Violin Student missing lessons - what should I do?

[redvlagrl]

Hi!

My kids are little, but I have a question that I thought would be better asked here (please move if required).

I am professional musician and teach some students. I have one student - a very nice family - who recently broke her arm. She's missed 5 lessons so far. I allow for 1 make up lesson per term, but don't have a specific policy on extended illnesses.

Here are the issues at hand:

- I must charge for these lessons because the student is taking a spot that could be used for another paying student

- I've known in advance so it's not as though I am sitting waiting (Her lesson is last in my block so I just finish work early)-

- How can I possibly make up 5+ lessons without teaching her all summer (plus she tends to go away). I can easily do 1 or 2 (I have a week set aside for make up lessons).

What would you expect as a parent? I mean, if you'd enrolled in ballet, would you get a refund or make ups? If you, as an adult, joined a gym and couldn't attend for a month you'd still pay, right?

I understand this is an extreme circumstance, but our family does rely on this income so I don't think it is right to not charge her at all for these missed lessons, but just charging them when they haven't attended seems harsh too.

What do you think, wise MDCers?

Thanks!

[nextcommercial]

If she's still enrolled in the class, they still pay.  You can offer to do a few makeup lessons, but, I don't think you should be making up all of them.

My daughter was in many classes, and if she missed them, we still paid, we never expected the school to absorb our bad luck.  Parents pay for the spot... not the actual lessons the child attends.

[stik]

As the student's arm is broken and you know she's going to be out for a while, I would get another student to fill her spot.  You can work this student back in to the schedule once she has recovered.  

As a parent, I would want to be able to make up lessons that I had paid for.  But, the terms of the lesson/activity contract would dictate what we would do.  What does your contract say?  Are you willing to give the family a credit towards the next session?

[mamalisa]

I think I would try to take on another student in the meantime.  Personally I think you should try to make up lessons or give her at least a partial refund.  It might cost you a little money but it would be a show of goodwill.  It's not like a stubborn kid who doesn't want to go, or they are missing for vacation, it's an extreme circumstance.

[redvlagrl]

I can't just take another student up in the meantime because it's important to have continuity of teaching. I would never take on a student if I didn't have space for them indefinitely.

I can see the point of offering a credit towards next term, but then I would be just postponing when I am losing income.

I am pasting the relevant parts of my studio policies below, but you'll see that this issue isn't explicitly addressed (how could I possibly address every eventuality?)

Honestly, I think the fact that my students only pay for 14 weeks of a 15 week term is pretty generous and out of the ordinary. So basically what happens is they get a make up lesson once a term. At a lot of studios they don't ever make up lessons. I built this in because of our family's busy schedule (i.e. I am only able to teach one day a week - I wouldn't be able to do make up lessons a second day of the week)

It looks likely the student will be back next week, having missied 5 lessons, though this depends on what the Dr says this week.

Policy quotes:

"Tuition holds your slot in the studio throughout the year. Students are financially responsible for all lessons, including those for which they are absent. There will be no adjustment in tuition for lessons missed by the student without adequate notice (see cancellation policy below).

We will have 3 sessions, dates as listed below. The final week of each session will be set aside for make up lessons (for example, there are 15 weeks in sessions 1 and 2, but you are billed for 14. If you require a make-up, it will be scheduled during the final week). Make up lessons will be scheduled for student illness or teacher cancellation only. Lesson rescheduling for other reasons will try and be accommodated (with adequate notice), however it might not always be possible. Please do not schedule appointments during your lesson time."

"

Please keep in mind that tuition pays for reserved time and not the actual lesson itself.

Missed lessons are generally not made up unless the student is ill. Missed lessons because of other extra-curricular activities and/or work schedules are not usually credited. If you require more scheduling flexibility due to work, please discuss this with your teacher. Make up lessons will be offered in the final week of each session."

[tinuviel_k]

Honestly, I might leave a teacher that was not willing to work with me in some way for a real a medical situation. I certainly would not expect a full refund, of course.

Some options that I might offer as a teacher:
1. Extended time make-up lessons. After the child is well you could offer an extended lesson for each one missed, up to a certain point. My piano teacher does this if a child is legitimately sick for a lesson: the next two lessons are increased by 20 minutes if possible. I would not necessarily offer this for five missed lessons, though! More like one or two.
2. For 2-4 weeks of medical absence I'd offer 1/2 the price of the lesson back to the parent. That way i am able to work with the family but do not lose all of my income from that lesson space.
3. For a longer term medical emergency I'd offer a "leave of absence" if the parent does not wish to pay for future missed classes. They do not pay, and you are free to find another student to fill the slot. When the ill student is well you can try to fit them into the next available time-slot. There may be a wait, but the parent would have been made aware of this. If they choose to pay then you keep their lesson slot open for them. Perhaps you could come during lesson time and play for the student: I think there is quite a lot of value for a student to be able to sit and listen to a teacher play. You could also discuss age appropriate music theory, work on sight note reading, explore different music pieces and styles...
4. If my teaching schedule allowed I might offer a "make-up" time after the child was well, and he/she would have the option of having two lessons a week. The parents would need to be able to be flexible as to the timing of this.

[Evan&Anna's_Mom]

I think you policy is actually pretty clear -- she would "automatically" get one make-up lesson.  However, as a gesture of good-will, I would offer additional make-up lessons (maybe 2 or 3) to be scheduled at a mutually convenient time. 

For the future, you might think about how to give a lesson without the student actually playing the instrument.  When my son broke his arm last year, his guitar teacher switched from actual playing to more music theory, music reading/notation, song-writing, and that sort of thing. That way he got instruction time, the teacher got the income he was counting on, and there were no hard feelings at all.  Plus he wrote two great songs that he was very proud of.

[laohaire]

Originally Posted by Evan&Anna's_Mom 

For the future, you might think about how to give a lesson without the student actually playing the instrument.  When my son broke his arm last year, his guitar teacher switched from actual playing to more music theory, music reading/notation, song-writing, and that sort of thing. That way he got instruction time, the teacher got the income he was counting on, and there were no hard feelings at all.  Plus he wrote two great songs that he was very proud of.

BRILLIANT idea. Too bad it's a little too late, but brilliant idea for the future.

I also like the idea of extending a few lessons by 15 or 20 minutes, that might make it easier for you and satisfy the parents without taking a financial hit.

[redvlagrl]

Originally Posted by Evan&Anna's_Mom 

I think you policy is actually pretty clear -- she would "automatically" get one make-up lesson.  However, as a gesture of good-will, I would offer additional make-up lessons (maybe 2 or 3) to be scheduled at a mutually convenient time. 

For the future, you might think about how to give a lesson without the student actually playing the instrument.  When my son broke his arm last year, his guitar teacher switched from actual playing to more music theory, music reading/notation, song-writing, and that sort of thing. That way he got instruction time, the teacher got the income he was counting on, and there were no hard feelings at all.  Plus he wrote two great songs that he was very proud of.

I think this would have been the best option, but I actually didn't think of it until last week (duh). The mother has suggested that once she is back to lessons that we gradually build up and do some theory as part of the lesson. So I feel kind of stupid for not thinking of this.

I think I will try and continue her lessons on after the 'term' has ended if she can and possibly make them longer so there are fewer. They are a really nice and reasonable family so I do want to do what is fair to both of us.

[doubledutch]

extending her lessons is a great idea.  since she's your last student of the day, if you can give her an extra 15-20 minutes for her remaining lessons, that would help make things feel more "fair" so the parents believe they are getting the time with you they had paid for, and it will also help her catch up.  imo the policy is really clear that they are responsible for paying even though she wasn't able to attend her lessons, and i think it's very nice that you are trying to find a way to let them get their money's worth without causing disruption to your own family.

don't feel stupid for not thinking of doing something else with her during those lesson times.  it's a great idea, but not one i would have thought of either.  if i had a broken arm i would have been really pissed off if i had to attend music theory lessons (piano, in my case) as a child.  really pissed, lol.  but it is a great idea for the future, to keep parents happy! :)
 

Originally Posted by redvlagrl 

I think this would have been the best option, but I actually didn't think of it until last week (duh). The mother has suggested that once she is back to lessons that we gradually build up and do some theory as part of the lesson. So I feel kind of stupid for not thinking of this.

I think I will try and continue her lessons on after the 'term' has ended if she can and possibly make them longer so there are fewer. They are a really nice and reasonable family so I do want to do what is fair to both of us.

[redvlagrl]

Extending the lessons will be a bit tricky but I will try (she ends right at dinner/bed time). I will talk to the mom. Maybe she could bring her as my first studnet of the day instead (kids are allowed to take 1/2 a day off school a week for music lessons here!).

Thanks for all your help. I just wanted to see the different perspectives.