For All Ages

These terms and conditions form the basis of your contract with Wolverhampton Music Service (WMS). It is therefore important that you read this information carefully before registering for lessons.

PAYMENT AND ATTENDANCE

• Lessons are provided in accordance with the published calendar of teaching weeks sent to you in your welcome pack.
• Charges are payable termly in advance, prior to the commencement of lessons.
• If you join mid year, we will set you up for the full annual amount and credit your parent pay account for past teaching weeks so that you only pay for the lessons you will attend. You will see this credit in your ParentPay account.
• Teacher absence: A full refund will be made in the event that WMS is not able to provide a teacher. Where lessons are missed at the fault of WMS, credit will be offered for future provision.
• Student Absence: Lessons are not refundable where the student is absent due to ill health/ non attendance. We will consider refunds in all cases where a doctors note is provided for long term sickness absence.
• Adverse weather absence: In cases of bad/adverse weather, WMS will not refund missed lessons where the Music School remains open and WMS teachers are available to teach.
• Fees are reviewed annually and new prices published on the website in July.
• In the event of financial difficulty, WMS should be contacted immediately to arrange a payment plan. Failure to either make payment prior to the first lesson of the term or to contact us will lead to the cancellation of tuition. WMS reserves the right to charge an administration fee in addition to any external costs incurred in the event of having to take further action to recover amounts not paid.

CANCELLATION

• Lessons will continue term on term and year on year until 28 days’ written notice of cancellation is received.
• Once we receive your notice of cancellation we will confirm in writing your last lesson date and outstanding balance on your account. You will be required to settle all outstanding charges for any remaining lessons.
• No further lessons will be provided during the cancellation period without full settlement of any remaining charges.
• If the required 28-day notice to withdraw is not given, a £60 late notice charge will be payable towards the cost of rescheduling lessons and/or loss of planned income. Letters should be sent to Music Service, Graiseley Hill, Wolverhampton, WV2 4NE or emailed to [email protected]

WHILE ON SITE

• WMS does not accept liability for loss or damage to student’s instruments or personal possessions. Parents/ foster parents/ adult learners should arrange appropriate insurance for these items.
• Students are expected to
  • behave in a responsible and courteous manner at all times
  • attend lessons regularly
  • practise between lessons

  Disruptive or anti-social behaviour by either the student or the parent/ foster parent, may result in tuition being withdrawn. No refunds will be given in such circumstances.

• A waiting area is provided at WMS should parents/ foster parents wish to remain onsite during lessons. This waiting area is not staffed.
• Students will be collected from and brought back to the waiting area. WMS only accepts responsibility for students whilst they are with the teacher. At all other times, responsibility lies with the parents/ foster parents.

OUR APPROACH TO WORKING WITH CHILDREN WITH SEND

Wolverhampton Music Service is part of Wolverhampton City Council. We share the Council’s Commitment to bringing Equity, Diversity and Inclusion to every part of our work.

The Music Service is part of the Educational Excellence team and we work together to understand priorities for embedding inclusion in our teaching and learning.

Premises

Our premises are like most mainstream settings. They are secure on entry and exit and the teaching spaces possess a piano, tables, chairs and other musical equipment within reach. The doors in teaching spaces are not electronically fobbed or lockable which can be a consideration for some children. As a parent of a child with SEND you are welcome to visit the teaching spaces in advance to see if it will meet your child’s needs.

Teachers

All of our teachers are trained to work with children who have a variety of additional learning, or social and emotional needs. All staff are trained in basic first aid, autism, inclusive practice and attachment. Some staff have a more advanced level of training and understanding of SEND. We will consider the most appropriate teacher for your child in discussion with you. In the event of an appropriately qualified teacher not being available, you will be notified, and offered a place on a waiting list for tuition.

Working with you to understand need

If you have indicated on your Expression of Interest form that your child has an additional learning need or identified SEND, whether diagnosed or not we will:

• Arrange to call you to discuss your child’s needs.
• Invite you to see our teaching space.
• Ask you during this meeting if we can speak with your child’s school. This is an essential part of the process as it allows us to fully understand how to approach the learning with your child and to consider how to keep your child safe on site.
• Discuss with you the potential format of your child’s lesson alongside your child’s musical and other interests. Some children with SEND need a tailored approach during a 30 minute 1:1 lesson to maximise concentration and engagement (which may include a short break for your child within the 30 mins allocation).
• If we feel that we cannot meet your child’s needs, we will be honest with you. The Music Service does also provide dedicated inclusive music workshops with our partner Big Top which is more tailored teaching with highly trained SEND practitioners.
• We may request that you attend lessons with your child, particularly in the introductory weeks.
• We will work with you to review your child’s ongoing progress and enjoyment.

SAFEGUARDING

• WMS has a number of trained Designated Safeguarding Leads (DSLs) to whom confidential enquiries relating to safeguarding may be made. Should there be any concerns about an individual attending Music School, please call the office on 01902 558105 and ask to speak to the Head of Music Service or another DSL.

INSTRUMENT LOAN

• Typically, our instrument loan scheme is for the purpose of allowing Customers to access musical instruments without the burden of cost in the initial stages of their learning. In order that WMS can keep providing these instruments for beginners, we cannot offer an indefinite loan. The free loan of a standard student model instrument is offered, where possible, for up to 1 year; any extension to the loan period is agreed at the discretion of the Music School and subject to availability of instruments.
• General wear and tear repairs will be assessed, paid for and undertaken by WMS. At all times, repairs advice must be sought from the teacher before taking any action. WMS will not be liable for the cost of repairs undertaken without prior approval.
• All instruments must be cared for by the Customer and must be returned in the same condition that they were received.
• Customers are liable to insure instruments used in lessons, either those on loan or their own instrument. It is advisable to check that your household policy includes cover for instruments and, if necessary, add it specifically to the policy. An instrument should never be left unattended in a vehicle or overnight away from home.
• In the event of cancellation, or non-continuation of lessons, any loan instrument must be returned by the Customer to their WMS teacher within 14 days from the last lesson. In the event that the Customer fails to return the loan instrument within the agreed timescale, WMS will claim from the Customer the full market value of a replacement instrument.

TEACHERS

• All teachers are highly qualified, trained and subject to WMS’s rigorous safeguarding and employment checks. WMS monitors quality and provides continuing professional development for all staff. Observation of teachers’ work for routine performance management may take place during the lesson. This is non-intrusive to the lesson content, pace or flow.
• WMS will notify you of the name of your teacher in advance. Our educational ethos is to maintain the long-term consistency of teachers and students. However, WMS reserves the right to change teachers for reasonable reasons, e.g. retirement, maternity, long-term absence, etc… Customers therefore contract with WMS to provide lessons and not for specific instrumental/ vocal teachers. If it is necessary to change the teacher for any reason, we will notify you in advance.
• WMS runs an annual programme of external examinations. Your teacher will advise on the appropriate time and level of examination should you wish to pursue formal instrumental/ vocal attainment. Parents/ foster parents/ adult learners are expected to pay any examination fees and to make arrangements for accompanists, as appropriate.
• For online lessons, please refer to our online lesson guidance which will be sent with your Welcome Pack.

DATA AND COMPLAINTS

• WMS will use the Customer’s name(s), address, telephone number, email address and payment details (your Personal Data) to process your booking. We will only use your Personal Data in accordance with our privacy notice which is available to view on our website here. The privacy notice also contains details of your right to withdraw your consent, to update your preferences, to request further information, and to complain to a supervisory authority.
• If you are dissatisfied with any aspect of the lessons or our performance of this agreement, please set out your complaint in writing to us by post or email. Any determination made by the Head of Wolverhampton Music Service arising from the terms and conditions shall be final.
• Our contact details are as follows:
  • Telephone 01902 558105
  • Email [email protected]
  • Website wolverhamptonmusicservice.org.uk
  • You may also follow us on our social media pages for information about other WMS events and opportunities

From September 2024