CURRENT POLICY MANUAL

Updated January 1, 2017

Hours of Operation

Our office hours fluctuate depending on the time of year. Office hours will be posted and updated in our lobby and on our website.

Administration Office Hours

Monday – Thursday 10am – 6pm
Friday 10am – 4pm

Studio Hours

Monday – Thursday 10am – 8pm
Friday 10am – 8pm
Saturday 12pm – 4pm

Only the front doors of the Academy are unlocked for entrance. All other doors will remain locked from the outside. After 8:15pm the front doors will be locked from the outside, so please be aware of that when picking up students after that time.

Contact Information

For registration, tuition and general questions, contact:

Jonathan Lingerfelt
Operations Director
jonathan@passionacademy.net

For all financial matters, contact:

Derek Smith
derek@passionacademy.net

To notify us of a one-time schedule change (sick, vacation, etc), contact:

Jonathan Lingerfelt (Music)
Operations Director
daniel@passionacademy.net

Sarah Ruppel Bullis (Dance)
Program Director
sarah@passionacademy.net

For our dance program policies, visit this page.

If we are not available to take your call, please leave a voicemail and we will call you back as soon as possible. Email is also a great way to reach us info@passionacademy.net. We will reply within one business day.

Communication

Email is the primary source of communication, so please make sure we have your current email address on file.

Important: If you have an email account with Yahoo, please consider providing a different email as we’ve had challenges sending/receiving emails from Yahoo accounts.

Please add “*passionacademy.net” as a “safe sender” in your email program to ensure you receive all email updates.

Our mentors DO NOT handle cancellations or scheduling changes. Please do not contact them directly.

If you need to notify us of a missed music class, lesson, vacation or otherwise, please email status@passionacademy.net, call 804-412-8100, or stop by the office at your convenience.

If you need to notify us of a missed dance class, vacation or otherwise, please email dance@passionacademy.net, call 804-412-8100 x 2, or stop by the studio at your convenience.

Waiting Area Policies

Our lounge is available for parents, students and family members to wait as students are taking their lessons. Please do not eat in this area as we have students with different food allergens.

Arriving for lessons and class: All students must be checked in at the front desk. Students age 10 and under must be escorted into the building by an adult. Students age 10 and up may be dropped off at the door.

Parents of students age 3­-7: Please wait in the waiting area with your child until it is time for your child’s class or lesson. When the mentor or mentor assistant calls for your child, you may escort your child to the studio for their class/lesson and wait in the hall until the mentor welcomes students into the studio or you may send them with the mentor assistant.

If your child is taking dance, please arrive in time to assist your child with dressing for class and have their hair appropriately fixed. Make sure your child uses the restroom just prior to class and talk with them about waiting until the end of class to go again.

A parent or pre-designated adult must come into the building to pick up each child. Students at this age will not be allowed to go outside the building without an adult.

Parents of students age 8­-9: Parents and students are to wait in the lobby until it is time for class. Students may then proceed to their designated studio and wait until the mentor welcomes them into the studio. Please do not roam the halls or go into the studios without a mentor. Parents or pre-designated adults must come into the building to pick up students. Students taking dance classes should arrive in time for your child to dress and fix hair before class.

Students age 10 and up: Students are to wait in the lobby until it is time for class. Students may then proceed to their designated studio and wait until the mentor welcomes them into the studio. Please do not roam the halls or go into the studios without a mentor’s permission.

All students must wait inside the building after classes, when waiting to be picked up.

General Waiting Area Rules

Hallways must be clear: Per the Fire Marshall code there is no sitting or standing in the hallways. Please remain in the lobby area while waiting for class/lesson to begin or let out.

No Horseplay or running: Parents are asked to keep students and waiting siblings from aggressive horseplay in the waiting areas.

No Acrobatics: Students should not be performing any gymnastics in the halls or waiting areas.

Please do not let students out the door unless attended by a parent.

Leaving the Academy: No student is to leave the studio without a parent’s permission.

Please be courteous to fellow parents. Our waiting areas can become crowded and a little common courtesy can go a long way.

Lesson & Class Etiquette

Students are not allowed in the studios unless a mentor is present. Food and drink are not allowed in the studios. Water bottles are acceptable. Chewing gum should be disposed of before coming into the studios.

Registration

First Time Students

Music Registrations are $50.00 per student, $25.00 for each additional family member.
Dance Registrations are $30.00 per student, $15.00 for each additional family member.

Due at time of registration.

Continuing and Returning Students

Annual Music Registrations are $35.00 per student, $15.00 for each additional family member.
Annual Dance Registrations are $25.00 per student, $10.00 for each additional family member.

* Continuing students will be billed the annual registration fee on the anniversary month (example: student registered in January 2016, the annual registration fee will be billed in January 2017)

Registration fees are non-refundable—NO EXCEPTIONS. Payment and signed registration form must be turned in to reserve your space. Online registrants will sign the studio rules and agreement electronically.

Tuition

ALL TUITION BLOCKS FOR LESSONS AND CLASSES ARE REQUIRED TO BE PAID IN ADVANCE (4 VISITS) AND DUE BEFORE THE FIRST SESSION OF THE CURRENT BLOCK.

Tuition can be paid via credit card, debit card, check or cash.

Tuition will be automatically charged with the payment method on file (4 visits) unless you have opted out of automatic payments via email to info@passionacademy.net.

After the 10 days of receiving a purchase request for tuition, a $15 late fee will be charged and enforced on all accounts past due, this also includes auto-draft accounts. Late notices will be sent via email.

Payments 20 days past due will result in lesson and/or class suspension.

Payments 30 days past due will be terminated and the date and time slot will be released for new students. Unpaid account balances will be referred to collections.

Checks can be made out to: Passion Academy

Students will be charged a full block of tuition (4 visits). Whether the month is short (3 weeks) or long (5 weeks), tuition remains the same.

Tuition is not pro-rated for unexcused absences. (See attendance policy below)

A written 30-day notice is required when stopping or suspending lessons or classes. Tuition will not be credited or refunded for partial months.

Books and materials are to be purchased by the student/family.

A folder for lesson notes, assignments and songs will be provided for new students.

Attendance Policies

Students should arrive promptly. We suggest that students arrive 10 minutes before class to prepare.

Students should use the restroom before class/lessons.

We encourage you to NOT MISS LESSONS/CLASSES, unless there is 
an emergency or sickness. Regular and consistent attendance is important. We have found that students feel a lack of confidence in lessons/classes due to multiple absences.

Absences

MUSIC: Please email status@passionacademy.net or call 804-412-8100, if you know in advance that your student will be absent from a lesson or class, so we can notify their mentor.

DANCE: Please email dance@passionacademy.net or call 804-412-8100, if you know in advance that your student will be absent from a lesson or class, so we can notify their mentor.

An early cancellation is a minimum notice of 24 hours in advance of the scheduled lesson or class.

A late cancellation is within 12 hours of a scheduled lesson or class. When giving a late cancellation notice, a make up lesson may be scheduled within 30 days. If you are not able to complete the make up lesson within 30 days, the tuition for that visit will be forfeited. If no cancellation notice is given, the tuition for that visit is forfeited and no makeup lesson is allowed.

Excused absences include illness, injury, death in the family, family emergency, or a grade-related activity for academic school. Please call our office if you have any questions regarding an absence.

Makeup Lessons

Music students are allowed to schedule one makeup lesson or class per month, regardless of how many lessons or classes were missed.

Makeup lessons or classes are not offered for holidays and inclement weather cancellations where Passion Academy is forced to close.

If the student’s mentor is unable to teach a lesson or class, we will provide an excellent substitute. If a substitute cannot be secured, we will notify you by email and/or phone, and a makeup lesson will be given, regardless of the one-a-month policy.

It is the responsibility of the student and/or guardian to contact Passion Academy and schedule the makeup lesson or class.

Please email status@passionacademy.net or call our office at 804-412-8100 to schedule makeup lessons.

Holiday Schedule

Memorial Day
4th of July
Labor Day
Thanksgiving Day
Christmas Eve
Christmas Day
New Years Eve
New Years Day

Inclement Weather Days

Passion Academy does not follow any school system’s inclement weather policy. If inclement weather occurs, please visit our social media (Facebook, Instagram, Twitter), or check your email for updates on class changes or cancellations.

Withdrawing from Classes & Lessons

Cancellation of classes and/or lessons requires a 30-day notice.

• Tuition will not be credited or refunded for partial months. No exceptions.
• All accounts with remaining balances will be held to our late payment policy:

After the 10 days of receiving a purchase request for tuition, a $15 late fee will be charged and enforced on all accounts past due, this also includes auto-draft accounts. Late notices will be sent via email.

Payments 20 days past due will result in lesson and/or class suspension.

Payments 30 days past due will be terminated and the date and time slot will be released for new students. Unpaid account balances will be referred to collections.

Please go to: http://passionacademy.net/withdraw

Band and Artist Development Program Policies

Our Band and Artist Development Programs requires a minimum 6 month commitment.

Students in a band are part of a group that can only succeed if they consistently work together. Students are expected to attend every band rehearsal. Repeated absences will impact the students growth and opportunities within the band.

All band members are required to give a 30-day notice when leaving the Band or Artist Development program.

Band and Artist Development Requirements

Most professional artists and bands know how to set up their equipment and prepare the stage for a great performance. Students who participate in performance events scheduled by Passion Academy are required to assist in the full process of a professional performance.

Performance Opportunities

Passion Academy offers various performance opportunities throughout the year. Some opportunities are by invitation and others are voluntary. Your mentor may suggest that you participate or you can voluntarily indicate your participation. It is not required to participate, but strongly encouraged as it strengthens discipline, orients the student towards a goal, and prepares them for performance.

Holiday Schedule

Memorial Day
4th of July
Labor Day
Thanksgiving Day
Christmas Eve
Christmas Day
New Years Eve
New Years Day

ADDITIONAL INFORMATION

All music teachers at Passion Academy have a contract with Passion Academy, LLC that includes a non-compete clause that they have signed and agreed to that states IF they leave Passion Academy, for any reason, they are not permitted to continue teaching students of Passion Academy, LLC, for 12 months nor within a 50 mile radius of our locations. If a teacher is leaving Passion Academy for any reason and asks a student to continue lessons with them outside of Passion Academy, they are in violation of their agreement with Passion Academy and any such action would be illegal and against Passion Academy policies.

FORM LWAR/PV RELEASE • REV 1/1/2017