Policies &    Procedures  

Policies & Procedures



— The Academy calendar schedules lessons and activities “August to August” each year



Annual Academy Calendars and Fee Schedules


Find them in the waiting room and on the Academy web site




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—  Enrollment is open year-round welcoming students of all ages and at all levels.  Beginning level students of all ages are welcome!


—  Enrollment is ongoing until a change is requested


—  To enroll for lessons, email or call Academy owner  SheilaVail@IndianSpringsAcademy.com       513-779-7070 

or submit the Academy Registration Form found in "More" above




—  30 days’ notice is required to withdraw from any Academy enrollment.


—  Tuition Fees are due and payable for one month once notice has been given to terminate enrollment




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  • Private Coaching may be scheduled up to six sessions, instructor schedules permitting

  • Ongoing enrollment at the Indian Springs Academy is available in Program packages (descriptions below)

     Private Lesson Program

     LessonsPLUS Program

     LessonPartner Program

     Adult Studies Program

     Theory Program



Private Lesson Program  (basic lesson program)  

  • Private lesson instruction scheduled weekly 

  • One annual parent consultation / planning session 

  • Two recitals annually : December and May

  • Fees invoiced on an annual basis with 4 payment options 



LessonsPLUS Program   (comprehensive lesson / performance activities program)

  • Private lesson instruction scheduled weekly 

  • One annual parent consultation / planning session 

  • All Academy recitals : Dec - Mar - May - July

  • 7 PLUS Classes annually

    • Small group lessons consisting of 3-6 students, PLUS Classes develop performance, listening and musicianship skills

  • Fees invoiced on an annual basis with 4 payment options 



"Lesson Partner” Program  (shared lesson - not available with all instructors)

  • Private lesson instruction scheduled weekly 

  • Two students : Each partner purchases half the number of lessons each semester plus one annual Registration Fee

  • Fees invoiced on an annual basis with 4 payment options 



Adult Program  (Semester enrollment) 

  • Private lesson instruction will be scheduled on a weekly or alternate week basis each semester

  • Tuition Fees are invoiced per semester plus $18 Registration Fee 

  • Annual enrollment is available upon request

  • Monthly payments are available upon request



Theory Program  (Semester enrollment) 

  • Private coaching may be scheduled on a weekly or alternate week basis each semester, as available

  • Fees invoiced per semester plus $5 Registration Fee  

  • Annual enrollment is available upon request

  • Monthly payments are available upon request

Enrollment Detail:

  • Students are notified automatically when packages are nearing expiration

  • Enrollment is ongoing, continuing until a change has been requested




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            Royal Conservatory of Music Certificate Program

This highly esteemed international program offers study curricula and Merit Certificates for all instruments and Voice, in both Performance and Theoretical subjects.  Syllabi are available on line at   rcmusic.com 

  • Students may earn these prestigious Certificates of Merit at all levels in both Performance and Music Theory

  • Certificates are awarded through examination by members of the Royal College of Examiners

  • Examinations are available in Cincinnati three times annually : December - May - August 

  • Completion of theory requirements is required to earn Merit Certificates level 5 and higher

  • Completion of theory co-requisites is required for candidates to be considered for the Regional or National Gold Medals of Excellence award

  • The Ohio Music Teachers Association awards the Gold Medal of Achievement to all Performance Candidates earning the score of 90 and higher



Benefits :

  • Students may enter at any level and move at their individual pace 

  • Nurtures excellent knowledge, playing skill and foundational musicianship

  • Allows parents to track their child's progress 

  • Permits adults students to craft their program and understand their achievements 

  • Access to a huge on line learning library, including digital activities, to build skills and knowledge  

  • Recognizes and celebrates results and achievements 

  • Gives students a wide variety of music to enjoy!


  • No membership fees

  • Students may use their own music and materials.    Books / Music are also available through the RCM Bookstore 

  • Examination Fees range between $40 - $300 depending on subject / level

  • Live, in person Certificate Exams are available in Cincinnati three times annually in DEC - MAY - AUG.  Students may register themselves choosing their date, time and location

  • Remote Exams are available throughout the year. Students may schedule their own exams and perform them from their home, the Academy, or another venue of their choice. 

Learn about this stellar program for students of all ages, including Adults!!   rcmusic.com

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— Upon enrolling, Private lessons / Classes are scheduled weekly throughout the year around the normal breaks at Thanksgiving, Christmas/New Year, Spring and Summer. 


—  48 hrs in advance of each lesson appointment, students are texted/emailed reminders for their lesson appointment


—  Scheduling and Invoices will be placed on all accounts in early August each year. Detailed Invoices are also emailed to all clients prior to the start of lessons/classes


—  All scheduling detail, attendance history and account activity is available for private review on each student’s Academy portal


—  Lesson Schedules are preserved as long as active enrollment is maintained and fees are paid


—  Students choosing to withdraw at any point forfeit their schedule placement with their teacher





—  Private Lessons are scheduled on a weekly basis throughout the year


—  Lessons may be moved anywhere within their active period August to August, instructor schedules and Academy space permitting


—  48hrs notice is required to request a reschedule of a lesson appointment. Lesson rescheduling is not guaranteed  


—  Lesson Packages expire at the end of their term and, once expired, lessons can no longer be scheduled 


** Families taking extended trips abroad may preserve their lesson schedule by remaining actively enrolled. Lessons affected by travel may be moved anywhere around travel dates



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  • Time reserved for each student's private lesson is an appointment reserved for their exclusive use.  RE-SCHEDULING OF LESSON APPOINTMENTS IS NOT GUARANTEED                                                                                                                        

  • 48 hours notice is required to “Early Cancel” a lesson appointment and request a reschedule

  • Cancellations with less than 48 hours notice are marked a “Late Cancel” and one lesson is deducted from your lesson package 

  • "Late Cancelled” lessons may be rescheduled as a “teacher courtesy”, Academy space and instructor schedule permitting

  • Should instructors NOT be available for an “Early Cancel” lesson appointment, the Academy will make every effort to find an appropriate substitute instructor

  • Complete Lesson Schedules and Attendance History are archived on each student’s  personal Academy portal (login provided with initial enrollment)        


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  • Lesson Program packages are invoiced once annually August to August, pro-rated to the start date

  • The Adult Program and Theory Program are invoiced per Semester

  • The number of lessons in a student’s package is reduced as each lesson is completed

  • Lessons may be scheduled anywhere during their enrollment period 

  • Lessons expire at the end of their term and cannot be used in the following term





Private Lesson Tuition Fees range between $26 - 34  per 30min lesson


Lessons are invoiced at one of four Fee Schedules. Fee Schedules are based on years of professional teaching experience and tenure at the Academy (full or part time)



            Fee Schedule “A”    20 years professional teaching experience or more; Academy Senior level instructor 

            Fee Schedule “B”    10 years professional teaching experience or more; Academy Upper level instructor

            Fee Schedule “C”    3 years professional teaching experience or more; Academy Junior level instructor 

            Fee Schedule “D”    “Mentoring” level instructor –  typically a College degree candidate

                                                (Fee Schedule “D” is not included every year)




  • Theory Tuition Fees range between $40-50 hourly, classroom format or private coaching. 

  • Private Coaching sessions invoice at the same billing rate for half the classroom time.  60min classroom = 30min private coaching




  • All accounts must use one of the Academy’s auto-pay options 


Additional Detail:

  • Annual Program Invoicing is for activities August through August each year with one $35 Registration Fee   (maximum 2 Registration Fees per family annually)  


  • Installment Fee payments are equal installments of the total invoice

NOTE: Throughout the year, each month’s activity is different. Some months have 4 lessons, some 5 lessons, some 2 lessons and a recital. Monthly payment installments remain the same each month until the invoice is paid in full, regardless of the amount of activity scheduled each month. Monthly installments are based on the total cost of your program, not the activity completed each month. 


  • Lessons may be moved anywhere within the enrollment period without affecting the monthly payment amounts

Should a student require additional lessons to prepare for an exam or performance, they can draw lessons from their package without affecting their monthly fee payments.  

NOTE:  If a family is vacationing for 4-6 weeks, or if a student wishes to take a break without losing his place in his teacher's schedule next term, they can move affected lessons to alternate dates and remain actively enrolled during their absence. (Active enrollment preserves lesson scheduling). The auto-pay schedule will not increase or decrease, regardless of where the lessons are scheduled during the duration of their package.  




—  Enrollment and auto-pays automatically renew each year. Academy clients are always notified in advance of their renewal and any fee increase or adjustments

—  To update profile or payment details, login to your Academy Portal and find the "Profile" page




  • Full

  • Semester  (6 months)

  • Quarterly   (3 months)

  • Monthly     (12 months) 



  1. Credit card or debit card

  2. CheckPAK  (see description below)


The following pre-payment discounts available for the Private Lesson and LessonsPLUS Programs:

  • $35  :  Single payment in full of Annual Program Invoice by personal check  

  • $2 monthly  :  CheckPAK  (see description below)

  • “Third Child Discount” :   5% reduction in Tuition Fees  and  no $35 Registration fee   

    • This discount is provided to all third (or more) private lesson enrollments per family

    • Cannot be applied to Theory Coaching

    • May be applied to “Lesson Partner” fees


DESCRIPTION :   “CheckPAK”   -  non-electronic Auto-pay     

(post-dated checks in equal amounts paying the full amount of your invoice)


Procedure : Monthly payments

1. write 12 checks dated Aug10, Sept10, Oct10, ….. June10, July10  and DEDUCT $2 from each check

2. place your checks in an envelope with the student’s name on the front of the envelope

3. place your envelope in the waiting room drop box or mail it to the office 


Procedure: Quarterly payments

1. write 4 checks dated Aug10, Nov10,  Feb10,  and May10  and DEDUCT $6 from each check

2. place your checks in an envelope with the student’s name on the front of the envelope

3. place your envelope in the waiting room drop box or mail it to the office 


Procedure: Semester payments

1. write 2 checks dated Aug10 and Feb10  and DEDUCT $12 from each check

2. place your checks in an envelope with the student’s name on the front of the envelope

3. place your envelope in the waiting room drop box or mail it to the office 



CheckPAK  -   Additional Detail:

  • The annual Registration Fee is due in August each year. This may be written as a separate check or included with the first CheckPAK check

  • Reminders are emailed on or about the first each month throughout the year to remind students that payments will be processed on the 10th

  • Should a student withdraw from the Academy before completing their enrollment, unused checks will be destroyed and returned via PDF  (30 days notice required to withdraw) 

  • Should check amounts need to change due to change of instructor or lesson program, checks can be replaced during the year with the same discount

  • Bank charge - $25 for returned checks

  • Annual billing / scheduling is entered each summer for the upcoming year and is always accessible on your personal Academy portal. 


Academy of Music


Monday-Friday    2:00pm-9:00pm

​Saturday             9:00am-6:00pm

Sunday               closed


For details about the Academy,

Contact Academy owner, Mrs. Sheila Vail






9690 Cincinnati- Columbus Rd.

West Chester, OH 45241

Tel: 513-779-7070








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