Registration Policies

Welcome to the VSO School of Music community! We are so excited to have you join our musical family. Please read the following VSO School of Music Policies. You may also find answers at this link to our Frequently Asked Questions.

Group Classes & Ensembles

Registration

• Group Classes: Students can register for group classes online via our website or by contacting the front desk at 604-915-9300 ext 100. 

• Ensembles/Chamber Groups: Enrollment for ensembles or chamber groups that require placement or auditions must be completed through the administration team. 

• All students must be fully registered to participate in group classes or ensembles. 

Attendance

• Unfortunately, we are not able to provide make-up classes or refunds or credits 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 prorated amount for that class will be credited back to the student’s school account.
• 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.
  • For caregivers who would like to attend Mini Music Makers Family Classes, please email us ahead of the first class (at info@vsoschoolofmusic.ca) to let us know who will be attending from your family. 

Withdrawals

• Before the Class Begins: If you need to withdraw from a group class, you may do so up to two weeks before the start date, and any fees paid will be credited to your school account for future use. Withdrawals made within two weeks of the start date are not eligible for credits or refunds. 

• Our goal is to ensure a positive experience for everyone. If a student’s behavior is deemed consistently disruptive to a class, after consultation with the parents, the instructor will have the right to refuse entry to the class. 

• Class Cancellations: Group classes and ensembles require a minimum number of participants to run. If enrollment falls short, we’ll notify you at least one week in advance and provide a full refund. 

Payment Options

• Group Classes and Special Activities: Payment in full is required at least one week before the start date to confirm your spot. 

• Full-Year Ensembles:  

We offer two convenient payment options: 

• Pay in Full: At the time of enrollment. 

• Installments: Pay in three parts. The first installment is due upon enrollment, with the remaining payments automatically processed on December 15 and March 15. 

• Registration Fee for Ensembles: A $60 non-refundable registration fee applies to ensemble enrollments and covers the entire school year (September to June). This fee does not apply to group classes. 

• Failed Payments: To ensure smooth processing, we recommend keeping your payment details up to date. If two credit card payments are unsuccessful within a school year, we’ll kindly switch your payment plan to term-based payments, due at least 14 days in advance. 

Private Lessons

Registration

• How to Register: We kindly ask prospective students to fill in this form. Our Registration Team will review the submission to match you with a suitable instructor and schedule. Private lessons cannot be enrolled in automatically. 

• Start Anytime: Students may begin private lessons at any time during the school year. 

• Regular Lessons Times: 

• • Once a student commits to a regular lesson time, the instructor reserves these times exclusively for that student. Regular attendance is expected. 

• • Changes to lesson times during an active term are not guaranteed and will only be considered in cases of significant unforeseen circumstances, such as medical emergencies or major scheduling conflicts. Such request must be submitted in writing to privatelessons@vsoschoolofmusic.ca and will be subject to registration and instructor’s approval. 

• • Flexible Schedules: Custom lesson schedules may be accommodated at the instructor’s discretion. Contact the Registration Team to discuss specific needs. Such requests can be booked with two-weeks notice.  

Payment Options

• Monthly Payments: 
  • Payments are billed automatically to your credit card 14 days before the 1st of each month. 

• • Charges reflect the number of lessons scheduled for the upcoming month. 

• Registration Fee: 

• • A non-refundable $60 annual registration fee applies, covering the full school year (September to June). This fee must be paid before any lessons can be booked, including trial lessons.  

• Late Payment Penalties: 

• • A $25 fee applies for payments returned due to insufficient funds (NSF). Multiple NSF instances will result in the loss of cheque-writing privileges. 

• • After two failed credit card payments in a school year, monthly instalments will no longer be available, and students must pay for the term in full at least 14 days in advance. 

• Payment Methods: 

• • We accept credit cards, Visa debit, cash, and cheque payments. For credit card/Visa debit payments, please call our front desk attendant at 604-915-9300 ext 100 to provide them with your card details. Lessons are charged through automatic monthly payments two weeks before the start of the next month (on the 17th or 18th of the month). 

• • For cash and cheque payments, we accept full-term or full-year payments only, 14 days prior to the start of each term.
    
  • For cash payments, please provide the exact tuition amount as we are unable to provide change. 

• • Cheques should be written payable to “VSO School of Music”.  

Attendance

• Student Absences 

• • To help ensure smooth scheduling, students are asked to provide at least a two-week written notice for any planned absences. While make-up lessons cannot be guaranteed, the instructor will do their best to accommodate requests based on the advance notice provided. 
  • For unforeseen absences, such as illness, a written notice of 24 hours is required to request a make-up lesson, subject to the instructor’s discretion. 
  • For all absences, please email your instructor directly and CC the registration team at privatelessons@vsoschoolofmusic.ca. 

• Instructor Absences: 

• • Instructors may occasionally need to reschedule lessons. Efforts will be made to agree on a suitable time for make-up lessons. 

• • If a make-up lesson cannot be arranged, the student will receive a credit for future lessons or classes at the end of the term. 

Changing Instructors

• Requesting a Transfer: 

• • A two-week written notice is required for transfers and is subject to the instructor’s availability. This notice must be sent to the and the Registration Team at privatelessons@vsoschoolofmusic.ca  

Withdrawals

• Notice Period: 

• • To withdraw from private lessons, provide a two-week written notice to both the instructor and the Registration Team at privatelessons@vsoschoolofmusic.ca. 

• • Withdrawal is effective two weeks after the Registration Team receives the written notice. 

• • Automatic payments will remain active until all outstanding payments for lessons within the notice period have been received. 

General Information

Studio Use/Bookings

• Rental Bookings: Please contact the Events Team for all rental needs for Pyatt, Salon, Studios & Classrooms (you are renting space for a fee), booking private recitals for yourself or for non-School of Music students (i.e. you will be charged a rental fee) & recording session. Please contact the events team (pablo.romero@vsoschoolofmusic.ca – CC rentals@vsoschoolofmusic.ca) 

• Practice Bookings: Students, Faculty and Orchestra members may book a practice room for personal practice by contacting our registration team at the Front Desk. Practice time may be booked in advance but no earlier than 48 hours. 

• Eligibility for Free Practice Room Bookings: To qualify for free practice room bookings, students must be enrolled in weekly, recurring private lessons or group classes. 

• Booking Limits: 

• • Students may book one practice session per day, with a maximum duration of 2 hours. 

• • During peak hours (weekdays 3:30 pm–8 pm and all-day Saturday), bookings are limited to 1 hour due to high demand. 

• • If there is no waitlist. 

• • • • Each student may only have one active booking at a time. 

• No-Show/Late Policy: Bookings will be cancelled if the student does not arrive within 10 minutes of the start time and has not notified the front desk by phone or email. If no one answers, please leave a voicemail.  

• Prohibited Use:  
  • Exclusive Use: Practice rooms are designated for the exclusive use of VSO School of Music students, faculty, and orchestra members. They are intended solely for practice purposes and should only be used by the person who booked them. 
  • Unauthorized Activities: Private lessons or coaching sessions conducted without approval are strictly prohibited. 
  • External Bookings: Practice rooms may be booked for external use at a rate of $15/hour for standard practice rooms and $25/hour for studios. 

• Restricted Rooms:  

• • Students cannot book rooms 422, 428, 329, 315, 411, or 412 unless their instructor has communicated permission to the administration. 

• • Harp students, faculty, and VSO staff have priority access to Studio 325. 

• • Piano students, faculty, and VSO staff have priority access to grand piano studios, depending on availability 

Sickness Policy

To ensure the safety and health of our students, faculty, and staff, do not enter the VSO School of Music building if you are sick. We ask everyone to please stay home when sick, and to call 604-915-9300 ex 100 or email info@vsoschoolofmusic.ca to let us know you are unable to attend your lesson/class.

Respectful Workplace

• The school is dedicated to fostering a respectful, professional, and supportive environment, free from any form of harassment, be it physical, psychological, or verbal.
• Harassment includes verbal aggression, insults, unwelcome comments or actions, and any inappropriate conduct or comment that can be reasonably expected to cause intimidation or distress. This policy applies to staff, directors, contractors, faculty, parents, students and visitors.
• If you see anything that resembles harassment, please contact our Respectful Workplace Officer, Jay Schreiber, Director of Facility Operations and Customer Service.

Holidays and Closures

• The VSO School of Music is closed on statutory 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 be scheduled for dates when the school is closed.

Student Benefits

Our VSO School Advantage page describes the many benefits enjoyed by registered students: https://vsoschoolofmusic.ca/advantage/