school support terms and conditions

TERMS AND CONDITIONS OF BUSINESS 2018/2019

1. PAYMENT TERMS

If you request an invoice this will be issued within 7 days. Payment should be made within 30 days of receipt of invoice. Non-payment within this period will result in cancellation of the course place.

2. SUBMISSIONS AND ACCEPTANCE OF APPLICATIONS

2.1 Bookings are processed on a first come first served basis and Services For Education (SFE) cannot guarantee places for late bookings.

2.2 Delegates will receive confirmation of bookings and event details by e-mail at the point of booking.

3. CENTRE BASED DELEGATES AGREE TO ADHERE TO THE FOLLOWING

3.1 Not share training materials outside of their own setting without explicit permission from the SFE.

3.2 Not to film or audio record the training session.

3.3 Use any photographs of slides and course materials for individual personal use only and not to share within or external to the organisation either as a hard or electronic copy.

3.4 All materials, both electronic and hard copy, used in the training session are the intellectual property of, and copyright by, SFE and as such must not be reproduced without permission.

4. CANCELLATION BY THE APPLICANT

4.1 Any cancellations must be confirmed in writing by emailing: hello@servicesforeducation.co.uk 

4.2 Written cancellations made less than 4 weeks, but no less than 2 weeks, before the agreed date of the training will remain liable for 50% of the invoice amount. Written cancellations made less than 2 weeks before the date of the training will not be entitled to any refund.

4.3 Services For Education operates a course booking ‘cooling off’ period of 14 days from the date of the order being placed. During this period you may cancel your course booking at no charge in line with Consumer Contracts Regulations. At the end of this period cancellation charges will be applied in line with the above terms and conditions.

4.4 Regardless of payment options non-attendees will be charged for the full cost of the course.

5. CANCELLATION BY SERVICES FOR EDUCATION

5.1 Services For Education reserves the right to amend or cancel should it, for whatever reason, be unable to deliver the advertised event. In these circumstances Services For Education will endeavour to provide adequate notice. Where alternative dates are available, bookings will be automatically moved across to the earliest possible new date and delegates notified accordingly. Should this new date not be appropriate, a full refund will be given to delegates. If no alternative date is available a full refund will be given to delegates.

music service terms and conditions

TERMS AND CONDITIONS OF SERVICE 2018/2019

1. DEFINITIONS AND INTERPRETATION

1.1 In these Terms the following definitions apply:
Customer means any school or establishment to whom S4E Ltd supplies Services. Order form: Schedule 2 means the document issued by Services for Education and signed by the Customer listing the Services to be provided. Price means the price for the Services as set out in the annual brochure of support services. All services prices are exempt from VAT. Due Date means the date outlined in the invoice for payment. Services mean the services to be provided by S4E Ltd to the Customer as set out on the Order Form: Schedule 2. Terms means the standard terms set out in these terms and conditions of business. Visit(s) means the standard times a visiting instrumental/ vocal teacher would attend the school to provide the service outlined in the Order Form: Schedule 2.

1.2 Any changes to these Terms are valid only if agreed in writing between S4E Ltd and the Customer.

2. APPOINTMENT

2.1 The customer engages S4E Ltd, trading as Services For Education – Music Service, to provide
instrumental/vocal music services in line with the terms and conditions of this contract and the enclosed schedules within.

2.2 The Customer and Services For Education agree to work in accordance with Schedule 1 – Service Level Agreement.

2.3 The Customer appoints S4E Ltd, trading as Services For Education – Music Service, to provide music services in accordance with the Order Form: Schedule 2.

3. ORDER FORM: SCHEDULE 2 – KEY POINTS

3.1 The quantity of the Services shall be as set out in the order form.

3.2 The minimum amount of time ordered for one teacher visit must not be less than 30 mins.

3.3 The total duration of services outlined in the original Order Form: schedule 2, will be the duration used to calculate any education/cancellation of service outlined in section 8.

3.3 It is the sole responsibility of the Customer to ensure the Services set out on the Order Form: Schedule 2 meets its requirements.

3.4 It is the sole responsibility of the Customer to ensure that it has the financial resources to fulfil its obligations under the terms of the contract.

3.5 Services For Education will endeavour to meet special requests for specific days and time notified to us on the Order Form: Schedule 2. This is subject to mutual agreement and availability of teaching staff.

3.6 The Customer should denote if it requires the minimum engagement of 33 weeks. We recommend that school contracts with parents are constructed on 30 weeks to offer flexibility for the school finance team where charging policies are in place. In most cases students will benefit from the full 33 weeks, while taking account of unexpected cancellations outlined in section 5.5.

4. PRICE AND PAYMENT

4.1 Services For Education will invoice the Customer for the Services outlined in the Order Form: Schedule 2, in arrears, at the end of each half term.

4.2 Services For Education will provide a comprehensive schedule of visits on request, detailing the date, time and duration of teaching visits made to the school.

4.3 Unless the subject of a genuine dispute, the Customer shall pay the Price within 30 calendar days of receipt of a valid invoice (the “Due Date”).

4.4 Services For Education reserve the right to suspend tuition for non-payment beyond 30 calendar days of the Due Date. In such circumstances, the Customer will remain liable for all charges under schedule 2 until payment is received or cancellation notice is received.

4.5 Where there is a genuine error, Services For Education will issue a credit note to correct the charge.

4.6 All amounts due under these Terms shall be paid in full without any deduction or withholding other than as required by law and neither party shall be entitled to assert any credit, set-off or counterclaim against the other party in order to justify withholding payment of any such amount in whole or in part.

4.7 Refunds will be considered in all cases should delivery fall below 33 weeks in the academic year due to music service staff sickness/ leave/ absence. See 8: REDUCTION/CANCELLATION OF SERVICES.

5. INSTRUMENTAL/ VOCAL TEACHING: SERVICES DETAIL

5.1 Services for Education staff work in partnership with schools to determine the lesson length and
format that best meets their individual school needs. However we recommend the following as the most sustainable model for schools:
• 20 minute paired or individual lessons.
• 30 minute group lessons (2-5 pupils*).
• Lessons are less effective if taught in units of less than 20 minutes.
* Schools should consider the size and safety of their practice rooms when determining group size.

5.2 Services For Education will provide a maximum of 10 instruments per hour at no additional charge to the school.

5.2.1 World Music/ Percussion instruments are limited to 6 instruments per hour in order to ensure staff and pupils are not exposed to excessive levels of sound.

5.3 Services For Education will provide one practice diary for each student taught to assist with monitoring progress and to record the weekly work being learned in lessons.

5.4 Services For Education will provide an annual report for each student in the Summer term outlining their achievement, attainment and areas for development.

5.5 Schools will liaise directly with visiting Services For Education teaching staff to agree the days and times at which tuition takes place. However, any increase or decrease in the amount of time for which a member of staff is bought in must be done so in accordance with conditions stated in section 7: PURCHASE OF ADDITIONAL/ INCREASED SERVICES and section 8: REDUCTION/CANCELLATION OF SERVICES.

5.6 Absence Cover: In the event of a Services for Education teacher being absent, Services For Education will, where possible, arrange cover. If it is not possible to arrange cover (either due to short notice or specialist nature of teaching) the school will not be charged for the missed visit(s). Upon return, the member of staff will attempt to make up tuition at a mutually agreed time for which we will make a charge.

5.7 Strike action, adverse weather & other unplanned closures which cannot be cancelled in accordance with the notice periods set out in section 8.

5.7.1 Schools: Where visits are cancelled by the school due to adverse weather, unplanned and/or special circumstances and the Services For Education teacher has either attended or was available to attend, the school will be liable for the cost of those visits and will be charged accordingly.

5.8 Services For Education teacher. Where a Services For Education member of staff has been unable to attend a visit in school due to unplanned and/or special circumstances, and Services For Education is unable to provide cover, the school will not be charged.

5.9 Where a Services For Education teacher has completed a partial visit due to exceptional circumstances or late arrival, this will be identified in the visit schedule and the school will only be charged for the reduced duration of the visit.

6. PROVISION OF INSTRUMENTS

6.1 All instruments are the property of S4E Limited (Services For Education) and managed by its Music Service.

6.2 All instruments are insured through Services For Education against theft, loss and damage. Costs associated with accidental loss or damage, general wear and tear or routine maintenance will be met by Services for Education. In cases of apparent malicious damage or loss of the instrument through negligence, a contribution from parent will be sought.

6.3 Instruments should be stored by the school in a secure location when on the school premises and schools should take reasonable steps to prevent instruments from becoming damaged. We encourage children to take instruments home for weekly practice and progress.

6.4 Consumables : Woodwind reeds, replacement strings and brass valve oil are not provided. Students are encouraged to purchase these. School contracts should outline the small associated costs of consumables while learning to play a musical instrument.

6.5 Instruments are monitored weekly by the visiting instrumental teacher. Pupils failing to bring their instrument to weekly lessons will be referred to the nominated school liaison in line with schedule 1: Service Level Agreement.

6.6 The Music Service member of staff will keep a record of which instrument has been assigned to each pupil (see section 9: Data Sharing).

6.7 It is the responsibility of the pupil/parent/carer for the care and safe return of instruments when their child leaves school/ terminates learning with a Services for Education visiting teacher.

6.8 Instruments provided by the Music Service must not be used by external teachers, agencies or partners without the explicit permission of the Head of Music Service.

7. PURCHASE OF ADDITIONAL/ INCREASED SERVICES

7.1 Additional Services may be purchased at any point during the academic year by submission of a written notification authorised by the Head Teacher / Budget Holder and sent to the Music Service office. The office can be contacted by e mail: music@servicesforeducation.co.uk

7.2 Requests for the purchase of additional services will be agreed subject to the availability of teaching staff.

7.3 While the school may discuss additional tuition with Music Service teaching staff to ascertain need/content/availability; additional provision cannot commence until formal notification in writing is received by the Music Service office. E mail is an accepted form of written notification. The office can be contacted by e mail: music@servicesforeducation.co.uk

7.4 When additional regular tuition is purchased during the year, subject to available staff, Services For Education will endeavour to timetable the increase and charge, within 10 working days, or to commence on a mutually agreed date with the Customer.

7.5 Commencement of one off short term projects or workshops will be agreed on an individual basis.

8. REDUCTION/ CANCELLATION OF SERVICES

8.1 Notification: Any cancellation or reduction in time of services provided must be submitted via e mail or other formal written notification, authorised by the Head Teacher/Budget Holder and sent to the Music Service office: music@servicesforeducation.co.uk

8.2 ‘One off’ visit cancellations (e.g. school trips, exams, closures, etc.) Cancelled visits must be notified in writing to the Services For Education office giving a period of notice of not less than 10 clear working days prior to the lesson or the normal charge will be levied. While schools should discuss such variations directly with Services for Education teachers, formal notification/confirmation must be provided by the school via email to the Services for Education office: music@servicesforeducation.co.uk

8.3 The school will be liable for the cost of cancelled lessons where less than 10 full working days’ notice has been provided (this includes lessons cancelled by the school at short notice due to strike action and other similar unplanned circumstances – see section 5.5).

8.3 Partial reduction of provision totalling not more than 50% of total services

8.3.1 Cancellation of such services must be implemented observing a notice period of not less than 10 working days prior to termination. No additional charges will be applied to reduction of services within 50% of the total contract.

8.4 Cancellation (in excess of 50% total services)

8.4.1 Cancellation of such services will be charged in full.

8.5 Cancellation charges will only be calculated after the successful and complete collection of musical instruments allocated to that provision within the Order Form: Schedule 2. Missing instruments will be added to the total cancellation charge and added at their full economic replacement cost.

8.5.4 S4E will exercise discretionary powers where necessary when considering cancellation charges.

9. DATA SHARING

9.1 Schools purchasing Music Services shall disclose to the Music Teachers on request and within a reasonable period, attendance registers and/or class lists containing:

9.1.1 The first name and surname of the pupil;

9.1.2 The gender of the pupil; and 9.1.3 The year group of the pupil (the “Personal Data”).

9.2 The School shall notify Services For Education forthwith of any request under current data protection legislation made by a pupil and/or parent on behalf of the pupil. The School will use all reasonable efforts to assist Services For Education in complying with its obligations under current data protection legislation in complying with any such request.

9.3 The School shall notify any pupil and/or parent on behalf of a pupil wishing to take music lessons that the music lessons will be provided by Services For Education (as an independent organisation) and that the Personal Data will be recorded in relation to each pupil and provided to Services For Education for the following purposes:

9.3.1 Keeping an accurate record of Service For Education’s musical instruments loaned out to pupils;

9.3.2 Reporting attendance to the School;

9.3.3 Undertaking research and statistical analysis in order to report to the Arts Council England, which is a condition of the grant agreement in place between Services For Education and the Department for Education.

9.4 The School shall allow Services For Education to undertake an audit of the School’s records, on reasonable request, in order to ensure compliance with clause 9.3.

9.5 Data will be retained for a period of 6 years to remain compliant with audit regulations for the monitoring of musical instruments as company assets, after which it is to be securely deleted from all Services For Education computer servers.

TRADING WEEKS

The Music Service offers instrumental/ vocal peripatetic services to schools. For full details of services and instruments available, please refer to the published brochure of support services.

The instrumental/ vocal peripatetic service is offered over 36 weeks in the academic term in line with the Music Service calendar overleaf. This affords schools some flexibility in service over the 39 week academic year.

Where schools require less than 36 weeks tuition, the minimum term of engagement with the Music Service is 33 weeks. This enables Services For Education to meet our commitments to you, to securing staff and maintaining the strong levels of additional free support offered to our customers. All terms and conditions outlined in this contract are subject to the minimum term of engagement.