TERMS AND CONDITIONS FOR CLIFF WARD GUITAR ACADEMY
As of September 2022
The following Terms and Conditions apply to all lesson agreements made between Cliff Ward Guitar Academy (“CWGA”) and its pupils and the parents / carers of its pupils (“the pupil”) and includes private lessons and lessons in Schools.
The Terms and Conditions described below may seem relatively strict but have been discussed at length and are in line with current standards across the industry and have been made with the endeavour of making them as fair as possible for both client and provider. As CWGA is a social enterprise that functions with minimal margins, such lines in the sand have had to be drawn and are not a reflection of how awesome the majority of CWGA Families are. They are a reflection of the small margin of people that have taken advantage and never paid for services rendered that jeopardise the livelihood of our tutors and managers. We try to approach each individual case in good faith with an open ear and we hope that you will also approach us in the same manner. There will be times that the terms and conditions are more in favour of CWGA but there are also other times that they are more in favour of the student/caregiver.
1. Term Dates
1a. Teaching weeks at CWGA roughly adhere to the UK School Terms. However, there are occasional differences and our term dates are sent out before every term begins.
1b. At all times it is the responsibility of the pupil to be aware of the first and last dates of term at CWGA.
2a. All correspondence is sent out to the pupil by email. If this causes a problem, please let CWGA know.
2b. It is the responsibility of the pupil to make CWGA aware of any changes to their contact details. CWGA will not be held responsible for any missed communications, late / overdue payments, missed lessons, etc. if this is due to incorrect contact information. 2c. Due to the size of our student roll, most of CWGA’s communication is done via bulk delivery services e.g. mail merge, therefore there is a level of potential error associated with this. If you notice something incorrect e.g. lesson details or account details, it is not meant offensively. In these cases please let us know via email to CW1MUSIC@GMAIL.COM so we can rectify the situation as soon as possible.
3. Timetabling of Lessons
3a. The pupil will be informed of the lesson day, time and the date of their first lesson before their teaching commences, in person, by email and on the my music staff portal. The portal will always be up to date so we recommend you always check in to your account to verify your times. CWGA will aim to confirm all the lesson details by email, but does not guarantee that this will be the case if it deems sufficient confirmation has been provided by other means.
3b. Site-based lessons - if the agreed lesson times or days need to be changed, the pupil will be contacted as far in advance as possible and alternative arrangements will be made to continue the lessons at times and days that suit the pupil and CWGA. Again, always check the portal for updates.
3c. School-based / School Programme lessons –
3.c.i. If the agreed lesson day needs to be changed, the pupil will be contacted as far in advance as possible and alternative arrangements will be made with the school and the pupil for a suitable new lesson time.
3.c.ii. If the agreed School Programme lesson time needs to change to a new time, on the same day of the week and within school hours, the pupil will not be informed in advance and will instead be collected at the new time by the tutor. If this is not possible at your school your lesson will not be changed.
3.c.iii. In order for pupils not to miss the same classroom lessons/ activity each week, CWGA offers a rotating timetable to suit the school and the pupils. Not all schools run this way and we will always follow the schools lead on this.
3.c.iv. Pupils scheduled for lessons on a rotating timetable will be given the details of the varying lesson times, as will the tutors and the school, so that attendance at the School Programme lessons is not impacted adversely.
4a. Individual lessons –
4.a.i. If the pupil is unable to attend a lesson please let CWGA know at the earliest time possible, either by email to Absence.firstname.lastname@example.org .
Emails and Absence forms will be passed on to the relevant tutor(s) - you are welcome to make direct contact with the tutors as well if you choose to. 4.a.ii. Where less than 48-hours’ notice is given for missing a lesson no catch-up lesson or credit will be given. This lesson is considered forfeited.
4.a.iii. Where at least 48-hours’ notice of the intended absence is given, this is deemed an “explained absence.”
4.a.iv. Your or your child’s CWGA tutor will arrange a replacement/catch-up lessons for up to two lessons per term for explained absences with you at a mutually agreeable time. This may be a zoom lesson instead of at school. If this is not possible however, then those lessons will be taken off the following terms invoice.
4.a.v. CWGA tutors are trained to go above and beyond to help work these replacement/catch up lesson timings out with you, however If you decide that you would prefer to not have this, this lesson is considered forfeited.
Please note the onus is on the caregiver/parent to jointly work with their tutor to find a mutually beneficial time.
4.a.vi. It is only by managerial discretion that customer credit is placed on a pupils account to the value of a missed lesson. Customer credit is not transferable for money but will be used at the earliest convenience - usually the next term’s fees.
4b. Group and School Programme lessons –
4.b.i. No catch-up lessons or credits will be provided for an individual's absence from a School Programme / group lesson / band class / choir / or any other group-based tuition activity.
4.b.ii. Where the entire group is absent we will endeavour to provide a
replacement/catch-up lesson later that term, if we are unable to do this, we may choose instead to place this on your pupil’s account as customer credit. 4.b.iii. Where a CWGA tutor is not able to teach, due to illness or a vehicle / mechanical failure, CWGA will arrange for the missed lessons to be caught up at a time that suits the affected school.
4c. Tutor Absences –
4.c.i. If the pupil's tutor is unavailable to teach, CWGA will attempt to arrange a cover tutor and give you as much notice as possible.
4.c.ii. If this is not possible, the pupil’s normal tutor will arrange catch up lessons with the pupil as stipulated in 4.a.iii.
4.c.iii. A tutor’s absence is not counted as one of the two explained absences per term but as an additional replacement/catch up lesson owed.
4d. Unavoidable cancellations –
4.d.i. If CWGA cancels any lessons due to events out of its control, customer credit may be given at the discretion of CWGA management.
4.d.ii. CWGA diligently attempts to exclude all events planned by the school that conflict with lessons at the start of each term but it should be assumed we are not aware and responsibility lies with you to inform us of any clashes. 4.d.iii. If a school cancels CWGA 's teaching due to events out of CWGA 's control (sports days / school trips / etc.) the week of that event, It is not CWGA’s responsibility to make itself aware of any such event, due to what is stipulated in 4.d.ii.
4e. Ongoing absences –
4.e.i. If a pupil will be absent for more than three weeks due to medical reasons, a credit may be given, at the discretion of CWGA management.
5. Duration of the Lesson Agreement - ongoing
5a. The lesson agreement between CWGA and the pupil is a rolling agreement that continues into each new term and new year.
5b. The pupils are emailed their invoices towards the end of each term or at least before the new term begins in respect of the following term’s lessons, until a cancellation notice is received, as discussed below.
6. Cancelling the Lesson Agreement – the must pupil opt out of the Lesson Agreement with CWGA
6a. If the pupil wishes to cancel the lesson agreement with CWGA, written notice must be received at least half a term prior to the end of term.
6b. Verbal notice given to the tutor will not be acted upon and is not considered sufficient unless confirmed in writing to CWGA by the pupil or parent/guardian.
6c. If the pupil is unable to give half a terms notice, they will be charged a late notice fee equivalent to four weeks of lessons (or if only two week’s notice is given, a late notice fee equivalent to the cost of two week’s lessons will be charged).
6d. Exceptions on medical grounds may be made to this as decided by CWGA.
6e. No refund or credit will be given for any cancellations part way through a fixed length programme.
6f. If CWGA has to cancel a lesson agreement it will endeavour to give two weeks’ notice to the pupil. Any lessons remaining after the lessons’ end date will be credited to the pupil's account if payment has already been made.
6g. If, in exceptional circumstances, CWGA has to cancel the pupil's lesson due to damage of CWGA property or harassment of CWGA staff by the pupil, this may be done with no notice and no credit or refund for any outstanding lessons.
7. Payments to CWGA
7a. All payments are to be made either by bank transfer or the online portal.
7b. All monthly payments should be made on the 10th of each month.
8. Tuition Fees and Accounting
8a. CWGA starts following up term fees with an assumption of good faith that it is an unintentional mistake.
8b. The pupil will be billed for each future term in full towards the end of the preceding term unless a monthly plan is in place. In which case a monthly invoice will go out via the portal.
8c. Full payment must be received before the new term starts, unless an agreed instalment plan has been put into place via Standing Order or Direct Debit via the portal.
8d. CWGA’s bank details are –
Bank Account Number : 64607780
Sort Code : 090136
Bank : Santander
Please use the surname of the guardian that is the main point of contact with us and the invoice number (found at the top of the CWGA invoice) as a reference.
8f. CWGA prefers online / Internet banking payments.
8g. New pupils will receive an invoice when their enrolment is processed.