ProVocals Vocal Academy School Terms and Conditions
Updated: 19 September 2024
1. Introduction
Welcome to ProVocals Vocal Academy, a premier institution dedicated to fostering the growth and development of vocal talent. This document outlines the Terms and Conditions that govern the relationship between the Academy and its potential students, active students, and the parents or guardians of students (hereafter referred to collectively as “Students”). By enrolling in or attending any class, workshop, or event at ProVocals Vocal Academy, Students agree to these Terms and Conditions, which are designed to ensure a productive, safe, and harmonious environment for all members of our community. Please read this document carefully to understand your rights and responsibilities as part of the ProVocals family. It is our collective adherence to these terms that enables us to offer an exceptional educational experience, fostering not just technical skills but also the personal growth and artistic expression of every student.
2. Enrolment and Registration
2.1. Vocal Assessment for Prospective Students
To become a part of ProVocals Vocal Academy, interested individuals are required to undergo a vocal assessment at one of our studio branches. This initial step ensures that we can meet the needs and goals of every aspiring singer, tailoring our approach to their unique voice and aspirations. To schedule a vocal assessment, please visit our website where you can find information on booking slots, the latest assessment fees, and other relevant details.
2.2. Registration Process
Upon successful completion of the vocal assessment, candidates are eligible to register as students at ProVocals Vocal Academy, subject to slot availability in our studios. We pride ourselves on welcoming a diverse range of talents, from complete beginners to seasoned professionals.
2.3. Fees and Re-registration
The fee paid for the initial vocal assessment will be applied as your registration fee, should you choose to enrol with us. For students who may decide to take a break and later wish to return to ProVocals, a re-registration fee will be required; however, they will not need to undergo another vocal assessment. All fee structures, including the re-registration fee and any updates, are available on our website.
3. Fees and Payments
3.1. Tuition Fees
The most up-to-date tuition fees are available on our website and are subject to changes. We encourage prospective and current students to regularly check the website for the latest fee structure for various training services.
3.2. Payment Methods
ProVocals Vocal Academy accepts several payment methods for your convenience. These include EFT (Electronic Funds Transfer), debit or credit card payments in studio and Yoco online payments. Please note that cash payments are not accepted in our studios for security reasons.
3.3. Payment Dates
To ensure the continuity of your training, all fees are payable upfront. Your lesson slot for the upcoming month is secured upon payment of your invoice before the 1st of that month. Lessons cannot commence without prior payment. Should payment not be received by the 1st, and no prior arrangement has been made, we reserve the right to allocate your slot to another student. A lesson slot is confirmed and secured only upon receipt of payment.
3.4. Late Payments
Consistent late payments may lead to the removal of a student from our training schedules. ProVocals retains the right to terminate any student account for repeated delays in payment, especially if constant reminders are required.
3.5. Yearly Fee Increases
ProVocals Vocal Academy implements a yearly fee increase at its discretion. This adjustment is carefully calculated by our management and accounting teams to ensure the sustainable operation of the academy. Students and account holders will be notified of any impending fee increases 60 days in advance.
3.6. Refunds and Cancellations
Once booked, lessons are non-refundable. Students wishing to cancel their lessons and resign from the academy are required to provide a 30-day notice in writing or via the online platform specific to their studio branch. Upon receiving notice, the student’s billing will be terminated, and their lesson slot will become available to new students.
3.7. Single Lesson Cancellations
Should a student need to cancel a scheduled lesson or several lessons, no refund will be provided. This policy ensures that lesson slots, which are committed on a monthly basis, remain filled and productive. In cases of illness, students must submit a doctor’s note to qualify for a makeup lesson. Makeup lesson eligibility and scheduling remain at the discretion of ProVocals management.
4. Class Schedules and Attendance
4.1. Scheduling
Upon registration, each student at ProVocals Vocal Academy is allocated a weekly lesson slot, which becomes their default lesson time. This slot ensures studio access during the scheduled times as long as the student’s account remains in good standing.
4.2. Amount of Lessons and 5th Weeks
Students are entitled to four lessons each month, scheduled during the first four weeks. If a month includes a fifth week, no regular lessons will occur during this time. Instead, the fifth week may be utilised for makeup lessons upon management’s approval or for once-off bookings. It’s important to note that default lesson times cannot be permanently moved to the fifth week of any month.
4.3 Attendance Policies:
Present:
Attendance at a scheduled lesson marks a student as “present” within our system, rendering the lesson billable.
Late Attendance:
Arriving late for a lesson means the remaining time will be utilised, but the missed minutes will not be recuperated. Our hourly training schedule does not accommodate extensions for late arrivals.
Absent
Missing a lesson without providing a doctor’s note (for illness) will result in the lesson being marked as “absent” and billable.
Absent – With Make-Up:
Cancellation due to illness requires immediate notification and proof. While the lesson is initially billable and marked as absent, students may apply for a “Make-Up Credit” online, subject to management review. Approved credits allow for a make-up lesson within 30 days, after which the credit expires. You can apply for a make-up credit from the “Student Portal” page on the ProVocals website.
Absence Due to Personal Holidays:
Our scheduling policy does not accommodate lesson pausing or slot retention without payment. Commitment to default lesson bookings is monthly and independent of personal plans. Students on holiday may choose to pay for the month and accept absences or temporarily resign, with the caveat that lesson slots are subject to availability upon return and a re-registration fee.
Make-Up Lessons:
Granted make-up credits enable students to book additional lessons via their student portal, depending on availability. Failing to attend a booked make-up lesson results in the credit being marked as used and removed from the student’s account.
5. Student Conduct and Safety
5.1. Behaviour On Premises
As ProVocals shares its location with various dance and cultural institutions, it is imperative for all students and their guests to conduct themselves with the utmost respect upon entering the premises. Loud noises, disruptive music, or screaming are strictly prohibited to avoid disturbing other businesses. We ask everyone to stay within designated studio areas and maintain courteous behaviour at all times.
5.2. Discrimination
At ProVocals, we are committed to providing a welcoming and inclusive environment for all. We strictly prohibit harassment, bullying, or discrimination based on race, sexuality, religion, or political beliefs. Such behaviour is antithetical to our values and will result in the immediate expulsion of the offending student from our academy.
5.3. Safety and Security In Studio
For the safety and security of our students and staff, our studios are equipped with live-recording IP cameras. These cameras continuously record activities within the studio, and the footage is securely stored on remote servers. This measure ensures a safe learning environment for everyone and assists in maintaining the highest standards of conduct and security.
6. Performance Opportunities and Events
6.1. External Opportunities
ProVocals actively keeps our students informed about various auditions, competitions, and performance opportunities through our student portal’s news feed. It’s crucial to understand that ProVocals is not affiliated with these external opportunities unless explicitly stated. Participation in such events is at the discretion of the students, who may choose to engage in these activities independently.
6.2. ProVocals Talent Showcases
We are proud to organise exclusive talent showcases for our students twice annually. These showcases are an integral part of the ProVocals experience, providing students with a platform to exhibit their progress and talents. Depending on the nature of the event, participation may either be open to all students or require a preliminary audition. Detailed information and criteria for each event will be provided in the event production briefs, available on the student portal.
These showcases not only allow students to gain valuable performance experience but also foster a sense of community and shared achievement among participants. We encourage all students to take advantage of these opportunities to showcase their growth and talents.
7. December Holidays
7.1. Holiday Closure
ProVocals Vocal Academy observes a holiday closure from approximitely 15th December, annually, until the first Monday of January in the following year. This period is a time for our staff and students to enjoy the festive season and recharge for the upcoming year.
7.2. Billing and Lessons in December
Despite the holiday closure, December is considered a full billing month at ProVocals. Students are entitled to schedule their first two lessons of the month as usual. For the remaining two weeks of December, students are presented with two options to accommodate the closure period:
Option 1: Claim two make-up credits, which can be utilised for scheduling additional lessons in January or February of the following year.
Option 2: Directly schedule two make-up lessons within January or February, based on available slots and prior arrangement.
7.3. December Payment Obligation
Payment for the month of December is mandatory to maintain enrolment and secure your lesson slot. Failure to comply with the December billing requirement will result in deregistration from ProVocals, and the student’s slot will be made available to the next interested student. There are no provisions for half-month billing in December. It is imperative for students and their guardians to recognise that December functions as a regular billing month, and all standard policies regarding holidays and payments are applicable.
7.4. Planning for December
We encourage our students and their families to plan accordingly for the December holiday period, taking into consideration the options provided for lesson scheduling. ProVocals is committed to ensuring that our students can make the most out of their training schedule, even during the holiday season.
For any questions or further clarification regarding our December holiday policy, please feel free to contact us. Let’s make sure that your musical journey continues smoothly, even through the festive season.
8. Termination of Enrolment
8.1. Notice Period
ProVocals Vocal Academy values clear communication and planning, both for our students and our administration. As such, we require a 30-day notice period for any student wishing to terminate their enrolment with us. This allows us to manage our scheduling effectively and offer spots to waiting students.
8.2. Processing Termination
To initiate the termination process, please visit the “Termination Notice” page under the student portal page on our website. Upon submission, our administrative team will process your notice, and billing for the subsequent month will be discontinued. Your current lesson slot will then become available to other potential students.
8.3. Termination Refund Policy
We understand that circumstances change, but students who choose to terminate their enrolment immediately must be aware that refunds for any remaining lessons will not be issued. This policy is in place because immediate terminations do not provide us with adequate time to reallocate the lesson slot, impacting our ability to maintain a consistent training schedule for all students.
We encourage all students to carefully consider their decision to terminate enrolment, keeping in mind the impact on their learning journey and the ProVocals community.
9. Dispute Resolution
9.1. Initial Resolution Efforts
At ProVocals Vocal Academy, we are dedicated to fostering open communication and fair resolution of disputes, whether they are brought forth by students or their parents/guardians. Should you have a concern or dispute, we encourage you to first discuss it directly with your vocal coach. This approach often leads to quick and effective resolution of misunderstandings or issues.
9.2. Escalation of Dispute
If the concern remains unresolved after your initial discussion with your vocal coach, we welcome you to request a formal dispute resolution meeting. This meeting will include the student (and their parents/guardians, where applicable), the vocal coach, and the business director. We treat each case with the highest level of seriousness and commit to working diligently until a satisfactory resolution is found.
9.3. Direct Communication
For situations that require immediate attention or for direct complaints, please feel free to contact the business owner directly at ryno@provocals.co.za. We prioritise creating and maintaining a harmonious and respectful learning environment and will take the necessary actions to address your concerns.
9.4. Commitment to Fairness
ProVocals Vocal Academy is committed to handling all disputes with fairness and respect. We believe that maintaining open dialogue and being willing to understand different perspectives are essential in resolving any issues that may arise.
10. Contact Information
10.1 General Inquiries
For any general questions, feedback, or information about ProVocals Vocal Academy, please reach out to us via our central email address. We’re here to assist with any aspect of your musical journey.
General Email: info@provocals.co.za
10.2 Studio-Specific Communication
If you have questions or messages specific to a particular studio location, feel free to contact the respective studio directly. Our team at each location is ready to provide you with tailored support and information.
Fourways Studio: fourways@provocals.co.za
Bedfordview Studio: bedfordview@provocals.co.za
10.3. Direct Communication with Business Director
For matters that require attention from the higher management or for direct feedback about our academy’s operations, the business director, Ryno van Eeden, is available for contact. Your insights and experiences are invaluable to us, and we are committed to ensuring your time with ProVocals is as enriching as possible.
Ryno van Eeden: ryno@provocals.co.za
We encourage open and respectful communication and look forward to hearing from you, whether it’s for questions, feedback, or just to say hello. Let’s keep the lines of communication open to ensure your experience with ProVocals Vocal Academy is nothing short of amazing.