Effective, enforceable studio policies

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We would like to thank Wendy Stevens for this article about studio policies. To read the full article, click here. Between August 5 and September 15, The Frances Clark Center is offering 20% off all full-length courses such as A Pianist’s Guide to Studio Management. Check out our other courses here and use this discount code to get 20% of your order: BLOG20B2S.

Why do I need policies?

Constructing effective and enforceable policies is ultimately about preserving relationships with our piano families. By communicating our expectations formally, we are making space to concentrate on what is most important—teaching. It may feel a bit stiff to require that parents read and sign a contract, but clarifying expectations for both sides and procedures for resolving common situations is comforting and freeing for everyone. An effective, enforceable policy will ensure that our minds are free to teach creatively, parents and students have confidence in our plans, and everyone understands that common issues will be handled in a consistent and courteous manner.

Carefully thinking through how you want your business to look, where you want it to go, and how you want it to function will help you articulate clear policies that are effective and allow you to focus on teaching. To make them enforceable, ensure that the policies are read, signed, and dated by the responsible parent or adult. This gives you a legally binding document, and your business will appear more serious and professional

The key ingredients of effective, enforceable policies

A clear policy along with each family’s consent to your policy will help ensure that the business side of teaching piano runs smoothly.

A personal note. Because a contract with specific terms and conditions can seem stiff and formal, it’s important to include an introductory paragraph in your policy to kindly explain that the policies they are reading are meant to ensure that they will receive the most creative, energetic, and committed teaching from you!

Thank you for choosing me as your piano teacher! In order to ensure that you or your child get the most effective and creative teaching possible, I have established the following policies

Tuition structure, schedule, late fees. Briefly explain your tuition structure, basing it on a “yearly package” deal rather than a weekly lesson rate. It is also important to state exactly when you expect parents to pay and what will happen if payments are late.

Yearly tuition for 45 minute lessons is $xxx. Your tuition guarantees that I will be present to teach 40 weeks and will be divided into equal payments of $xxx. Tuition is due by the 10th of every month from September through May.* A $15 late fee will be assessed for late payments. 

Missed lessons. This is your “makeup” policy, but using the term “missed lessons” will subtly remind parents that they are choosing to miss a lesson and that their choice does not require you to give them an additional lesson time. We will address creative ways of dealing with missed lessons in a future article, but it’s important to give parents a few options in case they need to miss.

If a student misses a lesson, he or she will simply miss the benefit of that lesson. Remember that your tuition pays for far more than just lesson time with your child. You can also opt to use the swap list, Facetime, Skype, or simply call to chat about your child’s progress during the time that is reserved for your child.

If you have to miss a lesson, you can address how you will handle payments in the same email in which you inform them that there will be no lesson.

We hope you enjoyed this excerpt from Wendy Steven’s article “Effective, enforceable studio policies.” To read the entire article, click here.

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