Musica Kirklees Terms and Conditions - Tuition and Ensemble Membership

This agreement is between you and Musica Kirklees. 

This agreement is governed by English Law.                                                                                        

 

Musica Kirklees reserves the right to review these terms and conditions.  You will have the option to accept the revised terms or withdraw from lessons if we change our terms.

 

You have the right to cancel this agreement for the period of seven working days (not counting weekends) from the date of application and/or registration or the date of the first scheduled lesson/ensemble rehearsal, whichever is the sooner.

 

Definitions:

For the purpose of this agreement “term” refers to one of the following periods which together make a full academic year:

Autumn Term - September to the Christmas Holidays

Spring Term - Christmas Holidays to the Easter Holidays

Summer Term - Easter Holidays to the Summer Holidays

Pupil – the child or adult in receipt of tuition or registered for Music Centre/Ensembles with Musica Kirklees

Account Holder – the responsible adult who completed the application form for tuition or Music Centre/Ensemble Registration; either the parent/carer of a child pupil or an adult pupil (age 18 or over)

 

This agreement is for ongoing tuition and/or Music Centre/ensemble registration that will continue term on term, year on year unless cancelled or suspended in accordance with the terms stated in section 6 of this document.

 

  1. Individual/Small Group Tuition
  2. Music Centre/Central Ensemble Registration
  3. Instruments and Equipment
  4. Invoicing
  5. Kirklees Priority Passport Discounts
  6. Gift Aid
  7. Cancellation

 

  1. INDIVIDUAL/SMALL GROUP INSTRUMENTAL TUITION 

Musica Kirklees aim to offer 33 lessons per academic year (or pro-rata dependant on when lessons commence).  School terms vary in length year to year thus affecting the distribution of teaching weeks available each term.  Invoices will be issued based on the number of lessons planned for the term; as term lengths vary, this will also vary to reflect the number of lessons available.  You will be notified of planned termly lesson numbers on an annual basis before the new academic year commences.

 

Missed Lessons

Lessons missed for the following reasons are eligible for refund/credit/reschedule:

  • Where a lesson does not go ahead due to teacher absence, this lesson will be rescheduled either within the current term or another term within the same academic year.  The Account Holder will receive a credit/refund for that lesson should it not be possible to reschedule.
  • Severe weather or emergency (e.g. snow or power outage) resulting in closure of the venue/school.
  • Where a pupil will need to be absent from 5 or more consecutive lessons for medical reasons, lessons will be either suspended or credited/refunded where the Account Holder provides evidence of the need (e.g. clinic appointment message, doctor’s note etc) within 7 days of the first missed lesson.  If the student attends but is unable to play or sing for medical reasons, or they have forgotten their instrument or music, the teacher will use the lesson time for theory tuition and the lesson remains chargeable (this is the recommended course of action for pupils who would not qualify for the medical refund/suspension but are unable to play or sing or those who have not brought their instrument/music and whose lessons would otherwise be ineligible for refund/credit/reschedule).
  • Where the Musica Kirklees office receives written correspondence from the Account Holder no less than 7 days prior to the lesson date when pupil is due to be absent, up to a maximum of 3 lessons per term; anything over the 3 lesson maximum will not be eligible for refund/credit/reschedule.  It is responsibility solely of the Account Holder to inform the Musica Kirklees office of any absences for any reason, including but not limited to where there may be exams, assessments, INSET days, activities, events, or trips including those organised by the pupil’s school.

Lessons missed for the following reasons are ineligible for refund/credit/reschedule:

  • In the event of severe weather (e.g. snow) if the school/venue is open and the teacher available but the pupil is absent.
  • Where a pupil is absent less than 7 days’ notice or no notice is provided to the Musica Kirklees office by the Account Holder.  This includes, but is not limited to, absences due to pupil illness, term-time holiday, exams, assessments, INSET days, activities, events, or trips including those organised by the pupil’s school.  
  • Lessons missed for any reason other than those specified as eligible for refund/credit/reschedule in these terms and conditions.
  • If the Account Holder/pupil refuses a rescheduled lesson.
  • Lessons missed with 7 days’ notice where the pupil has already had 3 lessons rescheduled/refunded/credited within that term due to absence with notice.
  • Where lessons were scheduled but the Account Holder has gone ‘on stop’ due to non-payment of an invoice and lessons are suspended.

 

Rescheduled Lessons

Musica Kirklees provide a maximum of 33 lessons in a full academic year, however there are usually approximately 39 weeks of term time.  This provides some flexibility to allow for rescheduling eligible missed lessons.  Where rescheduling is needed, the rescheduled lesson must take place in the same academic year as the lesson it is replacing.  It can however be in a different term. 

A lesson eligible to be rescheduled will be charged for as part of the fees for the term when the original lesson was due to take place, even where the rescheduled lesson will not take place during that term. 

Lessons can either be rescheduled to a future date any time within the same academic year, or it can be agreed for a future lesson to be moved to an earlier date (e.g. where it would help to have a double lesson in preparation for a forthcoming music exam, a lesson from the Spring Term quota could be moved to the Autumn Term) and therefore keeping to a maximum of 33 chargeable lessons over a full academic year.

For rescheduled lessons due to teacher absence or severe weather/emergency resulting in venue closure, if the rescheduled lesson is missed for an eligible reason, or the pupil’s tuition has been cancelled in accordance with these terms and conditions before the rescheduled lesson could take place, a credit/refund will be applied or it may be rescheduled again.   

 

Lesson Numbers

Lesson numbers are reviewed at the start of tuition and twice each academic year (Spring Term and end of the Summer Term).  Credits/refunds will be issued where it is identified that the number of lessons already charged for that academic year cannot be delivered (this does not include lessons missed that are ineligible for refunds/credits/rescheduling).  If a lesson is credited/refunded it will not be rescheduled. 

 

Pupil Transfers

Pupils transferring schools at the end of the academic year will automatically be timetabled for lessons in their new school unless the Account Holder cancels tuition.

 

Requests for a pupil to transfer to a different lesson option (and therefore incurring different charges) or different instrument, must be made by the Account Holder in writing by emailing [email protected].  Requests will be met as soon as possible.

 

Fees

Termly fees are calculated based on the price per lesson (depending on the lesson option) and how many teaching weeks are planned for that term.  The prices per lesson remain valid for the academic year and are reviewed annually with the revisions taking effect from September.  We will inform all customers of the increase in fees by email.  The price per term will vary as the number of available teaching weeks varies from term to term.  Over the full academic year, you will be charged for a maximum of 33 lessons unless additional lessons are requested and agreed in advance of delivery.

 

  1. MUSIC CENTRE/CENTRAL ENSEMBLE REGISTRATION

Pupils must be registered members in order to attend Musica Kirklees Music Centre groups and/or Central Ensembles.  Once registered, pupils can attend all suitable Music Centre groups and Central Ensembles. 

 

Pupils may transfer to or attend any additional suitable groups at any point during a term.  It is the responsibility of the Account Holder to inform the Musica Kirklees office of any updates where this is the case.

 

Rescheduling/credits/refunds will not be offered for rehearsals or activities cancelled by Musica Kirklees or missed by the pupil.

 

Free First Term’s Membership

Only available to pupils in school year 13 or under who have never attended or been registered with any Music Centre group or Central Ensemble.

Free First Term Membership applies to registration with Music Centre groups only; Central Ensembles and Theory Group are not included.

Eligible pupils who register at any point during an academic term will not be charged membership fees for that particular term.  Membership fees will be charged from the next academic term onwards.

 

  1. INSTRUMENTS AND EQUIPMENT

Any instruments or equipment hired from Musica Kirklees by the Account Holder for the purposes of this tuition and/or registration will be subject to the terms and conditions specified in the hire agreement.

Instruments and/or equipment hired or loaned from Music Centres or Central Ensembles should be returned immediately if registration is cancelled.  Musica Kirklees is unable to hire instruments and/or equipment for use by Music Centre/Ensemble pupils who do not also have individual/small group tuition. 

 

  1. INVOICING

You are entering into an ongoing agreement for services with Musica Kirklees. Details of payment arrangements will be included with your invoice.  If you do not make a payment by the date shown on your invoice, we will send you a reminder.  If you fail to respond to the reminder, we will regard this as a fundamental breach of the agreement and lessons and registration may be suspended.  We cannot accept any responsibility for disruption to tuition or registration due to late or non-payment.  To reinstate lessons and/or registration, payment of fees will be requested in advance.  If you have difficulty in paying, please contact us.  Non-payment of any Musica Kirklees invoice, regardless of what the invoice is for, will result in suspension of all Musica Kirklees services linked to the Account Holder.

 

The full term’s fees will be invoiced at the start of each term.  Where activities start partway through a term, an invoice will be raised when activities are confirmed as starting.

 

It is possible to pay your fees in the following ways: credit or debit card (paid via the Account Holder’s Musica Kirklees online account), Direct Debit, cash (paid in person at the Musica Kirklees office) or bank transfer (please email [email protected] for details).  Non-Direct Debit invoices must be paid within 30 days of issue.

 

Direct Debit can be set up by the Account Holder in their Musica Kirklees online account.  A Direct Debit needs to be set up by the following dates to be active for payment, otherwise the full term’s fees will be invoiced to be paid by card: September 3 for the Autumn Term, January 3 for the Spring Term, April 3 for the Summer Term.  Direct Debits will be collected in 3 instalments per term (with adjustments for activities that start mid-term) on or just after: Autumn Term – September 25, October 25, November 25; Spring Term – January 25, February 25, March 25; Summer Term – April 25, May 25, June 25.

 

  1. KIRKLEES PRIORITY PASSPORT DISCOUNTS 

Kirklees Priority Passport Holders receive a maximum of £90 discount per academic year (or pro rata) on small group/individual tuition and free Music Centre/Central Ensemble registration on presentation of a valid Kirklees Priority Passport.  Discounted fees will be applied at the time of invoice.

A photo of a valid Kirklees Priority Passport must be provided to the Musica Kirklees office before, or at, the time of invoicing to receive the discount. 

Kirklees Priority Passport discounts or associated refunds/credits will only be applied for services from the term(s) in which the Kirklees Priority Passport is first presented to the Musica Kirklees office up to and including the term in which the Kirklees Priority Passport is due to expire. 

It is the Account Holder’s responsibility to ensure that Kirklees Priority Passport information, including renewals, is shared with the Musica Kirklees office.

Refunds/credits will not be given in retrospect. 

  1. GIFT AID

Gift Aid allows Musica Kirklees (Kirklees Music School) to reclaim tax from HM Revenue & Customs.  1. If you pay income tax at the higher or additional rate and want to receive the additional tax relief due to you, you must include all your Gift Aid donations on your Self Assessment tax return or ask HM Revenue & Customs to adjust your tax code.  2. If you pay tax at the higher rate you can claim further tax relief in your Self Assessment tax return.  3. As your declaration covers Musica centre subscriptions/donations you may made in the future: a. please notify us if you change your name or address while the declaration is still in force; b. you can cancel the declaration at any time by notifying us - it will then not apply to donations you make on or after the date of cancellation or such later date that you specify; c. if in the future your circumstances change and you no longer pay tax on your income and Capital Gains Tax equal to the tax Musica Kirklees reclaims, you can cancel your declaration. 

  1. CANCELLATION

A pupil can withdraw from lessons and/or registration only with effect from the end of a term, with the exception of pupils in year 11 and 13 who are taking GCSE/A Level exams or equivalent who may withdraw or suspend activities with effect from the May Spring Bank Holiday, otherwise lessons will continue term on term, year on year.  Cancellations/suspensions will only be accepted from the Account Holder and must be made in writing to [email protected] or via the online Musica Kirklees Account.  Notice of cancellation must be received at the Musica Kirklees office by the following dates:

December 1 – to finish at the end of the Autumn Term

April 1 – to finish at the end of the Spring Term OR for year 11 and 13 pupils taking GCSE/A Level or equivalent exams requiring to withdraw from or suspend activities at the May Spring Bank Holiday

July 20 – to finish at the end of the Summer Term (not continue in the next academic year)

Any cancellations received after these dates will take effect from the end of the next term and the Account Holder will be required to pay for that term in full.

 

Musica Kirklees reserve the right to cancel services where there is a prolonged period of pupil non-attendance. 

 

 

2026/2027