Private Lesson Policies

01Your enrollment & tuition

Monthly tuition covers a year-round program and stays consistent throughout the year.

Monthly tuition is based on our annual teaching calendar and divided into 12 equal payments, rather than calculated by the number of lessons each month. Enrollment continues until withdrawn under the 30-day notice policy.

• Students 18 and under: 43 private lessons and four Musicianship Weeks annually.
• Students 19 and older: 47 private lessons annually; Musicianship Week does not apply.
• Lessons take place weekly except during scheduled school breaks.
• Monthly tuition stays the same in months with three, four, or five lessons.

Monthly tuition

The discounted rate applies to families with multiple students taking private lessons or students studying more than one instrument. For example, two qualifying 30-minute lessons cost $320 per month.

Billing & payment

• Tuition is due on the first of each month.
• Automatic billing is required. We accept major credit cards and ACH bank transfers; ACH is preferred.
• Cash and checks are not accepted.
• Payments not received by the 10th incur a $25 late fee.
• Lessons may be suspended if payment has not been received by the 20th, until the balance is settled.
• For charter school payment arrangements, contact the office at info@heartbeatsmusicschool.com.

Annual registration fee

A $45 registration fee is due when beginning ongoing lessons. The annual $45 registration fee is then charged each August.

Students who register after May 1 are not charged another registration fee that August.

This fee supports recital venues, lesson services, and student resources. It is nonrefundable and is not prorated.

Annual rate review

Tuition and lesson fees are reviewed annually. Any adjustments take effect August 1, with new rates communicated by July 1.

02Attendance & makeup lessons

At least 24 hours’ written notice is required for a missed lesson to be eligible for a makeup credit.

Your weekly lesson time is reserved for you, and your teacher is paid for that time, even when you’re absent. Our makeup policy offers flexibility while keeping teaching schedules and compensation consistent.

Reporting an absence

• Report your absence by email to info@heartbeatsmusicschool.com or by text to (916) 818-3882 at least 24 hours before your lesson. You are welcome to let your teacher know as a courtesy, but teacher notification does not replace notifying administration.
• Cancellations with less than 24 hours’ notice, including same-day illness, do not receive a makeup credit.
• Missed lessons are not refunded or credited toward tuition.
• Makeup credits are subject to the limits below, even when sufficient notice is given.

Makeup credit limits

September–May

• Up to two student makeup credits per quarter.
• No more than two outstanding credits at any time, including credits carried over from earlier quarters.
• Quarters are September–November, December–February, and March–May.

June–August

• Up to four student makeup credits during the summer quarter.
• No more than four outstanding credits at any time, including credits carried over from earlier quarters.

Serious illness or emergencies may be considered individually when a student has reached the makeup limit.

Booking & expiration

• Makeups must be taken within 90 days of the missed lesson.
• Families are responsible for booking through the Student Portal.
• Makeup times are subject to teacher availability and are not guaranteed at your usual day or time.
• All outstanding credits must be used before enrollment ends, even if their original expiration date is later.

Book a makeup in the Student Portal

Support when illness or an emergency interrupts your lesson

We know illness and emergencies can happen without warning. If you need to cancel at short notice for either reason, your teacher will use your scheduled lesson time to provide remote support—such as practice guidance, resources, or assignment feedback—in place of the missed in-person lesson. This helps you stay supported and maintain momentum until you’re able to return.

Extended summer breaks

We encourage students to continue learning over summer. To accommodate travel and changing summer schedules, we offer an increased allowance of four makeup credits, subject to our notice, expiration, and outstanding-credit limits.

A break of one month or longer requires withdrawal with 30 days’ notice and releases your ongoing lesson time. When you return, placement is subject to availability.

03Illness & online alternatives

Please stay home if you are sick. The usual cancellation and makeup rules still apply.

• Do not attend in person with a temperature of 100°F or higher, or if you have experienced vomiting or diarrhea within the past 24 hours.
• Before returning, you must be fever-free for at least 24 hours without fever-reducing medication, with no vomiting or diarrhea during that period.
• If your child missed school because of illness, they may not attend an in-person lesson that day.
• Students who are visibly ill or attend in violation of this illness policy may be sent home or have their in-person lesson ended. The usual cancellation and makeup rules apply.

If you feel well enough to participate, ask your teacher whether an online lesson is available during your scheduled time.

For lingering symptoms, your teacher may request a mask for the student or others in the teaching room. Masks are available on request, and school thermometers are available when needed.

04Musicianship Week, recitals & school breaks

Musicianship Week

Four times each year, Musicianship Week replaces the regular private lesson for students 18 and under.

These classes develop theory, music history, ear training, and performance skills through shared activities, games, and musical exploration.

Musicianship Week takes place four times each year: the week of Labor Day, early December, March, and the week of Memorial Day. Exact dates are published in the school calendar.

• Participation is required for students 18 and under.
• Register for an appropriate class or event based on your teacher’s age and level recommendation.
• Classes are generally 45 or 60 minutes.
• There is no regular private lesson during Musicianship Week for participating students.
• If you miss your selected class, you may attend another appropriate class that same week, subject to availability. Makeups outside that week are not available.
• Your teacher may recommend postponing participation in a student’s first Musicianship Week if they have just begun lessons or are not yet developmentally ready for the available classes.

Students 19 and older continue with private lessons instead.

Musicianship Week information & registration

Recitals

All students 18 and under are expected to perform in our three annual recitals as part of the Heart Beats program. These supportive events help students build confidence and celebrate their progress.

Dates are announced in the fall. Recitals typically take place around Halloween, Valentine’s Day, and the end of the school year.

Students must follow the dress expectations communicated for each event. Family and friends are welcome, and families may be invited to contribute refreshments.

Recitals are optional for students 19 and older.

School breaks

Scheduled breaks include:

• Labor Day and Memorial Day.
• Thanksgiving week.
• Winter Break.
• One week of Spring Break—dates announced each year.
• One week of Summer Break—dates announced each year.

Exact dates are published in the school calendar. These breaks are included in the annual tuition structure; monthly tuition stays the same.

View the school calendar

05Teacher absences, substitutes & transitions

Substitute teachers

Heart Beats may provide a qualified substitute when your regular teacher is unavailable.

We notify families as early as possible. Substitutes allow students to continue learning while teachers take necessary time away.

Lessons with a qualified substitute follow our usual attendance and cancellation policies. Choosing not to attend a substitute lesson is treated as a student cancellation.

If Heart Beats cannot provide the lesson, we will arrange a makeup. Teacher-canceled lessons do not count toward student makeup limits.

Teacher transitions

Enrollment is with Heart Beats Music School; placement with a particular teacher is not guaranteed indefinitely.

We value lasting teacher–student relationships. When a teacher’s availability or role changes, we give families as much notice as reasonably possible and thoughtfully arrange a new placement.

Please give the new teacher approximately 30 days to develop a working relationship with your student, and communicate concerns so we can help.

If you have tried the new placement during that period and determine it is not the right fit, Heart Beats may waive the usual additional 30-day withdrawal notice.

This waiver is discretionary. Contact the office at info@heartbeatsmusicschool.com and submit the official withdrawal form so we can confirm your final enrollment date. The exception does not provide refunds for lessons already provided or tuition already earned.

06Schedule changes & withdrawing

Changing your weekly lesson time

Permanent schedule changes require office approval and are subject to availability. Teachers cannot authorize changes to a student’s standing lesson time.

Contact info@heartbeatsmusicschool.com to request a change. Until a new time is approved, the existing lesson time and normal attendance, tuition, makeup, and withdrawal policies remain in effect.

Rescheduling an individual lesson does not change your ongoing weekly appointment.

During your notice period

• Tuition remains due through the 30-day notice period, whether or not you attend.
• You may continue attending your scheduled lessons.
• Use outstanding makeup credits before your final enrollment date. Unused credits are forfeited when enrollment ends.

Final tuition

The current month’s tuition is nonrefundable.

If your 30-day notice period extends into the next billing month, additional tuition is due for the scheduled lessons within that portion of the notice period, whether or not you attend.

Annual tuition ÷ 47 × number of remaining scheduled lessons

Each Musicianship Week counts as one lesson for this calculation. This method applies to both youth and adult students.

The office at info@heartbeatsmusicschool.com will confirm your final enrollment date and any additional tuition due.

If lessons are not meeting your needs

We want your experience at Heart Beats to feel supportive and worthwhile. If something isn’t working, please reach out to info@heartbeatsmusicschool.com so we can listen and explore options together—whether that involves learning goals, communication, scheduling, or teacher fit. Your feedback also helps us learn and improve how we support students and families.

Tuition already paid is nonrefundable, and the usual withdrawal notice applies unless we confirm a teacher-transition waiver.

07Instruments, materials & practice

An instrument at home

Students taking instrument lessons must have an appropriate instrument available for home practice.

• Piano: An acoustic piano is ideal. Beginner students may use a digital piano with 88 weighted keys. After two years, an acoustic piano is strongly encouraged and may be required by the teacher for continued study.
• Violin: Your teacher will help select the correct size and advise on equipment. A violin is provided for the free trial.
• Guitar & bass: Your teacher will advise on instrument size and equipment. An instrument is provided for the free trial.

Instrument guidance

Books & materials

We purchase required books and materials for students, passing on teacher and institutional discounts whenever possible. A 5% stocking/procurement fee applies. If you prefer to purchase the assigned materials yourself, that is also welcome.

We encourage supporting local music stores, including Kline Music and Tim’s Music.

Students are responsible for bringing their current books and materials to each lesson.

Practice & family involvement

Regular home practice is an essential part of progress.

Your teacher provides weekly assignments and guidance. Younger students usually need a parent or caregiver’s help establishing a routine.

Parents may observe lessons with the teacher’s recommendation. Please ask questions when assignments are unclear and let your teacher know if the workload needs attention.

Practice guidance & resources

08Safety & conduct

Everyone is expected to help maintain a safe, respectful environment for learning.

• Behavior that creates a safety concern or materially disrupts lessons is not permitted.
• Smoking, vaping, alcohol use, illegal drug use, and impairment that compromises the learning environment are prohibited on school premises.
• Weapons and firearms, including concealed firearms, are prohibited, except where applicable law requires otherwise.

Heart Beats may ask someone to leave when their conduct or possession of prohibited items creates a safety concern or materially disrupts learning.

Decisions are based on observable conduct and specific concerns. We consider reasonable accommodations as required by applicable law.

09Media consent

We love celebrating students’ achievements, sharing school life with our families, and helping more people discover the joy of music at Heart Beats.

Photos and recordings may appear in:

• Our website, social media, and newsletters
• Advertising, brochures, flyers, and other school materials
• Lobby photo displays and digital signage
• Celebrations of student performances, progress, and accomplishments

We may include students’ first names, never last names or personal contact information. We do not sell student media or authorize other businesses to use it for their own advertising.

Your choice

During registration, you agree to our media policy and acknowledge your right to opt out in writing. Opting out does not affect participation.

• To opt out: Complete our Media Consent Opt-Out form or email info@heartbeatsmusicschool.com.
• From receipt: We will stop new use of materials that identify the person named, including older photos and recordings.
• During activities: Photos or recordings may still be taken. Before sharing group media, we will remove or obscure an opted-out student so they cannot be recognized.
• Your preference stays on file: It continues after enrollment ends unless you change it in writing.

Materials already shared

Please include a link or description of anything you would like removed.

• Allow up to 30 days for review and removal or replacement.
• We prioritize urgent safety concerns. You may note urgency on the form and are welcome to contact the office directly.
• We will address materials we control and request changes from marketing partners.
• We cannot retrieve printed materials already distributed or guarantee removal of copies others have saved or shared.

Families and audience members must have permission before sharing photos or recordings of other students. We cannot control or guarantee their compliance.

Frequently asked questions

Questions? We’re here to help.

Contact the office at info@heartbeatsmusicschool.com if you need clarification or help finding the right next step.

info@heartbeatsmusicschool.com · (916) 818-3882