Question for fellow teachers regarding policies

musicman5string · #1 07-26-2006, 02:19 PM

I want to ask other teachers here who give private lessons about their policies, specifically regarding cancellations. Here's my deal: I teach electric and upright, and about 90% of my students are between 13 and 18 years old, and their parents pay for their lessons. I also go to the house, so as to cut down on the "we're not able to make it" factor of cancelling.
Here's my question: up until now, I haven't given out a written "policy statement" about cancelling, but I've had so many cancellations in the last few months, I feel the need to do so now.
Basically I'm going to ask for 24 hours notice if they need to cancel, and allow 4 cancellations between September and June. Any additional cancellation will be charged, as well as any without 24 hours notice. I've had so many parents call at 3:30pm when the lesson was to be at 5pm and say "Johnny has a soccer game today, so we can't make the lesson", etc. and everything else under the sun. I've tried to tell people that I'll reschedule if possible, but they usually don't want to do that....so I'm out the money and it's tough **** for me. Well, my landlord won't understand that when he wants the rent. Right?
What do you guys think? Too stringent, or right on?

Kam · #2 07-26-2006, 03:57 PM

Are you charging up front per month or just charging per lesson? I find that cancellations are fewer when they're already payed, or at least they make more effort to give notice when they're going to cancel so they can make it up instead of losing a lesson. Your terms are fair, especially since you are travelling to their location and basing your route on what lessons you're teaching that day. I give all my students (and parents) a form to sign and make sure that they understand the cancellation policy.

damonsmith · #3 07-26-2006, 04:09 PM

I have been having great luck with a low flat monthly fee:

"Flat monthly fee: $100 (Not to be interpreted as $25 per lesson)
The purpose of this low rate is consistency for both of us: by making weekly study affordable, I also have a more stable monthly income.
You pay for a block of time (eg: 5pm on wed.)
it is non refundable, if you need to cancel I will do my best to reschedule for daytime lessons and some evenings, but it does not get refunded/rolled over.
This needs to be paid by the last lesson of the previous month, the first month/if I owe lesson it will be pro-rated.
with the per lesson rate @ $40, you still save $20 if you miss a lesson.
in addition, if you become a regular student and enjoy this very low rate year round, I ask that you pay for the full month of dec. even if you or I are not available durring christmas and thanksgiving weeks.
If you are taking a week off for any reason you will still need to pay the full amount.
If you need an extended break, obviously there wil be no charges.
I will includes months that have 5 weeks in this rate.
If for any reason outside of standard holidays I am not available you will be credited for the lesson."

The crucial thing is to make it clear that your prices are not cheap and that part of it is paying promptly at the begining of the month and and not getting refunds for cancelations.
It has been working great for me, I take a bit less for lessons but then I get a bunch of $100 checks on the 1st of each month and my rent and bills are taken care of. If they cancel the first lesson of the month you just tell them; "if you would still like the monthly rate you can mail your check."

mcnaire2004 · #4 07-26-2006, 04:53 PM

I'm not teacher but I'll input what my former teacher did. He teaches about 8 instruments. His policy is simple just call a day or so before the lesson. Just so he has a empty slot for a extra lesson. For example there have been several times where I have had up to 2 lessons a week (usually before auditions) or just a different day rescheduled. There have been a few times were I have canceled on the day (even after the lesson time). But then again he doesn't travel. He charges per lesson ($15). Well, just my 2 cents.

relacey · #5 07-26-2006, 07:53 PM

MM5er,

I'm a parent who's paid for lot's of music lessons for his kids. Around here I think the monthly fee is pretty standard, at least for school age students, which covers the bulk of the teachers. Generally I like it. It makes the situation of missing lessons a lot clearer and I think it's more fair to the teacher. As long as the teacher is willing to work in a make up lesson, with sufficient notice, I think it's a pretty good system.

What I find amazing is that you travel to your lessons. Is that typical in NYC? I know ya'll have things like public transportation and a greater population density but down here we have to go to the teacher. I've spent many, many hours listening to the radio in my truck while my son or daughter is taking their 30-45 minute lesson. What would you charge to come to Texas?

crapusername · #6 07-26-2006, 08:00 PM

i don't think you're being unfair at all. Over here if you make an appointment for most things and cancel less than 24 hours ahead of time, you lose deposit/ or are charged a set fee.

I charge 4 lessons up front on the understanding (which i take a lot of time explaining!) that if they cancel within 24hours, they lose that lesson. However, if i need to cancel, i will either arrange another time or credit them a lesson.

Works pretty well for me, and although i do get cancellations, they are few and far between. Also i give the parents a receipt with every payment, re-inforcing the fact that this is my Job!!!

musicman5string · #7 07-26-2006, 08:14 PM

Quote:

Originally Posted by relacey

MM5er,

I'm a parent who's paid for lot's of music lessons for his kids. Around here I think the monthly fee is pretty standard, at least for school age students, which covers the bulk of the teachers. Generally I like it. It makes the situation of missing lessons a lot clearer and I think it's more fair to the teacher. As long as the teacher is willing to work in a make up lesson, with sufficient notice, I think it's a pretty good system.

It's interesting you feel thatway; I did try that once a couple of years ago, and parents basically just ignored me.

Quote:

Originally Posted by relacey

What I find amazing is that you travel to your lessons. Is that typical in NYC? I know ya'll have things like public transportation and a greater population density but down here we have to go to the teacher.

Yeah...well first of all, I do all my teaching in NJ, and I concentrate students into 2 or 3 towns, so on Mondays I'm in town x from 4-9 or whatever, and everyone is within 5 minutes of each other. For me, trying to get parents to give up 30 or 45 minutes of their time is near impossible, so I find going to the house is way better; the students materials are there, strings, amp, whatever.
As far as NYC, I would think renting a teaching space would be the better way to go.

musicman5string · #8 07-26-2006, 08:18 PM

Quote:

Originally Posted by Kam

Are you charging up front per month or just charging per lesson? I find that cancellations are fewer when they're already payed, or at least they make more effort to give notice when they're going to cancel so they can make it up instead of losing a lesson.

Some students pay each lesson, some are billed at the end of the month.
I tried to charge upfront a couple of years ago and I was more or less blown off; I didn't really try to enforce it and just let it go.
I think I will try it again starting in September. I'm a little older and wiser (and less nice) now.

damonsmith · #9 07-27-2006, 02:43 AM

I would just change the policy to pay up front. Period. The ones who won't do it you are better off without. Trust me. You need students who appreciate your work - don't accept less.
The more firm you are the more professional you seem. I have another business I own putting up posters. That business is also in flux all the time (but my concert and teaching posters go up professionaly).
So last year I decided to get tighter about my students paying on time and if I lost one I did not care. Guess what? I did not lose one.
Also, offer to rescedule when possible but make them eat the cancels. Set a fair price and no one will complain.

musicman5string · #10 07-27-2006, 07:32 AM

Quote:

Originally Posted by damonsmith

I would just change the policy to pay up front. Period. The ones who won't do it you are better off without. Trust me. You need students who appreciate your work - don't accept less.
The more firm you are the more professional you seem. I have another business I own putting up posters. That business is also in flux all the time (but my concert and teaching posters go up professionaly).
So last year I decided to get tighter about my students paying on time and if I lost one I did not care. Guess what? I did not lose one.
Also, offer to rescedule when possible but make them eat the cancels. Set a fair price and no one will complain.

Thanks alot for your input. I'm also considering doing your method of charging a flat $100 a month fee....
Yeah, the irony is that since I'm concerned about losing a bunch of students, if I don't worry about it no one will probably quit.

Ed Fuqua · #11 07-27-2006, 10:41 AM

My teacher gives a little discount if you pay for the whole month upfront, but it doesn't matter if you pay by the month or the lesson, you are paying for thetimeslot whether you use it or not. If you don't show up, you still pay. If you have to reshcedule and there's an open space, cool. But if not, oh well. He says it's like having a phone, you pay for it whether you use it or not.

But Joe's a great teacher and is in demand, he doesn't often have empty spots for students. And there are a number of studenst (like me) who have been with him for years. I don't know if somebody just starting out or who has a lot of empty space in the calendar to fill would have the same sort of leverage.

NJL · #12 07-27-2006, 10:45 AM

I have my students pay me upfront. They cancel, I cancel... I'm already paid... they make up lessons and so do I.

violinoscar · #13 12-31-2006, 04:46 PM

This is a bit off topic but teacher related anyway. Whenever I teach kids I insist that the parent remains in the room for the entire lesson. This is for my own protection. Here in Australia there is a fairly new development that says teachers have to have a police check, called a "Working with Children" This is to prevent offenders. I have such a clearance, but never-the-less, the parent stays.

**Freddels** · #14 01-01-2007, 11:20 AM

Quote:

Originally Posted by damonsmith

I have been having great luck with a low flat monthly fee:

"Flat monthly fee: $100 (Not to be interpreted as $25 per lesson)
The purpose of this low rate is consistency for both of us: by making weekly study affordable, I also have a more stable monthly income.
You pay for a block of time (eg: 5pm on wed.)
it is non refundable, if you need to cancel I will do my best to reschedule for daytime lessons and some evenings, but it does not get refunded/rolled over.

If I remember correctly, when I studied with Charlie Banacos, we paid a month in advance, and you paid for the slot. Use or lose it. The lessons were 1/2 hour. He does give lessons by mail but if you live within a 2 hour drive then you were required to get the lessons in person. He had about a 2 yr wait list back then. Don't know about now.

How long are your lessons that you give for this rate?