Policies and Procedures

General Registration Policies

Ways to Register:

Online

Use the website to register online by clicking on the “Register” button above or with any class description.

In Person

Visit CHAW during regular office hours with cash (exact change is appreciated), check, or credit card (Visa, MasterCard, American Express) for your payment.

By Phone

Call 202-547-6839 during office hours and have your Visa, MasterCard, or American Express payment ready.

By E-Mail

Send all appropriate completed forms to registration@chaw.org as attachments.

Withdrawals, Refunds, and Cancellations

CHAW schedule and instructors are subject to change without notice. If a class or workshop has insufficient enrollment, CHAW reserves the right to cancel the class. We will then refund all tuition payments.

If a student wishes to withdraw from instruction, notice must be made to CHAW in writing. Students may submit these requests to registration@chaw.org. Verbal notice or requests is/are not accepted.

REFUNDS FOR WORKSHOPS AND CLASSES

(Summer Camp and Private Music below)

• There are no refunds for one-day workshops, students unable to attend may transfer paid amount to an already scheduled alternative workshop or class.

Refunds are processed as follows:

Written notification of withdrawal received…

• Before class begins- Full tuition refund less an administrative fee of 10% class tuition

• After the 1st class meeting- receive 75% tuition refund or credit towards another class at CHAW

• After the 2nd class meeting- receive 75% tuition credit toward another class at CHAW

• After the 3rd class meeting- No tuition refund or credit

(Note: refund schedule includes all associated fees, including the cost of van service)

** Note: Refunds may take up to 20 business days from withdrawal notice to be processed**

SUMMER ADVENTURE CAMP REFUNDS

Full refunds are available until May 15th, 50% refunds are available until June 1st. There are no refunds/credits after June 1st. Students may transfer payment to another camp week. Please, contact stephanie@chaw.org with questions!

PRIVATE MUSIC

Cancellations and Make-Up Lessons

To cancel a lesson, please contact both CHAW and your teacher directly.

1. A 24 hour notice is required for any make-up lessons. At the instructor’s discretion, this policy may be waived in the case of sudden, unpredictable illness or accident, if all other tuition and make-up lesson guidelines have been followed, the student has no other make-up lessons pending, and an opening is available.

2. If a student misses a lesson for any reason without notification, full lesson tuition is still due and will not be credited.

3. If the instructor cancels a lesson and is unable to reschedule, the student will receive a credit for the missed lesson.

4. In the event of a CHAW building closure, lessons will be rescheduled.

Discontinuation of Private Music Lessons

Students must provide a minimum two week notice in writing of intent to discontinue lessons or agree to be responsible for the equivalent of tuition for two lessons at the conclusion of the final lesson.

Please note:

Make-up time is very limited and all students are encouraged to contact other students in the studio to swap lesson times in the event of a planned absence. Some studio teachers offer a week at the end of each semester for make-up lessons. Please check with your instructor for specific studio policies.

Other Policies

Age Requirements

For programs with an age requirement, the student must turn the required age before the first class. All grade requirements for summer programming reflect the grade completed. There are no exceptions. CHAW reserves the right to fully refund registration or defer enrollment at any time if a child is not in an age appropriate program, class, or camp.

Administrative Fees

There is a onetime, non-refundable Registration Fee of $10 per family. There is an administrative fee of 10% of class tuition to withdraw from a class before it has begun.

Course Confirmation

Once you are registered, you will receive registration confirmation by e-mail. If you do not have an e-mail address please, contact the registrar for a paper copy. You will be contacted via e-mail if there are any scheduling changes or if the course is cancelled/closed.

Discounts

CHAW offers senior citizens age 60 and older a 20% discount on class tuition, this discount is not available with online registrations, please call to register. Please provide your date of birth at the time of registration to qualify for the senior discount. A Staff and Faculty discount is available as well for current staff and faculty. One discount per class registration.

Dismissal

CHAW reserves the right to dismiss any student because of frequent absences, disciplinary reasons, and/or overdue tuition payments. Students dismissed for these reasons will not receive a refund or credit of any tuition or fees.

Early Registration

Early registration helps to ensure class availability. Please register at least one week before the class start dates. Refer to the current class schedule for the deadline during each class term.

Tuition Assistance

Tuition assistance is awarded based upon demonstrated financial need. Information about tuition assistance is available at CHAW or by calling (202) 547-6839. Contributions to the tuition assistance fund enable CHAW to never turn away a child for inability to play. Please visit our donation page for more information.

Tuition Payments/Payment Plans

Tuition is due at the time of registration. Please note: all returned checks are subject to a $25 fee. Late payments are subject to penalty fees. If needed, you may arrange up to 5 monthly payments including a down payment. A 25% down payment is due at the time of registration. Contact Stephanie Morse at stephanie@chaw.org to set up a payment plan if necessary.

Inclement Weather

In general, CHAW follows the schedule of DC Public Schools. However, on occasion we will open for evening classes or open on time even if the school system is operating under a modified schedule. Please call the office (202) 547-6839 to confirm CHAW’s schedule during severe weather. If inclement weather occurs later in the afternoon, evening, or on a Saturday, CHAW reserves the right to close and cancel all scheduled activities. Notification will be posted on the CHAW website and on the main phone number.

In the event of a DCPS school delay, all classes scheduled prior to 12:00 noon will be cancelled. Youth Arts Program classes will run as scheduled with van pick-up (as permitted by the condition of the roads).

For cancellation information regarding Music Together, Taffety Punk Theatre Company, Capitol Movement or Light Switch Dance Company, please contact those organizations directly.

Youth After School Program- Optional Van Service Standards and Regulations

We want all our students to enjoy their experience while riding the CHAW van after school. To ensure the safety of every rider we ask that students follow the Van Rules at all times. CHAW reserves the right to suspend student pickup without refund if a student is unruly, endangers other students, or is chronically tardy and/or absent. All student riders must stay seated, have their seat belt buckled for the duration of the trip, and be respectful to the van driver and other students. Student absences must be called into CHAW by 2:30 pm. Failure to notify the office of student absences three times in a session may be asked to forfeit their van spot with no refund. Email questions about Van Policies to charlene@chaw.org

Emergency Procedures

If you would like to request a copy of our Emergency Procedures or have questions/concerns please contact the Executive Director, Amy Moore, amy@chaw.org

Youth in Adult Classes

With the exception of classes where students under the age of 18 are welcomed in the course description, minors may only attend classes with the permission of the Executive Director and the instructor. No minor may attend an adult class unless accompanied by an adult registered for the same class.

Non-Discrimination

CHAW prohibits discrimination against or harassment on the basis of race, color, age, religion, sex, physical or mental disability, marital status, national origin, political affiliation, sexual orientation, perceived or actual gender orientation (including gender nonconformity and status as a transgender individual), personal appearance, genetic information, family responsibilities, matriculation, past, current or prospective service in the uniformed services, source of income, place of business or residence, pregnancy, child birth or related conditions or any other characteristic protected under applicable federal or local law.

Equal Employment Opportunity

CHAW is an equal opportunity employer and complies with all applicable federal and local fair employment practices laws. The policy and intent of CHAW are that no employee or potential employee will be discriminated against or harassed on the basis of race, color, age, religion, sex, physical or mental disability, marital status, national origin, political affiliation, sexual orientation, perceived or actual gender orientation (including gender nonconformity and status as a transgender individual), personal appearance, genetic information, family responsibilities, matriculation, past, current or prospective service in the uniformed services, source of income, place of business or residence, pregnancy, child birth or related conditions or any other characteristic protected under applicable federal or local law. Our goal is to evaluate and treat each employee on the basis of that employee’s skills, abilities and performance. All CHAW employees, other workers and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment including, but not limited to, hiring, training, promotion, discipline, compensation, benefits and termination of employment.