East Sussex Music Terms and Conditions
Parents, carers and pupils must follow the East Sussex Music terms and conditions. East Sussex Music has the right to make changes to the terms and conditions.
We have a three-term academic year: autumn, spring and summer.
1. Weekly lessons
A) Registration fee
There is a one-off fee of £5 to register with East Sussex Music Service. We cannot refund the registration fee.
We will offer 30 lessons to your child during the 38 week school year and you will receive an invoice for 10 lessons/hire fees, three times a year. This is usually in September, January and April. Depending on the length of each term, more or less than 10 lessons in each term may be offered but they will total 30 per year.
The termly fee covers the cost of group tuition for a for groups of 3 to 6 children learning together in a 30-minute lesson. When there are too few pupils of a similar standard we offer a 20-minute lesson for a group of 2. These lessons cost the same.
Lesson groups can change (from 30 to 20 minutes or vice versa) at any time without notice. We make changes to best group pupils. This is based on learning needs and timetabling efficiency. If it is not possible to offer your child group tuition, a temporary 15-minute lesson will be offered for the same fee until group lessons can resume.
Individual lessons may also be available. Please contact the office for more information.
Lessons will continue to be provided automatically and you will receive an invoice every term until you tell us you want to stop (see below). This applies even if your child is changing school e.g. from Primary to Secondary school, as arrangements are made to support transition.
We reserve the right to offer online tuition as an alternative, should we be unable to offer face-to-face lessons due to circumstances beyond our control (such as school closure).
See our page for lesson costs.
You must pay your invoice on time, or lessons will be cancelled. If lessons are cancelled because you haven’t paid your invoice, lessons for all pupils on your account(s) will be stopped.
C) Ending your contract
If your child wishes to stop lessons, please let us know by emailing email@example.com by the date below:
This applies even if your child is changing schools as lessons continue from one academic year to the next.
We cannot accept verbal notification and please do not only notify the teacher or your school.
1st December to stop at the end of the autumn term (late December)
1st March to stop at the end of the spring term (late March/early April)
1st August to stop at the end of the summer term (late July)
If you miss these dates, you will be charged a late withdrawal fee equivalent to half a term's fee. This does not entitle you to any lessons, as it is a penalty charge. Teachers' schedules are prepared at the end of each term, for the following term, which is why we must set these deadlines.
If lessons have already begun in a term and at least one lesson has been attended, the full term's fee is payable.
When the lessons stop you must return hired instruments to the teacher.
D) Young Musicians Bursary scheme
Some families on low incomes may be eligible for a fees discount through our Young Musician's Bursary scheme.
The bursary scheme is only available to qualifying students in full time education in an East Sussex school. The student will need to be in reception year to year 13 and in full time education. Pupils at independent schools or schools outside East Sussex are not eligible for the scheme.
We review eligibility for the scheme annually. You must tell the office immediately if your entitlement to benefit changes.
Bursaries are only available for one set of instrumental lessons, music centre and hire charges per child. If your child takes up a second instrument, you will need to pay full fees on the lessons and hire.
E) Missed lessons
There are 38 weeks in the school year within which we offer a minimum of 30 lessons.
Where reasonable notice is given, we will do our best to re-schedule lessons missed due to exams, school trips, or unexpected school closures. However, if this is not possible, we are unable to refund or credit missed lessons for these reasons.
If your child is unable to attend five or more consecutive lessons due to illness, please provide a medical certificate confirming the reason for non-attendance, and we will credit your account for the cost of the missed lessons.
We will charge for the registration fee and 20% of the first invoice if your child does not take up tuition once offered, to cover administration costs.
We give credits:
if you have not been offered 30 lessons in the school year (eg teacher illness).
We don’t give credits:
for situations outside our control, like when the venue is closed for safety reasons (severe weather etc.).
when a student misses a lesson, for example school trips, school exams, illness or they forgot
We will invoice you before lessons start in each term and payment is due within two weeks of receiving your invoice. If payment is not received following a reminder and by a revised deadline, regrettably we will have to stop your child’s tuition. We will use any money you send us to clear the oldest invoice first.
If you’re having difficulty paying please contact us to discuss how we might be able to help.
G) Changing instrument
Your child cannot usually change lessons during a term. To stop learning one instrument and start another, you need to:
end the contract for the old instrument (see Ending your contract above).
request lessons for the new instrument in writing.
Our terms and conditions apply for the new music lessons.
2. Weekly area music centre and ensemble activities
Terms and conditions are as for weekly lessons (see section 1 above) plus the following:
A) The Area Music Centre membership charge is an all-inclusive charge for multiple classes. We don’t give credits if a class is unattended or cancelled and the other activities continue as normal.
The teaching staff and the area manager will ask a pupil to leave if:
they feel a pupil is often disruptive, or
their attendance is poor.
C) Auditioned Ensembles
The 2 free taster sessions offer doesn’t apply to auditioned ensembles. New members who want a taster of auditioned ensembles can contact the ensemble manager to discuss a trial period.
3. Workshops, short courses, events and summer school
These terms and conditions apply unless you get different terms and conditions with your application form.
A) East Sussex Music can refuse applications if you owe money for other services.
To cancel your place for a 50% refund:
you must write to the East Sussex Music office, and
we must get it within 21 days of the course or event start date.
We can’t refund after this time without a very good reason, like severe illness or injury. We may need a doctor’s note.
We want everyone to enjoy the course and be safe. The Course Director can ask a disruptive student to leave. We would ask parents to collect the child immediately. There is no refund and the decision is final.
D) Absence from school
If the activity takes place during school hours, you must get permission for your child to be absent from school.
4. Instrument hire
A) Instrument Hire form
We require you to complete an Instrument Hire form before we can loan you the instrument. This does not affect the general terms and conditions of this agreement.
B) Young Musicians Bursary scheme
Please see the terms and conditions for weekly lessons above for details of our bursary scheme
C) Caring for your instrument
Your child must look after the instrument. You are responsible if it is lost or damaged, by them or someone else.
You must tell us if you lose or damage it. Return a damaged instrument to East Sussex Music to assess and repair. Never try to repair the instrument yourself – always tell us.
You are responsible for the full cost of repairs. You should include instruments you hire from us in your home contents insurance in case of loss or damage.
You must replace and pay for parts which wear out, like strings, reeds, valve oil, cleaning and materials.
At any time we may need to exchange the hired instrument for:
a comparable one, or
a larger size (for a stringed instrument).
D) Ending the hire service
East Sussex Music may give you four weeks’ notice to cancel this agreement. If you return the instrument to us by the end date, we will refund any hire fees you already paid to cover after the end date.
To cancel this agreement:
return the instrument before the end of term, and
pay any hire and/or repairs costs you owe.
You will have to pay hire charges until you return the instrument to us and get a receipt.
Return instruments either to your teacher or to East Sussex Music, Performing Arts Centre, Mountfield Road, Lewes, East Sussex, BN7 2XH. You will receive a signed pink ‘Return of Instrument’ form. This is your proof that you returned the instrument.
If you don’t pay your fees or follow the terms and conditions we may cancel the agreement and end lessons. You must then return the instrument immediately.
If you don’t return the instrument we will invoice you for the cost of a replacement instrument.
You may find the answer to your question on our East Sussex Music webpages
Our office is open term time only. Contact us on:
East Sussex Music, Performing Arts Centre, Mountfield Rd, Lewes, East Sussex, BN7 2XH
Tel: 01273 261540