Sellwood Studio Policies

Sellwood Studio Policies

General Studio Rules

  • Students are expected to behave respectfully and courteously at all times toward staff and each other.
  • Please do not bring expensive electronics or other valuables to the studios. 
  • Cell phones may not be used during lessons or classes (unless permitted by teachers regarding music).
  • Please do not bring food to the studio unless the teacher has directed it. Water is encouraged.
  • No gum chewing in class or lessons.
  • Please help keep our studios clean and tidy.

Payment & Refund Policies

    • Tuition payments are due at the beginning of each month. An invoice will be sent to the email on file with the studio.
    • Payments are encouraged (free of fee) via Zelle. You may also pay by Venmo to @Sellwood-Studio (business account—VIE GROUP LLC) or with a credit or debit card via PayPal to sellwoodstudionj@gmail.com. You may also pay by check. Checks should be made payable to Sellwood Studio and mailed to Sellwood Studio, 19 Green Avenue, Madison, NJ 07940, or placed in the lobby mailbox. Please label an envelope to Sellwood Studio before putting it in the cubby hole.
  • A 3% convenience fee is applied when paying by Paypal or Venmo.
  • Monthly tuition fees are non-refundable unless two (2) weeks’ notice is given upon withdrawal from the studio. Studio credit will be applied to properly canceled lessons with 24 hours' notice.
  • Advance cancellations must be made before the start of the new month to adjust invoicing. Otherwise, a credit will be applied toward future billing.
  • Refunds will be considered in special circumstances (such as severe injury or moving).

Fee Schedule and Late Fees

  • Invoices are emailed to the address you have in your studio account on the 20th of the month. 
  • Lesson payments are due by the first of each month. 
  • We allow for a one-week grace period. If payments are not received by the seventh day of the month, they are considered late, and a $25 fee will automatically be applied to your account—no exceptions. You will receive a reminder email before the late fee is applied.
  • If account balances have not been paid before the next invoice release (on the 20th), an additional $25 fee will be applied to your account. You will receive a reminder before this second late fee is applied.
  • We recommend logging into your parent portal and initiating the automatic payment option to avoid being charged late fees.

Timeline example:

  • January Invoice emailed: December 20
  • Payment due: January 1
  • Late fee applied to account: January 7 
  • Additional late fee for non-payment: January 19
  • February Invoice emailed: January 20

Monthly Materials Fee

Private voice lesson students will be billed a $10 materials fee on the first of each month. 

This fee will cover the costs of services including, but not limited to:

  • Two recitals per year, including rehearsal times, location fee, staff hours
  • Sheet music purchasing and printing
  • Sheet music preparation and transposition
  • Backing track preparation

Recitals & Performances

  • Recitals will be scheduled for private lesson students and group classes throughout the year. We will also participate in public performances at varying times each year (such as Bottle Hill Day and holiday caroling)
  • There is no additional fee for participating in recitals or performances outside the monthly materials fee (private voice students).

Private Lesson Cancellation (Student Absence)

    • No refunds or credits are given for missed group classes.
    • You may notify your teacher of class and lesson absences, but please inform the office via email at admin@sellwoodstudio.com. 
    • If a student cannot attend a lesson, please email at least 24 hours before. Lesson credit will be applied to the student's account.
  • If the office is not notified of the missed lesson with a minimum of 24 hours' notice, it will be considered billable. Informing the teacher only does not count as notice.

Private Lesson Cancellation (Teacher Absence)

  • In the event of an advance-planned teacher absence, we will schedule a substitute (preferably on staff but also as approved by Tom Sellwood). We guarantee that our staff and approved substitutes are qualified professionals. 
  • If you have an unexpected absence and a substitute cannot be arranged, your teacher will work with you to reschedule an alternate lesson.
  • Lessons canceled by a teacher due to their absence will not be billable.

Snow Days & Holidays

  • Sellwood Studios will usually be closed when schools are closed due to inclement weather. All students will be notified via email if we are closed. If you are unsure, feel free to email/text/call on the morning or afternoon of your class or lesson to see if classes will run as usual.
  • Private lessons will not be billed in the event of school closing. Speak with your teacher if you would like to attempt to reschedule. Group classes missed due to scheduling will not receive a refund or makeup.
  • Sellwood Studios will be closed on Thanksgiving Day and Christmas Day.
  • Closing for other holidays (New Year’s Day, Memorial Day, 4th of July, Labor Day, Christmas Eve, New Year’s Eve, etc.) will be at the teacher's discretion. Please check with your teacher before missing lessons.

Illness

  • Please do not send your child to the studio if they are sick. Following our public school guidelines, your child must be fever and symptom-free for 24 hours before returning. If your child did not attend school due to illness, please do not send them to the studio.
  • If your child is at the studio and we determine that they have a fever or are not feeling well, we will call you to come and pick them up. 

Photography & Video

Occasionally, we will take pictures of students in the studio and at events we hold. Some media will be used for marketing purposes. Parents agree that the photos are released to us for use and are not entitled to any payment for the images. We may publish them on our website, social media accounts, printed marketing material, etc.

Updated March 20 2025