The following Terms and Conditions apply to all lesson agreements made between Apollo Music Academy and its pupils and the parents / carers of its pupils (“the pupil”) and includes references to Apollo Music Academy - Schools Programme students. 

The Terms and Conditions described below may seem relatively strict but have been discussed at length amongst the Apollo Music Academy leadership team with the endeavour of making them as fair as possible for both client and provider. As Apollo Music Academy 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 Apollo Music Academy Families are. They are a reflection of the small margin of people that have taken advantage and never paid for services rendered that jeopardise the livelihood of our tutors and managers. 

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 favour of Apollo Music Academy but there are also other times that they are more in favour of the student/caregiver.

1.TTerm Dates

1a. Teaching weeks at Apollo Music Academy roughly adhere to the Greater Geelong City Council School Terms. However, there are occasional differences and our term dates are sent out before every term begins. 

1b. At all times it is the responsibility of the Parent/Student to be aware of the first and last dates of term at Apollo Music Academy. 

2. Communication

2a. All correspondence is sent out to the parent/student by email. If this causes a problem, please let Apollo Music Academy know. 

2b. It is the responsibility of the pupil to make Apollo Music Academy aware of any changes to their contact details. Apollo Music Academy 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 Apollo Music Academy 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 admin@apollomusicacademy.com.au so we can rectify the situation as soon as possible.

3. Billing: 

3a. Apollo Music Academy teachers CANNOT accept payments in any form. 

3b. Apollo Music Academy starts following up term fees with an assumption of good faith that it is an unintentional mistake. 

3c. The pupil will be billed for each future term in full towards the end of the preceding term. 

3d. Full payment must be received 2 weeks after the new term starts, unless an agreed instalment plan has been put into place.

3e. Apollo Music Academy prefers online / Internet banking payments through My Music Staff. 

3f. New pupils will receive an invoice when their enrollment is processed. 

3g. If the pupil commences lessons part way through a term, the remainder of that term will be billed in full and payment must be received or an Instalment plan via GoCardless needs to be agreed, within two weeks of the invoice being issued. 

3h. Upon enrollment a pupil or guardian/caregiver of the pupil will be set up with a Customer Portal log in. All termly lesson details are accessible there. 

3i. Weekly, fortnightly or monthly plans covering the full amount of the invoice can be set up via My Music Staff. A list of dates of when the debit is likely to take place will be sent to you before the term in question, so any changes to it must be requested then. 

3j. My Music Staff debits will change each term as they are related to full term fee which is based on the number of lessons – i.e. If there are 10 payments spread across an 11 week term – debits will be more than individual lesson costs and debits will be less than an individual lesson if they are spread for a 9 week term. 

3k. Penalties for late payments will be applied as per the below.

4. Payment methods: 

4a. A card machine is available for processing VISA and MasterCard payments. 

4b. CREDIT CARD details can be phoned through to our office on – 5295 7325 or email us and Apollo Music Academy will contact you. 

4c. AUTOMATIC PAYMENTS/ DIRECT DEBIT is made through My Music Staff. You will receive an electronic receipt after each transaction.

5. Penalties:

5a. Overdue accounts can accrue penalties of $40 when overdue for 28 days and $20 for every following 14 day period. 

5b. 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. 

5c. The pupil is responsible for any and all charges that their bank may levy for rejecting any payment to Apollo Music Academy.

5d. Apollo Music Academy does reserve the right to temporarily and fully suspend pupils from lessons with unpaid term fees during term time. A temporary suspension means that Apollo Music Academy will keep the lesson time slot available for the pupil in the hopes that payment will be made. A full suspension means that Apollo Music Academy has the right to fill the pupils' lesson time slot with another pupil from the waitlist.

5e. Debt Collection details: 

5e(i). Payments more than 60 days in arrear may be handed over to the relevant debt collection agency for debt collection. 

5e(ii). Apollo Music Academy will attempt numerous contacts prior to resorting to this unfortunate measure. 

5e(iii). All costs incurred for sending an account for debt collection are added to the pupil’s outstanding balance.

6. Cancellation process

6a. If the pupil wishes to cancel the lesson agreement with Apollo Music Academy, written notice must be received by Apollo Music Academy Management at least 1 week 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. 

6b. Verbal notice given to the tutor will not be acted upon and is not considered sufficient unless confirmed in writing to Apollo Music Academy’s main office by the pupil. 

6c. If the pupil is unable to give 1 weeks’ notice, they will be charged a late notice fee equivalent to two weeks of lessons.

6d. Exceptions on medical grounds may be made to this as decided by Apollo Music Academy management. 

6e. No refund or credit will be given for any cancellations part way through a fixed length programme (such as an Apollo Music Academy - Schools Groups Programme course). 

6f. If Apollo Music Academy 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, Apollo Music Academy has to cancel the pupil's lesson due to damage of Apollo Music Academy property or harassment of Apollo Music Academy staff by the pupil, this may be done with no notice and no credit or refund for any outstanding lessons.

6h. Every student stops taking lessons at some point. Please make this decision thoughtfully with plenty of discussion between the teacher, parent and students so that lessons can continue with a positive sense of closure. In the event that a student should quit lessons in the middle of a semester, all remaining fees will be due as agreed upon. (Remember, tuition is per term and is required to be paid in full.)

7. Absences & Makeup Lessons

While we understand that life happens, you will get the most out of your lessons with us by attending regularly. However, if you need to miss a class or lesson, see our policy below:

7a. We do not offer makeup classes for group classes.

7b. For missed private / individual lessons, a makeup lesson in the form of a LessonMate video lesson will be arranged by Apollo Music Academy. 

7c. A makeup lesson in the form of a LessonMate video lesson is created no matter how much notice has been provided.

7d. In instances where there is an excursion, incursion, or school-related event conflicting with the lesson time and the ability for the music teacher to take the student, a LessonMate video lesson will be created in place of the lesson.

7e. In the event that a music teacher is unable to instruct the student, whether due to illness or other unforeseen circumstances on their end, and a suitable replacement cannot be identified, a makeup lesson shall be scheduled at an alternative time.

7f. No makeup lessons or credits will be provided for an individual's absence from a School Programme / group lesson / band class / choir / or any other group-based (more than one per class) Apollo Music Academy offering.  

7g. Credits will be issued if a makeup lesson cannot be conducted before the conclusion of the term. These credits will be manifested as a free lesson in the subsequent term.

7h. Customer credit is not transferable for money but will be used at the earliest convenience, often applied to the proceeding terms fees. 

8. Bad Weather

8a. In the event of an inclement weather cancellation, you will be notified of a studio closure. Classes/Lessons cancelled due to inclement weather or other circumstances beyond our control will not be rescheduled. 

9. Lesson Scheduling

9a. If learning at a school, Apollo Music Academy endeavours to schedule lessons avoiding specialist classes, such as PE, Art, LOTE, etc. This may not always be possible.

9b. Customers and staff will be asked to refrain from coming to lessons if in any way unwell during any Government mandated restrictions. No refund or credit will be given if a student is not attending or asked to leave if at all unwell. 

9c. Studio Lessons:

9c(i). 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 Apollo Music Academy. 

9d. School-based / School Programme lessons:

9d(i). If the agreed lesson day needs to be changed, the pupil will be contacted as far in advance as possible and alternative arrangements will be made with the school and the pupil for a suitable new lesson time. 

9d(ii). If the agreed School Programme lesson time needs to change to a new time, on the same day of the week and within school hours, the pupil will not be informed in advance and will instead be collected at the new time by the tutor. 

9d(iii). Pupils scheduled for lessons on a rotating timetable will be given the details of the varying lesson times, as will the tutors and the school, so that attendance at the School Programme lessons is not impacted adversely.

10. Absences From Students

10a. Individual lessons:

10a(i). If the pupil is unable to attend a lesson please let Apollo Music Academy know at the earliest time possible, preferably via the Student Portal (MMS) or via email to admin@apollomusicacademy.com.au.

10a(ii). The amount of notice of a pupil’s absence will not change whether a makeup lesson, LessonMate video lesson or cancellation occurs.

10a(iii). Makeup lessons are often conducted in the form of an extra 30 minutes on your next lesson or at an alternative time in the same term.

10b. Group and School Programme lessons:

10b(i). No catch-up lessons or credits will be provided for an individual's absence from a School Programme / group lesson / band class / choir / or any other group-based tuition activity. 

10b(ii). Where the entire group is absent, we will endeavour to provide a replacement / catch-up lesson later that term. If we are unable to do this, it is at the discretion of Apollo Music Academy to instead place this on your pupil’s account as customer credit. 

11. Absences From Teachers

11a. If the pupil's tutor is unavailable to teach, Apollo Music Academy will attempt to arrange a cover tutor and give you as much notice as possible.

11b. If this is not possible, the Apollo Music’s Administration Team will arrange an alternative time for pupils to receive their lessons.

11c. A LessonMate video lesson will not be created when a tutor cannot attend their shift.

12. Other Absences

12a. Unavoidable cancellations: 

i. Apollo Music Academy cancels any lessons due to events out of its control, customer credit may be given at the discretion of Apollo Music Academy management. 

ii. Apollo Music Academy diligently attempts to exclude all events planned by the school that conflict with lessons at the start of each term. However we appreciate any parent who notifies us of events that may have been not communicated by the school. 

12b. Ongoing absences: 

12b(i). If a pupil will be absent for more than three weeks due to school reluctance, tutors will continue to create and supply LessonMate video lessons as a substitute. Apollo Music Academy reserves the right to evaluate whether continuing lessons with a high rate of absence should happen.

12b(ii). If a pupil will be absent for more than three weeks due to medical reasons, a credit may be given, at the discretion of Apollo Music Academy’s management, but may also create and supply LessonMate video lessons as a substitute.

13. Rolling Enrollment

13a. The lesson agreement between Apollo Music Academy and the pupil is a rolling agreement that continues into each new term and new year.

13b. 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 above.

13c. We consider any absence longer than 4 weeks as a cancellation of lessons, even if for a long holiday and standard re enrolment rules apply. This is assessed on a case-by-case basis at the discretion of Apollo Music Academy’s management.

14. Photo and Video Policies

14a. Unless requested in writing, Apollo Music Academy is granted permission to take photographs/videos of the students to use in brochures, websites, posters, advertisements, and other appropriate promotional materials Apollo Music Academy creates.  Permission is also hereby granted for Apollo Music Academy to copyright such photographs in its name. 

14b. To opt-out of photo and video consent, please contact and inform Apollo Music Academy via email at admin@apollomusicacademy.com.au.

15. Changes To Terms & Conditions

15a. The Terms and Conditions described above are agreed to upon enrollment and may be changed at any point by Apollo Music Academy 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.