SCHOOL POLICY
The School Year Consists of 3 Semesters:
Semester 1: September – January
Semester 2: February – June
Semester 3: July – August
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Lesson Availability
All lessons are booked on a first-come, first-served basis. Lesson spots are not held or reserved for future dates without confirmed payment.
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Trial Period
New students are offered a 4-week trial period prior to registering full-time. Payment confirms the lesson spot and initiates the trial period. If a student withdraws within the 4-week trial period, a refund for remaining unused lessons will be issued via E-transfer. After the 4-week trial period, the student is considered fully registered with KW School of Music.
New or Returning Students
Lessons are booked one week in advance. New or returning students booked for lessons have a time frame of 24 hours to pay their invoice to confirm their lesson spot. If payment is not made within 24 hours, the lesson spot will automatically be released for potential students.
Existing Students
Monthly invoices will be sent on the 1st of the month for the upcoming month(s). Payment is due by the 15th of the billing month. Please use our Auto-Pay (Credit Card) system, which automatically pays invoices on the 1st of the billing month. Receipts will be sent after payments are received.
Unpaid invoices after the due date (15th of the month) are subject to a $10 late payment fee. Students with unpaid balances over 30 days will be automatically discontinued from KW School of Music. An administrative fee of $20 will be charged upon reinstating a student.
Payment Methods
E-transfer or Credit Card (3% convenience fee for credit cards).
Admin / Recital Fee
An annual fee per student of $30 will be charged at the beginning of September or upon registration.
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Group Lessons
Term 1: September – November
Term 2: December – February
Term 3: March – June
All fees must be paid in one payment per term. No refund for missed group classes.
Lesson Time Change
For permanent changes to lesson times due to scheduling conflicts, notify the office via email and consult your teacher for available times.
Preregistration for Next School Year
Private Lessons: Students must notify their teacher or send an email to the school office before June 15 to secure their spot. After June 15, spots are released for new students.
Group Classes: Payment due July 15
Preregistration is not complete until fees are received; lesson times may be reassigned without notice.
Withdrawal from Lessons
Complete the CONTACT FORM at least 2 weeks prior to discontinuation. You will be contacted within 24 hours to confirm withdrawal. Otherwise, call 519-746-3755 and leave a message.
Missed lessons not made up prior to withdrawal will be forfeited.
Healthy School Environment – Feeling Sick
Do not attend lessons if you or your child show symptoms of illness (fever, cough, runny nose or eyes). Teachers may cancel lessons if a student shows signs of illness.
These lessons will not be made up or refunded.
Code of Conduct
Students and parents must behave respectfully and considerately on school premises. Teachers may stop a lesson if disrespectful behavior occurs. No make-up lesson or refund will be issued. Repeated incidents may result in discontinuation.
Music Store
Tuition does not include music books or instrument rentals.
Missed Lessons
By Student:
Lesson fees include ALL lessons, even in cases of cancellation, illness, forgotten
lessons, “no-shows,” and P.D. Days. This policy follows the Ontario Registered Music Teachers Association
guidelines. Each student is permitted one (1) missed lesson per semester. Lessons can only be cancelled or rescheduled with at least 24-hours notice. Lessons missed with less than 24-hours notice will not be made up.
Semester 1 (September – January): Missed lessons receive a credit applied to a future invoice. No dedicated make-up week; regular lessons continue.
Semester 2 (February – June): Make-up lessons will be offered during June 24 – 30.
Semester 3 (July – August): No make-up lessons or credit will be given for missed lessons.
Missed Group Lessons
Homework will be provided for missed group lessons. Missed lessons will not be refunded or rescheduled unless canceled by the school or teacher. KW School of Music may cancel group classes due to low enrollment; full refunds will be issued in such cases.
By Teacher:
Lessons missed due to teacher illness or professional obligations will be rescheduled or taught by a qualified substitute.
Inclement Weather
If the Waterloo Region District School Board closes all schools, KW School of Music will close. Lessons will be moved to Skype/Zoom. No refunds for cancelled lessons due to weather.
COVID-19
In case of a lock-down, lessons will continue via Skype/Zoom at the same scheduled times.
Holidays
No lessons on statutory holidays: Thanksgiving Monday, Christmas Break, Family Day, March Break, Good Friday, Victoria Day, and Canada Day.​​