Studio Policies

Versatile Voice Academy

Studio Policies

Revised June 11, 2025

 

Lesson Attendance

 

Please provide at least 24 hours notice for any schedule changes or cancellations. You can make these adjustments through the Student Portal. Cancellations with less than 24 hours notice will result in full payment of the lesson fee.

 

Student absences are not eligible for refunds.

 

Make-up credits will be offered only for absences with at least 24 hours notice. Make-up lessons must be scheduled within 30 days of the missed lesson.

 

Regular attendance is expected. Excellent communication is required if a student will miss lessons or be late.

 

Students are required to bring a journal, reusable straw (voice students only), water, and any recommended sheet music or music books to every lesson. Forgotten music can be re-printed for $5.

 

Please do not come to lessons if you are sick. Instead, please request a virtual lesson for your assigned lesson time. Students should be fever-free for at least 24 hours and free of any stomach issues for 48 hours before attending lessons in person. Students with Covid-19 and flu are expected to abide by CDC guidelines before returning. Students who come to lessons while sick will be dismissed.

 

To ensure fairness, students are limited to 2 make-up lessons per school year. After 2 make-ups, additional lessons can be scheduled at the teacher's discretion. Lesson swaps with other students are not limited as long as both parties and the teacher agree. Make-up lessons must be used within 30 days of initial absence or the student forfeits the lesson. Teachers are not required to come in outside of their regularly scheduled hours for a make-up lesson. Students are responsible for scheduling make-up lessons through the Student Portal. If you need help scheduling, please contact our admin team.

 

To be eligible for make-up lessons, your teacher must receive at least 24-hours notice of any missed lessons via the Student Portal. No-shows or forgotten lessons are not eligible for make-up lessons or refunds.

 

Make-up lessons cannot be rescheduled.

 

If your teacher cancels a lesson, we will either reschedule it at a mutually convenient time or credit the lesson toward your next session. The make-up credit must be used within 30 days. In some cases, other Versatile Voice Academy teachers may temporarily teach lessons for another teacher’s studio in lieu of a teacher cancellation. If this is the case, you will receive an email notifying you of this change before your lesson. 

 

Our tuition structure allows our teachers two flex days per calendar year for the case of illness or emergency. Flex days are accounted for in your tuition and do not require rescheduling. (See tuition section for further explanation.) If a teacher needs to use a flex day, they will notify the impacted students with 24 hour notice whenever possible. As some emergent situations can’t be avoided, they will notify impacted students with as much advance notice as possible.

 

If a student is late, the lesson will end at the scheduled time, and no extra time will be provided to make up for the late arrival. If a student is more than 15 minutes late, the student forfeits the lesson as a no-show. If the teacher is late, missed time will be added to the beginning/end of a future lesson at a mutually agreeable time. 

In the case of inclement weather, Versatile Voice Academy follows the School District of Janesville for closures. Students and parents will be notified of this change through email and text message when necessary. Students can send us a video or two of what they're practicing/needing assistance with and we will happily give asynchronous feedback during the student's lesson time. Videos submitted after a student's lesson time are not guaranteed a response. 

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In the instance of habitual cancellations totaling 3+ in a 3 month period, students will be removed from the schedule and the time will be opened for other students on the waiting list. In this case, any prepaid lessons will not be refunded.

 

In the instance of a student taking a long-term break totaling more than two consecutively-missed lessons, the student forfeits their guaranteed lesson slot and the teacher may opt to fill the lesson spot with another student. Versatile Voice Academy does not guarantee lesson spots are held for students taking a long-term break. Students who wish to hold their lesson slot in their long-term absence may pay the lesson fee in full during the time missed to guarantee their assigned lesson time will remain open for them when they return. If a student chooses to be removed from the schedule with intentions to return after their break without paying for time missed, their assigned lesson time and previous pricing is not guaranteed to be available when they return and will essentially become a “new student”. Students who intend to miss more than two consecutive lessons must give 30 days notice in writing. 

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30 days notice in writing is required if a student would like to discontinue lessons. If proper advance notice is not given, a $100 early termination fee will be added to the final bill. 

 

Tuition & Billing

Tuition is a flat monthly fee which reserves your fixed recurring lesson time based on a 45 week academic year. Tuition has already been prorated to include our 5 weeks of academic breaks plus two flex weeks to accommodate teacher absences for illness or emergency. Most months will have the same amount of lessons, while some will vary. For example, weekly lessons will receive an average of 4 lessons per month, while some months have 3 or 5 lessons. The flat monthly fee stays the same.

Flex days are accounted for in your tuition and do not require rescheduling. If a teacher needs to use a flex day, they will notify the impacted students with 24 hour notice whenever possible. As some emergent situations can’t be avoided, they will notify impacted students with as much advance notice as possible. If a teacher does not use their flex days, students essentially receive two free lessons per year. 

Tuition rates for existing students will increase every two years, with adjustments occurring in odd years. You will be notified via email at least 30 days prior to any rate changes.

 

For all new accounts, tuition is due on the 15th day of each month for the following month’s tuition. (In the case of some existing accounts, tuition may be scheduled for the 1st day of the month.)

 

Invoices will be emailed to the account holder(s) on their assigned due date.

 

Auto pay is required for all new students. 

 

We accept payment via check, Venmo, all major credit cards, and Zelle. Please note that a 4% processing fee will be added to credit card payments

 

Payment for lessons is due before the start of scheduled lesson. Unpaid lessons will not be given unless a prior arrangement has been made with the owner’s permission.

 

A $35 late fee will be assessed five days after the due date. Auto pay will be required for accounts that are past due more than twice per calendar year.

 

Studio Calendar

 

To ensure flexibility and smooth scheduling, we ask that all students utilize the Student Portal for lesson changes and cancellations. A link to the Student Portal can be found on the Current Students tab of our website. If you need to change lesson times, use the Student Portal. Remember, in order for you to swap, someone else has to swap also. Please check back regularly if you do not see a time slot that works for you. 

 

Versatile Voice Academy follows the School District of Janesville calendar for all holiday breaks as well as cancellations for inclement weather. If inclement weather occurs outside of regular school hours, Versatile Voice Academy will use their discretion to cancel and/or offer asynchronous lessons instead.

 

Versatile Voice Academy operates year-round and does not close for the summer months.

 

Practicing

 

We recommend that students practice a minimum of 20 minutes per day. Consistent practice is essential for making progress. Parental involvement is required for students under 14 to help support their weekly practice sessions. Post-lesson emails will be sent to parents so they are aware of the teacher’s expectations for practice. Students who are 15 and older should plan their own weekly practice sessions that meets their musical goals.

 

Supplies

 

Students are required to bring a journal, reusable straw (voice students only), water, and any recommended sheet music or music books to each lesson. Students are responsible for purchasing assigned curriculum books and sheet music. Please do not steal sheet music.

 

Studio Conduct

 

At Versatile Voice Academy, we are committed to maintaining a safe, inclusive, and welcoming environment for all individuals, regardless of race, gender identity, ethnicity, ability, religion, or sexual identity. We strive for diversity, equity, inclusion, and accessibility for all of our students and employees. If we miss the mark, we would appreciate a conversation with you about ways we can improve. We truly feel it is important for all artists to feel safe to create while in our studios.

 

We expect our students to maintain high standards of both artistry and personal conduct. If a behavioral issue does arise, we will promptly discuss with a parent/guardian. Repeated behavioral issues may result in removal from the studio, after a discussion with parents/guardians. There is a zero tolerance policy for bullying or any unkind interactions between students in class settings. Insults and disrespect for a student’s artistry will not be tolerated. 

Enrollment at Versatile Voice Academy is consent to these policies.