Policies & Procedures

 

Terms & Conditions 2.0 (updated January 2025)

CANCELLATIONS AND MAKE UP LESSONS FOR PRIVATE STUDENTS

  • All lesson cancellations must be submitted through the My Music Staff Student Portal at least 48 hours in advance to receive a make-up credit.
  • If less than 48 hours’ notice is given, the lesson fee will be forfeited, except in extreme circumstances (e.g., hospitalization, death in the family).
  • Students are entitled to two make-up credits per term, provided cancellations are made at least 48 hours in advance through My Music Staff.
  • Teachers are entitled to two make-up credits per term, and you will be notified directly if lessons cannot proceed from the teacher’s end. If a teacher is unavailable for an extended period, a substitute teacher will be arranged.
  • Make-up credits expire 90 days from issue (one term).
  • Students should not attend lessons if they are unwell or contagious, as this puts teachers and other students at risk. If a student is not well enough to attend school, they are not well enough to attend private lessons.
  • Make-up credits can be used to book available lessons via the My Music Staff Student Portal. Contact the admin team if assistance is required.

 

ONLINE LESSONS

  • Notify your teacher in advance if an online lesson is required to allow time to prepare devices.
  • If you are late for a class without notice, the teacher will wait 10 minutes before closing the lesson. Lesson fees will be forfeited if the student does not show up.
  • It is the student’s responsibility to have a stable internet connection. If unsure, contact your teacher for a test before lessons commence.
  • If a student is unable to complete the lesson due to internet issues on their end, the teacher will record and send the remaining lesson duration.

 

TRIAL LESSONS

  • Trial lessons provide an opportunity to experience a private lesson before enrolling for the term.
  • After a trial lesson, options include:
    • Enrolling for the term.
    • Trialing an alternative teacher or instrument.
  • Trial lessons cannot be booked multiple times with the same teacher.
  • Bookings must be made via the Acuity online system.
  • Trial lessons must be paid in full 48 hours before the lesson.
  • Cancellations with less than 48 hours’ notice will result in forfeited lesson fees.
  • No refunds are provided for missed trial lessons.

 

FORTNIGHTLY LESSONS

  • Available only to students who agree to be flexible with the teacher’s schedule (i.e., scheduled at the start or end of the teacher’s day, even after the term is underway).
  • Fortnightly students must be willing to shift lesson times to accommodate weekly private students. This prevents schedule gaps for teachers.

 

ENROLMENTS AND INVOICES

  • Students are enrolled and invoiced on a term-by-term basis in alignment with the NSW Department of Education School Calendar: https://education.nsw.gov.au/schooling/calendars
  • Our goal is to provide a minimum of 10 weeks of lessons per term. All Age Music reserves the right to adjust term start and end dates as necessary.
  • Lessons are scheduled on School Development Days, except in Term 4, where the final day of lessons will be a Saturday.
  • Enrolments automatically carry over to secure your lesson time for the following term.
  • Students must fulfil all lessons charged on the invoice for the term.
  • Fees for missed lessons cannot be credited to the following term.
  • Lesson times are locked in for the term. Contact admin for schedule changes, but availability is not guaranteed.
  • Invoice issues must be addressed before term commences. No credits or refunds will be provided for schedule conflicts or missed lessons.

 

CEASING LESSONS

  • Students enrol on a term-by-term basis and cannot withdraw mid-term.
  • If a student withdraws after term begins, no refunds will be issued.
  • To cease lessons for the following term, notify admin at least 2 weeks before the new term starts via email, or full fees will still be payable.
  • Failure to provide notice will result in full-term fees being invoiced.
  • Informing a teacher does not count as official notice—written confirmation via email is required.

 

PAYMENTS AND DIRECT DEBIT

  • All students are invoiced for the full term, regardless of absences or leave.
  • Students must save a payment method on the My Music Staff Student Portal.
  • If paying manually, log in and pay before the scheduled due date.
  • Monthly payment plans are available upon request ($5 additional fee applies).
  • Stopping lessons mid-term does not cancel the payment obligation.
  • Additional charges (books, trial lessons, events, exams) will be automatically debited unless otherwise specified.
  • Payments include a 1.89% Online Convenience Fee to cover card processing fees.

 

INVOICES AND PAYMENT SCHEDULE

Invoices are sent 3 weeks* prior to the new term commencing. 

Your invoice payment will be processed via your saved payment method 2 weeks* prior to term commencing. This gives us the following schedule: 

Term 1, 2025 

  • Tuesday 14 January – Invoices Sent 
  • Tuesday 21 January – Payment Debited 
  • Monday 3 February – Term 1 classes commence 

Term 2, 2025

  • Tuesday 8 April – Invoices Sent 
  • Tuesday 15 April – Payment Debited 
  • Monday 28 April – Term 2 classes commence 

Term 3, 2025

  • Tuesday 1 July – Invoices Sent 
  • Tuesday 8 July – Payment Debited 
  • Monday 21 July – Term 3 classes commence 

Term 4, 2025

  • Tuesday 23 September – Invoices Sent 
  • Tuesday 30 September  – Payment Debited 
  • Monday 13 October – Term 4 classes commence 

If you prefer to pay manually, simply log in to your My Music Staff Student Portal and pay your invoice before the scheduled payment date.

*Note: Invoices and payment dates for each term are pushed to Tuesdays instead of Mondays, helping us better manage last-minute changes for students.

 

LATE PAYMENT PENALTIES

  • Unpaid fees by the first day of term may result in your spot being given to someone on the waiting list.
  • Continued non-payment may result in lesson suspension.

 

CREATIVE KIDS VOUCHERS

  • Creative Kids Vouchers must be submitted via our online form https://www.allagemusic.com.au/creative-kids-voucher/
  • Once submitted, the amount will be credited toward your next payment.
  • Vouchers cannot be reimbursed if lessons are ceased.
  • Valid only for students enrolled in term-based lessons, courses, or school holiday programs.

 

STUDENT BEHAVIOR

  • All Age Music is not responsible for lost or left-behind items.
  • Students are liable for any damage to instruments or equipment.
  • The waiting area is unsupervised, and staff are not responsible for students outside of scheduled lessons.
  • It is important that all students feel valued, respected and safe at All Age Music. We reserve the right to terminate enrolment of a student whose behaviour is disruptive or upsetting to other students or staff.

 

GROUP CLASSES

  • Full payment is required before the first class.
  • No refunds or make-up credits for missed classes.
  • Classes proceed even if students are absent.
  • A substitute teacher will be provided if the regular teacher is unavailable.
  • Classes are subject to minimum enrolment numbers.

 

SEMI PRIVATE LESSONS

  • Lessons will cost an extra $15 per lesson if two students would like to share private lessons. This must be approved by admin and teacher and is not available for every class. Please note semi-private lessons are strongly discouraged because children and adults learn and are taught in a different way, and at a different pace.

 

BEGINNER COURSES

  • Intended for new students on a particular instrument.
  • Lessons must be consecutive
  • Full payment is required before the first lesson.

 

SCHOOL HOLIDAY PROGRAMS 

  • In the event of a complete lockdown, all events relating to our School Holiday Program will be postponed to the next school holiday period.
  • Proof is required (positive COVID test, medical certificate) if you cannot attend due to self isolation or positive COVID case. A credit will be provided to be used with a future Music Camp or any All Age Music product.
  • STAY HOME if you’re sick or unwell. Parents must accept the responsibility of picking up your child immediately if they are seen to be sick or unwell.
  • No refunds will be provided under any circumstances. Teachers are hired and the program is designed around the number of students that have enrolled

 

WORKSHOPS

  • Workshops will always go ahead regardless of absences
  • We do not offer refunds for workshops and events

To view our COVID Safety Plan please click here