Can a Music School Continue to Charge Me if I No Longer Attend
#1 
Posted 12 May 2011 - 08:34
I really would like to know whether or not other music teachers charge for lessons which students miss - for illness, school trips, family vacations, etc. I do not, but I think I should. I am charging ?13.00 for a half hour lesson which I think is reasonable, given my qualifications. years of experience teaching (Master Teacher) and area (near London).
Yesterday, a mother phoned ten minutes before her daughter's double lesson to tell me, once again, that she had forgotten to let me know "Jane" would not be coming to her lesson because of a teachers' meeting at school. The woman was already driving her and her daughter to the school so it was an inappropriate time for a deep discussion, considering she was using a mobile phone while driving.
This mother has cancelled lessons with alarming regularly. In fact, she has NEVER notified me of upcoming lessons her daughter could not attend which might have given me no time to arrange for a different time for the child.
To say this cuts into my personal income would be understating my predicament because this child has missed 10 double lessons since September 2010. If it were not for the fact that the girl is getting ready for her Grade 5 Theory exam in November 2011, I would tell the mother to find another teacher.
I feel "MUM" has taken advantage of me and has treated me with a lack of respect. The last time a mother showed this much disrespect to me was when one phoned, again minutes before a lesson, to say her daughter was going to her best friends "sudden" birthday party. I actually charged for his missed lesson and then told the mother I was not going to be treated so disrespectfully and finally said she should find another teacher for her daughter. I never saw the child again.
So - what should I do? Charge all my students' parents for missed lessons? What would you do? Many, many thanks for your advice and any tales of your own experiences.
#2
Posted 12 May 2011 - 08:45
I feel that irrespective of the reason for the cancellation, these qualify as 'last-minute' cancellations, and as such would be charged at the full rate.
I will re-arrange a lesson IF I can, and of course if enough notice is given.
This sounds like one mum who is taking advantage, and is wasting your time. Would you be better off without them?
It might be that you need to think about Ts and Cs if you don't have them already, and make sure they are clear. Your charges seem pretty reasonable - mine are slightly higher.
#3
Posted 12 May 2011 - 08:45
I think you will find most of the teachers on this forum implement pretty strict terms and conditions regarding cancelling lessons, especially at short notice. My terms and conditions state that each child is allowed 3 "holidays" a year ie. not paid for, but you must give at least 2 weeks notice for this. We also take christmas and new year off, so in total each child is entitled to 5 weeks per year of holidays. If someone cancels short notice, or doesn't show up for a lesson that lesson is charged for, as I have already planned for that lesson, and cannot use that slot for someone else. This is all stipulated in terms and conditions that the parent has to sign when booking the child (or themselves!) in for lessons, and agree to. I think in your position you should take the advice from everyone who posts here (and i'm sure you will get lots of replies!) And quite probably implement t's and c's from September, making clear what you will put up with. Otherwise, as you have noticed, some people will take advantage of your good nature, and you will end up losing a lot of income... Hope this helps a little. 
#4
Posted 12 May 2011 - 08:58
QUOTE(muzikalbadger @ May 12 2011, 09:45 AM)
I think you will find most of the teachers on this forum implement pretty strict terms and conditions regarding cancelling lessons, especially at short notice.
I think you ought to have some sort of policy for this, Iamhamilton, and certainly you should think about charging for the vast majority of last minute cancellations, or you are likely to risk being taken advantage of.
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Posted 12 May 2011 - 09:56
QUOTE(lamhamilton @ May 12 2011, 08:34 AM)
This mother has cancelled lessons with alarming regularly. In fact, she has NEVER notified me of upcoming lessons her daughter could not attend which might have given me no time to arrange for a different time for the child.
To say this cuts into my personal income would be understating my predicament because this child has missed 10 double lessons since September 2010. If it were not for the fact that the girl is getting ready for her Grade 5 Theory exam in November 2011, I would tell the mother to find another teacher.
What a cheek! That is ridiculous. 10 lessons since September and as they are double lessons that is really 20 slots that have been wasted.
I think I would be inclined to tell the mother that the child should find another teacher (irrespective of the grade 5 theory).
As others have said, if you don't have terms and conditions then plan to introduce them in September. This is what I will be doing as I have been building my teaching practice this year alongside another job and although I haven't had any problems with payment up until now I want terms and conditions in place for when this is my only source of income from September.
If people have booked lessons, they have booked that slot and the problem is that the slot can't be used for other pupils at short notice when people decide they fancy going swimming, or to a party, or wherever.
And as you say, that is a large chunk of your income when someone wastes 20 slots of your time in 9 months and then doesn't pay up.
So.. to summarize.... put terms and conditions in place saying that missed lessons are charged for and secondly, suggest that this particular pupil finds another teacher for September because it sounds like the Mum is going to continue to take the mick and probably would even if you do introduce terms and conditions from September. The fact that the child is preparing for grade 5 theory in November is totally irrelevant.
#6
Posted 12 May 2011 - 10:17
QUOTE(Organistin @ May 12 2011, 10:56 AM)
So.. to summarize.... put terms and conditions in place saying that missed lessons are charged for and secondly, suggest that this particular pupil finds another teacher for September because it sounds like the Mum is going to continue to take the mick and probably would even if you do introduce terms and conditions from September. The fact that the child is preparing for grade 5 theory in November is totally irrelevant.
I'm a parent not a teacher but I would have to say that Organistin has a point. Parents who are awkward about cancelling are likely to be awkward in lots of other ways as well and a pupil who is advanced enough on her instrument to need Grade 5 theory should be motivated enough to use her 'pester power' to make sure she gets to her lessons!
#7
Posted 12 May 2011 - 10:33
I don't have 'terms and conditions' that require signing, but this is what it says is on every invoice: "Absences are not allowable, but in genuine circumstances I will do my best to reschedule. Please let me know as soon as possible if you are unable to attend so I can accommodate others." This works well for me and I have VERY few problems. Its success probably depends, however, on giving out the invoices in advance. It's harder for them to ask for the money back than it is to simply withhold it, and it means I don't have to ask for payment for something that is in the past that did not take place. They know that I only fill in missed lessons at a time when I would be working anyway, so doing it requires somebody else to miss. What I often do is tell them to bank it and we fill it in on the run-up to an exam, which is the one time I don't mind doing a few extra hours. If I offer several dates and times, and nothing suits, then they generally just let it go.
#8
Posted 12 May 2011 - 13:07
QUOTE(maggiemay @ May 12 2011, 09:45 AM)
I feel that irrespective of the reason for the cancellation, these qualify as 'last-minute' cancellations, and as such would be charged at the full rate.
I will re-arrange a lesson IF I can, and of course if enough notice is given.
This sounds like one mum who is taking advantage, and is wasting your time. Would you be better off without them?
It might be that you need to think about Ts and Cs if you don't have them already, and make sure they are clear. Your charges seem pretty reasonable - mine are slightly higher.
Thank you, Maggie, for your good advice and for your straightforward approach. Yes, I will give my students' parents a T and C letter in September. I am still feeling hurt and annoyed by the mother who has cancelled so many lessons. And she's not the only one. I have been too understanding and I am suffering financially from being taken advantage of. The girl in question also plays the clarinet, and the clarinet teacher goes to the girl's house every week. I have never had the courage to ask if the mother treats the clarinet teacher in as cavaliet manner as she treats me, but I imagine she doesn't.
QUOTE(muzikalbadger @ May 12 2011, 09:45 AM)
I think you will find most of the teachers on this forum implement pretty strict terms and conditions regarding cancelling lessons, especially at short notice. My terms and conditions state that each child is allowed 3 "holidays" a year ie. not paid for, but you must give at least 2 weeks notice for this. We also take christmas and new year off, so in total each child is entitled to 5 weeks per year of holidays. If someone cancels short notice, or doesn't show up for a lesson that lesson is charged for, as I have already planned for that lesson, and cannot use that slot for someone else. This is all stipulated in terms and conditions that the parent has to sign when booking the child (or themselves!) in for lessons, and agree to. I think in your position you should take the advice from everyone who posts here (and i'm sure you will get lots of replies!) And quite probably implement t's and c's from September, making clear what you will put up with. Otherwise, as you have noticed, some people will take advantage of your good nature, and you will end up losing a lot of income... Hope this helps a little.
Thank you so much for your advice. It is sound. In September, I shall give the parents terms and condiitons which, though probably not binding legally, be binding morally. The girl who has missed so many double lessons with me also has clarinet lessons. The clarinet teacher goes to her home to teach her. I tend to think the clarinet teacher is treated with more respect than I am by the girl's mother. I bet he charges more and doesn't stand for the nonsense I've put up with. I want to treat others as I want to be treated. Well, I don't think that has been happening. The mother thinks it is fine for her daughter to miss lessons with me because the girl is participating in a musical at her school or going to a concert. But I don't feel I should lose money because of the girl's musical extra activities. It's definitely time for a change.
QUOTE(barry-clari @ May 12 2011, 09:58 AM)
QUOTE(muzikalbadger @ May 12 2011, 09:45 AM)
I think you will find most of the teachers on this forum implement pretty strict terms and conditions regarding cancelling lessons, especially at short notice.
I think you ought to have some sort of policy for this, Iamhamilton, and certainly you should think about charging for the vast majority of last minute cancellations, or you are likely to risk being taken advantage of.
You are absolutely right. I DO need a terms and conditions policy, and I AM being taken advantage of. And I'm tired of it. Enough is enough. It's a shame, to me, that I should need to have t and c at all. People should behave in a morally upright way and not treat others with disrespect.
#9
Posted 12 May 2011 - 13:10
What is a "Master Teacher"? 
(Makes me think of The Karate Kid!)
My policy is that I don't mind people cancelling at the last minute for whatever reason, so long as they don't expect not to pay for it, or to have it rescheduled. If they do then I require considerably more notice as - like someone else said - it requires someone else to free up a space.
To be fair, none of my pupils cancels frequently, although I did get a request at 3.21 one day last week to rearrange the 3.30 lesson for later that afternoon. 
#10 Guest: SueHM_*
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Posted 12 May 2011 - 13:17
You could use a standard contract as issued by Musicians Union, EPTA or ISM - if you and the parent agree on terms and sign a contract, it IS legally binding. Having to pay in advance seems to make them value the lessons more and I think you will find that you get much better attendance once you have this in place. I was losing 20% of my lessons through last minute cancellations until I got tough and instituted T and Cs - absence rate is now less than 5% (and all paid for!)
#11
Posted 12 May 2011 - 13:32
QUOTE(lamhamilton @ May 12 2011, 02:07 PM)
You are absolutely right. I DO need a terms and conditions policy, and I AM being taken advantage of. And I'm tired of it. Enough is enough. It's a shame, to me, that I should need to have t and c at all. People should behave in a morally upright way and not treat others with disrespect.
In an ideal world, people would behave in a morally upright way and be respectful to others, but as it is, most people have to put in place guidelines / T & Cs because some don't or won't realise that their behaviour impacts upon others.
I agree with what has been said above in that the fact the girl is taking G5 theory in November is irrelevant. You shouldn't be made to feel that you have a duty to continue teaching her considering the way you have been treated.
I had (notice the past tense there!) a student who cancelled with regularity, or missed lessons with no notification. The mother seemed surprised when I phoned to point out how many lessons this pupil had actually missed in the last 6 months. It may be that your parent hasn't realised either - although that is no excuse for her actions. Perhaps if you pointed it out, together with a verbal warning - even before issuing written T & Cs - that future missed lessons or late cancellations must be paid for or you will not continue teaching the daughter, she might buckle down and sort herself / daughter out, although in my experience, these tricky people often don't. It depends on whether you feel that the student is worth a "last warning" or not. I wouldn't wait until September with a parent like this!
I ask for 48 hours notice (but often accept 24 hours from students with good histories) and don't charge for sickness. I know that this is open to abuse and, I am quite sure, has been abused a few times, but at least it isn't on my conscience. I work this way in part because there is often a more "ad hoc" approach to lessons here, and I don't feel that I can charge for what other music tutors don't. But your situation and location is different, and may need different handling.
#12
Posted 12 May 2011 - 14:45
Yes, I think you should definitely charge for missed lessons. The trouble with the immediate problem is that because you haven't charged her for the previous ones it's hard to suddenly jump on it now from no-where. So I'd suggest the same as the others here, implement some T&C starting in September, but hand them out this half term for all to be signed by the end of term if they wish to continue with you in September. This gives dodgy parents plenty of time to find another teacher, and you a proper organised start to the new school year. And if you don't already, add in the T&C that payment is in advance (termly or halftermly, whatever you prefer), and with a 5? week notice period if at any point they wish to discontinue lessons. This will root out the naughties and you will always know where you stand with regard to teaching time, slots available and money coming in. If this parent leaves it gives you a chance to find someone more reliable.
#13
Posted 12 May 2011 - 15:40
I divide my teaching year into 3 x 14 week terms, and within each term students commit financially to 12 lessons (paid upfront, or split into 2/3 instalments). This leaves room for them (and also me) if necessary to move lessons around to accomodate half term, the odd emergency etc. There are absolutely no refunds however, unless they have less than 12 lessons because of my having to cancel (virtually unheard of, due to already having spare weeks). If both they and I are available every week they can pay for 1 or 2 extra lessons separately - indeed in practice that on average they have 13 lessons per term, sometimes 14. They can also have pay as you go lessons in the summer if they want them, with a 24hr cancellation policy.
The way I sell this is that I am making a commitment to be avialable at the same time every week during term, turning down other work to do so, and this allows better lesson planning on my part and more consistent progress on their part. Therefore even if occasionally they end up paying for a lesson they don't have, the overall benefit represents better value for money than fitting them in ad hoc.
36 - 39 lessons a year is less than some other teachers aim for - however I find 36 guaranteed payments better than 45 which are open to fiddling about. I'm also expanding my training so that I can offer group classes during the breaks - portfolio careers and all that.
#14
Posted 13 May 2011 - 15:29
QUOTE(barry-clari @ May 12 2011, 09:58 AM)
QUOTE(muzikalbadger @ May 12 2011, 09:45 AM)
I think you will find most of the teachers on this forum implement pretty strict terms and conditions regarding cancelling lessons, especially at short notice.
I think you ought to have some sort of policy for this, Iamhamilton, and certainly you should think about charging for the vast majority of last minute cancellations, or you are likely to risk being taken advantage of.
Thank you for your advice. I will take it because I'm sure some parents have taken advantage of my leniency regarding missed lessons. I will indeed write T and C which will be effective from September 2011. Really appreciate your taking the time to give me your opinion.
QUOTE(Organistin @ May 12 2011, 10:56 AM)
QUOTE(lamhamilton @ May 12 2011, 08:34 AM)
This mother has cancelled lessons with alarming regularly. In fact, she has NEVER notified me of upcoming lessons her daughter could not attend which might have given me no time to arrange for a different time for the child.
To say this cuts into my personal income would be understating my predicament because this child has missed 10 double lessons since September 2010. If it were not for the fact that the girl is getting ready for her Grade 5 Theory exam in November 2011, I would tell the mother to find another teacher.
What a cheek! That is ridiculous. 10 lessons since September and as they are double lessons that is really 20 slots that have been wasted.
I think I would be inclined to tell the mother that the child should find another teacher (irrespective of the grade 5 theory).
As others have said, if you don't have terms and conditions then plan to introduce them in September. This is what I will be doing as I have been building my teaching practice this year alongside another job and although I haven't had any problems with payment up until now I want terms and conditions in place for when this is my only source of income from September.
If people have booked lessons, they have booked that slot and the problem is that the slot can't be used for other pupils at short notice when people decide they fancy going swimming, or to a party, or wherever.
And as you say, that is a large chunk of your income when someone wastes 20 slots of your time in 9 months and then doesn't pay up.
So.. to summarize.... put terms and conditions in place saying that missed lessons are charged for and secondly, suggest that this particular pupil finds another teacher for September because it sounds like the Mum is going to continue to take the mick and probably would even if you do introduce terms and conditions from September. The fact that the child is preparing for grade 5 theory in November is totally irrelevant.
Thank you very much for your advice. I will take most of your advice in that I will write T and C effective from September 2011. I can't bring myself to tell the mother to find a new teacher, though, because I honestly don't think she will find one who charges ?13 a half-hour lesson in my area. Also, I would like to see the girl through her GRADE 5 Theory Exam - although it has been a challege to get her this far, given the lack of continuity of her lessons. During Grade 3, her lessons were so badly interrupted that every time we had an exercise or question featuring compound time, it was as though the girl was encountering it for the first time. Unbelievable.
I just hope that the T and C make a difference.
#15
Posted 13 May 2011 - 17:01
QUOTE(Czerny @ May 12 2011, 02:10 PM)
What is a "Master Teacher"? (Makes me think of The Karate Kid!)
My policy is that I don't mind people cancelling at the last minute for whatever reason, so long as they don't expect not to pay for it, or to have it rescheduled. If they do then I require considerably more notice as - like someone else said - it requires someone else to free up a space.
To be fair, none of my pupils cancels frequently, although I did get a request at 3.21 one day last week to rearrange the 3.30 lesson for later that afternoon.
I had to smile at your comment about "Master Teacher" and "The Karate Kid". I actually have a student who has his brown belt in karate, but I'm definitely not his "Master Teacher." His father, who is a black belt, is! My "Master Teacher" comes from my post-grad degree in Education and the fact that when I was teaching grammar school, I had student teachers whom I helped to learn how to teach by pedagogy and by example.
I like your policy, though, and now intend to develop terms and conditions which will be effective from September 2011, and I will keep your policy in mind. Thank you for sharing it with me.
QUOTE(Misterioso @ May 12 2011, 02:32 PM)
QUOTE(lamhamilton @ May 12 2011, 02:07 PM)
You are absolutely right. I DO need a terms and conditions policy, and I AM being taken advantage of. And I'm tired of it. Enough is enough. It's a shame, to me, that I should need to have t and c at all. People should behave in a morally upright way and not treat others with disrespect.
In an ideal world, people would behave in a morally upright way and be respectful to others, but as it is, most people have to put in place guidelines / T & Cs because some don't or won't realise that their behaviour impacts upon others.
I agree with what has been said above in that the fact the girl is taking G5 theory in November is irrelevant. You shouldn't be made to feel that you have a duty to continue teaching her considering the way you have been treated.
I had (notice the past tense there!) a student who cancelled with regularity, or missed lessons with no notification. The mother seemed surprised when I phoned to point out how many lessons this pupil had actually missed in the last 6 months. It may be that your parent hasn't realised either - although that is no excuse for her actions. Perhaps if you pointed it out, together with a verbal warning - even before issuing written T & Cs - that future missed lessons or late cancellations must be paid for or you will not continue teaching the daughter, she might buckle down and sort herself / daughter out, although in my experience, these tricky people often don't. It depends on whether you feel that the student is worth a "last warning" or not. I wouldn't wait until September with a parent like this!
I ask for 48 hours notice (but often accept 24 hours from students with good histories) and don't charge for sickness. I know that this is open to abuse and, I am quite sure, has been abused a few times, but at least it isn't on my conscience. I work this way in part because there is often a more "ad hoc" approach to lessons here, and I don't feel that I can charge for what other music tutors don't. But your situation and location is different, and may need different handling.
Thank you so much for your information. I presently feel I should not charge if students are too sick to attend a lesson. Part of the reason is that, to be honest, I don't want to catch anything from them! In January 2011, I had a student sneeze all over me, the result of which was one of the worst colds I've ever had.
Your mentioning the possiiblity the mother doesn't realize how many lessons her daughter has missed has merit. I am now going to give the parents of my students my terms and conditions, all of which have been suggested by this website. If the mother in question still allows her daughter to miss lessons, I take some comfort in thinking that once the Grade 5 Theory exam is over, she will no longer need to come to me and will continue only clarinet lessons with her present teacher who, if he is treated as I am, is far more understanding.
Source: https://forums.abrsm.org/index.php?showtopic=46853
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