It's all your business: developing professional studio documents - Professional Resources

American Music Teacher, April-May, 2003 by Beth Gigante Klingenstein

* Scholarship form

* Lending library record

* Lesson inquiry/phone call form

* Practice agreement

* Practice record

* Scale/technique chart

* Student repertoire list

* Music inventory

Policy Sheet

Probably the most important document for any well-run studio is the policy sheet. Your studio policy statement lists every item that is important to your effectiveness as a teacher. You should present your policies in a professional looking document, not in a "chatty" letter. The studio policy not only benefits you, but it is also of value to parents and students, who appreciate the clarity of a formal document. There is nothing too big or too small to include. Some possibilities are:

* Tuition (amount and method of payment: monthly, semester and so forth)

* Book and fee deposit (amount and purpose: books, festival fees, recital fees, late payment fees, accompanist fees and so forth)

* Make-up policy (what is and is not covered)

* Swap-list information (explanation of how a swap-list functions)

* Information about recitals and performances

* Practice expectations

* Group lessons

* Theory classes

* Computer lab

* Parental involvement

* Parking expectations

* Correct time for calls to studio

* Promptness in drop-off and pick-up

* Short nails

* Clean hands

* Purchase of metronome

* Well-maintained instrument

Anything that has presented a problem in the past can be addressed in the policy statement. If the sound of gum chewing in the lesson is torture, a sentence, "No gum chewing is allowed during lessons," can be included. If collecting payments has become a problem, include a statement such as, "A late-payment fee of $15 will be deducted from the book and fee deposit for all tuition not received by the tenth of the month." If students are abusing your good will by wanting make-up lessons for any and all reasons, include a firmly worded and clear statement, "Make-up lessons will not be given for lessons missed by the student." If you are not comfortable with a "no make-ups" policy, find the firmest policy you are comfortable with, state it in your policy and then stick with it.

We all have heard the phrase, "No one can take advantage of you without your consent." The policy document is where you dearly state policies that help parents understand your expectations, while allowing you to deal with any frustrations that may have troubled you in the past. The final result of a professional studio policy is more time for music making and less time for problems.

Be sure to have a place at the bottom for an adult to sign stating his or her agreement to all of the terms in your policy statement before lessons are even started. If the adult does not agree with your policies, it is probably better for the student to study elsewhere.

A new policy document can be mailed to all students and signed by an adult each year. A sample statement at the bottom of the page might be:

I have read the XYZ Studio Policy for 2002-2003 in its entirety, and I understand and agree to its conditions.

(Signature of Parent, Guardian or Adult Student)