Policies and Procedures

Registration

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 academy@gmu.edu. A $10 fee will apply to all late enrollments if space is available.

Class Cancellation

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.

Waitlist

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 George Mason University

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. Students ages 15-18 are able to arrive to program check in and depart from program check out without parental escort by completing an authorization form. No child will be permitted to take a rideshare service home.

Student Safety

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.

Confirmation

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 and end times, 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 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 three to five 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 two years. Credits over two years old will expire and will no longer be available for use.

Check Policy

All checks must be made payable to “George Mason University” and either mailed or hand-delivered to our main Academy office located at 4260 Chain Bridge Road, Fairfax VA 22030. 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 transaction fee will be added to the overdue payment.

Student Dismissal and Disruptive Behavior

If a student displays disruptive behavior and is a hindrance to the progress of a class, that student and their parents will receive one warning. If the behavior continues, the student will be asked to leave the program permanently with no refund granted. The following are examples of unacceptable behavior that will not be tolerated and will cause disciplinary action to be taken: hitting, fighting, causing physical harm; verbal assault or sexual misconduct; profanity or disrespect to staff or participants; refusal to cooperate; violation of rules and policies; possessing weapons, drugs, tobacco; stealing; biting; spitting; temper tantrums; leaving facility grounds; and bullying.

The 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 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 or videos taken of participants during classes or programs for use in Academy publications and social media channels for promotional purposes only. A participant’s name will never be used unless express permission is obtained from the participant (or guardian in case of minors). For questions or concerns, please contact the Academy office at 703-993-9889.

Electronics and Media Policy

Mason Community Arts Academy prioritizes the privacy and rights of all students and families who attend our programs. We expect all patrons to adhere to the following media guidelines while attending an Academy program:

• All photography, audio, and video recording must be done using care for students and personal privacy must be respected. If students can be identified in any shot, their explicit permission must be obtained. Participants have a right to decline being in any shot.  
• With the exception of our recitals and final presentations, students and families are not permitted to take photographs or videos in classrooms or post content to social media without permission of the instructor, classmates, or attending parents and guardians.  

Cell phones and other electronics should not be used during the program, except during scheduled breaks, for educational purposes, or in case of emergency. Other personal electronic devices should be brought at your discretion as we are not responsible for lost or damaged electronics.

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 or to determine the right program for yourself or dependents.

Non Discrimination Policy

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 and affirmative action statutes and regulations.

George Mason Faculty and Staff Discounts

A 10% discount is available for current George Mason faculty and 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.

Absences and Make-ups Policy

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. The Academy is not required to make up classes or lessons due to participant’s illness or nonattendance.

Withdrawals and Refunds

Notice of withdrawal from instruction and all requests for refunds before classes begin must be made in writing via email to Mason Community Arts Academy at academy@gmu.edu. Verbal notice or requests from students or parents cannot be accepted. A cancellation fee of $50 is nonrefundable. 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 six or less days before the first day of class and up to six days after the first class. Supply fees, material fees, and payment plan fee are not refundable.
• No Refund: Requests made on the day of or after the second 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 academy@gmu.edu. Verbal notice or requests from students or parents cannot be accepted. A cancellation fee of $50 for all scheduled lessons is nonrefundable. Refunds will only be made according to the following schedule:

• 100% refund (minus a $50 cancellation fee and program fee):Requests made at least one week prior to the first lesson
• 50% refund (minus a $50 cancellation fee and program fee): Requests made six or less days before the first lesson and up to six days after the second lesson
• No Refund: Requests made on the day of or after the second lesson.

*Please note: trial and summer lessons are not refundable or reschedulable.

Absences

Mason Arts Academy is not required to make up classes or lessons due to participant’s illness or nonattendance.

Withdrawals and Refunds

If you want to withdraw from a program, please submit your written notice via email to academy@gmu.edu.

• 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 and Group Size

For all camps, enrollment maximums are set to ensure an enriching student experience with the appropriate student to teacher ratio and classroom size.

Directions and Check-in and Check-out

Detailed directions and check-in and check-out information will be emailed to you one to two weeks prior to the program start date. 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 and Snacks

The Academy does not provide food or drink for any program unless specified. 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.

Financial Aid

A payment plan is available during online registration. A limited number of full and partial needs-based scholarships are available for those who meet certain qualifications. Please contact the academy at academy@gmu.edu to request an application. Scholarship deadlines may apply.

Student Safety

Parents are responsible for supervision of their children until they are checked in and under the supervision of Academy staff during drop off and pickup procedures. Your cooperation is essential.

Absences

The Academy is not required to make up classes or lessons due to participant’s illness or nonattendance.

Withdrawals and Refunds

If you want to withdraw from a program, please submit your written notice via email to academy@gmu.edu.

• Non credit option: A tuition refund minus a $50 cancelation fee will be given provided that notice is received by Mason Community Arts Academy no later than two weeks before the program start date. No refunds will be granted after this date without valid medical documentation.
• For-credit option: A tuition refund minus a $125 cancelation fee will be given provided that notice is received by the Mason Community Arts Academy no later than one week before the program start date. No refunds will be granted after this date.
• Housing: No refunds for on campus housing will be given after June 1.

Directions, Check-in, and Check-out

Detailed directions and check-in and check-out information will be emailed to you one to two weeks prior to program start date. Students may arrive up to 30 minutes prior to the start of programs.

Lunch

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. No refrigeration or heating is available, so please pack nonperishable food.

Financial Aid

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 academy@gmu.edu to request an application. Scholarship deadlines may apply.