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Regulations and Conditions from September 2020

From time to time we will update these Regulations and Conditions and will always contact you to notify of any changes.

This is a document for parents and carers; “you” refers to “you, the parent or carer”. As the parent or carer, you must be over 18 to apply for our services and you must have legal responsibility for any child named. Throughout this document, the terms ‘instrument’ or ‘instrumental’ should be understood to include ‘voice’ and ‘singing’.

If you are a school applying on behalf of a parent / carer for a pupil in your school, it is the school’s responsibility to get the Regulations and Conditions signed by the parent and sent to West Sussex Music. This is to ensure that parents have read and understood the Regulations and Conditions of the contract with West Sussex Music. If agreement is not confirmed and lessons take place, the school will be held liable for any debt incurred.

  1. Lessons

The standard course of lessons is 33 lessons across the academic year.

Group lessons are taught to small groups of pupils at a school or educational venue. Where there are three or more pupils, lessons are of 30 minutes length. Where it is not possible, or appropriate, to organise group lessons with three or more pupils, two pupils will share a group lesson of 20 minutes length. If a pupil continuing with lessons cannot be accommodated satisfactorily within a group, or where very few pupils are learning a particular instrument within a school, alternative arrangements will be offered. Where alternative arrangements for a group lesson are not acceptable to the parent, West Sussex Music may offer you an ‘Individual Lesson – 20 mins’ at the Individual Lessons charge.

Individual lessons: Parents/carers may request Individual lessons of 20 minutes or 30 minutes in length.

  1. Lesson choice

It is not always possible to offer teaching on the full range of instruments or choice of lessons type in every school. If we are unable to offer lessons in school as requested, we may offer lessons on an alternative instrument.

  1. Music Centre activities

Music Centre sessions take place either on Saturdays or weekday evenings during term time. The activities are led by specialist West Sussex Music teachers. The standard course of Music Centre sessions is 30 in a full school year of which two sessions will be concert performances for relevant groups. Please note that an additional local charge may be made for audience attendance at concerts.

Music Centre activities are open to children up to the age of 19. Please be aware that some activities are age-specific, and some require pupils to have reached a minimum standard before they are eligible to join. Membership of a County Ensemble will be subject to a competitive audition.

  1. Instrument hire

We have a limited stock of instruments to support pupils learning through West Sussex Music Hub. Although we always try to help, we cannot guarantee to provide an instrument for every pupil. Priority will be given to families eligible for ‘help with paying the fees’ and for pupils in their first year of lessons. The period of hire is initially for one school year but may, subject to availability, be extended. If instrument hire starts after half-term, a charge of 50% will be made for this initial part term.

Instruments that are not being used may be available to hire by pupils not learning their instrument through West Sussex Music Hub. Please be aware that if the instrument is subsequently required by a West Sussex Music Hub pupil, West Sussex will cease the agreement giving at least 6 weeks’ notice.

The instrument is to be used only by the pupil named in the hire agreement. The instrument remains at all times the property of West Sussex Music Trust.

  1. Application process

Lessons

We aim to process your application promptly and will inform the relevant instrumental teacher of your details on the Monday following your application. The teacher will contact you during that week to give you lesson start details. Please note that the lesson start date will depend on the spaces available, which is why lessons may not always be able to start immediately. If lessons are unable to start immediately the teacher will keep you updated with progress.

Music Centre activities

We aim to turn around your application swiftly. Please note that for some activities it may not always be possible to start immediately.

  1. The cost of lessons, instrument hire and music centre

Lessons

Group                                      £8.50 per lesson

Individual 20                           £13.90 per lesson

Individual 30                           £20.40 per lesson

[Award scheme*                     £13.90 per lesson]

* closed

The standard course of lessons is 33 per academic year. Payment is either by 12 equal payments by Direct Debit or 3 equal payments (invoiced per term).

Instrument hire £30 per term [for pupils of West Sussex Music Hub tutors]

Music Centre – membership subscription* per child

One activity                            £60 per term

Two activities                          £100 per term

There will be a 50% reduction to the membership subscription for pupils starting Music Centre after a half-term break.

*If you are a UK taxpayer, please maximise your subscription by agreeing to Gift Aid it to West Sussex Music Trust (Charity No 1152703). By agreeing to Gift Aid your subscription we can claim 25p for every £1 of the membership from HM Revenue and Customs: www.westsussexmusic.co.uk/giftaid

  1. Bursary Fund

Providing your child attends a West Sussex maintained school (local authority, academy, or free school), there is a fund to help with the fees for your child’s music education with West Sussex Music Hub. A West Sussex Music Bursary will give 100% reduction on Group Lessons [one instrument only], Music Centre and Instrument Hire fees for:

  • Pupils in receipt of benefits-related Free School Meals*, or
  • Children in Care*

*Your child’s school and/or local authority will be asked to confirm eligibility.

The Bursary Fund also makes awards of 50% to help children whose families are in receipt of one or more state benefits and where the school is unable to assist.

For further information: www.westsussexmusic.co.uk/bursary

  1. How to pay

Please do not try to pay until you receive an invoice. Our preferred method of payment is monthly Direct Debit. To set up a Direct Debit please contact the customer accounts team on 01403 286330 or at music@westsussexmusic.co.uk

Invoices may also be paid:

  • Online through the West Sussex Music website by credit or debit card at westsussexmusic.co.uk/pay
  • via BACS payment direct from your bank account to West Sussex Music – Sort Code: 82-60-13 Account No. 10037938 [quote your invoice number as the reference]
  • by telephone payment [during office hours only]

Please note that we do not accept cash or cheque payments. Subsequent termly invoices will be sent out on the following dates:

  • week starting 9 November 2020 [for spring term 2021]
  • week starting 8 March 2021 [for summer term 2021]
  • week starting 5 July 2021 [for autumn term 2021]
  1. What happens if payment is late?

Full payment is due in advance of lesson delivery or Music Centre activity, unless a monthly payment plan by Direct Debit is agreed with us.

If payment is late, the pupil will not be entitled to take part in activities until the teacher has been told by West Sussex Music that payment has been received. Non-payment does not reserve the tuition place and the teacher may allocate the place to another pupil. No refund or credit will be given for any lessons missed because of late payment.

We require a minimum of three working days to process and confirm a payment.

If a Direct Debit payment is missed due to insufficient funds, West Sussex Music will apply a £5 administration charge to your account and will collect this charge in full on the next Direct Debit collection.

The status of a payer’s account will affect all services provided by us. Please ensure prompt payment to avoid disruption to any other services provided by West Sussex Music. If you experience financial difficulty or hardship, please contact music@westsussexmusic.co.uk or call 01403 286330 in confidence.

  1. Ending lessons

Lessons, Music Centre activities and Instrument hire will continue term on term and year on year until appropriate written notice of withdrawal is received. If a pupil withdraws part way through a term, the full term’s charges remain payable in full.

If you wish to cancel, notice must be given by email to music@westsussexmusic.co.uk  or via the on-line cancelation form by:

  • 30 November 2020 to withdraw before the spring term 2021
  • 31 March 2021 to withdraw before the summer term 2021
  • 31 July 2020 to withdraw before the autumn term 2021

Ending activities does not close your payer account if there is an outstanding balance. Outstanding balances must be cleared within 30 days. If you pay by Direct Debit, please do not cancel with your bank until your account balance has been paid in full. We will apply a £5 charge to your West Sussex Music account if a Direct Debit payment fails due to you cancelling your Direct Debit mandate before your West Sussex Music account balance is cleared.

  1. Cancellation charge

If notice to withdraw is not given by these dates before the start of term a Cancellation Charge of £45 will be payable towards the cost of rescheduling lessons and/or loss of a teacher’s planned income. Payment of the Cancellation Charge does not entitle a pupil to attend lessons.

If notice to withdraw is given after the start of term the full term’s charges remain payable.

  1. If the pupil misses a lesson or music centre activity

Where lessons have been missed because the pupil has been absent or unavailable, a refund or credit will not be given except for special reasons such as prolonged illness (greater than half a term). Refunds will not be given because the pupil has been absent / unavailable due to occasional illness, school trips, examinations, study leave, forgetfulness, or similar reasons. Any refund or credit will be made at the end of the school year on application to music@westsussexmusic.co.uk (not on a term-by-term basis).

Lessons

  1. If the teacher misses a lesson

If the full course of lessons has not been offered across the academic year, a refund or credit will be given if you apply to West Sussex Music by 31 August. The amount of the lesson refund will be calculated according to the shortfall in the number of lessons and will be made after the end of the school year on application to music@westsussexmusic.co.uk (not on a term-by-term basis). For pupils who start lessons part way through the year, the amount refunded will be calculated pro-rata.

Refunds are not available with respect to instrument hire or Music Centre activities.

  1. Reporting on progress

Progress will be monitored continuously. An end of term Progress Summary informs parents/carers and pupils of progress in the autumn and spring terms. In June, an annual Report is issued for each pupil.

Regular contact should be maintained between teacher and parent by means of the weekly practice diary or, if urgent, by email. If your child is not progressing at a reasonable rate, you will be consulted and targets set for improvement. If these targets are not met, West Sussex Music reserves the right to discontinue lessons.

  1. Other costs

You are expected to provide music and relevant accessories, eg. reeds, strings etc, and to pay for any external examination for which you wish your child to be entered, including accompanist’s fee.

Music Centre activities

  1. Welfare of pupils

It is expected that pupils will arrive in good time for the start of their activity. Should your child need to be absent for an activity, inform  music.centre@westsussexmusic.co.uk in advance of the session.

Pupils must be collected promptly at the published finishing time of the activity and must remain in the building after their activity until collected. Parents/carers must advise their child not to leave the premises with anyone other than the nominated responsible

adult. Pupils must tell a member of staff if they are ever approached or offered a lift by a stranger.

Music Centre staff may on occasion need to release pupils for good reason for part of an activity, for example to use the toilet. Pupils are expected to return to their activity as soon as possible and Music Centre staff cannot be held responsible for pupils who do not return promptly. It is strictly forbidden for pupils to leave an activity without previously obtaining the permission of the member of staff.

  1. West Sussex Music award pupils

West Sussex Music award holders are required to attend appropriate West Sussex Music County Ensemble activities as directed by West Sussex Music.

  1. Other costs

For most ensembles there are at least two concert opportunities per year. There is usually a donation requested for tickets to these events for audience members. The ensemble may have a performing uniform that members will be expected to supply – further details should be sought from the member of staff or Music Centre manager.

Some activities may require pupils to supply their own resources eg. theory books, pencils, mutes, and music stands.

Instrument hire

  1. Getting your instrument

We will contact you when your instrument is available. Instruments can be collected from West Sussex Music or we can arrange to send the instrument to a school which is part of the West Sussex schools’ courier route; allow two school weeks for delivery.

  1. Use of the instrument

No sub-letting or loaning of instruments to others is permitted. The instrument is intended for the sole use of the pupil named in the hire agreement.

  1. Ending the hire

You can stop the hire at any time within the year, although any hire fees already paid for that term will not be refunded. You need to notify us immediately if your child stops learning through West Sussex Music or with an Associate tutor. We will tell you how to return the instrument.

The hire agreement and fees will cease only once the instrument has been received at West Sussex Music. You remain liable for any loss or damage until we confirm that the instrument has been received by West Sussex Music in good condition. If the instrument is not returned to us, West Sussex Music reserves the right to replace the instrument at the hirer’s expense.

  1. Looking after the instrument

We aim to issue the instrument in good condition and expect it to be looked after and returned in the same condition with all the accessories. You will be responsible for the cost of any repairs or damage however caused and for consumables such as replacement strings, rosin, reeds, grease, and oils.

If the instrument gets damaged contact West Sussex Music immediately. Do not organise your own repair. If the instrument cannot be repaired, you will be charged the current value of the instrument.

  1. Instrument Insurance

By agreeing to these Regulations and Conditions you are acknowledging responsibility for all loss or damage to the instrument even if caused by acts or events outside of your control. Please check your home contents insurance policy carefully; for some high value instruments you may need to take out extra cover.

Indicative insurance values:

  • Up to £300 clarinet, flute, guitar, keyboard, viola, violin
  • £300 – £500 baritone horn, cello, cornet, French horn, tenor horn, trombone
  • £500 – £1000+ bassoon, double bass, oboe, saxophone, tuba
  1. Privacy notice

West Sussex Music will only use any personal information you provide about you or your child to administer your account and provide the products and services you have requested from us or opted in to for marketing purposes. Please be aware that West Sussex Music will only communicate with the named parent/carer on an application form. We will require signed consent if you wish someone else to deal with your account on your behalf.

When sending emails to parents/carers, West Sussex Music will always send emails via their name.surname@westsussexmusic.co.uk address; send to parents, not children; send group emails ‘Bcc’; send teaching timetables only to the parents of children at the same school. [Please be aware this may identify your child by name and tutor group / class].

If you declare any medical conditions or other sensitive information which is essential for the safeguarding of your child, this will be shared with teachers as required.

West Sussex Music staff adhere to current data protection legislation and our ‘Acceptable Use of IT’ policy. Our full Privacy Notice can be found on our website.    Please note that Associate Tutors are not employed by West Sussex Music and as such are not included in the West Sussex Music privacy policy.

  1. Closing your account

If you wish for your personal details to be deleted from West Sussex Music records, please email music@westsussexmusic.co.uk Please note that deletion is only possible if all invoices are settled and there is no outstanding balance on your account.

  1. Enquiries, questions and contacts

For enquiries about your bill or payment and for general enquiries, please contact West Sussex Music by e-mail at music@westsussexmusic.co.uk or telephone 01403 286330. For lesson questions, please contact the instrumental teacher either by e-mail to their @westsussexmusic.co.uk address or write a note on the practice diary for the next lesson.

Please remember to tell West Sussex Music if you change your address, change your contact details, or if your child moves school. We will aim to provide lessons in the new school, but we need to know immediately about the change in order to make the necessary arrangements.

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