Music lesson and ensemble terms and conditions

These terms and conditions form the basis of the contract between Hertfordshire Music Service and our customers.

Customers (hereafter referred to as ‘you’) are subject to and agree to be bound by these terms and conditions. Hertfordshire Music Service (hereafter referred to as HMS) reserves the right to vary these terms and conditions at any time and without notice. Any determination made by the Chief Operating Officer arising from the terms and conditions shall be final.

1. Sessions

HMS provides 33 instrumental lessons over the 3 term academic year either face to face or via a virtual learning platform (for example, www.musictutors.co.uk).
Due to the uneven length of school terms, the number of lessons / sessions offered in each term may vary, i.e. the number of lessons billed (refer to ‘Fees’) may not equate to the number of lessons offered.
For pupils leaving at the end of a term in which the lessons offered exceeds the amount charged, HMS reserve the right to charge for the extra lessons.
For memberships (music centre bands, ensembles and choirs), HMS will aim to offer a minimum of 30 sessions over the academic year (county groups excepted).
Attendance records are kept for invoicing and record keeping and used as the source of information for any queries about accounts.

2. Fees

Queries relating to lessons invoiced by your school should be directed to the school.
HMS will invoice for 11 instrumental / vocal lessons in each of the 3 terms together with any appropriate ensemble membership and / or instrument loan fees.
Charges are invoiced once lessons have been scheduled, and are payable at the start of each subsequent academic term. Lessons may begin before an invoice has been issued.
The charge for lessons only, in the first term of learning, will be charged on a pro-rata basis.
Fees for memberships (for example, music centre bands, ensembles and choirs) are invoiced as a flat termly fee and not charged on a pro-rata basis under any circumstances.
In the event of financial difficulty, HMS should be contacted immediately to discuss available options for payment. Failure to either make payment or to contact us will lead to the cancellation of tuition.
Fees are reviewed annually.
Invoices are sent to the registered ‘payer’ on the pupil’s account and are payable within 21 days. Details of how to make payment are on the invoice.

3. Teaching

Teaching is normally given individually, or in shared/group lessons, based on age, instrument and musical progress.
The lesson types offered are:
- individual 20 minute lesson
- individual 30 minute lesson
- shared 30 minute lesson
- group 30 minute lesson (3-6 pupils).
Other lesson types may be offered at music centres, or in agreement with schools at their request.
A standard group lesson is of 30 minutes duration and will consist of between 3 and 6 pupils.
The size and membership of a group may be subject to change without notice (for example, due to differing rates of progress).
When a group 30 minute lesson reduces to just 2 pupils, unless a suitable pupil is immediately available to replace the leaver, then the lesson will be offered in the next academic term as a shared 30 minute lesson, charged at the shared 30 minute lesson fee.
When a shared 30 minute lesson reduces to just one pupil, unless a suitable pupil is immediately available to replace the leaver, the lesson will be offered in the next academic term as an individual 20 or 30 minute lesson, charged at the appropriate individual lesson fee.
When a pupil is enrolled for a group or shared 30 minute lesson and no other suitable pupils are available to commence the requested lesson, you may be offered an individual 20 or 30 minute lesson, charged at the appropriate individual lesson fee. You can also request to remain on the waiting list until HMS can integrate other pupils to make a viable group or shared lesson.
HMS will not give tuition to a pupil who receives lessons on the same instrument from another (non-HMS) teacher.
HMS reserves the right to change the HMS tutor, either temporarily or permanently with no notice.
Progress is monitored continuously.

4. Time of lessons

School lessons take place during the school day.
Parents / carers accept that this will usually result in a pupil being withdrawn from their normal school classes for the duration of the lesson.
The HMS tutor is not responsible for escorting children to / from lessons, although the HMS tutor will make every effort to ensure attendance is consistent.
Pupils at secondary school are responsible for monitoring the relevant school notice board to confirm the day and time of their lesson each week and HMS will endeavour to accommodate the scheduling requests of each school.
Lessons and activities at music centre will take place outside school hours with the exception of home educated children and adults when lessons may be taught during the day by arrangement.

5. Commencement

Lessons, classes and memberships will begin as soon as possible following receipt of a completed enrolment form.
Membership of some bands, choirs and ensembles, is determined by teaching staff and an audition may therefore be required.
The minimum commitment and charge for both lessons and memberships is until the end of the term in which attendance begins, provided the required notice for withdrawal can be given.
Trial lessons/sessions are not offered unless they form part of an authorised special promotion.

6. Supervision

HMS only accepts responsibility for pupils during actual lesson/session time. At all other times, responsibility lies with the school or parents/carers.

7. Instruments / accessories

Parents / carers / adult pupils agree to provide instruments, music and accessories as required. HMS loan instruments may be available - separate terms and conditions apply.

8. Liability

HMS does not accept liability for loss or damage to pupil's instruments or personal possessions.
Parents / carers / adult pupils should arrange appropriate insurance for these items, often available under existing contents insurance policies or specialist insurers.

9. Behaviour

Pupils are expected to behave in a responsible and courteous manner at all times, to attend lessons regularly, and to practise between lessons.
Poor attendance, failure to practise or disruptive or anti-social behaviour by either the pupil or by the parent / carer, may result in tuition being withdrawn and any paid or outstanding fees would be retained or remain payable. No credits will be given in such circumstances.

10. Missed lessons

Lessons missed by pupils due to reasons including, but not limited to, forgetfulness, short term sickness, school trips / activities, revision leave, exams will not be made up or credited. However, in exceptional circumstances (for example, a medical appointment) and if written notice is given to the HMS tutor, the HMS tutor will endeavour to reschedule the lesson through an extra lesson or a double lesson. No credit will be due if the HMS tutor is unable to reschedule a lesson missed by the pupil.
When an HMS tutor misses a session due to illness or travel delay they will endeavour to reschedule the session through an extra lesson or a double lesson.
Missed lessons may be rescheduled in a different term to the original missed session, but will be scheduled in the same academic year.
HMS will endeavour to provide a cover tutor in cases of staff absence, or when an HMS tutor is unable to offer lessons online or face to face.
Credits cannot be given for termly membership fees (for example, ensembles or county activities) or the termly support fee linked to the 100% remission of fees.
When a school cancels a lesson, HMS will endeavour to make up the lesson provided that a minimum of four weeks notice has been received from the school.
Where lessons take place in a school, it is the responsibility of the school to provide notification to the HMS tutor at the start of each term, or at least 4 weeks in advance, of any days where pupils will be unavailable for a lesson due to a school commitment, or a suitable room / space at the school will be unavailable.
Where minimum notice is not given to the HMS tutor, no credit will be due if the HMS tutor is unable to reschedule.
In the event of an emergency or closure of a school (full or partial) or music centre due to an event outside HMS control (for example, force majeure, a pandemic, flooding, heavy snow or industrial action) where possible, lessons will be delivered online or rescheduled within the academic year. No credit will be due if the HMS tutor is unable to reschedule. Membership activities (for example, ensembles) will not be rescheduled in these circumstances.
If closures extend beyond 7 consecutive days, where possible, lessons will be delivered online or rescheduled within the academic year. HMS reserves the right to only reschedule or credit up to one lesson in the case of an extended closure and membership activities will not be credited or rescheduled.
Where the number of lessons delivered differs from the number of lessons invoiced at the end of the academic year, a credit / debit will be applied where required.
Lessons will not be credited on a term-by-term basis.

11. Withdrawal or changes

Lessons and memberships will continue term-on-term and year-on-year until written notice to withdraw from lessons or ensemble membership is received.
A pupil may only withdraw from lessons or a membership at the end of a term with written notice.
A pupil may only change the duration or lesson type from the start of a new term with written notice.
Verbal notification by pupils or the parent / carer(s) to an HMS tutor will not be accepted.
Written notice for withdrawals and / or changes to lessons must be sent to the relevant email address detailed in Section 12:
- By Monday 11 October 2021 for withdrawals and/or changes effective from Wednesday 5 January 2022
- By Monday 31 January 2022 for withdrawals and/or changes effective from Tuesday 19 April 2022
- By Monday 16 May 2022 for withdrawals and/or changes effective from Thursday 1 September 2022
If the required notice is not given, lesson charges for the following term will be payable.
If the required notice to withdraw from lessons is not given and there is no suitable pupil on the waiting list who can take this lesson place, the lesson charges for the following term will be payable.
The number of lessons offered in the academic term that withdrawal notice is received must not exceed 11 lessons by the end of the autumn term, 22 lessons by the end of the spring term, or 33 lessons by the end of the summer term.

12. Contact details

Please ensure that all communication of notice to terminate lessons, requests to change lesson durations or types and / or invoice queries is given in writing directly to HMS and not to the HMS tutor.
Please include your child’s name, instrument, lesson received and where they normally have their lesson (at a school or music centre).

Lessons held at a school and billed by HMS: schoolsdirectinvoicing@hertfordshire.gov.uk
Lessons held at a school and billed by the school – contact the school direct
Lessons held at a music centre – contact your music centre direct:

Baldock Music School: BaldockMusicEnquiries@hertfordshire.gov.uk
Bishop’s Stortford Music Centre: BStortfordMusicEnquiries@hertfordshire.gov.uk
Dacorum Music School / Berkhamsted: dacorummusicenquiries@hertfordshire.gov.uk
North Herts Music School: HitchinMusicEnquiries@hertfordshire.gov.uk
Hertford Music Centre: HertfordMusicEnquiries@hertfordshire.gov.uk
Mid Herts Centre for Music & Arts: MidhertsMusicEnquiries@hertfordshire.gov.uk
Potters Bar Music Centre: PottersBarMusicEnquiries@hertfordshire.gov.uk
Royston Music School: RoystonMusicEnquiries@hertfordshire.gov.uk
St Albans Music School: stalbansmusicenquiries@hertfordshire.gov.uk
Stevenage Music Centre: StevenageMusicEnquiries@hertfordshire.gov.uk
The Broxbourne Music Centre: BroxbourneMusicEnquiries@hertfordshire.gov.uk
Watford School of Music: watfordmusicenquiries@hertfordshire.gov.uk

13. Licensing

Certain public events need to be logged under Child Licensing Legislation.
This requires us to submit to the Child Entertainment Officer for Hertfordshire County Council the name, address and date of birth of any performer at events that meet the requirements for a Licence.
This is most usually an event for which tickets are sold, where it is held in licensed premises or a recording.

14. Financial support

Funding is available for school age pupils from families on low incomes, funded by Arts Council England and administered by Hertfordshire County Council through HMS.
Please note that the scheme cannot be provided retrospectively.
You must have received confirmation of any financial support from HMS before enrolling a pupil for lessons.
If lessons are booked before financial support is confirmed by HMS you will be liable to pay all fees in full.
Support is granted for an academic year but will be withdrawn if eligibility changes during the year.
It is necessary to re-apply in the summer term each year.
Continuing eligibility is also subject to satisfactory attendance and continued musical progress.
Financial support is subject to availability so please note that confirmation that a pupil is eligible for help with music fees through the application process does not guarantee that your child will receive a lesson or financial support.
HMS operates a waiting list once available funding is fully allocated.

15. Health and safety

Whilst every care is taken to ensure the health and safety of your child whilst on a site used by HMS for delivering music tuition, HMS is only responsible for your child when in a lesson or activity.
We are not able to provide general supervision at other times. Therefore, students remain in the care of accompanying adults before and after lessons or activities.
Health and safety is the responsibility of us all, please bring to our attention anything that may give you cause for concern.
Access to basic first aid provision and a way to call for assistance is available at all music centre sites.

16. Communication between customers and teachers through MusicTutors

1. Hertfordshire Music Service provides online lessons through a third-party application (MusicTutors).

2. Hertfordshire Music Service, through its teachers, will use the inbuilt messaging functionality to communicate with customers about information regarding the effective delivery of lessons, including, but not limited to:

i. lesson reminders
ii. changes in lesson time/date
iii. cancellations
iv. further home learning
v. test notifications
vi. confirmation of lessons

3. Authorised users will have access to the messages sent between the teacher and the customer. Hertfordshire Music Service reserves the right to read and review the messages to effectively deliver the service to customers.

4. Messages will be kept for 2 years as detailed in the HCC retention schedule (www.hertfordshire.gov.uk/media-library/documents/foi/hcc-record-retention-schedule-2019-v3-web.pdf), reference number HCC2.14 (page 16).

5. Messages can be accessed online, via the MusicTutors messaging centre. If, for any reason, you are unable to access the MusicTutors system a copy of the messages can be provided by emailing the request to MusicTutors@hertfordshire.gov.uk.

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Music lesson and ensemble terms and conditions

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