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 can be enrolled in through our website or by calling the front desk at 604.684.9100 ext 100.

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

• If a student needs to withdraw from a group class up to two weeks before it has started, any fees paid will be credited to your school account for future use. Withdrawals made within two weeks of the start date, and after the course has begun, are not eligible for credits or refunds.
• Our goal is to ensure a positive experience for everyone. If a student’s behaviour is deemed consistently disruptive to a class, after consultation with the parents, the instructor will have the right to refuse entry to the class.
• 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.
• Withdrawals from full year programs will be subject to a $68 withdrawal fee.

Payment Options

• When enrolling in a group class or special activity, payment in full is required to secure your spot.
• When enrolling in a full-year ensemble, payment can be made either in full or in three-term installments. The first installment is due when enrolling, and the other two will be automatically charged to your credit card on December 15 and March 15.
• When enrolling in a full-year ensemble, a non-refundable $65 registration fee applies, which covers the whole school year (Sep-Jun). This fee does not apply to group classes.
• To ensure smooth processing, we recommend keeping your payment details up to date. If a student has failed two credit card payments 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.

Mini Music Makers Class Conduct

• If the student is registered for a class that is deemed not a good fit for them by the instructor; a one-time transfer to another class at a different time within the same term may be considered. Such requests are subject to approval by School administration, and a reason for the request will be required. Requests must be submitted in writing at least two
  weeks in advance to allow time for appropriate placement and to facilitate the transfer.
• Please note that if a student misses a class, dropping into another class for a single class is not permitted and makeup sessions are not offered.
• For Downtown Vancouver classes, strollers must be parked in the lobby under the stairs before coming up to the fourth floor. This ensures clear hallways and compliance with the building’s fire code.
• To support a smooth class experience, we encourage restroom visits before class begins and classroom doors will be closed once class starts. If you arrive late, please knock softly, and we will let you in as soon as possible.
• While drinks and baby formula are welcome, food should remain outside the classroom.
• Parents and caregivers are asked to help create and model a positive learning atmosphere while in class. Please avoid repeating the teacher’s directions. Instead model and follow the directions sung or spoken by the teacher. Please refrain from chatter during teacher lead activities.
• We ask that phones remain silent and put away to keep the focus on music and interaction. We also ask that special toys and distracting jewellery are best left at home so that children can fully engage in class activities.
• While photos of your own child are allowed in small moments, video recording (including through the classroom window) is not permitted to protect everyone’s privacy.
• For preschool and kindergarten classes, we will work together to support your child’s transition to independent participation.
• If your child has specific support needs (e.g. physical, medical or learning challenges), please feel free to communicate with the class teacher. We want to ensure every child receives the best possible learning experience

Private Lessons

Registration

• Private lesson requests can be made by filling in this form, which will be reviewed and processed by our Registration Team. Because private lesson registration involves matching a student to a faculty member and a lesson time, it is not possible to enroll in private lessons automatically.
• Students may sign up for and begin private lessons at any time during the year.
• 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 they have reserved with the teacher.
• Once lessons have been booked for a term, the time and day cannot be changed and will only be considered in cases of significant unforeseen circumstances, such as medical emergencies. Such requests must be submitted in writing to privatelessons@vsoschoolofmusic.ca and will be subject to registration and instructor’s approval.
• 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

• When enrolling in private lessons, payments can be made in full before beginning lessons or can be made as monthly automated payments. Automated payments are billed as credit card transactions 14 days prior to the 1st of each month, and each payment will correspond to the number of lessons that are in the upcoming month.
• A non-refundable $65 registration fee applies, which covers the whole school year (Sep-Jun). This fee must be paid before any lessons can be booked, including trial lessons.
• We accept credit cards, Visa debit, cash, and cheque payments. For credit card/Visa debit payments, please call the front desk at 604-915-9300 ext 100 to provide them with payment details.
  • A $25 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 failed two credit card payments 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.
• For cash and cheque payments, we accept full-term or full-year payments only, 14 days prior to the start of each term. Please provide the exact tuition amount as we are unable to provide change.
• Cheques should be written payable to “VSO School of Music”.

Attendance

• For private lessons, if a student is aware of an upcoming absence – e.g. vacation – the student should inform the Registration Team at the time of registration. The number of booked lessons for a term cannot be changed after the term has started.
  • For full year registrations, the number of lessons can be adjusted two weeks prior to the start of each term.
• Students are encouraged to give as much notice as possible about missed lessons or sickness.
• 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 they have 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.
• If an instructor is absent, every effort will be made to arrange 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 credit to be applied to future lessons or classes, upon written notice from the instructor.
  • Members of the faculty are active performers in the field. From time to time, their performance schedules may necessitate rescheduling a lesson.
• Please note that all credits are processed at the end of each term.

Changing Instructors

• The VSO School of Music cannot guarantee transfers between instructors; however, 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 and the Registration Team is required when transferring to another VSO School of Music instructor.

Withdrawals

• To withdraw from private lessons, students must provide a two weeks’ written notice to both the instructor and the Registration Team. The withdrawal date is determined when the Registration Team receives the withdrawal notice to privatelessons@vsoschoolofmusic.ca. Automatic payments will stop after payments have been received for the remaining lessons (2 weeks after the withdrawal request).

General Information

Studio Use/Bookings

• Rental Bookings: Please contact the Events Team for all rental needs (including Pyatt Hall, recitals, recording sessions) at rentals@vsoschoolofmusic.ca.
• Practice Bookings: Students, Faculty and Orchestra members may book a practice room for 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 for a room, students may request to extend their booking by an additional hour.
  • 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:
  • 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.
  • Private lessons or coaching sessions conducted without approval are strictly prohibited.
  • 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 ext 100 or email info@vsoschoolofmusic.ca to let us know you are unable to attend your lesson/class.

Respectful Environment

• 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 James Marshall, Facility & Operations Manager.

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/