Terms & Conditions

Terms & Conditions for pupils attending lessons at HCM Academies

1) Payment requests and payment of lesson fees

HCM Academy Terms generally coincide with local school terms. Lessons must be paid prior to the start of each term.

Payment requests will be sent via email. If you change email address please let us know immediately. If you do not have an email address payment requests will be sent by Royal Mail.

Payment requests will be sent out approximately three weeks before the end of term, for the following term. The payment request will show the deadlines for payment, payment option methods and prompt payment discounts for continuing students. We do not teach during Half-term holidays or Bank Holidays and this is taken in to consideration when calculating the terms fees. Supplementary lessons may be available, on a case by case basis.

Payment can be made on-line or by telephone, via credit or debit card. Payments by Amex is not supported. Tuition fees can also be paid in person, by card, cheque or cash, at our HCM Reception Ware. Payment cannot be made directly to teachers.

2) Lesson changes and cancellations

We aim to ensure that lessons are as consistent as possible, however, there will be times where changes or cancellations may be necessary. Please note the following:

• Teacher’s absence: In the event of a teacher being absent, we will organise for an alternative teacher to cover. If this is not possible, the teacher will endeavour to make this lesson up before the end of term. This will often take place during half-term. If we are unable to provide an alternative teacher, or make up the cancelled lesson, we will deduct the cost of this lesson from the following term’s payments request.
• Change in pupil ability: We constantly monitor classes to ensure that progress is being made and that classes are suitable for all who attend. Naturally, pupils within a class may progress quicker than others, resulting in the need to re-structure a group. Again, this will only occur to ensure the progress and enjoyment of lessons for each individual pupil.
• Weather Conditions: If weather such as snow is forecast, we will continue to run lessons unless we feel it is dangerous to our teachers and pupils. If we have to cancel a lesson due to weather conditions, we will notify you at the earliest opportunity and endeavour to make the lesson up as soon as possible. If a pupil does not attend a lesson, or the rescheduled lesson provided due to weather conditions, but their particular teacher is on site teaching, the lesson will be forfeited.
• If a pupil misses a lesson which is not as a consequence of an HCM cancellation, the lesson is non refundable

3.Lesson cancellation communication method

We will notify you of a cancelled lesson by SMS text message and/or email, which will be sent to the pupil or designated parent/guardian with the contact details that have been given to us. If you do not have a mobile phone we will phone the land line contact number provided.

4.Group Lessons

At HCM we encourage pupils to have group lessons as we feel they represent a more fun and sociable learning environment for children and adults alike. The more fun a pupil has in making and learning music, the more motivated and enthused they will be.

Our minimum group class size is 3 and the maximum is 6.

If a group size falls below 3, we will endeavour to merge the group with another at the same standard. If this is not possible, it may become necessary to disband the group and offer the remaining pupils 1 to 1, or paired lessons, as an alternative. This may result in further tuition fees being payable. In the event that the pupil can’t make an alternative time for a group lesson and would rather not have 1 to 1 or paired lessons, we will refund any remaining lessons in the term.

When we start a new Group lesson and we are unable to achieve the minimum class size of 3, we may be forced to disband the group and offer 1 to 1, or paired lessons as an alternative. This may result in further tuition fees being charged. As with existing groups, if a pupil would rather not have 1 to 1 or paired lessons, we will refund any remaining lessons in the term concerned.

5.Ceasing lessons

If you decide to cease having lessons with us, please advise us in writing by email to learn@h-c-m.co.uk , or by letter. Please note that if you decide to cease mid-term, any fees relating to future lessons in the term cannot be refunded.

6.Safety of Pupils

The school and the teachers only accept responsibility for the safety of pupils once they are under the teachers’ supervision, within the class room. We recommend that parents should escort children to the lesson, and pick them up at the end of the lesson. We have waiting areas available which act as a good “meeting area” for you and your child. Outside the Tuition Studios in Ware, we use CCTV to monitor activity and ensure the safety of all students and visitors. Children’s visits to the toilets are not supervised.

7.Collection of pupils

There must be a designated parent/guardian assigned to the collection of each pupil who is under 16, as well as a secondary parent/guardian. Should, for any reason, you need to make arrangements for an alternative person to collect your child, you must inform the staff at the HCM reception, or Teacher if you are collecting your child directly from the Tuition Studio, in advance, so that we can ensure the safety of your child.

If you are running late, it is imperative that you contact us, so that we can ensure the safety of your child and continue supervision until you arrive. However, we do ask that every effort must be made on your behalf to collect your child on time.

8.Parking

Unfortunately there is not an HCM designated parking area available for customers and pupils. In Ware there is a short stay pay-and-display car park on the roundabout at the end of the road, as well as three parking bays close to the school. In Letchworth there is a public car park immediately behind the Town hall. At Ware it is illegal and irresponsible to stop your car outside the building, on the marked pedestrian crossing.

9. Variation to the Terms and Conditions

These terms and conditions may be updated on occasion. You will be notified of any changes in advance via email. If you do not agree with changes to these terms and conditions, you are entitled to terminate the lessons by providing us with half a terms notice (fee payable), in writing. Terms and Conditions are published on our website.

Terms & Conditions for pupils attending lessons delivered by HCM in Schools:-

1.Payment requests and payment of lesson fees

Lessons delivered by HCM in schools take place over a period within the school terms. Lessons must be paid prior to the start of each term.

Payment requests will be sent via email. If you change email address please let us know immediately. If you do not have an email address payment requests will be sent by Royal Mail.

Payment requests will be sent out approximately three weeks before the end of term, for the following term. The payment request will show the deadlines for payment, payment option methods and prompt payment discounts for continuing students. We do not teach during Half-term holidays or Bank Holidays and this is taken in to consideration when calculating the terms fees. Supplementary lessons may be available, on a case by case basis.

Payment can be made on-line or by telephone, via credit or debit card. Payments by Amex is not supported. Tuition fees can also be paid in person, by card, cheque or cash, at our HCM Reception in Ware. Payment cannot be made directly to teachers.

2.Lesson changes and cancellations

We aim to ensure that lessons are as consistent as possible, however, there will be times where changes or cancellations may be necessary. Please note the following:

• Teacher’s absence: In the event of a teacher being absent, we will organise for an alternative teacher to cover. If this is not possible, the teacher will endeavour to make this lesson up before the end of term. If we are unable to provide an alternative teacher, or make up the cancelled lesson, we will deduct the cost of this lesson from the following term’s payments request.
• Change in pupil ability: We constantly monitor classes to ensure that progress is being made and that classes are suitable for all who attend. Naturally, pupils within a class may progress quicker than others, resulting in the need to re-structure a group. Again, this will only occur to ensure the progress and enjoyment of lessons for each individual pupil.
• Weather Conditions: If a particular school decides to close due to adverse weather etc. we will obviously not deliver music lessons on the day concerned and will either make up the lesson if possible, or if not deduct the cost of the lesson missed from the following terms fees. If a pupil does not attend a lesson, or the rescheduled lesson provided due to weather conditions, but the school remains open and their particular teacher is on site teaching, the lesson will be forfeited.
• If a pupil misses a lesson which is not as a consequence of an HCM cancellation, the lesson is non-refundable.
• If a pupil is unable to attend a lesson due to a school trip or activity etc. and we are not given at least 24 hours written advance notice by the parent or carer, the lesson will not be credited or refunded.

3. Lesson cancellation communication method

We will notify you of a cancelled lesson due to the absence of an HCM Teacher, by SMS text message and email, which will be sent to the pupil or designated parent/guardian with the contact details that have been given to us. If you do not have a mobile phone we will phone the land line contact number provided.

4.Group Lessons

At HCM we encourage pupils to have group lessons as we feel they represent a more fun and sociable learning environment for children and adults alike. The more fun a pupil has in making and learning music, the more motivated and enthused they will be.

Our minimum group class size is 2 and the maximum is 4.

If a group size falls below 2, we will endeavour to merge the group with another at the same standard. If this is not possible, it may become necessary to disband the group and we will refund any remaining lessons in the term. Alternatively, we may be able to offer “one to one” lessons, which will result in further fees being payable.

When we start a new Group lesson and we are unable to achieve the minimum class size of 2, we may be forced to disband the group and we will refund any remaining lessons in the term concerned. Alternatively, we may be able to offer “one to one” lessons, which will result in further fees being payable.

5.Ceasing lessons

If you decide to cease having lessons with us, please advise us in writing by email to learn@h-c-m.co.uk .or by letter. Please note that if you decide to cease mid-term, any fees relating to future lessons in the term cannot be refunded.

6.Variation to the Terms and Conditions

These terms and conditions may be updated on occasion. You will be notified of any changes in advance via email. If you do not agree with changes to these terms and conditions, you are entitled to terminate the lessons by providing us with half a terms notice (fee payable), in writing. Terms and Conditions are published on our website.

STILL NEED TO ASK A QUESTION?

If you haven’t been able to find what you are looking for call us on 01920 460646 or by email learn@h-c-m.co.uk