Terms and Conditions (Effective 2025)

Welcome to The Glasgow School of Music (GSofM). These Terms and Conditions outline the agreement between the school and its students, parents, and guardians. By enrolling in lessons, you agree to these Terms and Conditions.

1. Lesson Structure

1.1. Program Duration: Lessons operate year-round with a rolling twelve-month schedule comprising 48 weekly lessons. Lessons do not take place during the scheduled holiday over Summer (2weeks) and Christmas holiday (2 weeks) periods; the exact dates can be found on our payment schedule.

1.2. Lesson Types: Students may choose from the following formats:

In-Person Lessons: Held at GSofM premises.

Online Lessons: Conducted via secure video platforms.

Flexi Lessons: A combination of in-person and online lessons.

1.3. First Lesson: New students may book their first lesson as a standalone session. Fees apply, and the first lesson must be booked and paid for in advance at the standard rate.

1.4. Scheduling: Lessons continue as planned over public holidays unless the schedule states otherwise. Clients are encouraged to use the 2 allotted absences per block if they need to miss lessons during this time. Planned absences must be submitted using the Planned Absence Form provided by GSofM. Requests for schedule changes require at least 7 days’ notice.

1.5. Resuming Lessons After Breaks: Students taking extended breaks (e.g., sabbaticals or seasonal pauses) must provide at least 30 days’ notice to secure their lesson slots upon return.

1.6. Term 3 Adjustments: During Term 3, GSofM is open to negotiating with clients to save their time slot if they are away for longer than the allotted 2 weeks per term. Requests must be submitted in advance for consideration and may incur a fee to secure the time slot.

2. Payments

2.1. Lesson Fees:

30-minute lesson: £24
45-minute lesson: £32
60-minute lesson: £40

2.2. Payment Options: All lessons must be booked and paid for in blocks of 5 or 10 weeks at a time. Payments are due upon invoice, and a 7-day grace period is provided. After the grace period, a £25 late fee will be applied, and lessons will be suspended until payment is received.

2.3. Late Payments: Payments not received within the 7-day grace period will incur a £25 late fee. If payment remains outstanding beyond this period, lessons will be suspended, and clients may lose their reserved time slot. Resuming lessons in such cases will depend on slot availability and may require scheduling adjustments.

2.4. Refund Policy: GSofM does not offer refunds for lessons missed by the student, except in exceptional circumstances approved by management. Examples of exceptional circumstances may include bereavement or long-term illness. These cases will be assessed based on documentation provided by the client and reviewed within 10 working days.

2.5. Bounced Payments: For bounced payments or Direct Debit failures, a £10 administrative fee will be applied. Lessons will be suspended until the issue is resolved. Repeated payment failures may result in the termination of the enrolment agreement.

2.6. Incentives for Long-Term Commitments: A 5% discount is available for annual block bookings paid in advance. Long-term clients also receive:

Priority Booking: Access to peak lesson times and preferred scheduling options.

Referral Bonuses: A bonus lesson or small discount for each new student referred who enrols.

Exclusive Access: Early enrolment opportunities for new services, workshops, or events.

3. Attendance and Cancellations

3.1. Attendance: Students must attend lessons punctually. Late arrivals will not be compensated with additional time.

3.2. Emergency Cancellations: For sudden illnesses or emergencies, one discretionary reschedule per block may be granted at the school’s discretion.

3.3. Cancellations by GSofM: If GSofM cancels a lesson, it will be rescheduled or credited.

3.4. Cancellation Limits: Students are allowed a maximum of 10 cancellations per year. Exceeding this limit may result in a review of the enrolment agreement.

4. Teacher Assignment

4.1. Consistency: GSofM aims to provide long-term teacher-student consistency but reserves the right to assign substitute teachers if necessary. While every effort will be made to accommodate requests for specific teachers, availability cannot be guaranteed.

4.2. Teacher Absences: If a teacher is unavailable, GSofM will provide a substitute or reschedule the lesson. Substitute teachers are selected based on their qualifications and compatibility with the student’s needs. Clients will be informed of any changes to teacher assignments at least 48 hours in advance whenever possible.

4.3. Switching Teachers or Lesson Types: Requests to switch teachers or change lesson formats (e.g., from individual to group lessons or from in-person to online) must be made in writing. Approval is subject to availability and at the discretion of GSofM management. Additional fees or scheduling adjustments may apply.

4.4. Conflict of Interest and Boundaries: GSofM prioritises professional relationships between teachers, students, and parents/guardians. Teachers will not teach immediate family members unless explicitly approved by GSofM management. Personal relationships must not interfere with the quality or impartiality of lessons. Concerns should be reported to management for resolution.

5. Student Expectations

5.1. Practice: Regular practice outside of lessons is essential for progress. For students under 18, parents/guardians are encouraged to monitor practice routines.

5.2. Materials: Students are responsible for their own instruments, music books, and other required materials. GSofM is not responsible for damage to or loss of student-owned instruments or materials during lessons, transportation, or at-home practice. Specific instrument requests may be accommodated where possible, but availability cannot be guaranteed.

5.3. Behaviour: Students must behave respectfully toward teachers and peers. Disruptive behaviour may result in suspension or termination of lessons.

5.4. Progress Reporting: Tutors will complete a feedback form outlining the student’s goals and intended outcomes for the block upon request. This form may include sections such as key areas of focus (e.g., scales, repertoire), challenges, and weekly practice targets. Feedback will be shared with students and parents to identify areas for improvement and celebrate achievements.

5.5. Inclusivity: GSofM is committed to accommodating students with special needs or disabilities wherever possible. Parents/guardians should communicate any specific requirements during enrolment to ensure appropriate support is provided.

5.6. Providing Feedback: GSofM welcomes feedback and suggestions from students and parents to improve its services. A feedback form is available upon request, and clients are encouraged to share their thoughts with the school’s management team. All feedback will be reviewed and considered during regular evaluations of school operations.

6. Health and Safety

6.1. Illness Policy: Students and teachers should not attend lessons if unwell. Online lessons may be offered as an alternative when possible. For communicable diseases, students must follow applicable quarantine guidelines before returning.

6.2. Parental Responsibilities: For students under 18, a parent or guardian must remain onsite or reachable during lessons. Additionally, parents/guardians are encouraged to assist with maintaining regular practice routines, providing necessary materials, and keeping open communication with the school regarding the student’s progress or concerns.

6.3. Physical Safety: GSofM is not liable for injuries sustained due to improper handling of instruments or lack of supervision outside lesson times. Students and parents/guardians are responsible for ensuring instruments and accessories are used safely and correctly during lessons and at home.

6.4. Emergency Protocols: In the event of emergencies, such as fire or severe weather disruptions, GSofM will ensure all students and staff follow appropriate evacuation and safety measures. Parents will be contacted immediately if necessary via email or phone, depending on the urgency of the situation. Lessons may be rescheduled at no extra cost.

7. Online Lessons

7.1. Technical Requirements: Students must have a reliable internet connection, a suitable device, and the required software for online lessons.

7.2. Technical Issues: GSofM is not responsible for missed lessons due to technical problems on the student’s side. Efforts will be made to reschedule at the discretion of the tutor if issues are reported promptly. Refunds are not provided for lessons missed due to technical issues or interruptions caused by external factors such as power outages or internet disruptions.

7.3. Recording and Privacy: Online lessons may not be recorded without prior consent from both the teacher and the student (or guardian).

8. Data Protection

8.1. Privacy Policy: GSofM is committed to protecting personal data in compliance with applicable data protection laws. Details are available in the GSofM Privacy Policy.

8.2. Consent: By enrolling, you consent to the use of your contact information for lesson coordination and school communication.

8.3. Additional Data Collection: GSofM may collect optional data, such as learning preferences or progress tracking, to improve educational outcomes.

9. Marketing and Media

9.1. Photos and Videos: GSofM may use photos and videos of students for marketing purposes. Consent will be obtained before use.

9.2. Testimonials: Student and parent feedback may be used for promotional purposes with consent.

9.3. Opt-Out Option: Students/parents may opt out of all marketing and media use by submitting a written request at enrolment. Marketing materials may include newsletters, social media posts, event promotions, and other GSofM updates. Opt-out requests will be processed within 10 working days.

10. Termination

10.1. By Students: Students may terminate their enrolment with 30 days’ written notice.

10.2. By GSofM: GSofM reserves the right to terminate lessons due to non-compliance with these Terms and Conditions or other justifiable reasons.

10.3. Early Termination Fees: For long-term commitments (e.g., annual block bookings), early termination may result in a prorated fee to cover administrative costs.

11. Disputes and Grievances

11.1. Resolution Process: Students and parents are encouraged to address concerns directly with the teacher first. If unresolved, issues should be escalated to GSofM management.

11.2. Final Decisions: GSofM management’s decision will be considered final in dispute resolution. A receipt acknowledging the dispute will be provided to the client, who can expect a full update within 10 to 20 working days.

12. Amendments

12.1. GSofM may update these Terms and Conditions. Notice of changes will be provided, and continued enrolment implies acceptance of the updated terms.

13. Force Majeure

13.1. GSofM is not liable for cancellations or disruptions caused by events beyond its control, including but not limited to natural disasters, pandemics, or government restrictions. In such cases, lessons may be rescheduled or conducted online where possible.

For any questions or clarifications, please contact info@theglasgowschoolofmusic.co.uk.