TERMS AND CONDITIONS FOR TUITION AT GREEN ROOM CONCEPT STUDIOS

As of Term 2, 2024

The following Terms and Conditions apply to all lesson agreements made between Green Room Concept Studios (“GRCS”) and its students and the parents/carers of its students (“the student”) and includes references to the GRCS - Schools Program students.

The Terms and Conditions described below may seem relatively strict but have been discussed at length amongst the GRCS team with the endeavour of making them as fair as possible for both client and provider. As GRCS 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 GRCS Families are. They reflect the small margin of people that have taken advantage and never paid for services rendered that jeopardise the livelihood of our tutors and studio. 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.

1.Term Dates

1a. Teaching weeks at GRCS roughly adhere to Victorian Department of Education’s School Terms, however, there are occasional differences. Our term dates are sent out before each term begins.

1b. It is the responsibility of the student or parent/carer to be aware of the first and last dates of term at GRCS.

2.Communications

2a. All correspondence is sent out to the student or parent/carer by email. If this will be an issue, please let GRCS know.

2b. It is the responsibility of the student to make GRCS aware of any changes to their contact details. GRCS 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 GRCS’s communication is done via bulk delivery services. 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 hello@greenroomconceptstudios.com so we can rectify the situation as soon as possible.

3.Timetabling of Lessons

3a. The student will be informed of the lesson day, time and the date of their first lesson before their teaching commences, either by phone, in person or by email. GRCS 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 student 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 student and GRCS.

3c. School-based / School Program lessons –

If the agreed lesson day needs to be changed, the student will be contacted as far in advance as possible and alternative arrangements will be made with the school and the student for a suitable new lesson time.
If the agreed School Program lesson time needs to change to a new time, on the same day of the week and within school hours, the change will be made via My Music Staff, however, student will not be informed in advance and will instead be collected at the new time by the tutor/school office assistant.

4.Absences

4a. Individual lessons –

If the student is unable to attend a lesson please let GRCS know at the earliest time possible, either by email to hello@greenroomconceptstudios.com or via our student portal (My Music Staff) where you can cancel the lesson and write a comment. https://www.greenroomconceptstudios.com/student-portal

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.

Where less than 24-hours’ notice is given for missing a lesson, the lesson will be forfeited and will not rollover.
Where at least 24-hours’ notice of the intended absence is given, this is deemed an “explained/notified absence” and the lesson will rollover.
At GRCS we do not offer makeup lessons, instead, lessons missed due to an ‘explained/notified absence’ will rollover to the end of the term/semester. The lesson will remain at the same time, on the same day, but will just be taught at a later date.
If there are still lessons owing at the end of a semester due to ‘explained/notified absences’, the remaining lessons will be credited to your next term's invoice. It is only by managerial discretion that customer credit is placed on a student’s account to the value of a missed lesson. Customer credit is not transferable for money but will be used at the earliest convenience - usually for the next term’s fees.

4b. Group and School Program lessons –

No catch-up lessons or credits will be provided for an individual's absence from a School Program / group lesson / band class / choir / or any other group-based tuition activity.
Where a GRCS in Schools Program tutor is not able to teach, due to illness or personal reasons, GRCS will arrange for the missed rollover to the end of the term/semester to ensure that the lesson is still received.

4c. Tutor Absences –

If the student's tutor is unavailable to teach for more than two weeks due to other professional commitments, sickness or personal reasons, GRCS will attempt to arrange a cover tutor and give you as much notice as possible.
If this is not possible, GRCS will be in contact to discuss options with you.

4d. Unavoidable cancellations –

If GRCS cancels any lessons due to events out of its control, customer credit may be given at the discretion of GRCS management.
GRCS diligently attempts to exclude all events planned by the school that conflict with lessons at the start of each term. However, we appreciate any parent who notifies us of events that may have been not communicated by the school.
If a school cancels GRCS's teaching due to events out of GRCS's control (sports days / school trips / etc.) the week of that event, It is not GRCS'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 student will be absent for more than three weeks due to medical reasons, a credit may be given, at the discretion of GRCS management.

5.Duration of the Lesson Agreement - ongoing

5a. The lesson agreement between GRCS and the student is a rolling agreement that continues into each new term and new year.

5b. The students/families are emailed their invoices towards the end of each term/before the start of the new term until a cancellation notice is received, as discussed below in Item 6a-6g.

6.Cancelling the Lesson Agreement - the must student opt out of the Lesson Agreement with GRCS

6a. If the student wishes to cancel the lesson agreement with GRCS, written notice must be received by GRCS at least two weeks prior to the intended last lesson.
6b. Verbal notice given to the tutor will not be acted upon and is not considered sufficient unless also confirmed in writing to GRCS by the parent/student.

6c. If the student is unable to give two weeks’ notice, they will be charged a late notice fee equivalent to two weeks of lessons. If only one week’s notice is given, a late notice fee equivalent to the cost of one week’s lessons will be charged.

6d. Exceptions on medical grounds may be made to this as decided by GRCS.

6e. No refund or credit will be given for any cancellations part way through a prepaid term for any of our services (bands, vocal groups or individual lessons)

6f. If GRCS has to cancel a lesson agreement it will endeavor to give two weeks notice to the student. Any lessons remaining after the lessons’ end date will be credited to the student's account if payment has already been made.

6g. If, in exceptional circumstances, GRCS has to cancel the student's lesson due to damage of GRCS property or harassment of GRCS staff by the student, this may be done with no notice and no credit or refund for any outstanding lessons.

7.Payments at GRCS Main Studios – 15 Racecourse Crescent, Dalyston, VIC Please note, in person payments are not always available, so check in advance to ensure payments can be accepted.

7a. An EFTPOS machine is available for processing EFTPOS, VISA and MasterCard payments.

7b. CREDIT CARD details can be made online through your family account on the student portal.

7c. CASH payments may be made in person to GRCS management.

8.Tuition Fees and Accounting

8a. GRCS teachers CANNOT accept payments in any form.

8b. GRCS starts following up late term fees with an assumption of good faith that it is an unintentional mistake.

8c. The student will be billed in full for each term towards the end of the preceding term or before the start of a new term.

8d. Full payment must be received before the new term starts or within 14 days of the invoice being issued unless an agreed instalment plan has been agreed on with GRCS.

8e. GRCS Banks with Commonwealth bank and the account information is located on your invoice.
Please use the invoice number as a reference.

8f. GRCS prefers online / Internet banking payments.

8g. New students will receive an invoice when their enrolment is processed.

8h. If the student commences lessons part way through a term and ALL of the term/semester lessons can still be taught, then the FULL lessons fee will still be charged for that term. If lessons commence part way through a term and all the semester lessons CANNOT be taught, then you will receive an invoice for the REMAINING weeks of the term/semester.

8i. Upon enrolment, a student or guardian/caregiver of student will be set up with a Student Portal login. All Term fee invoices, payments and lesson details are accessible there.

8j. If a payment arrangement/plan needs to be made, you will need to communicate with GRCS management to have this approved.

8k. A family discount of 10% will be applied to all lessons where two or more students from one family are learning instruments at GRCS. This discount will not be applied retrospectively for any lessons already billed.

8l. Penalties for late payments will be applied as per Item 9a-9c.

9.Penalties

9a. Overdue accounts can accrue penalties of an additional 10% when overdue for 14 days. If the account is still not paid after another 14 days, a further penalty of 10% will be added and will continue to be added every 7 days.

The student is responsible for any and all charges that their bank may levy for rejecting any payment to GRCS.

9b. GRCS reserves the right to temporarily and fully suspend students from lessons with unpaid term fees during term time. A temporary suspension means that GRCS will keep the lesson time slot available for the student in the hopes that payment will be made. A full suspension means that GRCS has the right to fill the student’s lesson time slot with another student from the waitlist.

9c. Debt Collection details.

Payments more than 30 days in arrear may be handed over to a debt collector.
GRCS will attempt numerous contacts prior to resorting to this unfortunate measure.
All costs incurred for sending an account for debt collection are added to the student’s outstanding balance.

10.Photography & Filming

10a. GRCS may use film or still photographs of students for appropriate promotional purposes.

10b. The student (or the guardian/caregiver if the student is under 18 years of age) must inform GRCS in writing if you will not allow the use of such images.

11.Changes to the Terms and Conditions

11a. The Terms and Conditions described above are agreed to upon enrolment or upon the payment of your invoice and may be changed at any point by GRCS without providing notice to the student. A copy of the Terms and Conditions will always be available on our website and may be emailed to the student on request.

Contact Details

For all studio notification and enquiries E: hello@greenroomconceptstudios.com

To find us on Facebook : www.facebook.com/GreenRoomCS

To call us: 0423 354 978

Main Studio Address: 15 Racecourse Crescent, Dalyston, VIC, 3992