2026-27 Policies

Dear Students,

Welcome to the VSO School of Music! We are delighted to have you as part of our musical community. Our mission is to enrich lives through the joy of learning, playing, and performing the world’s great music. We live this every day by providing an accessible, inclusive, and engaging environment for each and every one of our students.

These policies are designed to ensure a positive, respectful, and organized learning environment for all students, families, faculty, and staff.

Many common questions are also addressed on our website at Frequently Asked Questions.

For further assistance, you can contact us at info@vsoschoolofmusic.ca, or by calling 604.915.9300 ext. 100.

Thank you for joining us at the VSO School of Music. We hope you enjoy the time you spend with us, and on behalf of our entire team, we wish you the best of luck on your musical journey.

Sincerely,

Natasha McEwen
Vice-President, VSO School of Music

Registration Process

Group Classes

Registration for group classes may be done:

• Through our website
• By emailing info@vsoschoolofmusic.ca
• By calling the front desk at 915.9300 ext. 100

Registration is confirmed only once payment has been received.

If minimum enrollment is not met, classes may be cancelled. Participants will receive a full refund and at least one week’s notice.

Private Lessons

Private lesson registration is completed by submitting the online Private Lesson Request Form. All requests are reviewed by the Registration Team to ensure appropriate placement based on student needs, instructor availability, and scheduling considerations.

• Subject to availability, students may register for private lessons at any time during the academic year.
• Lessons can be scheduled on a full-year basis (Fall through Spring).
• Lesson times are only reserved when lessons are actively scheduled.
• Students are not required to register for the full year; however, students who do not maintain ongoing scheduled lessons will forfeit their lesson time after their final booked lesson.
• Private lessons that are part of a Learning Suite are registered in advance of the September start date.

Lesson Changes

Once a student commits to a lesson time, the instructor reserves those lesson times exclusively for the student.

Scheduled lesson days and times may not be changed during a term, except in exceptional circumstances.

Requests to change a regular lesson time must be submitted at least two weeks prior to the start of a new term and are subject to instructor availability.

Special Scheduling

Bi‑weekly or other alternative schedules may be accommodated at the instructor’s discretion.

Irregular scheduling, including single‑lesson bookings may be scheduled no more than two weeks in advance.

Please contact privatelessons@vsoschoolofmusic.ca to discuss special scheduling needs.

Ensembles, Chamber Programs & Combos

Conditional Registration

• Students may register only after receiving an official placement offer.
• Registration is not valid until tuition and fees have been paid by the stated deadline.

Deadlines & Waitlists

• Students must register by the deadline indicated in their placement email.
• Spots not claimed by the deadline may be offered to students on the waitlist.
• Please note that placement on a waitlist does not guarantee enrollment.

Tuition & Fees

Group Classes

For single‑term group classes or special activities, full payment is due no later than one week prior to the start date.

Full‑year group classes (Fall–Spring) may be paid in monthly instalments, according to the School’s approved payment schedule.

Ensembles

Full‑year ensemble tuition may be paid:

• In full at the time of registration
• Through an automated monthly payment plan

Monthly payments are charged 14 days before the start of each month

A non‑refundable $65 registration fee applies per school year.

Private Lessons

Private lesson tuition may be paid:

• In full prior to the first lesson
• Through an automated monthly payment plan

Monthly payments are charged 14 days before the start of each month and reflect the number of lessons scheduled for that month.

A non‑refundable $65 registration fee applies per school year (September–June).

Payment Policies & Options

Accepted Payment Methods

• VISA
• Mastercard
• American Express
• UnionPay
• Interac Debit
• Cash
• Cheque

Card payments may be made online, in person, or by phone at 604.915.9300 ext. 100.

Cheques should be made payable to “VSO School of Music Society.”

Cash and cheque payments must be made for full-term or full‑year tuition only, no later than 14 days before the start of each term. Please provide exact payment amounts, as we cannot provide change.

Payment Issues

• A $25 service charge applies to all payments declined for NSF (non-sufficient funds).
• More than one NSF payment will result in the loss of cheque‑writing privileges.
• Students who have two failed credit card payments in a school year will lose access to monthly instalment plans and will be required to pay by term, at least 14 days in advance.

If you anticipate any payment issues, please contact us as soon as possible. We will be happy to find a solution together.

Attendance & Make‑Up Lessons

To help ensure student success and the availability of our faculty, it is important that students attend all scheduled classes, lessons, rehearsals, and performances.

Group Classes

• Missed group classes are not eligible for make‑ups, refunds, or credits.
• Only registered students may attend classes. Unregistered siblings or guests are not permitted to attend and may wait in one of our lobby spaces.

Private Lessons

Once lessons are scheduled, instructors reserve that time exclusively for the student. It is important that students attend all scheduled private lessons.

• If a student is aware of a planned absence, they should inform administration at the time of registration. For full-year registrations, notice should be given at least once month prior to the start of each term.
• Make‑up lessons are not guaranteed and are offered only in exceptional circumstances, at the instructor’s discretion.
• Students are encouraged to provide as much notice as possible for absences, as this may increase the likelihood of a make‑up lesson being offered.

Ensembles

Missed ensemble rehearsals are not eligible for make‑ups, refunds, or credits.

Faculty Absences

Faculty members are active performers and may occasionally need to reschedule lessons due to professional commitments.

If an instructor is absent, a make‑up lesson or substitute instructor will be arranged whenever possible.

If neither option is possible, a prorated credit will be applied to the student’s account. Credits will be processed at the end of the school year.

Withdrawals & Refunds

Group Classes, Ensembles, Camps & Special programs

• All notices of withdrawal must be submitted in writing to both info@vsoschoolofmusic.ca and the instructor
• Any outstanding balances will be charged at the time of withdrawal

Single-term Programs

• Withdrawals made more than two weeks prior to the start date will receive a full refund.
• Withdrawals made within two weeks of the start date are not eligible for refunds.

Full-year Programs

• Withdrawals made more than two weeks prior to the start date will receive a full refund.
• Withdrawals made within two weeks prior to the start date will receive a refund less the $90 withdrawal fee.
• Withdrawals made within 2 weeks after the start date will receive a 75% refund.
• Withdrawals made within 2-4 weeks after the start date will receive a 50% refund.
• Any withdrawals made after four weeks from the course start date will not receive a refund, unless under exceptional circumstances, at the discretion of the administration.

Private Lessons

• A minimum of four weeks’ written notice to both the instructor and Registration Team is required to withdraw from private lessons.
• Payments will continue for the four‑week notice period.
• Automatic payments stop after the final notice‑period payment has been received.

Class Changes & Transfers

Our goal is always to ensure students are placed in lessons, classes, and ensembles that fit their learning style, objectives, and skill level.

Group Classes & Ensembles

If a class or ensemble is not a good fit, a one‑time transfer within the same term may be considered, subject to availability and administrative approval.

• Requests must be submitted in writing to info@vsoschoolofmusic.ca at least two weeks in advance.
• Transfer requests based on fit must be made within 24 hours after the second class.

To support an effective class size, in the period after registration has opened, the following changes may occur:

• Classes may be merged to ensure minimum required number of participants
• Class start times may be adjusted
• Class age ranges may be expanded

If classes are merged, registered participants will be notified at least 2 weeks prior to the first class. Registered participants may transfer to another class (pending availability) or receive a credit for future classes. No refunds will be issued.

Private Lessons – Changing Instructors

• Instructor changes are not guaranteed.
• Requests must be submitted in writing to both privatelessons@vsoschoolofmusic.ca and the instructor at least two weeks in advance.

Studio & Practice Room Use

We are proud to offer complimentary use of our world-class practice facilities in the heart of downtown Vancouver to our actively enrolled students.

External rentals of practice rooms may be booked $15 per hour for practice rooms and $25/hour for studios. Contact administration for more details.

Practice Rooms

Active students may book one of our six practice rooms free of charge.

Bookings may be made up to 48 hours in advance.

Limits:

• One booking per day
• Maximum 2 hours per session
• Peak hours (weekdays 3:30–8:00 pm, Saturdays): 1‑hour limit

Bookings will be cancelled if the student has not arrived within 10 minutes of their booking and has not notified the front desk.

Rooms are for individual practice only. Unauthorized teaching, coaching, or third‑party use is prohibited.

Studios

Subject to need and approval by your instructor and administration, students may be eligible to book studio spaces for practice. Speak to your instructor for more details.

Please note that we are unable to offer use of our studio spaces to all students.

Rentals

For concerts, recording sessions, or other use of our world-class facilities, please contact the Rentals team at rentals@vsoschoolofmusic.ca.

Closure

The School is closed on statutory holidays. These are factored into lesson schedules. Please consult the online calendar for closures and term dates.

In the event of an unscheduled closure, students will be contacted as soon as possible. Please do not visit the School if you receive notice of a closure.

Student Benefits

Registered students enjoy many benefits through the VSO School Advantage Program. Visit vsoschoolofmusic.ca/advantage for more details.

Sickness Policy

For the safety of our community, please do not enter the building if you are sick.
Notify the front desk at 604.915.9300 ext. 100 or info@vsoschoolofmusic.ca if you are unable to attend.

Student Welfare

The VSO School of Music is committed to ensuring the safety, wellbeing, and wellness of our students. If you are experiencing distress, or are concerned about another student, we encourage you to reach out to your instructor or the administration.

A list of publicly available support resources is posted on the 3^rd and 4^th floor notice boards, or is available at any time from the front desk.

If you think a child or youth (under 19 years of age) is being abused or neglected, call the BC Ministry of Children and Family Development 1.800.663.9122 at any time of the day or night.

Code of Conduct

The below are general guidelines. The full student code of conduct is available on our website.

Any person who violates the code of conduct will be subject to disciplinary action.

Bullying & Harassment

The VSO School of Music is committed to providing a respectful, inclusive, and welcoming environment for all. There is zero tolerance for any kind of bullying, harassment, discrimination, hate speech, or violence, in or out of our facilities.

All members of the School community are expected to treat others with respect and dignity, and to refrain from any behaviour that may cause harm or distress.

Substance Use & Intoxication

The VSO School of Music is a substance-free environment. Consumption, storage, or distribution of any substance, including alcohol and cannabis, at School facilities is strictly prohibited.

Any person suspected of intoxication may be asked to leave the facility immediately.

Respect

Vandalism of any kind is a serious offence and may result in immediate removal.

Members of the School community are expected to be truthful in their communications with staff and must provide accurate information, including emergency contacts.

Reporting

If you experience, witness, or are concerned about any negative behaviour, please contact:

James Marshall
Facilities & Operations Manager, Workplace Harassment Officer

Amy Takahashi Brown
Senior Registrar, Student Affairs & Systems Lead