Terms and Conditions

‍2.1   Trafford Music Service assumes your child will continue lessons through the academic year unless we receive written notice from you to cancel, including if your child changes school. Please email music.service@trafford.gov.uk to notify us; verbal notice is not accepted.

‍‍2.2  To discontinue provision, you must submit a request through your online music service account in line with the below notice dates. Fees will continue to be charged monthly during the notice period and no refunds will be issued for the remaining sessions in the term.

‍To stop activities:‍ ‍

End of autumn term, notice must be given by 1 November

End of spring term, notice must be given by 1 February

‍End of summer term, notice must be given by 1 July

2.3   If your child changes school, lessons may transfer to the new school or the Music Centre, subject to tutor availability. If a transfer isn’t possible, remaining lessons in the term will not be credited or refunded, and the standard notice period applies to discontinue lessons. ‍

2.4   Where notice is not received within this timeframe, enrolment will automatically continue and fees for the following charge period will remain payable. ‍

2.5   For Theory Lessons, students may be ready for their Grade 5 exam at different times. Once parents notify us that a tutor has recommended the student is ready to sit their exam, we will refund any prepaid lessons that are no longer required. ‍

2.6   At the end of the academic year, you will be required to confirm continuation of activities through your music service account. ‍ ‍

3.1 Students will receive lessons during Trafford Music Service published term dates. Term dates are available on the Trafford Music Service website. Please note that some schools have different term dates, and our tutors will only be able to teach on weeks where term dates coincide.

3.2 Lessons take place during the school day and will usually require students to be withdrawn from curriculum lessons. Lessons which cannot be accommodated during the school day may have to take place out of school hours, either before school starts or at the end of the day – this will be done in consultation with schools and parents/carers.

3.3 Lesson times may vary and may change depending on school timetables and operational needs. Should it be necessary to change a lesson day and/or if a change of tutor is necessary, we will endeavour to communicate by email to parents/carers. Please ensure email addresses are up to date on the student’s music service account.

3.4 Primary school lesson timings are arranged by tutors in line with school wishes and may change with no notice within the school day. Tutors will liaise with the school on the day for specific arrangements on pupil collection dependent on circumstances. Please note that lesson times displayed on your music service account may not be correct - the times shown are only put on the system for administration purposes.

3.5 To support pupils’ musical development, your child may take part in a school performance during the academic year. On one occasion per year, a scheduled lesson may be shortened or replaced by this performance experience. This will only happen when it fits appropriately within the timetable and provides meaningful learning for pupils. By enrolling, parents/carers acknowledge that this performance may count as one of the lessons provided during the year.

3.6 Secondary school students may follow a rota system and are responsible for attending lessons at the correct time. Students are responsible for checking their lesson times on the notice boards within their school’s music department and for making their own way to the lesson. The school’s music department can advise students where notices are displayed.

3.7 Group lessons are typically 20–30 minutes in length, depending on the number of students, with a minimum of three students required.

• Groups of four or more will receive 30 minute lessons

• Groups of three will receive 20 minutes

• Where student numbers decrease, lesson lengths may be adjusted accordingly.

Lesson times shown on your music service account are for administrative purposes only and may not reflect the exact teaching time.

If group or paired lesson numbers change, the following may apply:

• Groups may be combined where appropriate

• A 30 minute group lesson that reduces to three or fewer students will be adjusted to 20 minutes

• A 30 minute paired lesson that reduces to a single student will be adjusted to 20 minutes

• Where group lessons are no longer viable, alternative provision (such as individual lessons, paired lessons, or lessons at the Claremont Music Centre) will be offered where possible.

• Any changes to lesson structure will be reflected in future charges communicated in advance.

3.8 Trafford Music Service reserves the right to amend lesson structures and delivery where required.

Absence or Missed Lessons – Schools

3.9 School organised trip or event, (including SATs, GCSE or A-Level exams):

• If a lesson needs to be rescheduled due to a school trip, activity or other event, parents/carers (or payers) must provide a minimum of 7 days’ written notice by emailing music.service@trafford.gov.uk

• In the first instance, we will rearrange the lesson - this may be an alternative day/time/extended lessons or online. If this is not possible, we will issue a credit.

• If the required written notice by email is not given, no reschedule or credit will be given.

• In exceptional circumstances where school events take place at short notice and beyond the control of parents/carers, TMS will seek to re-arrange in the first instance, or credit up to a maximum of 3 lessons per academic year.

3.11 Lessons in school missed by students due to short term sickness, medical appointments, revision leave, exams, religious holidays, celebration days etc. will not be made up or credited.

3.12 Long term absence: When 5 or more consecutive lessons are missed in the same term due to illness/injury we will credit a maximum of 5 lessons. A medical certificate may be required. If there are extenuating circumstances which may cause long term absence, please contact Trafford Music Service office to discuss this.

3.13 Should a tutor be absent we may:

a) provide a suitable alternative tutor to deliver the lesson, this may be done without notice.

or

b) reschedule the lesson - this may be an alternative day/time/extended lessons or online.

If the above is not possible, we will issue a credit.

3.14 In the event of an emergency or closure of a school (full or partial) or the Claremont Music Centre due to an event outside Trafford Music Service’s control (e.g. a pandemic, flooding, heavy snow, or industrial action), provided arrangements can be made in time, lessons may be moved online, or may be rescheduled, including extended lessons. Where this is not possible no credit or refund will be issued.

See section 8 for Safeguarding procedures including arrival/dismissal arrangements, car park access and building access.

4.1 Lessons are delivered at the Claremont Music Centre during published TMS term dates – these are available on the Trafford Music Service website.

4.2 Group lessons last 20-30 minutes, depending on group size, with a minimum of three students required. Groups of four or more will have 30 minute lessons, while groups of three will have 20 minute. If group sizes drop, the following may occur:

• If group/paired lessons are no longer possible, alternative options (individual/paired lessons or school lessons) will be offered where possible.

• Any changes to lesson structure will be reflected in future charges communicated in advance.

4.3 Trafford Music Service reserves the right to make changes to lesson days and times, depending on staff availability. Any changes will be communicated with parents/carers. Where changes made by Trafford Music Service are not suitable, parents/carers have the right to withdraw from provision. Refunds will be made for any lessons not received.

4.4 If parents/carers wish to change the day/time of a Claremont Music Centre lesson, please contact the office who will be able to check what lessons are available. Where a change is not possible, please follow discontinue steps.

Absence or Missed Lessons - The Claremont Music Centre

4.5 Claremont Music Centre lessons missed by students due to short term sickness, school trips/activities, revision leave, exams, medical appointments, religious holidays, celebration days etc. will not be made up or credited.

4.6 Long term absence: When 5 or more consecutive lessons are missed in the same term due to illness/injury we will credit a maximum of 5 lessons. A medical certificate may be required. If there are extenuating circumstances which may cause long term absence, please contact Trafford Music Service office to discuss this.

4.7 Should a tutor be absent we may:

a) provide a suitable alternative tutor to deliver the lesson, this may be done without notice.

or

b) reschedule the lesson - this may be an alternative day/time/extended lessons or online.

If the above is not possible, we will issue a credit.

4.8 In the event of an emergency or closure of a school (full or partial) or the Claremont Music Centre due to an event outside Trafford Music Service’s control (e.g. a pandemic, flooding, heavy snow, or industrial action), provided arrangements can be made in time, lessons may be moved online, or may be rescheduled, including extended lessons. Where this is not possible no credit or refund will be due.

See section 8 for Safeguarding procedures including arrival/dismissal arrangements, car park access and building access.

5.1 Ensemble sessions operate in line with Trafford Music Service term dates and performance commitments. Term dates and performance dates can be found on the TMS website.

Membership of ensembles requires a commitment to regular rehearsal attendance and participation in all scheduled concerts.

• Students are expected to attend all concerts. Advance notice must be given to the ensemble leader and Music Service inbox if attendance is not possible.

• Absences from rehearsals should be reported in advance wherever possible.

• Repeated short-notice absences (particularly for concerts) may affect a student’s place in the ensemble.

• Students with three unexplained absences from rehearsals, or absence from a concert without prior agreement, may have their place reviewed and potentially offered to another student the following term.

We aim to be fair and supportive, and individual circumstances will be considered where communicated in advance.

Absence or Missed Rehearsals (Ensembles) - The Claremont Music Centre

5.2 Claremont Music Centre activities missed by students due to short term sickness, school trips/activities, revision leave, exams, medical appointments, religious holidays, celebration days etc. will not be made up or credited.

5.3 Long term absence: When 5 or more consecutive rehearsals are missed in the same term due to illness/injury we will credit a maximum of 5 rehearsals. A medical certificate may be required. If there are extenuating circumstances which may cause long term absence, please contact Trafford Music Service office to discuss this.

5.4 Should a tutor be absent we may provide a suitable alternative tutor to deliver the rehearsal, this may be done without notice.

5.5 In the event of an emergency or closure of the Claremont Music Centre due to an event outside Trafford Music Service’s control (e.g. a pandemic, flooding, heavy snow, or industrial action), alternative arrangements may be made - where this is not possible no credit or refund will be due.

6.1 School clubs are charged monthly in advance based on scheduled sessions.

6.2 Sessions missed by students due to short term sickness, school trips/activities, revision leave, exams, medical appointments, religious holidays, celebration days etc. will not be made up or credited.

6.3 Long term absence: When 5 or more consecutive lessons are missed in the same term due to illness/injury we will credit a maximum of 5 lessons. A medical certificate may be required. If there are extenuating circumstances which may cause long term absence, please contact Trafford Music Service office to discuss this.

6.4 Should the tutor be absent we may provide a suitable alternative tutor to deliver the rehearsal, this may be done without notice. If this is not possible and it is necessary to cancel a session, we will issue a credit.

6.5 In the event of an emergency or closure of a school (full or partial) due to an event outside Trafford Music Service’s control (e.g. a pandemic, flooding, heavy snow, or industrial action), alternative arrangements may be made - where this is not possible no credit or refund will be due.

Parents/Carers and students are expected to adhere to the TMS Relationship and Behaviour Policy.

8.1 All TMS staff:

• have enhanced DBS (Disclosure and Barring Service) checks

• wear TMS ID badges

• will have completed annual Child Safeguarding and Prevent training

8.2 Activities at the Claremont Music Centre:

• Trafford Music Service only takes responsibility for children once they are inside the Claremont Music Centre and signed in at reception.

• Students who are not permitted to leave the building without an adult must be accompanied by the parent/carer from the sign in desk.

• Children in the infant provision must be collected by their parent/carer from the designated infant entrance. Parents/carers must provide written consent in advance if another authorised adult will collect the child on their behalf.

• For full details regarding arrival and dismissal arrangements at the Claremont Music Centre, please refer to the Trafford Music Service Safeguarding Policy. All parents/carers, and visitors are expected to follow the procedures outlined in the policy.

• In accordance with our Safeguarding Policy, parents/carers are not permitted entry beyond the main reception area of the Claremont Music Centre during lesson times. Parents/carers are also not permitted to wait in the reception area or observe lessons. We do not have waiting facilities for parents/carers at the Claremont Music Centre.

• Access to the Claremont Music Centre car park is restricted and is only granted where there are specific access needs. Prior written agreement is required in all cases. Any request for car park access must be arranged in advance by emailing music.service@trafford.gov.uk .

• Trafford Music Service conducts termly fire drills to ensure children’s safety in the event of an emergency. Any partially missed lesson due to a fire drill will not be made up.

A full copy of our Safeguarding Policy can be found within policies section on our website. Policies — Trafford Music Service

9.1 When needed, music books may be required to be purchased by parents/carers. The teacher will advise which books are needed for you to purchase independently.

9.2 Other costs you may incur include:

• Reeds for clarinets, saxophones, oboes, and bassoons as well as cleaning cloths for woodwind instruments.

• Strings and rosin for string instruments.

• Valve oil and/or slide cream for brass instruments.

• Beaters/sticks for percussion instruments

• Practise record book – for tutors to write in practise notes for pupils

9.3 When hiring a Trafford Music Service instrument, it may be recommended to purchase an ‘instrument care pack’ for the instrument at an additional cost. The charge is only applicable on initial hire, subsequent packs/items can be bought as the need arises from The Claremont Music Centre. Please see the Musical Instrument Hire section for additional information.

10.1 Trafford Music Service does not accept liability for loss or damage to students’ instruments or possessions.

10.2 Instruments that are hired from Trafford Music Service, including while in use at the Claremont Music Centre, are the responsibility of the hirer.

10.3 Damage sustained while the instrument is under loan will be the responsibility of the hirer, unless said damage is caused by Trafford Music Service staff.

Please refer to Musical Instrument Hire Policy for full details.

11.1 The majority of Trafford Music Service activities are charged monthly in advance. Payment is expected in advance of activities commencing and subsequent invoices will be issued monthly.

Fees may vary depending on the type of activity:

• Lessons and ensembles are charged based on the number of sessions delivered in the month

• Instrument hire is charged monthly

• Ad hoc events, holiday activities e.g. residentials may be a one-off payment communicated in advance

11.2 Participation in activities is conditional upon payment arrangements being in place and paid on time.

11.3 Trafford Music Service offers fee remission for eligible families and is only available for activities taking place at the Claremont Music Centre. Please see the full policy for details: Policies — Trafford Music Service

11.4 Late payments:

If payment is not made by the due date, a reminder will be sent. Failure to respond will be considered a breach of the agreement, and provision will be discontinued. We are not responsible for any disruption caused by late payment and lesson slots will not be kept available. If you have payment issues, please contact us.

In the case of late payment, if activities are able to resume, any sessions missed due to the late payment will not be made up or credited and the amount will be charged.

In the case of late payment, we reserve the right to withdraw provision or amend lesson times / lesson types.

11.5 TMS reserve the right to amend activity prices. Any changes will be communicated in advance.

11.6 Payments can be made via:

• Direct Debit (preferred method) – Direct Debit Terms and Conditions apply

• Online card payment

Trafford Music Service intends to transition to Direct Debit as the sole payment method by December 2026.

12.1 Trafford Music Service communicates primarily via email. Please ensure your contact details are up to date on your online account.

12.2 For urgent updates we may send SMS messages. These are sent from our internal system, and replies cannot be received.

12.3 For any questions about your child’s activities, please contact the Music Service office directly at music.service@trafford.gov.uk. Schools and tutors are not authorised to make decisions or changes regarding lessons or invoices.

13. Contact us

TMS tutors are only permitted to communicate via the Study Planner, office phones, or official trafford.gov.uk emails. Do not contact TMS tutors via their personal emails, phone numbers, or social media. Tutors are not permitted to share their personal contact details or social media with parents/carers or students.

Email: music.service@trafford.gov.uk

Phone: 0161 911 8659 (please note at certain times of the year these lines may be extremely busy)

Post: Trafford Music Service, The Claremont Music Centre, Claremont Road, Sale M33 7DZ

Privacy Notice: For full information on how we collect, store, and use data please see our Privacy Notice.

Trafford Music Service reserves the right to update these Terms and Conditions.

By engaging with Trafford Music Service activities, you are deemed to have accepted these Terms and Conditions.

Availability & Requests:

• Instrument hire is subject to availability.

• Requests should be made promptly after lessons are confirmed to ensure a suitable instrument can be sourced. Parents/carers are responsible for ensuring their child has a suitable instrument for lessons and activities.

• Late or missed hire requests may affect participation in lessons or activities and will not result in credits or refunds.

• For students who do not partake in Trafford Music Service activities, they will be subject to a separate hire fee at a higher rate. Priority is given to students currently attending lessons or ensembles.

Registration:

• All instrument hires are registered electronically through your online music service account.

• The hirer must sign an agreement accepting responsibility for loss or damage as per the Terms and Conditions. 

• A form must be signed upon collection of the instrument. This form will be kept on record and a copy can be provided on request. 

Payment & Charges:

See section 11 of Terms and Conditions for fees and monthly payments.

• Instrument hire fees are charged one month in advance. At the time of collection, payment will be required for the current month (where applicable) and the following month. Subsequent invoices will then be issued monthly in advance.

• No partial refunds or discounts are given for early returns.

• A refund may only be issued if the instrument is returned before the next hire period begins.

Incidental Costs:

• Hirers are responsible for costs such as replacement strings and rosin (string instruments), reeds and cork grease (woodwind instruments), valve oil and slide cream (brass instruments), and beaters/sticks (percussion instruments). 

• When hiring a Trafford Music Service instrument, it is recommended to purchase an ‘instrument care pack’ for the instrument at an additional cost. The care pack can be purchased on initial hire, however subsequent packs/items can be bought as the need arises from the Claremont Music Centre.

Insurance:

• Hirers are liable to reimburse Trafford Music Service for any loss or damage during the hire period. 

• It is highly recommended that the hirer acquire adequate insurance cover for the instrument for the duration of the hire period (in most cases this is covered by general household insurance but please contact your insurers to confirm this). 

• Some instruments will require proof of insurance before we can release the instruments on hire (rare / advanced / particularly expensive instruments).  

Collection & Return:

• Instruments must be collected and returned by the hirer or a responsible adult on their behalf to the Claremont Music Centre by the end of the month. 

• Late returns may incur charges for the following month.

• Instruments must not be returned to the teacher or left at school. 

• The hirer will continue to be charged for the instrument until it is returned to Trafford Music Service. A receipt acknowledging return can be issued upon request.  

• The instrument should be returned in the same condition as recorded on issue. The instrument will then be inspected upon return for damage not in line with expected use.

Free instrument hire – School Projects

• Where instrument hire is funded by TMS or the school, delivery or collection may take place directly at the school, subject to school arrangements. Parents/carers will be informed of the process, and all terms and conditions in this document apply. 

Damage/Loss:

• The hirer is responsible for the care and maintenance of the instrument and for any damage and/or loss, including accidental damage to the instrument or accessories. 

• If an instrument/accessory is damaged or lost, please contact us at music.service@trafford.gov.uk immediately to notify us and book an appointment. 

• All repairs and purchase of replacement instruments or replacement accessories must be arranged by Trafford Music Service. 

• Repairs will be charged at a minimum of £15. If another instrument is available, we can issue a replacement whilst the repair takes place upon receiving a deposit of £15.00 – this will be off set against any repair charge.  

• If an instrument is lost or irreparably damaged, this will be decided pending an inspection by TMS staff after the damaged instrument is returned. The hirer will be responsible for full replacement of the instrument. Due to Trafford Council asset and procurement guidelines, we are not able to procure used instruments. If a replacement is required, this will be for a new unit of the same instrument hired, or the closest match. 

• Upon collection, a paper form will need to be signed which will outline the maximum amount we would charge in an instance where total replacement is necessary (not including an administration fee of £5 or 5% of the instrument’s purchase price, whichever is greater). While it may be the case that we can purchase the instrument for less than the amount stated on the form, Trafford Music Service reserves the right to charge the full amount stated.  

• Repair or replacement charges will be invoiced to the hirer. 

Assisted Purchase:

For students who take part in TMS activities, instruments may be purchased through the Assisted Purchase Scheme to save VAT. For more details, visit our website.  Instrument Hire, Purchase & Donations — Trafford Music Service‍