8060 Rolling Road, Springfield, VA 22153 |
703-440-9000 | staff@hbeats.com

Music Policies

Annual Registration Fee

A non-refundable annual family registration fee of $25 per family is required at time of registration. Annual registration fees are billed on September 1st of each school year or upon registration for fall classes. There is no registration fee for families taking only summer music lessons.

Payment of Fees

Music tuition is posted in advance for the number of lessons scheduled for that month, exclusive of holidays and planned studio closings. No lesson times will be confirmed without receipt of a credit card number. Tuition may be paid monthly with cash or check, as long as we have a valid credit card on file and payments are made in advance by the first of each month. All NSF transactions will be charged a $25 NSF fee.

September Pre-Registration begins on or about June 1. Students are encouraged to pre-register in order to guarantee their desired lesson time for the next school year. Students registered for summer music lessons may reserve their September lesson time with payment of the $25 registration fee. Students not registered for summer music lessons may reserve their September lesson time with payment of September tuition in addition to the $25 registration fee. September tuition is non-refundable.


Music lessons are most productive if taken year-round. Students planning summer vacations may receive credit for up to 3 lessons, with at least weeks notice to the desk (not the teacher) during the months of June, July and August. Students planning a more extended absence from lessons during Summer Session may withdraw from lessons, with the normal thirty (30) day notice, and reserve their time slot for re-enrollment next school year by pre-registering for September (see above). Lesson times cannot be guaranteed without payment. We reserve the right to adjust lesson times during the Summer Session, as necessary, to accommodate vacation schedules.

Withdrawal and Refunds

Following a trial month, thirty (30) days written notice is required to discontinue any class. Withdrawal must be done in person using a “withdrawal form” provided by the front office, or via e-mail and will not be accepted over the phone. Withdrawal must be done with the front office and not with the teacher. Automatic payments after the thirty (30) day period will be suspended. We reserve the right to terminate lessons for any students without notice for non-payment. Refunds, outside of the non-refundable fees, require Director approval.

Missed Lessons

In order to keep tuition costs down, and due to the fullness of our faculty schedules, HeartBeats cannot offer credits, refunds, or make-ups for missed private lessons, unless such a miss is due to a weather closing, teacher absence, or school music performance. Students planning an extended absence from lessons during the school year may either hold their time slot with continued tuition payments or may withdraw from the school, with the normal thirty (30) day notice, and re-enroll upon their return on a space and time available basis.

If a teacher must cancel a lesson, every effort will be made to provide another instructor from among our music faculty. When another instructor cannot be arranged, students will be notified and a credit will be posted to the student’s account. The music faculty reserves the right to offer make-up lessons in the form of a master class or workshop. Credits that have not been applied to make-up lessons will automatically be applied towards the next monthly payment.

Inclement Weather Policy

As a primarily afternoon and evening studio, HeartBeats does NOT follow the weather closing schedule of the local school system. In cases of inclement weather, an outgoing message will be recorded on our answering service and website to notify you if the studio will close. Notices will be available by 8am for morning classes and by 12pm for afternoon and evening classes. In many cases, weather and road conditions improve as the day progresses. However, should lessons be cancelled, a credit will be applied to your account. When in doubt please call the studio before coming.

Care of Students

The school is not responsible for providing before or after class care for students. Parents with students under the age of 5 are asked to remain in or nearby the school during class. Students are not to be left at the school for excessive time before or after lessons. Parents, legal guardians, and adult students waive the right to any legal action for any injury sustained on school property resulting from normal lesson activity or any other activity conducted by the students before, during or after lesson time.

Parent’s Responsibility to be Aware of Dates and Events

It is the responsibility of the parent or adult student to be aware of school activities such as recitals and dates the school is open and closed. The school will post notices on the music bulletin board as well as provide an annual studio calendar upon registration for each school year. HeartBeats Music & Dance does NOT follow the same holiday schedule as the local school system. It is the parent’s responsibility to regularly check the bulletin board, website, and all incoming emails to ensure they are informed of school events. It is also the responsibility of the parent or adult student to inform the school of any address, e-mail or telephone number change. HeartBeats is a technology-based studio and our primary method of communication is via email for notices and receipts. It is the responsibility of each family to ensure that they are receiving and reading studio emails.

Photo and Video Release

The school is hereby granted permission to take photographs and videos of students to use in brochures, web sites, posters, advertisements and other promotional materials the school creates. Permission is also hereby granted for the school to copyright such photographs in its name.