Terms and Conditions

TERMS AND CONDITIONS FOR TUITION AT KING KONZ SCHOOL OF MUSIC

As of Term 3, 2020

The following Terms and Conditions apply to all lesson agreements made between King Konz School of Music (“KKSOM”) and its students and the parents / carers of its students (“the student”) and includes references to the King Konz – Little Chimps, Rockstar Chimps and Rock band Classes.

The Terms and Conditions described below may seem relatively strict but have been discussed at length amongst the KKSOM leadership team with the endeavour of making them as fair as possible for both client and provider. As KKSOM is a social enterprise that functions with minimal margins, such lines in the sand have had to be drawn and are not a reflection of how awesome the majority of KKSOM Families are. They are a reflection of the small margin of people that have taken advantage and never paid for services rendered that jeopardise the livelihood of our tutors and managers. We try to approach each individual case in good faith with an open ear and we hope that you will also approach us in the same manner. There will be times that the terms and conditions are more in favour of KKSOM but there are also other times that they are more in favour of the student/caregiver.

1. Term Dates

1a. Teaching weeks at KKSOM roughly adhere to Education Queensland School Terms. However, there are occasional differences and our term dates are sent out before every term begins.

1b. At all times it is the responsibility of the parent/student to be aware of the first and last dates of term KKSOM.

2. Communications

2a. All correspondence is sent out to the student by email. If this causes a problem, please let KKSOM know.

2b. It is the responsibility of the student to make KKSOM aware of any changes to their contact details. KKSOM will not be held responsible for any missed communications, late / overdue payments, missed lessons, etc. if this is due to incorrect contact information. 2c. Due to the size of our student roll, most of KKSOM’s communication is done via bulk delivery services e.g. mail merge, therefore there is a level of potential error associated with this. If you notice something incorrect e.g. lesson details or account details, it is not meant offensively. In these cases please let us know via email to so we can rectify the situation as soon as possible.

3. Timetabling of Lessons

3a. The student will be informed of the lesson day, time and the date of their first lesson before their teaching commences, either by phone, in person or by email. KKSOM will aim to confirm all the lesson details by email, though does not guarantee that this will be the case if it deems sufficient confirmation has been provided by other means.

3b. Site-based lessons - if the agreed lesson times or days need to be changed, the student will be contacted as far in advance as possible and alternative arrangements will be made to continue the lessons at times and days that suit the student and KKSOM.

4. Absences

4a. Individual lessons –

4.a.i. If the student is unable to attend a lesson please let KKSOM know at the earliest time possible, either by phone call to their teacher or txt message to Costa on 0439 076 579 then an email to

4.a. ii. Where less than 24-hours’ notice is given for missing a lesson no catch-up lesson or credit will be given. This lesson is considered forfeited.

4.a.iii. Where at least 24-hours’ notice of the intended absence is given, this is deemed an “explained absence.”

4.a. iv. Your or your child’s KKSOM teacher will arrange a catch-up lesson for only one lessons per term for explained absences with you at a mutually agreeable time. This often happens in the form of an extra 30minutes on your next lesson or an extra 15minutes on top of your next two lessons or if this isn’t possible with the teacher’s schedule, they will choose a day during the first week of the term break to provide this lesson.

4.a.v. KKSOM teachers are trained to go above and beyond to help work these catch up lesson timings out with you, however If you and the teacher cannot come to an agreeable time, this lesson is considered forfeited.

Please note the responsibility is on the caregiver/parent to jointly work with their teacher to find a mutually beneficial time. The teachers are instructed to diligently help in this so please notify management on if you feel this is not happening.

4b. Group lessons –

4.b.i. No catch-up lessons or credits will be provided for an individual's absence from a group lesson / band class or any other group-based tuition activity.

4.b. ii. Where the entire group is absent, we will endeavour to provide a replacement/catch-up lesson later that term, if we are unable to do this, we may choose instead to place this on your student’s account as customer credit.

4.b.iii. Where a KKSOM teacher is not able to teach, due to illness or a vehicle / mechanical failure, KKSOM will arrange for the missed lessons to be caught up at a time that suits the affected school.

4c. Teacher Absences –

4.c.i. If the student's teacher is unavailable to teach, KKSOM will attempt to arrange a cover teacher and give you as much notice as possible.

4.c. ii. If this is not possible, the student’s normal teacher will arrange catch up lesson with the student as stipulated in 4.a.iii.

4.c.iii. A teacher’s absence is not counted as one of the explained absences per term but as an additional catch up lesson owed.

4d. Unavoidable cancellations –

4.d.i. If KKSOM cancels any lessons due to events out of its control, customer credit will not be given.

4.d. ii. KKSOM diligently attempts to exclude all events planned by the school that conflict with lessons at the start of each term. However, we appreciate any parent who notifies us of events that may have been not communicated by the school. 4.d.iii. If a school cancels KKSOM’s teaching due to events out of KKSOM's control (sports days / school trips / etc.) the week of that event, It is not KKSOM’s responsibility to make itself aware of any such event, due to what is stipulated in

4.d. ii.

4e. Ongoing absences –

4.e.i. If a pupil will be absent for more than three weeks due to medical reasons, a credit may be given, at the discretion of KKSOM management.

5. Duration of the Lesson Agreement - ongoing

5a. The lesson agreement between KKSOM and the student is a rolling agreement that continues into each new term and new year.

5b. The students are emailed their invoices towards the end of each term in respect of the following term’s lessons, until a cancellation notice is received, as discussed below.

6. Cancelling the Lesson Agreement – the student must opt out of the Lesson Agreement with KKSOM

6a. If the student wishes to cancel the lesson agreement with KKSOM, written notice must be received by KKSOM Management at least two weeks prior to the intended last lesson. Any lessons remaining after the end date will be credited to the student's account if payment has already been made.

6b. Verbal notice given to the teacher will not be acted upon and is not considered sufficient unless confirmed in writing to KKSOM main office by the student.

6c. If the student is unable to give two weeks’ notice, they will be charged a late notice fee equivalent to two weeks of lessons (or if only one week’s notice is given, a late notice fee equivalent to the cost of one week’s lessons will be charged).

6d. Exceptions on medical grounds may be made to this as decided by KKSOM management.

6e. No refund or credit will be given for any cancellations part way through a fixed length programme (such as an Introduction to Music course).

6f. If KKSOM has to cancel a lesson agreement it will endeavour to give two weeks’ notice to the student. Any lessons remaining after the lessons’ end date will be credited to the student's account if payment has already been made.

6g. If, in exceptional circumstances, KKSOM has to cancel the students lesson due to damage of KKSOM property or harassment of KKSOM staff by the student, this may be done with no notice and no credit or refund for any outstanding lessons.

8. Tuition Fees and Accounting

8a. KKSOM teachers CANNOT accept payments in any form.

8b. KKSOM starts following up term fees with an assumption of good faith that it is an unintentional mistake.

8c. The student will be billed for each future term in full towards the end of the preceding term.

8d. Full payment must be received before the new term starts, unless an agreed instalment plan has been put into place via EzyPay.

8e. KKSOM’s administration staff are responsible for issuing invoices.

8f. KKSOM only accepts online / Internet banking payments.

8g. New students will receive an invoice when their enrolment is processed.

8h. If the student commences lessons part way through a term, the remainder of that term will be billed in full and payment must be received or an Instalment plan via EzyPay needs to be agreed, within one week of the invoice being issued.

Read The Full EzyPay Customer T&C

8j. Instalment payments are not to be confused with a “payment of for lessons” arrangement. The full invoiced fee is due – and EzyPay payments can be made against the total sum owed

8k. Weekly, fortnightly or monthly plans covering the full amount of the invoice can be set up via EzyPay. A list of dates of when the debit is likely to take place will be sent to you before the term in question, so any changes to it must be requested then.

8l. EzyPay debits will change each term as they are related to full term fee which is based on the number of lessons – i.e. If there are 10 payments spread across an 11-week term – debits will be more than individual lesson costs and debits will be less that an individual lesson if they are spread for a 9-week term.

8m. Fees associated with payment plans.

8.m.i. There is a $2 One-off admin fee charged by EzyPay to set up a payment plan.

8.m. ii. Ezypay may: • charge a data handling fee of up to $3.00 inclusive of GST payable quarterly. • charge the data handling fee, payable for the quarter prior, in October, January, April and July each year.

8.m.iii. There is a $9.90 dishonour fee for if an instalment is unable to be debited on the appointed day. Again, this is charged directly by Ezypay not by KKSOM. 8n. A discount of $100 flat fee will be deducted off your term invoice to where three or more lessons / activities are attached to a single-family record on the KKSOM database. This discount will not be applied retrospectively for any lessons already billed. 8o. Penalties for late payments will be applied as per the below.

9. Penalties

9a. Overdue accounts can accrue penalties of $30 when overdue for 28 days and $15 for every following 14-day period.

9.a.i. LATE PAYMENT Penalties will be added to accounts that are 28 days in arrears. If the account remains overdue, further penalties will be added every 14 days.

9.a.ii. Late Penalty charges are made up of two parts - $10 late fee and $20 administration cost.

9.a.iii. Dishonoured Internet Payments – the students account will be debited with a $10 fee if any online payment is annulled.

9.a.v. The student is responsible for any and all charges that their bank may levy for rejecting any payment to KKSOM.

9b. KKSOM does reserve the right to temporarily and fully suspend students from lessons with unpaid term fees during term time. A temporary suspension means that KKSOM will keep the lesson timeslot available for the student in the hopes that payment will be made. A full suspension means that KKSOM has the right to fill the student lesson time slot with another student from the waitlist.

9c. Debt Collection details.

9.c.i. Payments more than 30 days in arrear may be handed over for debt collection.

9.c. ii. KKSOM will attempt numerous contacts prior to resorting to this unfortunate measure.

9.c.iii. All costs incurred for sending an account for debt collection are added to the outstanding balance.

10. Photography & Filming

12a. KKSOM may use film or still photographs of students for appropriate promotional purposes.

12b. You (or your parents if you are under 18 years of age) must inform KKSOM in writing at any time if you will not allow the use of such images.

11. Changes to the Terms and Conditions

13a. The Terms and Conditions described above are agreed to upon enrolment and may be changed at any point by KKSOM without providing notice to the student. A copy of the Terms and Conditions will always be available on our website and may be emailed to the pupil on request.