TERMS | CONDITIONS | POLICIES
There will be two semesters in the 2018-19 school year: 4 September – 27 January (19 teaching weeks) and 28 January – 23 June (19 teaching weeks.) Semesters one and two each fall within a 21 week period to accommodate two “flex weeks” per semester (December and March.) Tuition payments will be calculated according to these dates. Summer term will run from 2 July – 31 August.
Studio (individual) lessons that fall on statutory holidays have been included in each semester. Because the office is closed on these days, an alternate lesson time should be arranged for those weeks (teachers may elect to come in and teach on those days or the lesson can be rescheduled.) Please verify your lesson schedule with your teacher as some teachers have indicated they may not teach on statutory holidays.
NCM closures and important dates 2018-19
Labour Day 3 September
Thanksgiving Day 8 October
Remembrance Day 12 November
Winter Holidays 22 December – 6 January
BC Family Day 18 February
SD68 Spring Break 18 – 29 March
Good Friday 19 April
Easter Monday 22 April
Victoria Day 20 May
Canada Day 1 July
BC Day 5 August
STUDIO (INDIVIDUAL) INSTRUCTION
Students typically have one lesson per week from September to June, unless alternate arrangements are made directly with the instructor. Students may begin individual lessons at any time during the school year.
Students will be referred to an appropriate instructor based on: musical background, goals, availability, and fee options. Students may request lessons with a specific instructor, but the NCM cannot guarantee availability. Once an instructor is assigned, the instructor will contact that student/parent to make arrangements for lessons.
GROUP CLASSES AND ENSEMBLES
Students in group classes typically begin their studies in September. Classes fill up quickly – please register no later than one week prior to the start date. If space permits and the instructor agrees, a student may join a class already in progress.
Tuition and other fees must be paid before a student is admitted to a lesson, class or ensemble. A payment plan is available for individual lessons only. Payment may be made by phone, mail, or in person. Cheques should be made payable to the Nanaimo Conservatory of Music.
VERY IMPORTANT: instructors are directly dependent upon timely student payments. If payment is not received, the instructor is not paid. Your cooperation is appreciated.
- Returned cheque – $25.00 charged for any cheque refused for any reason by the bank. Subsequent payment can only be made by certified cheque, debit card, money order or cash.
- Refund processing fee -$25.00
- Late fees* -$10.00 per month
- Transaction Fee – $2.25 per payment including payment plan payments
*Tuition is due by 15 September for semester one and 15 February for semester two. Mid-term registration requires immediate payment.
Please note that the NCM no longer accepts credit cards for anything related to registration. Credit cards are accepted for donations and ticket sales only.
Payment is required at the time of registration for the current term. Methods of payment accepted are: cheque, debit card, or cash. A payment plan is available for individual lessons only. If the payment plan is chosen for individual lessons, the balance is paid over equal monthly installments by pre-authorized debit at the 30th of each month, beginning with the first month of enrolment and continuing over a period of your choice, ending no later than the end of term.
For example, if a person registers for 30 minute full time lessons from September to June the payment would look like this:
Fall/Winter – 19 lessons X $28 per lesson = $532
Spring – 19 lessons X $28 per lesson = $532
If this person is on a payment plan, the amount owing of $1064 is divided by 10 months (September to June) for a monthly payment of $106.40.
Each payment on a payment plan is subject to a $2.25 transaction fee. Group class fees must be paid in full at time of registration.
Applications for financial assistance are available by request from the Registrar. Financial assistance is applied as a discount against tuition fees. Financial assistance only covers a portion of tuition costs and is not refundable.
Students are expected to be present for all scheduled lessons. This includes vacations, sports events, etc. The instructor may (if sufficient notice is given) be able to schedule a make up lesson, but is not obligated to, particularly if insufficient notice (under 24 hours) is given. If an instructor cancels a lesson, he/she is obligated to make up that lesson.
The NCM reserves the right to cancel, postpone, or combine classes and to limit registration or change instructors. Should insufficient registration cause the cancellation of a class, fees will be refunded or the student may transfer to another class if room is available.
$45 per student/$75 for families for the school year (4 September – 30 June.) Early registration fees for 2018-19 academic year (if student is registered prior to 7 September 2018) are $30 per student/$55 per family. No registration fee will be charged for summer lessons. The Registration Fee is non-refundable.
REFUNDS AND WITHDRAWALS
Group Classes and Ensembles
Full refunds will be processed by contacting the Registrar a minimum of 72 hours prior to program start date (less supply costs). Full refunds are issued when the NCM cancels a program. Refunds will not be given once the course begins, except in cases of illness or injury, accompanied by a doctor’s letter. If a doctor’s letter is produced, a pro-rated refund will be given for the class.
All withdrawal requests must be submitted in writing or by email to the Registrar only. 2 lessons notice is required in order to withdraw from individual lessons. In the case of injury or illness only, the two lesson notice will be waived upon receipt of a doctor’s letter. Once notice is received and confirmed by the teacher, then a refund can be processed or cessation of payment plan can take place.
HARASSMENT, PRIVACY AND CONFIDENTIALITY POLICY
The Nanaimo Conservatory of Music (“NCM”) recognizes the right of all members of the conservatory community, including administrative staff, faculty, students, and parents to learn, work, consult and otherwise associate in an environment free from harassment, discrimination, and bullying. The NCM recognizes its role in actively supporting employees’ and contracted faculty’s work to prevent discrimination and harassment of students and their families. The NCM will not tolerate any conduct that could be classified as harassment, sexual harassment, discrimination or bullying, and will make every reasonable effort to ensure that no employee, contracted faculty member, student, or parent is subjected to such behaviours. The NCM complies with the BC Human Rights Code and is committed to providing healthful environments in which fairness and respect are modeled. A detailed Harassment, Privacy and Confidentiality Policy is available by clicking here – http://www.ncmusic.ca/wp-content/uploads/2018/06/NCM-Harassment-Policy-21-June-2018.pdf