Belle Melodie Music Art School
General Class Policy
Effective Date: Jan 1, 2025
Modification Date: Aug 14, 2025
1. Changes: Cancellation, Absence, Hold and Termination
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Student-Initiated Cancellations
Notice Requirement: Students must provide at least 24 hours’ notice for a lesson cancellation to be considered excused.
Make-Up Credit: If a student provides at least 24 hours' notice, a make-up credit will be issued, which can be used to reschedule the lesson.
Unexcused Cancellations: Cancellations made with less than 24 hours’ notice or no-shows will not be eligible for a refund, credit, or make-up lesson.
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Teacher-Initiated Cancellations
If a teacher cancels a lesson, Belle Melodie will arrange for a substitute teacher of the same or higher quality.
If a substitute teacher is not available, a make-up lesson will be scheduled at a mutually convenient time.
If neither a substitute nor a make-up lesson is feasible, a tuition credit will be applied to the student’s account, which can be used to pay the next bill or purchase other classes for the next billing cycle.
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Pre-Planned Absences
A pre-planned absence is acceptable if the reason is provided and does not cause major disruptions. The manager will review and approve such requests based on individual circumstances.
If the absence is requested before the billing cycle begins, the tuition will be adjusted accordingly.
If the absence is requested within the billing cycle, a class credit will be issued for future use.
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Holiday Absences
Major Holidays: Absences during Thanksgiving, Christmas, New Year, Ski Week, and Spring Break will be permitted if requested in advance.
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Hold (for Summer Break Absences Mainly)
Students may place up to 10 weeks of holding per calendar year. During this period, billing is paused and the student's time slot is temporarily reserved.
To guarantee the same teacher and timeslot upon return, students must:
Prepay one month’s tuition if the returning month's tuition ≥ $100.
Prepay two months’ tuition if it’s under $100.
These prepayments are non-refundable and will be applied toward your lessons after holding period.
Once initiated, a hold is final, and the time slot may be reassigned if the balance/prepayment requirement isn’t met in advance.
If your holding plan ends or changes earlier than planned, please contact our Customer Service team so we can help you manually add or reschedule your classes.
If your holding period extends beyond the original plan, the existing holding status cannot be changed. Classes scheduled during the extended period must be canceled manually and cannot exceed a total of 10 weeks in a calendar year. Canceled classes will be converted into class credits. Additional future billing may apply on a case-by-case basis.
If the total absence exceeds 10 weeks in a calendar year, it may be considered a termination of the subscription. The final decision will be made by the manager after discussing the situation with the customer.
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Termination
Students may cancel their monthly subscription with a minimum of 30 days’ notice.
Subscriptions cannot be canceled while on hold. If a student must withdraw during the holding period, they are required to pay at least one month’s tuition.
Subscriptions for prepaid group sessions are non-cancelable and non-refundable.
2. Tardy (Late Arrival) Policy
Students are expected to arrive on time for their lessons.
If a student arrives late, the lesson will end at the originally scheduled time to avoid affecting the next student's session.
If no student is scheduled after the lesson, and the teacher is available, they may extend the class to compensate for lost time.
If a student is more than 15 minutes late without prior notice, the lesson will be considered a no-show and forfeited, with no rescheduling or refund.
3. Emergency Cancellations
Emergency cancellations (e.g., medical emergencies, severe weather, or unavoidable circumstances) will be reviewed on a case-by-case basis.
Documentation may be required for an exception to the standard cancellation policy.
4. Special Considerations for Group Classes
Group classes cannot be rescheduled due to individual student absences.
The student who asks for leave before 24 hours will receive a class credit only can be used in a parallel classes.
If a teacher cancels a group class, a make-up session will be arranged, or a tuition credit will be issued.
For holidays and breaks, if more than two-thirds (2/3) of the students provide advance notice (at least 48 hours before class), the class will be rescheduled.
5. The Expiration of the Make-up Class Credit
The class credit by student-initiated cancellations: expires in 180 days.
The class credit by teacher-initiated cancellations: never expires
6. Billing Adjustments
Student Cancellations:
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All excused absences require a make-up lesson. Tuition bill adjustments are NOT granted for student-initiated absences.
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A maximum of two (2) make-up credits can be accumulated per course. If a student requests an absence while already holding two make-up credits, no additional make-up credit will be issued.
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Students have the option to donate unused make-up class credits to support children from low-income families in their music education.
Teacher Cancellations:
If a teacher cancels a lesson and a substitute cannot be arranged, the following will apply:
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A class credit will be issued to the student’s account if the teacher intends and is able to make up the lesson within 30 days through communication with the student. There is no limit for the credits from teacher cancellation.
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If there is no chance of making up the lesson within 30 days, a monetary credit will be issued to the parent’s account as a balance.
Pre-Planned Absences:
A pre-planned absence is acceptable if the reason is valid and does not cause major disruptions. The manager will review all relevant information before granting approval.
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If the absence is requested before the billing cycle begins, the tuition will be adjusted accordingly.
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If the absence is requested within the billing cycle, a class credit will be issued for future use.
Hold:
The bill will be adjusted at the time the holding period is placed. For popular teachers, customers are required to prepay the tuition for the month following the holding period to secure the teacher and timeslot. If the tuition for that month is under $100, two months’ tuition must be prepaid instead.
7. Policy Amendments
Belle Melodie Music Art School reserves the right to modify these policies at its sole discretion.
Trial Lesson Reschedule, Cancellation & Tardy Policy
To ensure fairness and smooth scheduling, Belle Melodie kindly asks all families to observe the following policies regarding trial lessons:
Reschedule
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24 Hours or More in Advance
Reschedule requests made at least 24 hours before the scheduled trial lesson may be moved one time at no additional cost.
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24 to 2 Hours Before the Lesson
Reschedule requests made within 24 to 2 hours before the lesson are considered late reschedules.
The school may offer a one-time courtesy reschedule, valid for 2 weeks, as a gesture of goodwill.
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Less Than 2 Hours Before or No-Show
Reschedule requests made less than 2 hours before the lesson, or failure to attend without notice, will be treated as a no-show.
No reschedule or credit will be issued in this case.
Cancellation
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24 hours or more in advance:
Cancellations made at least 24 hours before the scheduled trial lesson will receive one (1) class credit, which may be used to reschedule the trial. -
24 to 2 hours before:
Cancellations made within 24 to 2 hours before the lesson are considered late cancellations.
The school will typically offer a one-time courtesy credit, valid for 2 weeks, as a gesture of goodwill. -
Less than 2 hours or No-Show:
Cancellations made within 2 hours of the lesson or failure to attend without notice will be treated as a no-show. No credit or refund will be issued.
Tardiness
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Students arriving late may still take the remainder of their trial lesson. However, the school is not obligated to extend the lesson time, especially when other students are scheduled afterward.
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If the student arrives more than 15 minutes late, the school reserves the right to cancel the trial lesson without rescheduling or refund, as this will be considered a no-show.
We appreciate your understanding and cooperation in helping us maintain a respectful and efficient environment for all students and staff.
Belle Melodie Music Art School
Manner Advices
Effective Date: Jan 1, 2025
Modification Date: Mar 18, 2025
1. Food & Drink
Food is strictly prohibited in the entire school area. Water is allowed only in the lobby area, but soda and juice are not allowed.
The school provides drinking water and cups in the lobby area.
Hot water is dangerous for young children. Parents must supervise students who wish to drink hot water.
Any food or drink leftovers in the recital room, practice room, or lobby area are prohibited. A warning will be issued to students and parents for violations.
If a pest control service, deep cleaning service, or instrument cleaning/repair service is required due to food or drink residues, the customer will be billed for the cost.
2. Preparation for Class
Students should follow the date, time, and room specified in the email notification.
Students must bring all required materials for the class, including their instrument, books, notes, and any other items specified by the teacher.
If a student forgets their book, a new book must be purchased from the school if inventory is available.
Copying pages from a teacher’s book may violate copyright laws and disrupt lesson time.
Students may use the school's instrument, but availability and feasibility are not guaranteed.
3. Waiting
Students should knock gently on the door of the designated room at the scheduled class time and wait for the teacher to open the door.
Directly opening a closed door without asking is considered rude behavior, even if it is the student's designated class time.
If the teacher asks the student to wait, the waiting time will be compensated either on the same day or on a mutually agreed date.
4. Politeness
Politeness is required at all times. Any impolite words or actions towards teachers or classmates may result in lesson interruption.
Teachers reserve the right to refuse instruction to students who engage in inappropriate behavior.
Any class interruption or termination caused by impolite words will still be paid. It will be billed to the student’s parents.
5. No-Bullying
Bullying, harassment, or intimidation of any kind, whether verbal, physical, or online, will not be tolerated.
Any reports of bullying will be taken seriously and may result in disciplinary action, including warnings, suspension, or dismissal from the school.
Students and parents are encouraged to report any bullying incidents to school administration immediately so appropriate action can be taken.
Belle Melodie Music Art School
Class Commitment & Holiday Absence
for Exam/Competition/Musican Pathway/College Preparation Students
Effective Date: December 1, 2024
Modified Date: March 18. 2025
Belle Melodie Music Art School has established the following policies for students taking Exam/Competition/Musican Pathway/College Preparation Courses. These policies differ from those applicable to Prep/Core/Foundation/Enrichment/Camp students.
1. Class Commitment
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Students must commit to a weekly recurring lesson schedule at a fixed day and time to ensure consistent progress.
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45 mins a week is the minimum for students who is preparing for exam under level 3 or any competition.
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60 mins a week is a standard class duration for students who is preparing for exams level 4-6.
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60 mins x 2 times a week is suggested for students who is preparing an exam level 7 and up, or a competition of state level and up,
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More time is recommanded for students of Musician Pathway Program and College Preparation Program.
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One-time or irregular bookings are not permitted. Additional classes will be accepted, especially before the exam/competition.
2. Cancellation & Make-Up Policy
Student-Initiated Cancellations
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A limited number of cancellations are allowed, provided that the student reschedules a make-up lesson.
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Make-up lessons must be scheduled within a reasonable timeframe to keep the current progress.
Teacher-Initiated Cancellations
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Teacher will provide make-up plan in a very near timeframe.
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Online lessons are recommended if no in-person time slots are available for a make-up class.
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If necessary, a substitute teacher may be assigned in coordination with the main teacher to ensure uninterrupted progress.
Class Gaps
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To prevent disruption in learning, students should not go more than 14 days without a lesson.
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If a student exceeds this period, they will be considered behind their current teaching plan.
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Additional class will be required to keep the teaching plan.
3. Holiday Absences
Major Holidays
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Only Absences during Christmas-New Year weeks are permitted if requested in advance.
Summer Break Absences
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Students may take up to four (4) weeks of excused absence without impacting their learning progress.
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Absences exceeding four weeks will result in the student being classified as withdrawn, requiring a re-audition to resume lessons.
To avoid re-auditioning after an extended absence, students may:
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Continue lessons with an alternate teacher at their vacation location, following the existing lesson plan.
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Attend online lessons with their primary teacher during their vacation.
4. Policy Amendments
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Belle Melodie Music Art School reserves the right to modify these policies at its sole discretion.
Belle Melodie Music Art School
Photo & Video Media Consent
Effective Date: July 1, 2023
Modified Date: Aug 13. 2025
By enrolling in or booking any lesson, class, or event at Belle Melodie Music Art School, the student (and parent/guardian if under 18) grants permission to the school to:
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Photograph and/or record the student’s image, voice, and performance during lessons, classes, rehearsals, recitals, competitions, and other school activities.
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Use, reproduce, and publish these photographs and/or recordings in any format (print, digital, or video) for purposes including, but not limited to:
Promotional materials (flyers, brochures, posters)
Social media platforms
The school’s website
Press releases and media coverage
Educational and training resources
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Edit, adapt, or modify the media as needed, provided such changes do not misrepresent the student.
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Share media with third-party partners (e.g., event organizers, media outlets) solely for school-related promotional or educational purposes.
Important Notes:
No compensation will be provided for the use of these images or recordings.
The school will not use the images or recordings for purposes unrelated to Belle Melodie Music Art School without additional consent.
Families who do not wish to grant consent must notify the school in writing prior to enrollment. Without such notice, enrollment or booking will be deemed as consent to this policy.