2018-19 School Policies
Becoming a VSOSoM Student
Registration for private lessons takes place through the School Registration team only. Registration for group classes may be completed with the Registration team, or online.
Students are required to pay a non-refundable annual registration fee as follows:
– Private instrumental instruction and group classes: $55 covers the whole school year (Sep-Jun) and includes any additional classes.
– One-day classes, music appreciation classes and summer camps have no registration fees
– Discounted registration of $80 per school year for families (2 or more students)
Tuition and fees must be paid according to one of the payment options shown below, a minimum of one week before a student may begin instruction or program participation.
Group classes / Ensembles
When enrolling in a one-term (or shorter) activity, payment must be made in full at least one week before participation begins.
When enrolling in a full-year activity, payment can be made either in full, or in three installments. The first installment is due when enrolling, and the other two will be automatically deducted from a credit card on November 17 and March 19.
- Payment in Full
Payment for the school year may be made in advance by credit card, Interac or cheque.
- Automatic Monthly Pre-authorized Payments
First installment (credit card, Interac or cheque) covers the first month’s lessons plus the registration fee.
Remaining installments are automatically charged to a credit card, 14 days prior to the 1st of each month. Each payment covers the amount of lessons occurring in that month.
Example: If you have 5 lessons scheduled for May, a payment covering those 5 lessons will be automatically deducted from your credit card on April 17.
A $25.00 service charge will be applied for any payment from accounts with insufficient funds (NSF). More than one NSF will result in the loss of cheque-writing privileges.
If a student has more than one failed credit card payment in a school year, they will lose the option of automatic monthly installments for the remainder of that school year, and will be required to pay a term at a time, at least 14 days in advance.
Instructors are directly dependent upon timely student payments. Your cooperation is appreciated.
scheduling private lessons
Students may sign up for and begin private lessons at any time during the year.
Returning students enroll in a full year of lessons.
New students may choose to enroll in lessons one term at a time, or commit to the (remainder of the) school year, in which case the registration fee will be waived for that year.
Special schedules, e.g. bi-weekly lessons, may sometimes be accommodated at the discretion of the teacher. Please contact the Registrar to discuss your scheduling needs.
Lesson days and times are not held over from year to year, but returning students are given a priority registration period to secure their teacher and timeslot.
Group classes / Ensembles
There are no make-up classes or refunds for group classes or ensemble rehearsals missed by a participant.
If the instructor is sick and no substitute instructor can be found, the class will be cancelled, and a pro-rated amount for that class will be credited back to the student’s school account.
Sibling attendance: For the benefit of all students, class sizes must be limited to those enrolled. We are not able to accommodate unregistered siblings as participants in classes.
If a student is aware of an upcoming absence – e.g. vacation – the student should inform the Registrar at the time of registration and, with the Instructor’s permission, the number of lessons can only be adjusted at the time of registration.
Once a student has committed to a specific number of lessons, the teacher reserves these times for the student. Students are expected to attend each lesson he/she has reserved with the teacher. Make-up lessons are not guaranteed, and lessons missed by the student will only be made up under special circumstances (not including vacations, school events etc.), at the discretion of the individual teacher. Giving maximum possible notice of an impending absence may increase the chances of the instructor agreeing to give a make-up lesson.
Excessive cancellations may jeopardize a student’s privilege to make-up lessons.
Members of the faculty are active performers in the field. From time to time, their performance schedules may necessitate rescheduling a lesson.
If an Instructor is absent, every effort will be made to provide a make-up lesson at a time that is suitable to both the student and the Instructor. If the Instructor is unable to make up a lesson, the student will receive a refund, or credit to be applied to future lessons or classes.
Refunds/credits for Instructor absences will be issued only upon written notice from the Instructor.
It is highly recommended that students do not change instructors during the school year, in order to avoid a negative impact on their progress. While the VSO School of Music cannot guarantee transfers between instructors, every effort will be made to ensure students are placed appropriately with a teacher that meets their individual needs.
Two weeks’ written notice to the student’s current Instructor is required when transferring to another VSOSoM Instructor.
Withdrawals, CREDITS and Refunds
Group Classes / Ensembles
If a student needs to withdraw from a group class up to two weeks before it has started, then any fees paid will be transferred to a school credit. No credits will be issued if a student withdraws from a group class less than two weeks before the start date.
If a student’s behavior is deemed consistently disruptive to a class, after consultation with the parents, the teacher will have the right to refuse entry to the class.
Minimum enrollment: Group classes and ensembles need to meet a minimum number of enrolled participants to run. Activities may have to be cancelled if they fail to meet their minimum number. In this instance, participants will be notified at least one week in advance, and will receive a full refund.
If a student wishes to withdraw from private lessons, one month’s written notice to the Instructor is required. The date of notice will be the date the Instructor submits a withdrawal form to the School’s administration. Automatic payment schedules will be suspended only once payment is received for lessons up until the official withdrawal date.
Credits for missed private lessons: Lessons that are missed during a term that cannot be made-up will only be credited after that particular term has ended, with the instructor’s written permission to the school’s administration.
Holidays and Closures
The School is closed on all statutory holidays and VSB and CSF Winter and Spring holidays. Please check our online calendar for holidays and other important term dates. Statutory holidays are taken into account in the number of lessons booked at the time of registration. Lessons will not take place on these dates. Private lessons missed due to a School closure, such as a snow day, will be made up if possible.
Currently registered VSOSoM students may use practice rooms on a first-come, first-served basis, subject to availability. Policies for practice rooms and assigned keys are available at the front desk of the school.
Summer 2019 Policies
All registrations will be on a first-come, first-served basis. A student will be registered only when fees for a summer program have been received in full. All summer programs have minimum enrollment requirements which must be met in order for the program to take place. If you have registered for a program that does not meet its minimum enrollment, you will be notified at least two weeks ahead of the scheduled date and any fees paid will be fully refunded. All instructors are subject to change.
Payment may be made by cash, cheque, credit card, or Interac.
Capacity at summer programs is limited. Your tuition payment guarantees your spot. If you need to withdraw after registering you will be refunded your tuition IF another student is able to take your spot in the program. If another students cannot take your spot, then fees paid will be transferred to a VSO School credit, for your use in the following term or year. No credits will be issued if a student withdraws from an activity less than two (2) weeks before the start date.