Academy Policies & Procedures
The following policies & procedures apply to all Academy programs.
Scroll down for additional program-specific policies related to Fall/Spring Group Classes, Private Lessons, and Summer Programs.
Registration is available online with a credit card (Visa, MasterCard, Amex, and Discover)and will be filled on a first‐come/first-serve basis. Please call the office at 703-993-9889 for assistance with registration over the phone or to pay by check.
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 call or 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 delivery and pick up before and after classes. 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, or when the registration form is received by mail. If you sent in a registration form and have not received confirmation within ten business days, the form may not have arrived. Please call or email to ensure your materials were received. Additionally, all enrolled students will receive a welcome email at least one week prior to the start of the program with full details on location, start/end time, what to bring, etc.
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.
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 (www.gmu.edu) closure decisions for inclement weather. Please be aware that there may be times when Mason remains open and we decide to close due to weather concerns. In any closure event, we will contact registered students via email and make announcements on the website as well as through social media. Please continually monitor the website homepage and our social media channels for ALERTS – and your email for updates about closures!
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.”
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.
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 email@example.com. Verbal notice or requests from students or parents cannot be accepted. A cancellation fee of $50 will be assessed for all withdrawals. Requests made at least one week prior to the first group class are 100% refundable, less the cancellation fee. Requests for withdrawal/refund made less than 7 days prior to the first group class but BEFORE the THIRD group class will result in a 50% refund of the tuition, less the cancellation fee. There is no refund after the third class. Any supply or material fee is not refundable when a withdrawal request is made less than 7 days prior to the first class.
Students are allowed 1 makeup lesson in the fall semester and 2 makeup lessons in the spring semester due to illness or family emergency only. Students must notify their instructor or the Academy office by noon of the day of the illness/emergency in order to receive a makeup lesson. Missed lessons without notification to the instructor or office will not receive a makeup lesson. No refunds will be issued for missed lessons. No makeup lessons are allowed in the summer semester as students are not required to schedule a weekly lesson and are given the flexibility to schedule around vacations and conflicts at the time of registration.
Withdrawals and Refunds
Notice of withdrawal from instruction and all requests for refunds must be made in writing to the Academy via email to firstname.lastname@example.org. Verbal notice or requests from students or parents cannot be accepted. A registration 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.
Mason Arts Academy is not required to make up classes/lessons due to participant’s illness or non‐attendance.
Withdrawals and Refunds
In general, if a registrant has to cancel participation in this program, a tuition refund (minus a $50 cancellation fee) will be given provided that notice is received in writing by the Academy no later than 2 weeks before the program start date via email to email@example.com. No refunds will be granted after this date without valid medical documentation. Please see Refund Policy under each specific program for exceptions. Aftercare cancellations are subject to a $15 processing fee. All cancellations must be made in writing.
Class / Group Size
For all camps, enrollment maximums are set to ensure an enriching student experience with the appropriate student/teacher ratio. For weekly Acting camp sessions, children are divided into age-appropriate groups with further sub-divisions as necessary. Acting session group size is approximately 15 – 25, with adequate faculty support for larger groups to ensure that all students receive individual attention.
Directions / Drop-Off & Pick Up
Detailed directions and drop off/pick up 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 on the GMU campus each morning, or 15 minutes prior to the start of programs at the Academy building. Students not enrolled in aftercare MUST be picked up promptly at the end of the program (see each program for start and end times and Aftercare availability). If students are picked up more than 15 minutes after a camp day ends, students will be sent to After Care (if available) and parents will be assessed a late fee and charged the daily fee for After Care. For information about our After Care Program, please see Camp After Care.
Lunch / Snacks
For full-day programs, a lunch break is scheduled each day. Depending on the program, students may be asked to bring a lunch or have the option of purchasing food on campus. For summer Acting programs with AFYP, please send one lunch, one snack and drinks for your child each day. (Please refer to the welcome letter you receive for more program-specific options, if any.) For half-day Acting programs, send a snack and drink. As we often have students with severe food allergies, we ask that all food is nut-free and not shared with other students. Siblings’ snacks should be packed separately. The Academy does not provide food or drink for any program.
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 703-993-9889 or firstname.lastname@example.org to request an application. Applications must be received by May 15, 2016.
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.
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.