Academy Policies & Procedures
The following policies & procedures apply to all Academy programs.
Scroll down for additional program-specific policies related to Summer Programs, Fall/Spring Classes, and Private Lessons.
Registration is available online with a credit card (Visa, MasterCard, Amex, and Discover) and will be filled on a first‐come/first-serve basis. To enroll in a program that is closed, please contact the Academy at email@example.com. A $10 fee will apply to all late enrollments if space is available.
The Academy reserves the right to cancel any program that does not meet sufficient enrollment. Participants will be given a choice of transfer to another program (if available) or a full refund.
If a preferred program is full, you will have the option online to register for the waitlist free of charge. We will notify you immediately if a space becomes available. Payment will be due at that time.
Transportation of Minors to and from Mason Campus/Property
Please be advised that due to University policies, No minors under the age of 15 are allowed to transport themselves to or from any program unaccompanied by an adult. For minors ages 15-17, a waiver must be signed by the parent to allow their child to be released for self-transport after any academy program ends. Please email the office to obtain the form and give it to the instructor on the first day of the program. No child will be permitted to take an Uber/Lyft/Car Service home.
Please help us ensure your child’s safety by making sure that they are supervised during the check-in and check-out. The Academy is not responsible for the supervision of your child outside of class. Your cooperation is essential.
Participants will receive an email confirmation upon completion of online registration. All enrolled students will receive a welcome email at least one week prior to the start of the program with full details on the location, start/end time, what to bring, etc.
Refund Processing Time
- Payments: Refunds for payment made by check will be issued through the Office of Accounts Payable at George Mason University and take approximately 30 days to process. Refunds by credit card will be processed immediately and will show up on your credit card statement within 3-5 working days.
- Credits: If you have received an account credit due to a refund or other transaction, your account credit is valid for use towards other Mason Community Arts Academy programming for 2 years. Credits over 2 years old will expire and will no longer be available for use.
Return Check Policy
Per University policy, a $50 service fee will be charged for all returned checks.
Late Fees for Payment Plans
If an automatic credit card charge on a payment plan is declined, a $3.00 transaction fee will be added to the overdue payment.
Student Dismissal / Disruptive Behavior
If a student displays disruptive behavior and is a hindrance to the progress of a class, that student and his/her parents will receive one warning. If behavior continues, the student will be asked to leave camp permanently with no refund granted. The Mason Community Arts Academy also reserves the right to dismiss any student due to non‐payment of tuition or excessive absences.
Inclement Weather Closures
Mason Community Arts Academy will follow the George Mason University closure decisions for inclement weather. We do not follow Fairfax County Public School closure decisions. In any closure event, we will contact registered students via email and make announcements on the website as well as through social media. To receive text message notifications on weather-related closure, sign up for Mason Alert at alert.gmu.edu.
Media Release Policy
The Mason Community Academy reserves the right to use photographs/videos taken of students/ participants during classes or programs for use in Academy publications and social media channels for promotional purposes only. A student’s/ participant’s name will never be used unless express permission is obtained from the participant/parent (in case of minors). For questions or concerns, please contact the Academy office at 703-993-9889.
Academy Program Participation Waiver (agreed to during registration)
“In consideration of my [and/or my child(s)] participation in this activity, I hereby release and discharge the Organization, and its representatives, successors, and assigns, from any and all liability arising from accident, injury, and illness that I (he/she) may suffer as a result of my (our) participation in this activity. I (we) also will follow the rules and regulations set by the Organization and above-named parties. Parent or guardian must sign for anyone age 18 and under. I do hereby grant and give these groups the right to use my or my child(s) photograph/video or image, both singly and in conjunction with other persons or objects and presentations, advertising, publicity, and promotion relating thereto. I understand that my [and/or my child(s)] participation in this program will be on a virtual platform and that classes may be recorded for internal program use.”
Students with Disabilities
The Academy strives to makes its programming available to everyone, including students with physical, developmental or cognitive disabilities. Please contact the Academy if you have questions and/or to determine the right camp for your child(ren).
The Mason Community Arts Academy is committed to providing equal opportunity and an educational and work environment free from any discrimination on the basis of race, color, religion, national origin, sex, disability, veteran status, sexual orientation, or age. The Academy shall adhere to all applicable state and federal equal opportunity/affirmative action statutes and regulations.
GMU Faculty & Staff Discounts
A 10% discount is available for current GMU Faculty & Staff (before registering, please call our office for authorization and have your G# ready). Some exceptions may apply!
NOTE: There are NO discounts for Private Music Lessons at this time.
Mason Arts Academy is not required to make up classes/lessons due to participant’s illness or non‐attendance.
Withdrawals and Refunds
If you want to withdraw from a program, please submit your written notice via email to firstname.lastname@example.org.
- 100% Refund (minus a $50 cancellation fee)—If you withdraw from a program no later than two weeks before the program start date.
- No refund—If you withdraw from a program within two weeks of the program start date or after the program start date.
- Exception: you may receive a full refund (minus a $50 cancellation fee) with valid medical documentation.
Class / Group Size
For all camps, enrollment maximums are set to ensure an enriching student experience with the appropriate student/teacher ratio. Each classroom has a reduced capacity due to physical distancing and Mason COVID safety guidelines. The room capacity generally is about 7-10 depending on the classroom size.
Directions / Check-in & Check-out
Detailed directions and check-in/check-out information will be emailed to you and posted on our website after June 1st. Students may arrive up to 30 minutes prior to the start of programs. If students are picked up more than 30 minutes after the program ends, parents will be assessed a late fee payable at next day’s check-in. Exceptions may apply.
Lunch / Snacks
The Academy does not provide food or drink for any program. For full-day programs, a lunch break is scheduled each day. Due to safety concerns, we require all students to bring a nut-free lunch, including a water bottle and snacks each day. Siblings’ snacks should be packed separately. Please label the lunch box with your child’s full name. No refrigeration or heating is available, so please pack non-perishable food. Please do not bring food for your student to share. For half-day programs, students may bring a nut-free snack and drink.
A payment plan is available during online registration. A limited number of full and partial need-based scholarships are available for those who meet certain qualifications. Please contact the academy at email@example.com to request an application. Scholarship deadlines may apply.
Parents are responsible for supervision of their children until they are checked in and under the supervision of Academy staff during drop-off and pick-up procedures. Your cooperation is essential.
FALL/SPRING GROUP CLASSES
Please contact your instructor if you need to miss a group class. Make‐ups will only be scheduled when the class has been canceled by the Academy or the instructor. Mason Arts Academy is not required to make up classes/lessons due to participant’s illness or non‐attendance.
Withdrawals and Refunds
Notice of withdrawal from instruction and all requests for refunds before classes begin must be made in writing to Mason Community Arts Academy via email to firstname.lastname@example.org. Verbal notice or requests from students or parents cannot be accepted. A cancellation fee of $50 is non-refundable. Refunds will only be made according to the following schedule:
- 100% Refund (minus a $50 cancellation fee)—Requests made at least one week prior to the first day of the class.
- 50% Refund (minus a $50 cancellation fee)—Requests made less than 7 days prior to the first day of the class and before the third class. Any supply or material fee is not refundable.
- No Refund—After the third class.
Missed Lesson Policy
If a lesson must be missed due to illness or a family emergency, one make-up lesson in the Fall and two make-up lessons in the Spring will be given, with sufficient notice. Notice must be given in writing to the instructor by 11 a.m. the day of a weekday lesson, or by 7 p.m. on Friday for a Saturday lesson. There are no make-ups for missed trial lessons. Due to the flexible scheduling offered for the Summer semester, no make-ups will be given.
Withdrawals and Refunds
Notice of withdrawal from instruction and all requests for refunds must be made in writing to the Academy via email to email@example.com. Verbal notice or requests from students or parents cannot be accepted. A cancellation fee of $50 for all scheduled lessons is non-refundable. Refunds will only be made according to the following schedule:
- Before the first lesson a 100% refund of the semester tuition, less the registration fee, will be issued.
- Before the third lesson a 50% refund of the semester tuition, less the registration fee, will be issued.
- No refunds will be issued after the third lesson.
*Please note: Trial and summer lessons are not refundable or reschedulable.
Tax ID Number
Mason Community Arts Academy uses George Mason University’s Tax ID Number: 54-0836354
*Note: Because we are part of George Mason University, on occasion Mason School of Music students may observe or assist the instructor with lessons or classes. This is for educational purposes only.