School Policy

Agreement to Terms

Registration at CW Music & Performing Arts School implies full agreement to the policies outlined below.

Our Mission & Services Our mission is to assist and guide students in achieving their goals while providing a supportive, non-competitive environment for creative learning. We offer programs in Music, Dance, Theatre, Recording Engineering, Runway, Summer & Spring Camps, and Music Therapy. We also host community events, recitals, and Royal Conservatory of Music Examination Preparation.

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1. Enrollment & Registration Fees

• Registration Process: Private lesson registration is handled through our Administration. Group class registration is available online or via Administration.

• Annual Fee: A non-refundable annual registration fee of $25 per student is required.

• Materials: Book fees vary and must be paid on the day they are received (or the following day).

• Exemptions: One-day classes and summer camps do not require a registration fee.

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2. Tuition & Payment Options

Tuition must be paid at least one week before a student may begin instruction. There is no tax on lessons.

• Payment Methods: We accept credit cards and pre-authorized debit.

• Installments: For full-year activities, tuition can be paid in full or via pro-rated monthly installments (automatically deducted on the 1st of every month).

• Processing Fees: Credit card payments incur a 3.5% fee for full tuition, or a 3.5% + $0.15 fee per pro-rated monthly transaction.

• Late Payments & Penalties:

  • Late Payment Fee: $25

  • NSF (Non-Sufficient Funds) Fee: $50

  • Other payment arrangements: $5/month.

• Service Suspension: Lessons will immediately cease if an installment is not paid two lessons into the month. Students with more than one failed payment in a school year will lose the monthly installment privilege and must pay per term (14 days in advance).

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3. Academic Term & Scheduling

• Term Structure: Our Academic Term runs from September to June (approx. 39 lessons). Students who enroll before September receive a discounted rate.

• Private Lessons: Students may register at any time. Lesson times are not held over from year to year, but returning students receive priority registration.

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4. Recitals & Concerts

• Performances: Student recitals are held twice yearly. Rock Bands perform in an annual concert and community events.

• Recital Fee: A $40 fee per family is applied for each performance (covering performance costs, awards, certificates, and 2 tickets). Additional tickets may be purchased separately.

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5. Attendance & Missed Lessons

• Group Classes: There are strictly no make-up classes or refunds for missed group classes, dance classes, or band rehearsals.

• Private Lessons (Make-ups): Make-up lessons are a courtesy, not an obligation. They may be granted at the teacher’s discretion if a rescheduling request is made at least 48 hours in advance strictly via the Student Portal. (Text messages, voicemails, and emails are not accepted for 48-hour notices).

• Absences: Tuition reserves your time slot; there are no refunds or credits for student absences. Excessive cancellations may jeopardize future make-up privileges.

• Lesson Video Alternative: If a make-up cannot be accommodated, the teacher may provide a Lesson Video recorded during the student's regular time slot, accessible via the Student Portal.

• Illness: If you are ill but well enough to learn, you may request an online lesson (Zoom/FaceTime) in place of your in-person lesson. Please notify the teacher via the Portal as soon as possible.

• Instructor Absences: If a teacher must cancel, every effort will be made to schedule a make-up. If impossible, the student will receive a refund or credit. This also applies to extreme weather closures.

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6. Changing Instructors & Withdrawals

• Instructor Changes: Mid-year changes are discouraged to prevent progress disruption. However, if necessary, 2 weeks' written notice (via info@cwmusic.ca) is required.

• Group Withdrawals: Withdrawals made at least 2 weeks before the start date will receive a school credit. No credits are issued with less than 2 weeks' notice. We reserve the right to cancel classes that do not meet minimum enrollment (full refund provided) or remove disruptive students.

• Private Withdrawals: If withdrawing within the first month, 7 days' written notice is required for a prorated refund (less registration, deposit, and attended lessons billed at the higher drop-in rate). No refunds are issued after 2 months into a term, though the slot may be transferred to another person.

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7. Holidays & Summer/Spring Camps

• Closures: The School is closed on all statutory holidays and VSB Winter/Spring holidays (except for Spring Break Camp).

• Camps: Registration is first-come, first-served. Tuition must be paid in full. Capacity is limited; refunds for withdrawals are only issued if another student fills the vacated spot. Otherwise, a school credit is applied.

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8. Additional Legal Policies

• Non-Circumvention: For the duration of this agreement and two years thereafter, clients may not directly or indirectly hire, solicit, or enter into business transactions with CW Music teachers outside of the School without our consent.

• Conduct & Liability: All teachers undergo criminal background checks. Any harassing or inappropriate behavior must be reported to Administration immediately. CW Music & Performing Arts Ltd. assumes no liability for bodily injury, emotional distress, or resultant damages arising from meetings or communications between clients and teachers. Interactions are at the individual's own risk.

• Disputes: Clients are solely responsible for their interactions with teachers. We reserve the right, but not the obligation, to monitor disputes.

• Photographs: We occasionally take photos for promotional purposes. Please inform Administration if you wish to opt your child out.

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Emergency Contacts:

• Local Police: 9-1-1

• Poison Control: 604-682-5050

• School Administration: 604-788-4683