Policies & Procedures

Policies & Procedures 2023

It is the desire of the Sharyn Byer Institute of Fine Arts (SB ARTS) to operate in a manner that respects the instructors and the students. SB ARTS instructors are well-trained professionals who make their living through instruction in their artistic field. Students enrolled in SB ARTS are seeking excellent training from instructors who value them and their abilities. The following Policies and Procedures ensure both instructors and students are treated with respect and dignity.

2023 Teaching seassions

Spring

January 3 - June 11

Summer

June 20 - September 2

Fall

September 5 - December 16

Payment Schedule and Late Fees

For Private Instruction

Invoices are automated and sent out on the first day of each month for all private/individual lessons attended in the previous month.
If payment is not received within the first 15 days of the month, a $35 late fee will be assessed at the close of the business day on the 15th day of the month.
A late fee of $35 will be assessed for each 30 day period in which payments are past due.
A processing fee of $5 will be charged for all declined credit card transactions.
A $35 fee will be assessed for any returned checks.

For Group Instruction

Entire session tuition must be paid in full at the time of registration. Students will not be allowed to participate until the full amount has been paid. If full registration cannot be made at the beginning of the semester, then full monthly payment must be received prior to the 1st of each month for lessons to be given.

Winter/Spring session payment due in full on January 3 (or at registration if occurring after January 3).
Summer session payment due in full on June 20 (or at registration if occurring after June 20).
Fall session payment due in full on September 6 (or at registration if occurring after September 6).
A processing fee of $5 will be charged for all declined credit card transactions.
A $35 fee will be assessed for any returned checks.

Methods of Payment

A credit card on file to be used for automated payments.
By check. Please mail to SB ARTS at 103 W. Columbia Street, Falls Church, VA 22046.

All tuition payments for the current session must be paid before enrollment in a subsequent session.

Family Registration Fee

ALL families will be charged an annual registration fee of $50.00 to be paid annually on September 1. The fee covers the period of September 1st through August 31st. The fee will be prorated if registration begins in January. This fee is non-refundable.

Absences

Students are charged for all lessons and/or group classes during the session in which they have registered.

14-17 lessons/weeks in Fall, and 22-24 lessons/weeks in the Winter/Spring
10 lessons/weeks maximum in Summer session
Tuition will be prorated in cases of registrations occurring after the session has begun

This guarantees the student a “spot” (which is limited) in the weekly lesson and/or group class of their preferred instructor’s schedule.

It is expected that students and instructors will strive for perfect attendance, however, it is recognized that occasions will occur in which either the student and/or instructor will be unable to attend a lesson as scheduled.

With respect to private lessons, a student-initiated absence will be considered excused:

Under special agreement with the instructor with at least 24-hour notice.
Due to personal illness or family emergency, as long as the instructor and/or SBArts office has been notified by 10:00 AM on the day of the lesson.

With respect to group classes, a student-initiated absence will be considered excused:

Upon injury to the student, where attending class would worsen the injury. Detailed communication with the instructor and/or SBArts office is required for excused absences to be considered in this case.

All other student-initiated absences, including all absences from group classes, will be considered unexcused and billable.

Students are responsible for notifying instructors of anticipated absences.

Private Lessons - Makeup Lessons, Lesson Credits, Withdrawal, and Termination

It is expected that instructors and students will make every effort to make up eligible lessons.
Students are allowed two (2) makeup lessons each session due to a student-initiated excused absence.
All lessons canceled due to inclement weather or closing of the church building are eligible for makeup or credit to the student’s account.
If a student and instructor both agree not to make up an eligible lesson, credit will be issued to the student’s account.
Makeup lessons and/or credit to the student’s account are not required for student-initiated unexcused absences.
Withdrawal from private lessons during any session requires two (2) weeks notice.
Requests for withdrawal must be made to the instructor and/or the SBArts office in writing. Withdrawal forms are available in the SBArts office.
Instructors have the right to terminate lessons in the case of excessive student-initiated absences once agreed upon by the instructor and SBArts office.
In the case of excessive instructor absences, students should notify the SBArts office.

Group Classes - Makeup Classes, Class Credits, Withdrawal, and Termination

Group classes consist of a fixed student capacity.
Group classes consist of a fixed schedule of classes.
Students pay in advance (either in full at registration, or on the first (1st) of every month) for all group classes, regardless of attendance in those classes.
No student account credits are given for student-initiated unexcused absences from class.
No refunds are given for student-initiated withdrawal - unless agreed upon by the student/family and the SBArts office.
Instructor-initiated missed class days will be rescheduled. If a class can't be rescheduled, or a student cannot attend the makeup class, then credit will be issued to the student’s account.
Instructors have the right to terminate a student’s participation in classes in the case of excessive student-initiated absences once agreed upon by the instructor and SBArts office.
In the case of excessive instructor absences, students should notify the SBArts office.

Tardiness

If students are late for lessons and/or group classes, the instructor will use the remaining time scheduled for the lesson and/or class.
The instructor is not expected or obligated to teach past the scheduled lesson and/or class.
Credit will not be given for the portion of the lesson and/or class missed.

School Closings

SBArts follows the inclement weather policy of the Federal Government System. If the church building remains open on a day when lessons have been canceled, special arrangements may be made on an individual basis between instructor and student to hold lessons and/or classes.

When inclement weather develops in the afternoon, SBArts reserves the right to cancel lessons and classes for the remainder of the day. Under this scenario, please check the church website: www.columbiabaptist.org for cancellation notices or building closings.

SBArts, will be closed on the following holidays for 2023:
MLK Jr. Day: Monday, January 16
Presidents' Day: Monday, February 20
Memorial Day: Monday, May 29
4th of July: Tuesday, July 4
Labor Day: Monday, September 4
Thanksgiving: Monday, November 20 - Friday, November 24 (Instructors may teach M-W this week, but the building will be closed on Thursday and Friday)
Christmas/Winter Break: Monday, December 18 - Monday, January 1, 2024 (classes resume Tuesday, January 2, 2024)

SBArts Spring Break
Sunday, April 9 - Sunday, April 16
Columbia Baptist Church will be OPEN this week, so instructors are allowed to teach if they are in town/would like to.

Expectations of Student Practice

Regular practice is essential and expected for proper musical/artistic learning. Instructors will discuss practice requirements with students and parent(s). Instructors have the right to terminate lessons if a lack of proper practice becomes evident over a period of weeks. Prior to terminating lessons, instructors will discuss the lack of practice with the student and parent(s), and provide a probationary period. Credit will not be given for lessons missed due to termination of the student.

Grievance Procedures

Students and/or parents should discuss any difficulties concerning lessons and/or classes with the instructor. If a problem cannot be resolved with the instructor, or if students and/or parents feel an instructor is acting inappropriately, the Director of the Sharyn Byer Institute of Fine Arts should be contacted immediately. Students and/or parents should document concerns. If the Director cannot resolve the problem, it will be addressed by the Pastor for Worship, Music and Arts and the Sharyn Byer Institute of Fine Arts Board.

Standards of Conduct

The Sharyn Byer Institute of Fine Arts expects all students and faculty to conduct themselves at all times on the church property in a manner demonstrating the highest attributes of moral character. SBArts will not tolerate students or faculty members using the following while in the church building or on church property:

Smoking materials
Alcohol
Illegal Drugs
Or under the influence of alcohol or illegal drugs

Implied consent of the Policy and Procedure is given and will be adhered to upon registration and initiation of private instruction and/or group classes at the Sharyn Byer Institute of Fine Arts