Policies

The policies of the Colburn Community School of Performing Arts have been established in order to ensure consistency and continuity of study, and to maintain a positive learning and teaching environment. By registering for study at the School, parents and students agree to the policies and procedures stated in this section of our website.

Attendance and Absence

Attendance records for students are maintained by faculty. Students must make every effort to be on time for all classes and lessons. All classes/lessons will end at the scheduled time so that subsequent classes and lessons remain on time.

Specific Late Policies

Students who arrive late to drama and music classes may or may not be allowed to participate; in these cases, faculty will make individual decisions regarding participation.

Absence Policies

Students must notify faculty of anticipated absences as a courtesy to the faculty members; however, this does not exempt the student from payment as contracted. There will be no make-up lessons for student absences. If a teacher is absent from a scheduled lesson, a make-up lesson shall be scheduled at a mutually convenient time. If the student misses a make-up lesson, there will be no second make-up opportunity. In cases of sudden illness on the part of the teacher, the teacher and the School shall make every reasonable attempt to notify students.

Dismissal

The School reserves the right to dismiss any student for the following reasons:

  • Lack of interest or progress
  • Frequent absences (including more than three consecutive missed lessons)
  • Frequent tardiness
  • Behavioral problems
  • Failure to abide by School policies
  • Delinquency in payment of fees
  • In cases where students are viewed as disruptive, uncooperative, or detrimental to the progress of the class, a faculty member may request that individual students either be removed from the class or not permitted to register. In all cases, the dean shall decide whether a student should be dismissed, if a warning notice should be issued prior to dismissal, and/or if a parent-teacher conference is required.

Exams

As an important component of the learning experience for all students who take private lessons, a jury examination is required for all students in the Community School of Performing Arts. Scheduled dates and times for juries will be coordinated by each Department Chair for the String, Voice, Piano, and Woodwinds, Brass, and Percussion Departments and the Dean’s office. The jury experience will be in lieu of one lesson for the academic year and feedback from the jury as well as the private teacher will be provided to both students and parents. The Colburn School greatly values this as an important learning experience for each student.

Notices

During the term, the School communicates with students and parents mainly by posting notices at the School. Students and parents are responsible for reading all posted notices. In particular, although the Schedule of Classes is accurate at the time of printing, the School reserves the right to reschedule or cancel classes due to unforeseen circumstances or low enrollment. All such changes shall be posted.

Outside Study

Students who are enrolled in individual lessons at the Colburn School may not study the same instrument at another institution, or with another private teacher, without the prior approval of the dean. Students who violate this policy may have their enrollment at the Colburn School terminated with no refund of tuition and fees.

Problems

If problems arise (e.g., financial, instructional, personal), it is the responsibility of the parent and/or student to notify the dean. Every effort shall be made to respond to individual needs and to resolve problems appropriately.

Room and Schedule Changes

Changes to class schedules and room assignments are posted on the bulletin board near the Community School Registration Office.

Child Supervision

The Colburn School is an accredited institution offering instruction in the performing arts; the School does not provide day care services. Parents are responsible for their children, and must provide adequate supervision within the School and on the School grounds.

Suspension

Delinquency in payment of tuition and fees may result in suspension of a student’s enrollment. Suspended students shall not be allowed to attend classes, rehearsals, or lessons; instruction shall be resumed only upon full payment of any balance due. There will be no credit or make-up for any lessons or classes missed because of suspension.

Teacher Assignment

The policy of the School when assigning, or when necessary, reassigning students to teachers is to try to match the student, parent, and teacher in the most harmonious and productive relationship possible. All changes of teacher assignment require the approval of both the department chair and the dean. Generally, changes are approved when requested by the parent; the actual change in teacher takes place at semester break. In cases where it is required, the School honors requests for confidentiality, and attempts to give ultimate consideration to the wishes of the client.

Transcripts

Transcripts may be requested by writing to the Community School Registrar; email requests are acceptable, although verification may be required. Only current students, previous students, graduates, or authorized parents/guardians may request transcripts. Students/Alumni who have outstanding charges with the school must settle their account in full before the request for a transcript will be honored. NOTE: Although there is no charge for the transcript, express mail charges may apply. For more information about access and review of records, students may contact the Dean of the Community School.

The registration procedures at the Colburn School are designed to place students in appropriate courses through interviews, auditions, and other screening methods. These procedures help to minimize enrollment in inappropriate courses, and so minimize the need to drop lessons and classes.

The withdrawal/drop period allows students to make changes to their enrollments within a specific time frame.

Add a Course

If a student is already registered, the first step to adding a course is to complete any placement and audition requirements. Once that is done, the Add/Drop form should be completed and turned in to the Community School of Performing Arts Registration Office. It is the responsibility of the student/parent to obtain the teacher’s signature on the form.

Drop or Withdraw from a Course

  • The parent/student must complete and submit the Add/Drop form either in person, via email or fax.
  • Once receipt is confirmed by the Community School of Performing Arts office, the drop request will be reviewed by the Dean. The student is eligible for a 100% refund of tuition if the form was submitted PRIOR TO THE FIRST DAY OF THE SEMESTER. All refunds must be approved by the Dean. There is no guarantee that a full refund will be granted.
  • Anytime after the start of the semester during the first week of the class, the student may be eligible for up to a 75% refund of tuition
  • During the second week, 50% of the tuition is refunded.
  • During third week, 25% of the tuition is refunded.
  • After the third week, there are NO REFUNDS.

Informing an instructor of a decision to withdraw, stopping payment, or not attending class does not constitute a withdrawal. Exceptional requests for refunds due to a family or medical emergency may be made in writing to the Dean within 14 days of the missed class and must include appropriate documentation. There is no guarantee that a full refund will be approved due to a family or medical emergency.

The School also considers exceptions to this policy when the circumstances of the drop are based on teacher-student incompatibility.

  1. The first step in these situations is for the student or parent to talk to the teacher directly regarding the problem.
  2. If the first step does not resolve the situation, the parent/student should apprise the dean of the situation. The dean will talk to the faculty member, the student and their parent to resolve the problem. Note that final approval to change teachers is usually given at the end of the semester or term, not during the term itself (see Teacher Assignment Policy).

In other circumstances where a student wishes to drop a course in which he or she has already enrolled, the following should be noted:

  • The student is responsible for obtaining the teacher’s approval and signature on the Drop/Add form.
  • Dropped lessons/classes must have teacher approval and approval of the Dean.
  • If the student is no longer enrolled in any other classes, all parking decals and key cards must be returned to the School as soon as possible. The items may be returned in person at the cashier window or sent to the Colburn School c/o Accounts Payable. Any refund checks will be withheld until these items are returned.
  • Summer Session is shorter, therefore there are no refunds after the first day of the start of the session.

Download Add/Drop Form

Exchanging Courses

Occasionally a teacher may recommend that a student enroll in a different class than the current one (for example, when a student is more advanced than the rest of the class). It is the parent’s responsibility to complete a Drop/Add form in these circumstances, noting both the class to be dropped and the class to be added. All changes that result in a tuition charge or refund/credit require the teacher’s signature; the signature is not required if the change in class results in no change of fee.

Refunds and Credits

A “refund” is defined as tuition paid that is returned to the student. A “credit” is an amount carried on account over and above what the student owed the School. Any refund or credit of tuition already paid must be approved by the dean.

Refunds
Refunds generally are given for medical or family emergencies only. When completing the Drop/Add form that shows an amount due to the student, the parent/student should indicate whether they wish to have a refund check issued or credit posted to their account. In some cases, only a credit (not a refund) will be allowed.

Credit
Whether from a drop/change of class or from an over payment, credit is kept on the student’s account for a limited period. In order to encourage continued enrollment, credit of $10 or more earned in any fall semester will be kept on account until approximately one month into spring semester. If the student has not enrolled by that time, a refund check will automatically be mailed to the student/parent. Any credit under $9.99 that is not used by then will be retained by the School. If the credit appeared on the student’s account in the spring or summer terms, it will be carried approximately one month into the fall semester, after which time it will either be refunded or retained.

Discrimination

The Colburn School does not discriminate on the basis of race, color, nationality, gender, sexual orientation, ethnic origin, or religious belief in its admission, retention, student aid, scholarship, or other educational policies.

Harassment and Deportment

The Colburn School does not tolerate harassment in any form. Parents or students who have cause for complaint should contact any member of the administrative staff. It is a policy of the School that faculty, staff, parents, and students treat each other with courtesy and mutual respect. A professional atmosphere reflects the high expectations of the School, and creates a standard that supports learning and growth.

Indemnity

Students and parents agree, for the student, the parent, the parent’s spouse, and their respective heirs, assigns, and legal representatives, to indemnify, defend, and hold the Colburn School and its parties harmless from and against any and all damages (except damages caused solely by the gross negligence or intentional misconduct of the Colburn School parties) that may be incurred or sustained by the Colburn School parties arising from or related to any injuries to the student, or the student’s acts or omissions.

Personal Property/Security

The Colburn School is not responsible for the loss of, or damage to, personal property. Students and parents are advised not to leave items unattended; this includes musical instruments. Coin-operated day lockers for securing personal belongings are available for student use. Practice rooms are not to be used for storage.

Touching Policy

Participation in the performing arts may involve physical contact by instructors in the course of teaching, for the purpose of illustrating what is being taught. By enrolling at the School, students and parents consent to such appropriate contact.

Lockers

The Colburn School is not responsible for loss or damage to personal property. The School provides day lockers in which students can place personal belongings on the lower level of the Grand Building and on the second level of the Olive Building. These lockers are coin-operated; the cost is 50 cents per day. Lockers are for day use only, not overnight storage. The School emphasizes that personal belongings should not be left in the practice rooms or lying about the building.

Parking Policies

NOTE: This policy is specific to students enrolled in the Colburn Community School of Performing Arts and their parents.

The Colburn School issues parking permits as part of Community School of Performing Arts registration. These permits are required to park in the School’s parking structure, and to receive a discount at other locations (as described below). A parking permit does NOT guarantee a parking space.

Lost parking permits may be replaced for a $10 fee.

Available Parking

Grand Building
On a daily basis, 40 parking spaces will be reserved for Community School of Performing Arts parents and students in the Grand Building parking structure. These reserved spaces will be in a clearly indicated location. Use of these reserved spaces is on a first-come, first-served basis. If all 40 spaces are occupied, drivers must park elsewhere.

A Colburn School parking permit must be clearly displayed. If the permit is not displayed, the vehicle will not be allowed to enter the parking structure. A parking permit is valid for use only in conjunction with attendance at the School. It is not transferable to any other party or for general parking use. Permits are valid for the academic year in which they are issued (fall, spring. and summer terms).

Students may pick up parking permits at the time of registration or, if registering by mail, when picking up the registration receipt prior to the first class/lesson.

The speed limit in the parking structure is 5 mph; this speed limit is strictly enforced.

Repeated violations of these policies may result in the loss of parking privileges, having the parking permits revoked, and/or having the offending vehicle towed.

All parking is at the driver’s own risk. The Colburn School is not responsible for damage to vehicles parked in its parking structure.

PCI Lot 3

If you choose not to wait in line, discounted parking is available to Colburn students at Joe’s Parking Lot #140, space permitting, (Olive St. and 2nd, entrance on southeast side of Olive).

  • Lot hours: Daily 7 a.m. – 9 p.m. (Gate left open for exiting until appx. 11 p.m.)
  • Flat rate with validation: $4 Weekdays after Noon / $6 Weekends
  • Purchase options:
    • Purchase validation sticker in advance from Colburn cashier’s office and present to parking attendant when first arriving at Joe’s Lot (strongly suggested), OR
    • Pay posted rate upon arrival at Joe’s Lot, purchase sticker at Colburn, then present validation sticker to the attendant when exiting lot to receive refund.

Street Parking
Street parking around the Colburn School is limited, and the city does ticket parking meter violators. The Colburn School is not responsible for parking tickets.

Olive Building
Community School of Performing Arts students and parents may not park in the Olive Building garage at any time.

Practice Rooms

Community School of Performing Arts Student Practice Room Policy
The practice rooms at the Colburn School are shared by Conservatory students and students in the Community School of Performing Arts (CSPA). CSPA students may access Colburn School practice rooms according to the following policy:

  • Approximately 15 rooms are reserved for the exclusive use of CSPA students during peak usage times (weekdays from 1 pm-8 pm and Saturdays from 8 am-2 pm). These practice rooms are located throughout both the Grand and Olive buildings, and may be identified by the posted signs.
  • Access to these practice rooms is through the computerized practice room sign-out system. First-time users of this system must be validated by a registration associate in the CSPA Registration Office. After that, rooms may be signed out using one of the designated computer kiosks at the School. Students must sign-out of the room using the sign-out system if they leave the practice room prior to the expiration of their reserved time.
  • The practice room sign-out system is available to sign-out rooms on weekdays from 1 pm-8 pm and on Saturdays from 8 am-2 pm. At all other times, CSPA students must go to the CSPA Registration Office to receive permission to practice.
  • CSPA students have a time limit of two hours per day. There is a ONE-HOUR TIME LIMIT for CSPA students during peak times (weekdays from 1 pm-8 pm and Saturdays from 8 am-2 pm).
  • Students should remove all personal belongings if leaving a practice room for more than 15 minutes.
  • CSPA students are prohibited from practicing at the School once the buildings have closed.
  • Students are expected to respect the rights of all Colburn students (CSPA and Conservatory) to practice. Repeated violations of this policy may result in disciplinary action.
  • Food and drink are prohibited in the practice rooms at all times.
  • Items must NOT be placed on top of pianos. This includes instrument cases, and especially water or liquid of any kind.
  • Violations of practice room policies will be noted and students will be disciplined. It is much preferred, given the entirely new situation faced by the opening of the Olive Building, that students bring any problems or concerns to the attention of the deans, so that more workable policies may be implemented.

Recital Decorum

  • Since part of the School’s mission is the training of performers, the following rules relating to student performances have been put in effect:
  • Performers must dress appropriately for performances. Tennis shoes, sandals, tee shirts, sport shirts, and tight-fitting clothing are not permitted.
  • All members of the audience are expected to remain seated for the entire recital/performance. It is not appropriate to leave after a friend or child performs if the entire performance has not yet ended. Parents should also consider the ability of very young children to sit quietly through an entire program and plan accordingly.
  • All performers must arrive at least 20 minutes prior to the scheduled performance time. Upon arrival, they must announce their presence to the dean or supervisor in charge of the performance. If warm-up or tuning is required, it is the responsibility of the teacher to make sure that this process is completed five minutes prior to recital time, and to schedule an appropriate room for such, if necessary. Performances start ON TIME. A room near the recital location is made available for waiting performers.
  • Parents who wish to record student performances may do so on the conditions that (1) the tape is for home use only; (2) taping is done without disturbing members of the audience; and (3) the person taping follows all directions by ushers regarding placement of equipment (necessary to prevent obstructions in the aisles in case of emergencies).

Concert Hall Policies

Zipper Hall and Thayer Hall are the Colburn School’s two prominent public performance venues. Due to the nature of concerts in these halls, the School has developed specific policies for performances in these spaces. Audience members, whether Colburn School students, parents, faculty, staff, or guests, are asked to abide by these policies, and to understand that they are in place for the benefit of audience and performers alike.

Seating
Most events are not ticketed. It is highly recommended that audience members arrive early to secure seating. Ushers will be present at most performances in Thayer Hall and Zipper Hall to hand out programs, guide audience members, and ensure that seating of the audience is efficient and smooth.

Late Seating
Once an event in Zipper Hall or Thayer Hall has begun, late seating, if allowed at all, will occur either after the first movement of the first work, or at the end of the first work during the audience’s applause. Subsequently, latecomers will be seated during applause or at intermission only. Flat-screen monitors in the lobbies are provided so that latecomers may enjoy the performance before being allowed into the halls.

Ushers will seat latecomers quickly and quietly at the appropriate moment. Patrons are asked not to proceed to their assigned seats unless an usher allows seating. The cooperation of our guests is appreciated. Our goal is to provide our artists and audience members with a professional performance, with as little distraction and disruption as possible.

Infants and Children
Formal public concerts (e.g., Distinguished Faculty Recitals, orchestra concerts, guest artist events) are not appropriate for infants. Guests who bring very young children to attend concerts are advised to request seats at the rear of the hall, or to sit near the exits, as the normal movement of very young children is distracting to performers and other guests. This also allows quiet exits when young children are unable to sit quietly for an entire program.

Colburn’s family-style performances (e.g., Suzuki recitals, Children’s Choir concerts, etc.) are more relaxed in atmosphere. However, we encourage parents to remove infants and very young children from the concert halls if they become disruptive. Ushers will request that parents remove very young children if they become a disturbance for other guests.

Laptop Computers and Electronics

Laptop computers are not allowed in Zipper Hall or Thayer Hall during concerts. Guests arriving with laptop computers will be asked to store the computers in their vehicles, but be advised that the Colburn School assumes no responsibility for these items. Cell phones and paging devices should be silenced prior to the start of any performance.

Video Taping and Photography

No video taping or photography of classes or lessons may take place without the prior permission of the teacher.

Publicity

All students and parents (of those students under 18 years of age) give permission to the School to use the student’s image (including sound recording) in promotional materials, marketing brochures, posters, flyers, video and televised publicity, the School website, programs, and performances of the School, without restriction as to changes or alterations. Students and parents waive any right to inspect or approve image(s), sound, or finished versions incorporating images or sound, including any written copy that may appear in connection therewith. Students and parents agree that the Colburn School owns the copyright for these images and sounds, and waive any claims they may have based on any usage of the images or sound (recordings).

In case of medical emergency, parents authorize the Colburn School to obtain whatever medical treatment for the student that the School deems necessary or advisable, and the parent agrees to bear all costs and expenses related to such medical treatment.

The Colburn School provides free guest and academic wireless networks for the purpose of accessing the Internet for its students, faculty, employees, contractors/consultants, and guests/patrons. Use of the Colburn School wireless network is governed by all applicable local, state, and federal codes, laws, and regulations. All users are expected to use the network in a legal and responsible manner, consistent with the Colburn School’s code of conduct and the educational and informational purposes for which it is provided.

Students over the age of 18, or their parents, must sign a release form to gain access to the network. For more information on the policy, or to receive a release form, please visit the Community School of Performing Arts Registration Office.

Tuition and Fees

Tuition for specific classes is listed on our Schedule of Classes page. Any exceptions to listed fees should be discussed with the registrar. This includes shared private study and longer lesson lengths (by teacher approval only). Other fees charged are:

Instrument Rental
Please contact the Community School of Performing Arts Registration Office for more information.

Late Fees
All students must register prior to the first day of class. A $25 Registration fee during Fall or Spring Semester will be assessed for any delay in registration.

$25 Overdue payments (after the 15th of the month).

Parking Permit Replacement
$10 (charged to replace lost permits).

Returned Check Penalty
$25 fee for returned checks.

Payment Plan Set-Up Fee
$20 fee for single semester enrollment or $40 fee for year-long enrollment.

Payment Policy and Information

Payment of tuition and fees is expected in full at registration unless the student/parent requests a payment plan. The Colburn School accepts cash, checks, money orders, Visa, MasterCard, Discover, and American Express.

Cash
Payment in cash may be made in person only, at the Cashier’s Office.

Checks and Money Orders
These should be made out to the Colburn School. The Student ID Number and name should be written on the check or money order. Checks and money orders may be mailed in with the registration form (continuing students only), or may be submitted with the registration form in person at the Community School of Performing Arts Registration Office. A money order may be required if previous checks have resulted in non-sufficient funds.

Visa, MasterCard, Discover, and American Express
Payment by these credit cards may be made in person or by completing the appropriate credit card form.

Outstanding Balances
If an outstanding balance exists from a previous term, the student may not register for a new term until 100% of the outstanding balance is paid in full. If a balance remains unpaid after attempts by School staff to collect payment, then the teacher shall be informed and shall deny the student entrance to the class. If it becomes necessary to engage the services of a collection agency or attorney to effect collection or to settle any dispute in connection with our payment policies, the individual who signs the registration form agrees to pay the collection agency or attorney fees, reasonable expenses, and costs as incurred. The individual who signs the registration form understands and agrees to these terms.

Outstanding Balances and Transcripts
Transcripts may be requested by writing to the Colburn Community School of Performing Arts Registrar; email requests are acceptable, although verification may be required. Only current students, previous students, graduates, or authorized parents/guardians may request transcripts. Students/Alumni who have outstanding charges with the school must settle their account in full before the request for a transcript will be honored. NOTE: Although there is no charge for the transcript, express mail charges may apply. For more information about access and review of records, students may contact the Dean of the Community School of Performing Arts.

Returned Check Policy
The Colburn School believes that payments are made in good faith. Individuals who repeatedly fail to meet their financial obligations to the School may have their enrollment revoked. The Colburn School has adopted the following procedure in the case of returned checks:

  • A student is considered “registered” when the School has received payment for tuition and fees. If a check is returned by the bank or if a credit card is rejected, then the student may be dropped from their classes/lessons.
  • When a check is returned by the bank, the School will notify the student/parent via phone.
  • The student/parent must pay the amount of the check plus a $25 penalty within one week of the phone call.
  • If payment is not made, the student’s registration will be cancelled.
  • If payment is made after the student’s registration is cancelled, the student must re-register at the prevailing rate.
  • Students/parents whose checks are returned more than once will be required to pay all future registrations by money order or cash.

Payment Plan Options

Payment in full at the beginning of each term is encouraged. However, a payment plan is available to help students/parents meet their financial obligations. The terms are as follows:

Fall/Spring Semester Payment Plans
A four or eight-month payment plan can be arranged depending on the type of enrollment. Students/parents who wish to take advantage of this option should complete the Payment Form, which is available at the Cashier window or can be downloaded in advance by clicking here (Payment Plan Request Form).

Summer Session Payment Plan
A two-part payment plan can be arranged for May-June. The terms of this plan are:

  • 50% of total charges plus a $20 set-up fee is due at the time of registration.
  • The remaining 50% is due on July 1st.
  • A late fee of $25 will be automatically assessed if payment is not received by June 15. Subsequent monthly late fees are charged until payment is made in full.
  • Camps/Workshops or classes that last one week or less must be paid in full and do not qualify for any payment plans.

 

Pro-rated Tuition

Students beginning instruction after the start of a semester will be charged tuition on a pro-rated basis, as follows. Class fees are not pro-rated for the summer session.

Class Tuition Percentage

  • Weeks 1-4: 100%
  • Weeks 5-8: 75%
  • Weeks 9-12: 50%
  • Weeks 13-16: 25%

Private Instruction Tuition Charges

Tuition is pro-rated on a weekly basis. Note that the student must obtain the teacher’s permission to register for less than the full term (which is 16 weeks for fall and spring, 8 weeks for summer).