What’s a Studio Policy? And Why Should I Care?

            In the modern music studio, most teachers have a written studio policy agreement to which they expect students and their parents to adhere. Some go so far as to have parents and students sign a contract stating that they will follow the guidelines set forth in the studio policy. In my experience, parents skim over these policies without really reading them. This seems to be a common societal problem when we are given a long list of terms and agreements, we tend to skip reading that to which we are agreeing, and just sign our names or check a box. And in a lot of cases, that may not be too terribly harmful (i.e. updating your phone operating system). However, music studio policies tend to be quite concise (in comparison) and are generally packed with information that the teacher feels is important for parents and students to know, prior to beginning lessons. I will discuss some of the main areas addressed in such policies, and then briefly discuss why such policies are so important for the student, the parent, and the teacher.

            The first thing addressed in most policies is tuition and fees. Of course, teachers expect to be paid for their time and commitment to education. Private music teachers often determine their rates by comparing to other teachers in the same area with similar experience and credentials. Some teachers go on a month-to-month honor system, expecting students to commit to a year. More and more, the case is becoming that teachers determine an annual tuition. Sometimes this tuition is due all at once, or can be divided between semesters or into monthly payments. Some teachers incentivize paying it in one lump sum, by giving a small discount. Because teachers expect a year-long commitment, there is often an early termination fee. Some teachers offer a discount for a number of siblings studying and some do not. Other fees which might be included and usually due at either the beginning or end of the year are book fees, activity fees (generally covers recitals, festival entries, etc.), and reservation fees, to book a spot on the following year’s schedule. This section of the policy also often discusses payment deadlines and late fees. If your music teacher’s policy does not address any of these things, be sure to ask if you want to know.

            Sometimes lumped in with tuition and fees, sometimes a section of its own, we move along to the all-important category of missed lessons. The most important part of missed lessons is that teachers rarely offer refunds/credits for them. Because of the limited nature of our teaching schedules, private music teachers are often quite strict about missed lessons and making them up. Each teacher determines their own policy here, but generally in non-emergency situations teachers will not make up the lesson. Sometimes teachers will make these up if they are given a couple weeks’ notice. In emergency situations, teachers like 24 hour notifications and will generally strive to give the student a makeup. Of course in the case of sickness or death, we don’t always have that kind of notice. Some teachers offer a makeup lessons week at the end of a semester or the school year, where they give one makeup lesson to each student who missed a lesson regardless of the circumstances. Some teachers have a swap list, where parents can communicate with one another and switch lesson times without consulting the teacher. Again, there is an expectation of commitment to the time that has been agreed for the lesson.

            If you come into the teacher’s home or studio for lessons, there are some simple etiquette rules which simply must be observed. Some are common sense: if your shoes are muddy, please remove them before stepping inside. Arrive on time-not more than 5 minutes early, and certainly never late. If the parent leaves during the lesson, he/she should return in time to pick the student up at the end of the lesson. Some teachers invite the parents to observe every lesson to keep track of their child’s progress and so they know what the student should be practicing at home. Some teachers prefer that parents not be present at all, as they feel it interferes with the teacher-student relationship. If parents are present in lessons, it is appreciated that they do not attempt to take over teaching from the teacher. Some teachers permit questions from parents for clarification. Others prefer silent observation/presence. Teachers often have a small waiting area and restroom designated for students and parents. It is impolite to assume that you can go beyond that, if the studio is in the teacher’s home. Students should be clean when they come to lessons; hands clean and not wearing any strong perfume/cologne, but free of body odor. Piano students’ fingernails should be trimmed at least once a week. Long fingernails interfere with good technical development.

            Sometimes teachers outline practice expectations in the policy, but most often these are determined between the teacher and individual students. This allows the teacher to tailor the students’ practice routines to fit their own needs.

            Another big area often outlined are the activities which the studio has for the year. These can include recitals, festivals, auditions, exams, concert outings, and group lessons. Some teachers require full/partial participation in these. Some do not offer any. This is something of which to be aware when looking for a music teacher. The point of learning to make music is to share it with others. If the teacher does not provide any venue for doing so, that could be a warning sign. However, if a teacher offers so many that it becomes overwhelming, the situation could be just as bad. The important thing to keep in mind, for teachers and parents alike, is that the child must be capable of accomplishing whatever we set  them up to do. So some performance should be pushed, but if the student is new to it, or not a quick learner, they should not be pushed to do too much.

            Most teachers include a section on what is required of a home instrument. Parents should not pursue instrument specific music lessons until they have the instrument. Each piano teacher has his/her own expectations for what the student should have for practicing, and it is important to discuss these with the teacher before committing to lessons.

            So then, why should all of this be important to you, the students and parents? As I have mentioned several times, and I have talked about in previous posts, music lessons are a long term commitment. The lessons are not cheap, instruments are not cheap, and maintenance of instruments is not cheap. I discussed here that music lessons are a very important part in the development of children.

The studio policy is important because it is a teacher’s security. We are independent contractors who have to set aside for our own taxes, retirement, and healthcare. We have to plan this year by year based on our studio enrollment. Once we make our plans, financially speaking, we count on students to stay with us for the entire year. For those teachers who draw it up as a contract, they have a higher level of security against students leaving. At the very least, if the contract is broken, the parents and students can be taken to small claims court. I’ve heard of this happening and the teacher winning each time. However, it causes a lot of hassle for the teacher and parents alike.

For the parent and student it is important to have a studio policy in place, so that the teacher is kept accountable. Some teachers are inconsistent with their tuition, makeup lesson, or other policies. It is essential that the parents and students have something other than a verbal agreement, which they can reference. It is also important for parents because of the outline of expectations for practicing and performing that is set forth. This ensures that the parents’ financial investment in their child’s musical future is not being wasted.

The most important thing to remember when looking to enroll your child in lessons is that you should be committing to at least one year. This post isn’t written with the intent of scaring parents away from piano lessons. Rather, it is to make sure you realize the commitment level that is expected. Music teachers are human, too, and we know that life sometimes gives us unexpected hindrances. Parents might lose a job or get a job transfer. We understand those types of situations are not something that can be foreseen when committing to lessons. As long as the commitment level goes beyond “just trying it to see if we like it”, the lessons will be successful.