Music Teacher’s Helper

Are your studio policies where you want them? Do you have policies?

If you run a school of music, a studio, or teach in your home, then you are a professional. You are an independent music instructor. A business person. You offer a vital service to your community. Your policies should reflect a level of respect for yourself as such. As a result, others will respect you. They will appreciate that your policies protect their interests as well.

How I came to believe in policies

I taught out of my home studio successfully for fourteen years with no written policies in place. I took a five-year break while my sons were young. When I started up again, it was with a greater need to help our family’s finances. I was surprised to find the landscape had changed. After-school activities had mushroomed, making the competition fierce for time and commitment. Parents or sitters taxied children from one activity to the next, barely having time to grab a bite to eat.

With increasing frequency, I’d wait for students who never showed. Sometimes I’d get a call earlier in the day. If we couldn’t find time to schedule a makeup lesson, I lost the income. The rare times we did reschedule, it always cut into our family time. How frustrating. I sent out notes asserting the importance of consistency. It did not help. My income was cut nearly in half!

One day as I waited for a talented young lady to arrive, her mother called, flustered.

“She has an extra dance rehearsal tonight, to prepare for the recital.” Then the mother flipped the switch that lit my understanding for good. “We really have to be there. We paid for all the lessons in advance, and there are no makeups.”

Wow. Why should I sit here in an empty studio while these other organizations, earning money from a few hundred students compared to my thirty, tapped my source of income?

I turned to other teachers online for counsel. In the process, I learned about running a business in a professional manner. This changed how I pictured and valued myself. I hadn’t given myself a raise in years. I was nervous about launching policies and a pay-raise, fearing I’d lose clients. But my fellow teachers encouraged and bolstered me.

I took a few months to sift through and study others’ policies. I chose the ones that fit me best. When I finally sent them out to families, holding my breath, the response was tremendous. Parents called to congratulate and thank me. They sent their registration fees and first tuition checks promptly. Only one backed out, and honestly, I think the family would not have continued anyway.

Benefits of instituting policies

Immediately and increasingly, my families and the community viewed me as a local studio as opposed to someone “who taught music to a few students.” If a child took lessons with me, it was something they could add to their portfolios with pride. Parents referred others to me. Many paid the full semester in advance, but some gratefully paid the tuition in four equal monthy installments. No more counting and billing one, two or five lessons in the month, every family different. Within a few months my waiting list grew. Gradually other teachers came to me for counsel.

I grew more serious about myself as an educator as a result of my policies. I attended more continuing education courses. I found ways to offer students more. I reviewed my past experiences as a musician, and included them in what I offered.

Now I teach knowing that if a student doesn’t show up, I’m covered. I don’t get bent out of shape with the family. But truthfully, they seldom miss a lesson anymore.

What items should policies cover?

Each private music instructor’s policies are as individual as fingerprints. So I encourage you to do your homework. Read others’ policies. If you associate with teachers who don’t post theirs publicly, ask to see them. Private music teachers are, by and large, a giving bunch, willing to offer a hand up. If you worry that parents will feel your policies are too strict, this might help.

Here’s what I include 

What I offer in lessons

I place this near the front, because it illustrates what makes me unique among my local colleagues. I always start with a mention of the lifelong benefits of music instruction. Then I tell them what lessons with Steinweg Studio of Music will include.

Tuition concerns

I explain that students enroll in a course of study similar to a school, with a semester tuition as opposed to a per-hour rate. The tuition ensures that their lesson time is reserved for them each week.

In addition to regularly scheduled weekly lessons, they have opportunities to attend at least two Master Classes per semester, and to perform in one recital per semester. Other performing opportunities may arise but are also not mandatory.

There is no credit for missed lessons. However, I offer a swap list to make it easier to switch lesson times with other students if conflicts arise. I ask them to try to avoid scheduling other appointments during their lesson time. If a true emergency or contagious sickness arises, they can be put on a 3-week cancellation list. If someone cancels during those weeks, they will have opportunity to take that time.

Payment Options

By giving families options, fewer feel excluded, even if my rates are higher than some in my town. They have seen that I offer more than many others.

I teach 30, 45 and 60-minute lessons. I reserve the final say as to whether students are ready for longer lessons. I wouldn’t want to end up babysitting a 5-year-old student with a 5-minute attention span for a full hour. Students can pay the full semester of x lessons per semester in advance, or make four equal monthly installments. Tuition is due no later than the s

econd scheduled lesson of the semester. Payment after that point will include a 10% per week late fee.

You can decide whether to accept cash or check. Alternatively, if you have an online bookkeeping service such as Music Teachers Helper, families can pay online. They can also be sent email reminders of scheduled lessons or recitals, birthday greetings, and so much more.

Using Music Teachers Helper means families can pay online.

Registration fee

I debated long about whether to charge an additional fee and how much. After I added up the amount I spent on extra items, I realized I wasn’t earning anywhere near what I hoped. I list some of these extras in my policies so families can  see how reasonable it is.

I have raised the fee a couple of times, and am considering raising it again this year. I make sure that if I do, I provide added value for the student in some way.

This fee is once per school year per student. This is the only time I give a discount for more than one student in a family, since it’s partly to cover bookkeeping, and I do that by family. The fee is due along with the first tuition payment. It remains the same whether or not they start lessons in September.

I explain that it is a nonrefundable fee to help defray the cost of such studio expenses as legal photocopies, Master Class materials, computer software, incentives, instrument maintenance, bookkeeping, recital programs, refreshments and supplies, travel and/or time spent searching for music and materials.

Next month’s policy article, Part II

Next month here on the Music Teacher’s Helper blog I’ll discuss such things as makeup lessons, practice expectations, swap lists, communication and creating registration forms.

If you have further questions or would like to share how you handle your teaching policies, I welcome your comments.

Our policies can provide protection and relief for all concerned.

Happy teaching!

 

 

 

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How much of your teaching depends on a student’s self-discipline? Is self-discipline natural to them, enforced by parents, or taught? What even is self-discipline?

Lots of studies have shown that self-control leads to success in learning, and in life itself — and yet, a new book reviewing psychological studies on this subject suggests that many of us may have an outdated understanding of self-discipline.

New Year’s resolutions are infamous for uncovering how hard it is to follow up on our annual bold promises to knuckle down and get everything right in the new year.

We try to deny it, but we know it’s true — forcing yourself to be disciplined often means fighting with yourself. The toll it takes is not only emotional, but physical. One study showed that it causes premature aging of immune cells.

Forced willpower is stressful — it increases the heart rate, blood pressure, and anxiety levels.

David DeSteno, a professor of psychology at Northeastern University, just published a book in January called Emotional Success: The Power of Gratitude, Compassion, and Pride.

He has found that compassion, gratitude and genuine pride (as opposed to hubris or arrogance) actually act to lower the heart rate, blood pressure, and to decrease anxiety and depression, while increasing people’s motivation to take on and persevere in difficult tasks.

Why? Because these emotions involve relationships with people. People go out of their way to help others, to do for others, to fulfill promises. Studies have actually measured that people who feel these emotions are willing to persevere 30% longer at tasks than people who make themselves do the work out of self-control.

Relationships are rewarding; self-control is in itself lonely and can actually be harmful over the long term. There seems to be an epidemic of loneliness these days, and its health effects are becoming better known.

How does this tie into teaching music? It makes us think about our priorities.

Here are a few ideas:

Generosity — consider giving students some materials free or at cost. Giving a few extra minutes at a lesson or outside of lessons if students have questions. Help them look at a new instrument even though you may not be paid for that time. Give an annual certificate or gift! Lending a hand in these ways will make many students grateful to you for your help. All teachers have run into students who may take advantage of their time, but you can draw lines, and to really motivate your students, it may be best to err on the side of generosity.

Friendly relationships with students are huge motivators for students, and we have choices all the time on how to build these relationships. Music Teachers Helper is a great aid by providing transparency for billing and payments, reminders of upcoming lessons, and emailed lesson notes, for example. When simply teaching a skill, it’s worth being aware of your language and whether you are building a relationship or forcing compliance.

This is not about treating students with kid gloves but about genuine connections. It is important for students to feel challenged and to see that they can rise to those challenges, but how the challenges are delivered can make or break your relationships. There are teachers who feel the need to use threats, demands, and even practicing contracts, but these types of interactions are likely to increase stress and reduce long-term success. The same can be said about the focus of some music teachers on teaching a fear of mistakes rather than a desire to play musically.

Social elements in learning — creating a community feeling can have a huge impact on student loyalty, sense of compassion and gratitude. Including group classes, recitals or playalongs, hosting a music party, and having one student help another can all help build relationships that motivate learning far better than enforcing old-style concepts of self-discipline.

I like to think that there are two kinds of discipline — external and internal. The external kind is the kind you often see exercised by school administrators, through rules and punishments, in the hopes of building good habits through tough love, and yes, fear. The internal kind you see instilled by good teachers who model enjoyment and quality, and develop curiosity, desire, and yes, fulfilling relationships with the teacher and other students.

As a music teacher, you certainly have thoughts on this far-reaching subject!

I hope you will share your comments.

 

Photo by Angello Lopez on Unsplash

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Now to choose a method–my first private piano student just signed up. Wait. There are HOW MANY piano methods out there???

How in the world will you decide which to use?

Last month I wrote about starting a private music teaching studio. Five questions I’m most often asked, and one question no one asks, but probably should. Future articles will explore guitar and vocal methods, lesson supplements and business aspects of starting a private music teaching studio.

PIANO METHODS

You could simply start out using the books you learned from as a kid. But you might find others that fit you or your student better.

Ask These Questions about Each Method

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