Registration, Withdrawal, and Refund Policies
Tuition and other fees must be paid before a student is admitted to a lesson, class, or ensemble. Instructors are directly dependent upon timely student payments. If payment is not received, the instructor is not paid. Your cooperation is appreciated.
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 debit card,|
|credit card, cash, certified cheque, money order, or email money transfer.|
|Refund Processing Fee||$25.00|
|Late Fees*||$10.00 per month|
* Tuition is due by September 15th for Term 1 and January 31st for Term 2.
Mid-term registrations require immediate payment.
Accepted payment methods include:
|Email Money Transfer||Ask Front Desk reception for instructions|
|Debit Card||Please be aware of your own Daily Limit|
|Credit Card||A credit card convenience fee of 2.75% will be charged.|
|Cash||Canadian Currency not exceeding $3,000|
|Wire Transfer||Ask for wire information. You must add enough on to cover any fee|
|your bank will take off the top, plus add an additional $15 to cover|
|VCM’s banking fees.|
|Payment Plan by PAD/EFT||If the payment plan is chosen, the balance is paid over equal monthly|
|installments by pre-authorized debit on the 15th of each month,|
|beginning with the first month of enrolment and continuing over a|
|period of your choice, ending no later than the end of lessons.|
|Monthly payment plan fees of $2.00 per payment will be charged based on|
|the number of payments selected.|
If a student cancels a private lesson with reasonable notice, the instructor may wish 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 (under 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, they are obliged to make up the lesson. The VCM 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, fees will be refunded or the student may transfer to another course if room is available.
Withdrawal & Refund Policy
There are NO refunds for group classes or ensembles since their viability is based on minimum enrolments, except a) where withdrawal is warranted in cases of illness/injury accompanied by a doctor’s note, and b) for full year classes with both instructor permission and 4-weeks’ notice. 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.
Refunds for studio instruction (private lessons) are permitted where withdrawal is warranted in cases of illness/injury accompanied by a doctor’s note or in exceptional circumstances such as an unexpected family relocation.
All withdrawal requests must be submitted in writing or by email to the Registrar’s Office: [email protected]. Withdrawal requests must be made in a timely fashion and within the term to which they apply. Requests for retroactive refunds received more than one month after the cessation of attendance at lessons will not be considered. All refunds 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. Refunds will be processed according to the following schedule and are subject to a $25.00 processing fee:
- One week before the first lesson: 100%
- During the first two weeks: 75%
- During the third week: 50%
- During the fourth week: 25%
- After the fourth week: No Refund
* Full year classes may be withdrawn, with the instructor’s permission, given 4 weeks written notice.
Minor Children Policy
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 VCM premises. VCM accepts no responsibility for personal injury or 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).
The VCM 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 VCM does not guarantee transfer to a different teacher, but every effort will be made to ensure students are placed appropriately with an instructor that meets their individual needs.
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 teacher.