TERMS & CONDITIONS

TERMS AND CONDITIONS FOR TUITION As of Term 1, 2025. The following Terms and Conditions apply to all lesson agreements made between Mayes County Music, hereafter referred to as (“MCM”), and its students, as well as the parents/guardians of students (hereafter referred to as “the pupil”).

The Terms and Conditions described below may seem relatively strict but have been discussed at length with the endeavor of making them as fair as possible for both client and provider. As MCM is a social enterprise that functions with minimal margins, such lines in the sand have had to be drawn and are not a reflection of how awesome the majority of MCM Pupils are. They are a reflection of the small margin of people that have taken advantage and never paid for services rendered that jeopardize the livelihood of our jobs as educators.

We try to approach each individual case in good faith with an open ear and we hope that you will also approach us in the same manner. There will be times that the terms and conditions are more in favor of MCM but there are also other times that they are more in favor of the student/caregiver.

Term Dates

1a.​ Teaching weeks at MCM roughly range from the 2nd week of January to the 2nd Week of December each year.

1b.​ At all times it is the responsibility of the pupil to be aware of the first and last dates of term at MCM.

Communications

2a.​ All correspondence is sent out to the pupil by email. If this causes a problem, please let MCM know.

2b.​ It is the responsibility of the pupil to make MCM aware of any changes to their contact details. MCM will not be held responsible for any missed communications, late / overdue payments, missed lessons, etc. if this is due to incorrect contact information.

2c.​ Due to the size of our student roll, most of MCM’s communication is done via bulk delivery services e.g. mail merge, therefore there is a level of potential error associated with this. If you notice something incorrect e.g. lesson details or account details, it is not meant offensively. In these cases please let us know via email to [email protected] so we can rectify the situation as soon as possible.

Timetabling of Lessons

3a.​ The pupil will be informed of the lesson day, time and the date of their first lesson before their teaching commences, either by phone, in person or by email. MCM will aim to confirm all the lesson details by email, but does not guarantee that this will be the case if it deems sufficient confirmation has been provided by other means.

3b.​ Site-based lessons - if the agreed lesson times or days need to be changed, the pupil will be contacted as far in advance as possible and alternative arrangements will be made to continue the lessons at times and days that suit the pupil and MCM.

Absences

4a.​ Individual lesson absences are dealt with as follows in accordance with section 4a, separate from group lesson absences which is covered in

4b:4.a.i.​ If the pupil is unable to attend a lesson please let MCM know at the earliest time possible, by logging into the student portal.4.a.ii.​ Where less than 24-hours’ notice is given for missing a lesson no make-up lesson or credit will be given. This lesson is considered forfeited.4.a.iii.​ Where at least 24-hours’ notice of the intended absence is given, this is deemed an “explained absence.”4.a.iv.​ You or your child’s MCM tutor will arrange a replacement/make-up lesson for up to two lessons per term for explained absences with you at a mutually agreeable time.4.a.v.​ MCM tutors are trained to go above and beyond to help work these replacement/make-up lesson timings out with you, however, if you decide that you would prefer to not have this, this lesson is considered forfeited.

Please note the onus is on the student or caregiver/parent to jointly work with their tutor to find a mutually beneficial time. The tutors are instructed to diligently help in this so please let us know if you feel this is not happening via [email protected].​ It is only by managerial discretion that customer credit is placed on a pupil’s account to the value of a missed lesson. Customer credit is not transferable for money but will be used at the earliest convenience - usually the next term’s fees.

4b.​ Group lessons: 4.b.i.​ No catch-up lessons or credits will be provided for an individual’s absence from a group lesson or any other group-based tuition activity. 4.b.ii.​ Where the entire group is absent we will endeavour to provide a replacement/make-up lesson later that term, if we are unable to do this, we may choose instead to place this on your pupil account as customer credit. 4.b.iii.​ Where a MCM tutor is not able to teach, due to illness or a vehicle / mechanical failure, MCM will arrange for the missed lessons to be caught up at a time that suits the student and tutor.

4c.​ Tutor Absences: 4.c.i.​ If the pupil's tutor is unavailable to teach, MCM will attempt to arrange a cover tutor and give you as much notice as possible. 4.c.ii.​ If this is not possible, the pupil’s normal tutor will arrange catch-up lessons with the pupil as stipulated in 4.a.iii. 4.c.iii.​ A tutor’s absence is not counted as one of the two explained absences per term but as an additional replacement/catch-up lesson owed.

4d.​ Unavoidable cancellations: 4.d.i.​ If MCM cancels any lessons due to events out of its control, customer credit may be given at the discretion of MCM management.

4e.​ Ongoing absences: 4.e.i.​ If a pupil will be absent for more than three weeks due to medical reasons, a credit may be given, at the discretion of MCM management.

Duration of the Lesson Agreement ​- ongoing

5a.​ The lesson agreement between MCM and the pupil is a rolling agreement that continues into each new term and new year.

5b.​ The pupils are emailed their invoices towards the end of each term in respect of the following term’s lessons, until a cancellation notice is received, as discussed below.Cancelling the Lesson Agreement – the pupil must opt out of the Lesson Agreement with MCM

6a.​ If the pupil wishes to cancel the lesson agreement with MCM, written notice must be received by MCM Management at least two weeks prior to the intended last lesson. Any lessons remaining after the end date will be credited to the pupil's account if payment has already been made. This credit is not redeemable for cash.

6b.​ Verbal notice given to the tutor will not be acted upon and is not considered sufficient unless confirmed in writing to MCM email by the pupil.

6c.​ If the pupil is unable to give two weeks’ notice, they will be charged a late notice fee equivalent to two weeks of lessons (or if only one week’s notice is given, a late notice fee equivalent to the cost of one week’s lessons will be charged).

6d.​ Exceptions on medical grounds may be made to this as decided by MCM management.

6e.​ No refund or credit will be given for any cancellations partway through a fixed-length program, and all fixed-term credits expire within twice the program's length. For example, a 10-week program's credit expires within 20 weeks.

6f.​ If MCM has to cancel a lesson agreement it will endeavour to give two weeks’ notice to the pupil. Any lessons remaining after the lessons’ end date will be credited to the pupil's account if payment has already been made.

6g.​ If, in exceptional circumstances, MCM has to cancel the pupil's lesson due to damage of MCM property or harassment of MCM staff by the pupil, this may be done with no notice and no credit or refund for any outstanding lessons.Payments at MCM’s Pryor Studio – 315 W Graham Ave, Pryor, Oklahoma

7a.​ An EFTPOS machine is available for processing EFTPOS, VISA and MasterCard payments.

7b.​ CREDIT CARD details can be phoned through to our office on – (918) 864-9947 or email us and MCM will contact you.

7c.​ CASH payments may be made in person – but are discouraged for the safety of our pupils, tutors and admin team.

Tuition Fees and Accounting

8a.​ MCM tutors CANNOT accept payments in any form.

8b.​ MCM starts following up term fees with an assumption of good faith that it is an unintentional mistake.

8c.​ The pupil will be billed for future lessons in full towards the end of the preceding term (payment plans will continue until notice has been given as per 6a).

8d.​ Full payment must be received before the new term starts, unless an agreed installment plan has been put into place via direct debit.

8e.​ MCM’s bank details are – . Please use your surname or the surname of the guardian that is the main point of contact with us and the invoice number (found at the top of the MCM invoice) as a reference.

8f.​ MCM prefers online / Internet banking payments.

8g.​ New pupils will receive an invoice when their enrolment is processed.

8h.​ Upon enrollment a pupil or guardian/caregiver of the pupil will be set up with a Customer Portal log in. All Term fee invoices, payments and lesson details are accessible there.8i.​ Installment payments are not to be confused with a “payment for lessons” arrangement. The full invoiced fee is due – and direct debit payments can be made against the total sum owed.

8j.​ Weekly, fortnightly or monthly plans covering the full amount of the invoice can be set up via direct debit.

8m.​ Fees associated with payment plans: 8.m.i.​ There is a $5 weekly transaction fee charged to set up a payment plan with us on 25-minute lessons and $11 weekly transaction fee charged to set up a payment plan with us on 50-minute lessons. 8.m.iii.​ There is a $10 dishonor fee if an installment is unable to be debited on the appointed day. If you’ve missed payment please pay within 24 hours of the declined payment to have this fee waived and let us know via email that you have done this.

8n.​ Penalties for late payments will be applied as per the below.

Penalties9a.​ Overdue accounts can accrue penalties of $30 when overdue for 28 days and $15 for every following 14-day period.

9.a.i.​ LATE PAYMENT Penalties will be added to accounts that are 28 days in arrears. If the account remains overdue, further penalties will be added every 14 days. 9.a.ii.​ Late Penalty charges are made up of two parts - $10 late fee and $30 administration cost. 9.a.iii.​ Dishonoured Internet Payments – the pupil’s account will be debited with a $10 fee if any online payment is annulled. 9.a.iv.​ The pupil is responsible for any and all charges that their bank may levy for rejecting any payment to MCM.

9b.​ MCM does reserve the right to temporarily and fully suspend pupils from lessons with unpaid term fees during term time. A temporary suspension means that MCM will keep the lesson timeslot available for the pupil in the hopes that payment will be made. A full suspension means that MCM has the right to fill the pupil’s lesson time slot with another pupil from the waitlist.

9c.​ Debt Collection details: 9.c.i.​ Payments more than 30 days in arrear may be handed over to Marshall Freeman Collection Services for debt collection. 9.c.ii.​ MCM will attempt numerous contacts prior to resorting to this unfortunate measure. 9.c.iii.​ All costs incurred for sending an account for debt collection are added to the pupil’s outstanding balance.

Photography & Filming

10a.​ MCM may use film or still photographs of students for appropriate promotional purposes.

10b.​ You (or your parents if you are under 18 years of age) must inform MCM in writing at any time if you will not allow the use of such images.

Changes to the Terms and Conditions

12a.​ The Terms and Conditions described above are agreed to upon enrollment and may be changed at any point by MCM without providing notice to the pupil. A copy of the Terms and Conditions will always be available on our website and may be emailed to the pupil on request.Health and Safety Clause:12a.​ To ensure the safety and well-being of all students and staff, individuals who are experiencing any symptoms of illness such as fever, cough, shortness of breath, muscle pain, headache, chills, sore throat, loss of taste or smell, congestion, runny nose, nausea, vomiting, or diarrhea, or have been in close contact with a person diagnosed with a communicable disease, are required to refrain from attending in-person lessons. In such cases, participants must follow 12b, 12c, 12d:

12b.​ Stay at home and avoid contact with other students and instructors.

12c.​ Contact their instructor prior to the lesson to report their health condition.

12d.​ See 4.a.ii on our make-up lesson policy.Please note that failure to comply with these health guidelines may result in the cancellation of enrollment without refund or credit. This strict policy is enforced to protect the health of all participants.

Your understanding and cooperation in maintaining a safe learning environment are greatly appreciated.

Contact Details

For all general enquiries E: [email protected] To call us Ph: (918) 864-9947 (available during office hours only) Address - 315 W Graham Ave, Pryor, Oklahoma