Cancellation Policy

How to Interpret Our Cancellation Policies

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Our official cancellation policy is based on five key principles:

1. Greater than 48 hours' notice must be given for cancellations or rescheduling. All communications regarding cancellations or rescheduling must be made by email to provide a clear record for future reference.

2. Each student is allowed two sick days per term. Terms run from the day after Labour Day until December 31, and from January 1 to June 30.

3. An 80% attendance record must be maintained.

4. Rescheduling is always preferred whenever possible.

5. The program director is always available to discuss special cases regarding absences.​

 

 

We ask that you provide greater than 48 hours' notice and notify us by email when canceling or rescheduling any lessons, as it often takes us more than 48 hours to process emails, especially during busy periods like March Break or when teachers or administrators are engaged in performances or other activities. Our scheduling software sends out reminders 48 hours before each lesson—therefore, replying to these reminders to cancel your lesson is considered less than 48 hours' notice. We understand that life gets busy and canceling a lesson isn't always top of mind, but in fairness to our teachers and school operations, providing more than 48 hours' notice is especially helpful for rescheduling and avoiding unnecessary disruptions.

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We ask that a minimum 80% attendance record be maintained. For example, there are 42 weeks from the day after Labour Day to June 30. If you account for statutory holidays, PD days, and school breaks, holidays that fall on a Monday or Friday account for approximately 17% of the total school year. For lessons occurring on Tuesdays, Wednesdays, or Thursdays, holidays account for approximately 7% of the total school year. This means that even with perfect attendance outside of these holidays, a student attending lessons on Mondays or Fridays would have an attendance rate of approximately 83%, while those attending on Tuesdays, Wednesdays, or Thursdays would have an attendance rate of approximately 93%. The school year runs from the day after Labour Day in September to June 30th each year. It is divided into two terms: the first term runs from the day after Labour Day until December 31, and the second term runs from January 1 to June 30.

 

Special consideration will be given to students who study on Mondays and Fridays due to the higher number of holidays affecting these days.

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Holidays like Christmas, Easter, and government holidays are included in the attendance calculation but are not billable. Not all students and teachers observe holidays at the same time, nor do all students fall under the school system. In fact, many students are adults, attend private school, are homeschooled, or work in the service industry with schedules opposite to those in government employment and public or Catholic school systems. Therefore, never assume lessons follow the school or government calendars. Lessons are held year-round, and it is left up to the teachers and students to decide when they would like time off. We find this arrangement works best for all parties.

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All of our teachers have access to the school and the ability to open it as needed. This allows for occasional coordination with students to find suitable lesson times when scheduling challenges arise. While we operate with flexible hours, we encourage students and families to respect scheduled lesson times and view rescheduling as a last resort when other options are not possible. Teachers and students can make rescheduling arrangements directly if all parties are comfortable, but the program director must always be included in the communication chain to ensure accountability and consistency.

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Many schools require students to pre-pay or commit to a fixed number of weeks in advance. We have intentionally avoided this approach because we find it too restrictive. Instead, we ask that students follow our greater than 48-hour cancellation policy, maintain an over 80% attendance rate as explained above, and use their two sick days per term when needed. We ask that, whenever possible, lessons be rescheduled to keep them revenue-neutral for both the school and the teacher, which helps maintain predictable operations and affordable pricing. Rescheduling when possible will also help keep your attendance percentage as high as possible.

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Sick Day Exceptions

We understand that illness happens. For this reason, we allow two sick days per term.

If less than 48 hours' notice is given for a sick day, an email must be sent. A text to 613-851-4682 (our program director, Kelly Craig) is also appreciated, as it alerts the program director to the absence more quickly than an email and helps ensure the situation is addressed promptly.

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This policy ensures that urgent last-minute cancellations can be addressed while still maintaining proper records.

 

Please review this policy carefully and reach out if you have any questions or require any clarifications.