First of all, what is studio policy? It's a written statement of the rules by which you run your studio. It enables you to function in a business-like manner. It tells students (and their parents) that you are a professional. You will treat everyone that way and expect the same treatment in return. It tells families specifically what to expect in regard to tuition payment, make-up lessons, cancellations, tardiness, vacations, and many other important topics.

Is a studio policy important? You bet! Don't go to your piano without one!

And it should be in writing. More about that later.

Content of a Studio Policy

I have divided studio policy content into three large areas: required, recommended, and personalized. Money concerns and make-up lessons comprise the required elements. Discussion of logistics, recitals, and materials are the recommended points, and items unique to your program are in the third area.

Every studio policy -must- address the following basic issues:

• when payment is due; when it is overdue; whether any penalties are assessed, how much they are, and when they are added
• what constitutes an absence for which a make-up lesson will be given; what constitutes an absence for a make-up lesson will not be given; whether it is possible to cancel a lesson and receive tuition credit or a refund
• how to arrange a lesson at a non-assigned time
• what happens if a student arrives late for his lesson
• when the studio is closed and no lessons given; whether tuition is due during the closure

• where students should park
• where students should wait for their lesson
• whether parents are welcome at the lesson; whether siblings are welcome
• when recitals are scheduled; whether they are mandatory; whether music memorization is mandatory for recitals
• how assigned materials are acquired
• whether summer study is required in order to keep the same lesson time for fall or whether those not studying in summer risk having their slot taken by another student or by a new student

You have now covered the universal questions and problems you and students will encounter. Now custom-tailor your studio policy for your particular program. Ideas:

• security gate procedures
• whether to come in or to knock/ring doorbell
• any special rules you set for your studio (ex: all arriving students must wash their hands; leave your street shoes by the door or outside the door; wet raincoats should be hung on the hooks just inside the door)
• how you handle competitions, adjudications, evaluations
• computer time and procedures
• lending library procedures
• any other fees you assess (recital, registration, etc.)
• that fees rise 5% every September 1 (to keep up with the cost of living)
• annual calendar (recitals, competitions, vacations, etc.)
• your philosophy of teaching
• materials list

What Not to Include in Your Studio Policy

You can put just about anything in your policy, but I would advise against putting specifics about tuition fees because when you change them, you must reprint your policy.

How Frequently to Update Your Studio Policy

Change your policy whenever you feel like it. Remember, it's -your- business!

Change and redistribution requires substantial effort, so make notes of all you wish to change and do it all at once, if possible.

In practice, I'd say that you shouldn't change the policy more often than once a year. More than this makes you look unorganized (and thus unprofessional).

If you are a brand-new teacher, you may need to reissue your policy more than once a year, as you learn the ropes, but as you mature in this calling, you'll find that your studio policy will be firm in a couple of years. After that, all you will need to do is some fine-tuning.

When and How to Distribute Your Studio Policy

At the audition, give every student you accept a copy of the policy. If the student is a child, ask the parent to read the policy while you talk with the child; if an adult, allow time for reading. Thereafter, ask if there are questions. Even if there are none, go over the specifics of when payment is due and when you will allow a make-up lesson. These are the two points which cause the most consternation, and 98% of your problems will be in these two areas. I like to recap my policies in these two areas and conclude by saying, "Is this acceptable to you?" Some teachers draw up a dated contract stating that the responsible adult "has read, understands, and agrees to abide by" the studio policy. Both teacher and the other adult keep a copy of the contract.

Any time there is a major change, such as institution a late payment penalty, everyone needs a fresh copy of the complete studio policy. Of course, you will be sending a letter to everyone explaining this major change, but enclose a copy of the complete policy, also. At this time, if you use a contract such as the one described above, create new contracts which both parties will sign.

Some teachers send out a copy of the studio policy every fall, at the beginning of the studio year. If there are changes, even small ones, a letter should accompany the policy, drawing attention to any changes.

copyright 1998, Martha Beth Lewis, Ph.D.
Contact me about reprint permission.