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School Policies

Sep 2023-Jun 2024 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 604-915-9300 ex 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.

Withdrawals

  • If a student needs to withdraw from a group class up to two weeks before it has started, 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 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.

Payment Options

  • When enrolling in a group class or special activity, payment must be made in full at least one week before participation begins.
  • When enrolling in a full-year ensemble, payment can be made either in full, or in three termly installments. The first installment is due when enrolling, and the other two will be automatically deducted from a credit card on December 15 and March 15.
  • When enrolling in a full-year ensemble, a non-refundable $55 registration fee applies, which covers the whole school year (Sep-Jun).
  • If a student has failed three 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.

Private Lessons

Registration

  • You can register for private lessons by filling in this form, which will be reviewed and processed by our Student Services 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 instructor reserves these times for the student. Students are expected to attend each lesson they have reserved with the instructor.
  • Once lessons have been booked for a term, the time and day cannot be changed mid-term unless absolutely necessary. The regular lesson time and date can be changed in advance of a new term, with confirmation from the faculty member.
  • Special schedules, e.g., bi-weekly lessons, may sometimes be accommodated at the discretion of the instructor. Please contact the Student Services Team to discuss your scheduling needs.

Payment Options

  • Automated payments are billed to your credit card 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 $55 registration fee applies, which covers the whole school year (Sep-Jun).
  • 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 three 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.

Attendance

  • For private lessons, 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. *For full year registrations, the number of lessons can be adjusted one month 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 instructor reserves these times for the student. Students are expected to attend each lesson they have reserved with the instructor. 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 instructor. Giving maximum possible notice of an impending absence may increase the chances of the instructor agreeing to give a make-up lesson.
  • 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 credit to be applied to future lessons or classes, upon written notice from the instructor.

Changing Instructors

  • It is highly recommended that students do not change instructors during the school year, to avoid a negative impact on their progress.
  • The VSO School of Music cannot guarantee transfers between instructors, however every effort will be made to ensure students are placed appropriately with an instructor that meets their individual needs.
  • Two weeks’ written notice to the student’s current instructor and the Student Services Team is required when transferring to another VSOSoM instructor.

Withdrawals

  • To withdraw from private lessons, students must provide a 4-week written notice to both the instructor and the Student Services Team. The withdrawal date is determined when the Student Services Team receives the withdrawal notice (privatelessons@vsoschoolofmusic.ca). Automatic payments will stop after payments have been received for the remaining lessons (4 weeks after the withdrawal request).

General Information

Studio Use/Bookings

  • Rental Bookings: Please contact the Rentals Coordinator for assistance with renting space in the school.
  • Practice Bookings: Students, Faculty and Orchestra members may book a practice room for personal practice by contacting the Front Desk Attendant. Practice time may be booked in advance but no earlier than 48 hours in advance.
  • In order to be eligible for free bookings of a practice room, students must be enrolled in at least 4 Private lessons or Group Classes in the current term.
  • Practice Bookings are limited to 2 hours, unless it is during Peak Hours, when it is limited to 1hr due to heavy volume during peak hours (3:30pm-8pm and all-day Saturday). Bookings can be extended for additional time if there is no waitlist, by checking with the office or the front desk.
  • Make-up lessons: Faculty may book a studio for make-up lessons more than 48 hours in advance.
  • Unauthorized music lessons or coaching are not permitted by any party. All lessons taking place in the facility are between Faculty and students of the VSO SoM only and must be previously approved by the Student Services Team.

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/

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