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Butler Community Arts School
Butler Community Arts School

Policies & Procedures

Additional policies may also be listed under specific program descriptions on the Private LessonsGroup Classes, or Summer Camps pages. Please contact the Butler Community Arts School (BCAS) at BCAS@butler.edu or 317-940-5500 with any questions.

General Policies

Refund policy: All requests for refunds must be made in writing to the Butler Community Arts School by emailing BCAS@butler.edu. No refunds will be given after an activity commences. Deposits for group classes and/or summer camps are non-refundable. Private lesson registration fees are non-refundable. Some programs have a specific refund/fee schedule, these policies are outlined on the specific program descriptions and registration forms.

Late fees and collection: In the event that the payment agreement is placed with an attorney for collection, parent (or adult student) is responsible for any and all costs of collection incurred, as well as a reasonable attorney’s fee. Additionally, all past due accounts will accrue late charges at the rate of $10 per month until said past due accounts are paid in full. Returned check fee is $20 plus any bank charges incurred.

Parking:  We advise all students to park in the Sunset Garage located just north of Lilly Hall off of Sunset Avenue. Parking is free for the first hour in this garage. Alternatively, visitors may park on the west end of the Hinkle Fieldhouse lot free of charge. Surface lots surrounding Lilly Hall are permit-only and subject to ticketing. Please observe Butler University parking restrictions; violators may be ticketed and/or towed at the owner’s expense.

*“EVENT MODE” PARKING: Whenever there are large campus events (which primarily occur on weekends), campus will enter "Event Mode." While this often does not affect our BCAS families, we still want to make you aware. When campus enters "Event Mode", a flat rate parking fee will be charged for visitors. A parking officer will be on duty to collect event parking fees. If the campus is in "Event Mode," please stop, open your window, and inform the officer or parking attendant that you are on campus for "the Community Arts School lessons." They should then instruct you on where to park and allow you to avoid paying the fee. If you encounter any issues with parking during "Event Mode," please contact us at BCAS@butler.edu.

Release Waiver and Indemnification Agreement: All participants in any BCAS program must have a signed release waiver and indemnification agreement on file. Appropriate release forms are included on all program registration forms and can be viewed here: Waiver Release Form (minors) OR Waiver Release Form (adults, age 18+)

Private Lessons

Registration: Enrollment for private music lessons is ongoing. For private music lessons, students should complete a new registration form per semester (fall, spring, summer). Online and printable registration forms are available on the BCAS homepage or on the Private Lessons page. New student registration forms will be processed in the order they are received. Lessons commence once a mutually convenient schedule is arranged with a Teaching Fellow. A non-refundable $20 registration fee is required for the fall and spring semesters; there is no registration fee for the summer session. Students applying for scholarship are not required to make payment until scholarship results have been communicated.

Tuition/attendance: By registering, you agree to a specific number of lessons for the semester. Private lessons tuition for the fall and spring semester are based on a 14-week semester. We expect our instructors and families to make every effort to complete the designated number of lessons within the timeframe of the semester. However, we understand that unexpected circumstances sometimes prevent the completion of all lessons. In those limited situations, lessons not completed by the end of the semester may be carried over to the following semester with approval from the BCAS director. There is no guarantee that the SAME teacher will be able to fulfill lessons that must be carried over to another session. Please note, individual teachers may have additional policy restrictions on how and when lessons will be completed. 

Updated tuition prices are available on the Private Lessons page as well as the appropriate private lessons registration forms. No refunds will be issued after lessons have commenced, except in mutually-determined extenuating circumstances. Tuition for private lessons may be paid in full, halves, or thirds by the first lesson. Accepted methods of payment include cash, checks made payable to “Butler University,” money orders, or online credit card payments (we do not accept American Express). Payment plans may be arranged, please inquire.

Tuition will be prorated only for NEW students beginning lessons after the semester has already started.

Any payments made will automatically be applied to the oldest balance on a student account. 

Summer Tuition: Students enrolling for summer private lessons may enroll for any desired number of lessons. If additional lessons are added during the summer, notification must be sent to BCAS@butler.edu.

Balance Requests: The Butler Community Arts School will send reminders to pay your balance at the end of each semester. This reminder will NOT include your individual balance. If you need to request a Balance Update or Tuition/Payment Summary, please email BCAS@butler.edu at any time.

Scholarships: Need-based scholarships are available for students age 18 and under. You may apply for scholarship when registering for private lessons or by using the Scholarship Request Form. Scholarship rates are valid for one full year of instruction (fall, spring, and summer session). Renewal of scholarship is dependent upon available funding and satisfactory progress/effort of the student. Students applying for scholarship are not required to make payment until scholarship results have been communicated.

Music/materials: Tuition does not cover books, materials or the cost of renting/purchasing an instrument. Students must provide their own instrument; for piano, students must have a piano or keyboard available for home practice. Please email BCAS@butler.edu with questions regarding instrument purchase/rental. As additional items are needed (such as music books), parents will either be informed on how to purchase needed items or the instructor will obtain materials and request reimbursement from the parents.

Practice: A regular practice schedule is vitally important to the success of each student. Each instructor will provide guidelines for effective home practice. The following items are essential practice guidelines:

Student has daily access to an instrument in good working condition.
Student maintains the specified daily minimum practice (5-7 days per week)
A regular practice routine is established and maintained; we recommend the same time each day, free from interference (phone, TV, siblings, etc)
Student follows the assignment carefully.
All books and materials are brought to lessons/classes. If appropriate, an instrument in good working condition is brought to the lesson/class.
Parent listens supportively to the practice session periodically.

Lesson Rescheduling: Due to limited facilities and instructor schedules, make-up lessons cannot be guaranteed for lessons the student misses. If a student must miss a lesson, AT LEAST 24-hour notice must be given in order to be offered a make-up lesson. If less than 24 hours notice is given, the student will be charged for the missed lesson. Exceptions to the 24-hour notice policy are inclement weather, a family emergency, car trouble, or a student illness. All lessons missed by the instructor will be made up. If you have specific scheduling requests, please discuss these with the student’s instructor or with the BCAS office.

Lessons may be made-up in the following ways: 

  • Adding extra time to an existing lesson (e.g. adding 15 minutes to a 30 minute lesson for two weeks) 
  • Having two lessons in a week instead of one 
  • Adding lessons after the end of the semester 
  • In limited cases, lessons may be carried over to the following semester with approval by the BCAS director 

Each individual teacher may set his or her own policy about how he or she will provide make-up lessons. 

Drop-Off & Pick-Up: For the safety of our students, parents must accompany their student to and from their lesson. Students should not leave the building unaccompanied by an adult unless parent permission has been emailed to and acknowledged by BCAS@butler.edu. We understand that many local students may ride a bike or walk to and from their lesson. Again, please provide permission in the form of an email to BCAS@butler.edu.

Group Class/Programs

Registration: All group classes/programs have posted registration deadlines on the program description and registration forms. Any registrations received after the posted deadline may be accepted on the basis of available space. Online and printable registration forms are available on the BCAS homepage or on the Group Classes page. Most programs have a non-refundable $50 deposit due at the time of registration, please see specific program descriptions. Students applying for scholarship are not required to make payment until scholarship results have been communicated.

Tuition: Tuition is not prorated for students joining a class or program late, missed classes, or withdrawing from the class or program. Tuition for group classes should be paid in full by the first class or rehearsal. Accepted methods of payment include cash, checks made payable to “Butler University,” money orders, or online credit card payments (we do not accept American Express). Payment plans may be arranged, please inquire.

Any payments made will automatically be applied to the oldest balance on a student account. 

Balance Requests: The Butler Community Arts School will send reminders to pay your balance at the end of each semester. This reminder will NOT include your individual balance. If you need to request a Balance Update or Tuition/Payment Summary, please email BCAS@butler.edu at any time.

Scholarships: Need-based scholarships are available for students ages 18 and under. You may apply for scholarship when registering for a group class or program or by using the Scholarship Request Form. Renewal of scholarship is dependent upon available funding and satisfactory progress/effort of the student. Students applying for scholarship are not required to make payment until scholarship results have been communicated.

Drop-Off & Pick-Up: For the safety of our students, parents must accompany their student to and from their lesson. Students should not leave the building unaccompanied by an adult unless parent permission has been emailed to and acknowledged by BCAS@butler.edu. We understand that many local students may ride a bike or walk to and from their lesson. Again, please provide permission in the form of an email to BCAS@butler.edu.

 

Summer Camps

Registration: All summer camps have posted registration deadlines on the camp descriptions and registration forms. Early registration is encouraged. Any registrations received after the posted deadline may be accepted on the basis of available space. If a camp fills prior to the posted registration deadline, we will open a waiting list in case a participant withdraws. Online and printable registration forms are available on the BCAS homepage or on the Summer Camps page. Camps require a non-refundable $50 deposit at the time of registration. Students applying for scholarship are not required to make payment until scholarship results have been communicated.

Tuition: Tuition is not prorated for campers who arrive late to camp, miss a day or multiple days of camp, or drop the camp after the first day. Each camp has a specific payment schedule for when tuition is due; please see the specific camp description on our Summer Camps page. Accepted methods of payment include cash, checks made payable to “Butler University,” money orders, or online credit card payments (we do not accept American Express).

Any payments made will automatically be applied to the oldest balance on a student account. 

Balance Requests: The Butler Community Arts School will send reminders to pay your balance at the end of the summer. This reminder will NOT include your individual balance. If you need to request a Balance Update or Tuition/Payment Summary, please email BCAS@butler.edu at any time.

Scholarships: Need-based scholarships are available for students ages 18 and under. You may apply for scholarship when registering for a camp or by using the Scholarship Request Form. Camp scholarship rates will not be available until at least mid-April each year due to pending grant results. Students requesting scholarship will not be required to make payment for camp until scholarship results have been communicated.

Drop-Off & Pick-Up: For the safety of our students, parents must accompany their student to and from their lesson. Students should not leave the building unaccompanied by an adult unless parent permission has been emailed to and acknowledged by BCAS@butler.edu. We understand that many local students may ride a bike or walk to and from their lesson. Again, please provide permission in the form of an email to BCAS@butler.edu.