Policies

Tuition Payment

You must be registered before you start your lessons, class, or ensemble. Instructors are directly dependent upon timely student payments. If payment is not received, the instructor is not paid.

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Cancellation

If a student cancels a private lesson with reasonable notice, the instructor may choose to arrange a make-up lesson, pending the instructor’s schedule and the availability of studio space. The instructor is, however, under no obligation to make up the lesson, particularly if insufficient notice (less than 24 hours) is given. Students are expected to be present for all scheduled lessons. This includes vacations, school/sport events, etc.

If an instructor cancels a private lesson, they are obliged to make-up the lesson at a time that is convenient for both the instructor and the student. Make-up lessons must be delivered within three months. If the instructor is unable to make up a lesson, the student will receive a credit on their account that can be refunded or applied to any future purchases.

The Victoria Conservatory of Music reserves the right to cancel, postpone, or combine classes and to limit registration or change instructors. Should insufficient registration cause the cancellation of a class, tuition fees will be refunded, or the student may transfer to another course if space is available

Withdrawal & Tuition Refund
Group Classes or Ensembles
  • There are NO credits/refunds if you miss your group class or ensemble.
  • Withdrawal from a group class or ensemble is only permitted a) where withdrawal is warranted in cases of illness/injury accompanied by a doctor’s note, and/or b) with instructor permission. These programs are based on a sequential curriculum that does not allow for continuous intake; therefore, the space cannot be refilled if a student withdraws mid-term.
  • All withdrawal requests must be submitted in writing or by email to the Registrar’s Office. For single term classes, two weeks’ notice is required. For full year classes, four weeks’ notice is required. The student may either take the two or four weeks’ worth of lessons or forfeit them. Requests for retroactive withdrawals will not be considered.

Studio Instruction (Private Lessons)
  • Withdrawal from a set of registered studio instruction (private lessons) is permitted a) where withdrawal is warranted in cases of illness/injury accompanied by a doctor’s note, b) in exceptional circumstances such as an unexpected family relocation, and/or c) with instructor permission. The timeslot that the instructor allotted to you cannot necessarily be refilled if a student withdraws mid-term.
  • All withdrawal requests must be submitted in writing or by email to the Registrar’s Office and your instructor. Two weeks’ notice is required. The student may either take the two weeks’ worth of lessons or forfeit them. Requests for retroactive withdrawals will not be considered.

Tuition Refund Details
  • If a withdrawal is approved, the applicable prorated amount will be credited to your account, which can be refunded or applied to any future purchases.
  • Requests to pay out Credits on Account of $1,000 or more will require a separate form to be completed and signed in person and government issued ID to be presented and copied.
  • Requests to payout Credits on Account resulting from a withdrawal request may take up to 30 days to process and are subject to a $25.00 processing fee, which will be deducted from the refund.

For VCM PTIB-approved Advanced Training Programs only: EQA Fee and Tuition Compliance Standards

See document

Transfers

The Conservatory encourages students to remain with the same teacher throughout the term for which they have registered. However, in exceptional circumstances, transfers may be requested through the Registrar’s Office. The Registrar will consult with the Dean and respective Department Head on a case-by-case basis. The Conservatory does not guarantee transfer to a different teacher, but every effort will be made to ensure students are placed appropriately with an instructor who meets their individual needs.

Minor Children

It is the parents’/guardians’ responsibility to accompany any minor child(ren) aged 12 and under to and from their class or lesson and to supervise them while on Conservatory premises. The Conservatory accepts no responsibility for personal injury to or the safety of the child(ren) outside of their class/lesson time. The parent(s)/guardian(s) is responsible for damage to instruments/personal property/others caused by their child(ren).

Statutory Holidays

Individual lessons that fall on statutory holidays may or may not have been included in the 38-week academic year (two terms of 19 weeks). Because the office and building are closed on these days, instructors may choose an alternate lesson time for those days. Please verify your lesson schedule with your instructor.

Course Resource Fees and Library Resource Fees

Some courses may have a fee added on top of the tuition charge. A course resource fee may be added to cover the cost of handouts, music or supplies provided. A library resource fee may added to cover the Conservatory’s Music Library’s cost of purchasing music to be studied. These fees are included in the total listed class prices. Students may also responsible for purchasing their own music and books required, if these items are not covered by a course or library resource fee.

Transaction and Other Fees

Returned Payments: $20.00 charged for any cheque or pre-authorized debit refused for any reason by the bank. Subsequent payment can only be made by cash, debit card, certified cheque, money order, or email money transfer.

Respectful Learning Environment

See our Anti-Harassment Policy (including sexual harassment, discrimination, bullying, and violence), Dispute Resolution Policy, Equity, Diversity and Inclusion Statement, and On Site Safety Program details.

Respectful Learning Environment