Policy, please do not hesitate to contact us. We are here to support your musical journey.

Payment and Fees

Tuition fees should be paid in accordance with the payment schedule outlined during enrolment.

Payments are required one month before. 

Late payments of 30 days after the due date will result in students being temporarily suspended until fees are settled.

For group lessons

With group lessons you have two options. Paying in monthly instalments or annually. Signing up for the group lessons means you commit for the whole year unless a good reason is provided up to the discretion of the Director of Cheylesmore Music School. However, if you decide within the first month not to continue, we will allow the discontinuation of the course. No reason is needed for this. 

Payments are required one month before. 

For private tuition

For private tuition, payment is expected one month in advance through a direct debit arrangement.

Refunds

At Cheylesmore Music School, we are committed to providing high-quality music education to our students. To maintain the integrity of our programs and ensure fair treatment for all participants, we have established the following refund policy:

Group Tuition

No refunds will be issued for group tuition fees. Once enrolled in a group class, the fees are non-refundable.

In cases of extenuating circumstances, such as medical emergencies or documented hardships, students or parents/guardians may request a review of their situation. Any refund consideration will be made at the sole discretion of Cheylesmore Music School.

Private Tuition

Similarly, private tuition fees are non-refundable. Once a student commits to private lessons, the fees cannot be refunded.

However, we understand that scheduling conflicts may arise. In such cases, students are encouraged to utilise our rescheduling options (as outlined in our Make-Up Credit Policy) to make the most of their investment in private lessons.

Extenuating Circumstances

We recognise that exceptional circumstances may warrant exceptions to our refund policy. These may include, but are not limited to documented medical emergencies, relocation, or other extraordinary situations.

Requests for refunds based on extenuating circumstances will be considered on a case-by-case basis. Supporting documentation or evidence may be required.

Administrative Errors

In the rare event of an administrative error on our part, such as overcharging or double billing, we will promptly rectify the situation and issue a full refund to the affected student or parent/guardian.

Cancellation of Services

Cheylesmore Music School reserves the right to cancel group or private tuition services due to unforeseen circumstances, insufficient enrolment, or other operational reasons. In such cases, a full refund of any prepaid tuition fees will be provided to affected students.

Communication

Requests for refunds or inquiries related to our refund policy should be directed to our administrative office. We will respond promptly and provide guidance on the appropriate course of action.

This refund policy is in place to ensure fairness, transparency, and the continued provision of quality music education. We encourage all prospective students and parents/guardians to review this policy carefully before enrolling in our programs.

For any questions or concerns regarding our refund policy, please contact us via our email. 

Code of Conduct

Respectful and courteous behaviour is expected from all students, teachers, and staff.

Any form of harassment, discrimination, or disruptive behaviour will not be tolerated and may result in disciplinary action.

Safety and Security

The safety and security of all individuals within our premises are of utmost importance.

Students are expected to follow safety instructions and guidelines during lessons, rehearsals, and events.

Equipment and Facilities

Students are responsible for the proper care of school-owned instruments, equipment, and facilities.

Any damage to school property due to negligence may result in repair or replacement costs.

Privacy and Data Handling

The school respects student privacy and complies with data protection laws. Personal information is handled in accordance with our Privacy Policy.

Dispute Resolution

In the event of disputes or conflicts, we encourage open communication and resolution through dialogue.

If necessary, mediation or arbitration may be sought.

Amendments and Updates

The school reserves the right to amend and update policies as necessary. Any significant changes will be communicated to students and posted on our website.