Policies and Procedures

Academy Policies & Procedures

Revised Spring 2016

Registration will be filled on a first‐come/first serve basis.

Non‐Discrimination Policy
The Potomac 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 Potomac Arts Academy shall adhere to all applicable state and federal equal opportunity/affirmative action statutes and regulations.

Absences – Fall/Spring Group Classes
Please contact your instructor if you need to miss a class/lesson. Make‐ups will only be scheduled when the class/lesson has been cancelled by the Public School weather announcements, the Potomac Arts Academy or by the instructor with prior notice. Potomac Arts Academy is not required to make up classes/lessons due to participant’s illness or non‐attendance.

Withdrawal/Refunds for Fall/Spring Group Classes
Notice of withdrawal from instruction and all requests for refunds before classes begin must be made in writing to Potomac Arts Academy. Verbal notice or requests from students or parents cannot be accepted. A cancellation fee of $50 will be assessed for all withdrawals from classes or private lessons.  Requests for withdrawal/refund made at least one week prior to the first class are 100% refundable, less the cancellation fee. Requests for withdrawal/refund made less than 7 days prior to the first class but BEFORE the THIRD 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 withdrawal request is made less than 7 days prior to the first class.

Absences and Withdrawal/Refund for Private Lessons
Please download and read our policies and procedures for private lessons here:

Withdrawal/Refunds for Summer Programs
Please see Refund Policy under each specific program. 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 by the Potomac Arts Academy no later than 2 weeks before the program start date. No refunds will be granted after this date without valid medical documentation.

The Potomac Arts Academy reserves the right to cancel any class that does not meet sufficient enrollment. A full refund will be given in this event.

Return Check Policy
Per University policy, a $50 service fee will be charged for all returned checks.

Refund Payments
Refund checks will be issued through the Office of Accounts Payable at George Mason University, or through our online registration system (for credit card transactions only). Refunds are processed within 30 days of notification.




Potomac 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 Potomac Arts Academy reserves the right to use photographs/video taken of students/ participants during classes or programs for use in Potomac Arts 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).

Potomac Program Participation Waiver (agreed to during registration)
The Potomac Arts Academy reserves the right to use photographs/video taken of students/participants during classes or programs for use in Potomac Arts Academy publications and social media channels for promotional purposes only. Student/ participant names will never be used unless express permission is obtained from the partipant/ parent.

“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.”

Sibling Discounts and GMU Faculty & Staff Discounts
A $5 discount is available for additional family member(s) registration (MUST be applied during the same registration transaction). A 10% discount is available for current GMU Students, 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.

Payment Plan Surcharges
Pre-set Payment Plans are often available for Group Classes and Private Lessons (some exceptions apply). For Fall/Spring Group Classes, there is a one-time $10 surcharge added to the registration total.

Respect for Facilities
Please be advised that as part of our partnership with other organizations, we assure that all parents, students and faculty will treat the facility with respect and act accordingly.

Student Safety
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 Potomac Arts Academy is not responsible for the supervision of your child outside of class. Your cooperation is essential.

The Potomac Arts Academy reserves the right to dismiss any student due to non‐payment of tuition, disciplinary problems or excessive absences.

Supervision of Minors on Mason Campus/ Property
Please be advised that due to University policies, NO minors under the age of 16 are allowed to stay on campus unaccompanied by an adult before or after regular program hours. Also, for minors ages 16-17, a waiver must be signed by the parent to allow their child to stay on campus unaccompanied.

Tax ID Number
Potomac 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.