Terms and Conditions – The Academy of Ceol

Welcome to The Academy of Ceol. By enrolling in any of our classes, including singing lessons, piano lessons, Mini Musicians, or other music classes, you agree to the following Terms and Conditions. By enrolling in any of our camps, including Easter Camp, Summer Camp or Spooky Camp, you also agree to the relevant Terms and Conditions. Please read them carefully.

1. Enrolment and Fees

All lessons must be booked in advance, either as a term block or individual sessions, subject to availability.
Payment must be made prior to the commencement of the first lesson of the term to secure your place.
Fees are non-refundable except under the specific circumstances outlined below.
A place in a class or lesson is only confirmed once payment has been received.
Parents/guardians are responsible for providing accurate and relevant information regarding the student's needs, support requirements, medical conditions and any other circumstances that may affect their participation.

2. Additional Needs, Accessibility & Support Requirements

The Academy of Ceol aims to provide a welcoming, inclusive and supportive environment where children of all abilities can enjoy learning and participating in music. We recognise that children may have different learning styles, communication needs, sensory needs, developmental differences or additional support requirements.

We will endeavour to make reasonable adjustments to our teaching approach wherever reasonably possible. This may include, depending on the individual student and the lesson environment:

Breaking instructions into smaller, manageable steps.
Repeating or rephrasing instructions.
Using demonstrations, visual cues or written instructions.
Allowing additional processing time.
Providing a predictable lesson structure or routine.
Adapting activities to suit the student's individual learning style.
Allowing reasonable sensory or movement breaks where appropriate.
Adjusting the pace or expectations of a lesson where reasonably possible.
Using the student's interests and strengths to encourage engagement and learning.

Disclosure of Additional Needs

Parents/guardians are asked to disclose any additional needs, learning differences, medical conditions, sensory requirements, communication needs, behavioural considerations or other support requirements at the time of enrolment.

This information is not intended to exclude a child from participating. Rather, it allows the Academy and tutor to consider, in good faith, what adjustments may be appropriate and whether the lesson environment can safely and effectively meet the student's needs.

Parents/guardians do not need to disclose a diagnosis where they do not wish to do so. However, they should provide any practical information that may be relevant to the student's safety, communication, learning or participation.

Where appropriate, parents/guardians may be asked to provide information about:

How the child communicates and understands instructions.
What approaches work well when the child is learning something new.
Sensory sensitivities or triggers.
Signs that the child may be becoming overwhelmed or distressed.
Strategies that help the child regulate or return to learning.
Any relevant medical information or emergency procedures.
Previous educational or music-learning experiences.
Whether the child normally receives support from an SNA, Special Education Teacher, parent/guardian or other professional.

Level of Support Provided

Academy of Ceol lessons are music education lessons and are not a substitute for specialised educational, therapeutic, behavioural or personal-care support.

While we will make reasonable adjustments within the lesson, tutors are not acting as SNAs, behavioural therapists, occupational therapists, speech and language therapists or medical professionals.

Individual piano and singing lessons are one-to-one teaching sessions, but this does not necessarily mean that the tutor can provide one-to-one care or specialised support in addition to teaching the lesson.

Where a student ordinarily requires an SNA, parent/guardian or other dedicated support person in an educational setting, the Academy may require an appropriate support person to remain present during the lesson.

Parents/guardians remain responsible for ensuring that any necessary personal, medical, behavioural or care support is available where required.

Assessing Suitability

Before or during enrolment, the Academy may discuss the student's needs with the parent/guardian to determine whether the lesson environment and available support are appropriate.

The Academy reserves the right to decline or withdraw a place where, after reasonable consideration and discussion with the parent/guardian, it is determined that:

The student's needs cannot reasonably be accommodated within the lesson environment.
The student requires a level of specialist or personal support that the Academy or tutor is not qualified or equipped to provide.
Additional support is required to maintain the safety and wellbeing of the student, tutor or others.
The Academy cannot reasonably make the adjustments necessary for the student to participate safely and meaningfully.

Where possible, the Academy will discuss concerns with the parent/guardian before making a decision regarding continued enrolment.

Distress and Behaviour

The Academy recognises that children with additional needs may communicate distress, anxiety, sensory overload or frustration through behaviour that may be different from that of other students.

Such behaviour will be approached with understanding and, where reasonably possible, the tutor will allow the student time and space to regulate before attempting to continue the lesson.

However, if a student's behaviour presents a significant or ongoing risk of harm to themselves, the tutor or others, or makes it impossible to safely continue the lesson, the lesson may need to be stopped.

Repeated incidents may result in a discussion with the parent/guardian regarding whether additional support, adjustments or a different learning arrangement would be required.

The Academy will not exclude a student solely because they have a disability, diagnosis or additional need.

3. Cancellations and Refunds

Missed classes by the student will not be refunded. This includes illness, holidays or other personal commitments.
Where a student is unable to attend due to illness or circumstances relating to their additional needs, the usual cancellation policy will still apply.
Make-up classes are not guaranteed but may be offered at the discretion of the Academy if space is available.
If a class is cancelled by the Academy, for example due to tutor illness, we will offer either a make-up session or credit towards future lessons.
In the event of government-mandated closures, lessons may be delivered online where appropriate.

4. Notice of Withdrawal

A minimum of two weeks' written notice is required if a student intends to withdraw from a term or discontinue lessons.
If less than two weeks' notice is given, the full term fee remains payable.
If the Academy determines that a student's needs cannot reasonably be accommodated, the Academy will discuss this with the parent/guardian and, where appropriate, consider arrangements for ending the enrolment.

5. Punctuality and Attendance

Students are expected to arrive on time for their lessons.
Lessons will end at the scheduled time regardless of late arrival.
Regular attendance is encouraged as consistency and predictability can be particularly beneficial for some students.
Repeated absences may result in the loss of the student's place.
Parents/guardians should notify the Academy as soon as reasonably possible if a student is unable to attend.

6. Health and Safety

Parents/guardians must inform the Academy of any allergies, medical conditions, learning needs, sensory needs or other circumstances that may affect participation or safety.
Any medication or emergency procedures relevant to the student's participation should be communicated to the Academy in advance.
The Academy is not responsible for accidents or injuries sustained during class time, although all reasonable precautions will be taken.
Tutors are not responsible for administering medication unless this has been specifically agreed in advance and the tutor is appropriately trained.
Students who are unwell, particularly with contagious illnesses, should stay home to protect the health of others.

7. Parent/Guardian Involvement

For students who require additional support, parents/guardians may be asked to remain available during the lesson or, where appropriate, remain present for the duration of the lesson.

The tutor may communicate with the parent/guardian before or after lessons regarding the student's progress, learning preferences, sensory needs or strategies that may help the student participate successfully.

Parents/guardians are encouraged to share relevant information and feedback, particularly where a strategy has been successful in another educational or therapeutic setting.

8. Code of Conduct

Respectful and appropriate behaviour is expected from all students, parents, guardians and staff.
The Academy recognises that behaviour can be a form of communication, particularly for children with additional needs, and will seek to understand the underlying need where reasonably possible.
Behaviour that presents a serious or ongoing safety risk may result in the lesson being stopped.
The Academy may review or discontinue enrolment where the student's needs cannot be safely accommodated within the available environment and support arrangements.
Any decision to discontinue enrolment will be made with consideration of the student's individual circumstances and, where reasonably possible, following discussion with the parent/guardian.

9. Photography and Media Consent

Occasionally, photos or videos may be taken for promotional use on our website or social media.
Parents/guardians will be asked to provide consent for media use.
Consent is optional and can be withdrawn at any time in writing.
Additional needs or diagnoses will never be publicly disclosed by the Academy as part of promotional material without appropriate consent.

9.1 Waiver of Liability

I understand that my child's participation in photographs or videos taken during Academy activities will be carried out under safe conditions.
I understand that once an image or video is published online or used in promotional materials, it may be publicly accessible.
I agree to release The Academy of Ceol and its agents from claims arising from the authorised use of my child's image and/or video for these purposes.

10. Data Protection

All personal information collected is kept in accordance with GDPR and applicable data protection legislation.
Information relating to a child's disability, medical condition, additional needs or support requirements will be treated as confidential and used only where necessary to support the student's participation, safety and education.
Information will only be shared with relevant staff or third parties where necessary and lawful.
Personal information will not be used for promotional purposes without appropriate consent.

11. Changes to Terms

The Academy reserves the right to update these Terms and Conditions at any time.
Any significant changes will be communicated in writing.