Policies and Protocols

Click the links below to go to particular sections or scroll down to read our policies in full. We recommend that you read the entire document. Please feel free to call or email at any time if you have questions.

Who to contact about:          

• Questions about schedules for classes, see this page and/or Contact [email protected]
• Questions or comments about class dynamics or about what we’re doing in class: Contact Katie.
• Questions about Best Practices and health concerns during live classes, see this section and/or contact Katie.
• Details about barter or scholarship options, Contact [email protected]
• Registration and/or payment questions: Contact [email protected]
• Requests to move to a different class: We will try to accommodate you before the first week of class. Contact [email protected]
• Questions about schedules or particular dates: Ask Katie.

How to contact us

Katie O'Dea, Director and registered teacher
Send Katie an email

Admin
Send an email 

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Health & Wellness Protocols

We have always taken these extra steps in class to avoid the spread of germs. 

• All shared instruments/props are sanitized between classes. Mouthed instruments and props are always disinfected between classes with a three-step process: spray with a food surface safe sanitizing spray, wash with hot soapy water, and dry with a Norwex cloth.
• Sanitizer is always available for families during class for use whenever needed.
• Rooms are always sanitized. For example: markers, doorknobs, light switches, trash cans, etc.

Make-ups and missed classes

If you need to miss a class for any reason, you’re welcome to make it up any time within the current session using our makeup scheduler.

Click here to schedule a make-up class

If you miss a class during one semester, it isn't possible to schedule your makeup for the next semester. Make-ups must be scheduled within your current semester.

In the event of inclement weather, or other unforeseen circumstances (natural disasters, public health concerns, etc) causing class cancellation, we will make every effort to offer a make-up class, but will not refund for class closures that are mandatory or beyond our control. Please feel free to schedule a makeup for a class during your current session. We want you always to be safe!

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Withdrawals and refunds: Cancellation policy

We make schedule and financial decisions based on the information we have at the start of classes, and when people withdraw after the start of classes, this can cause us some financial consequences as well as scheduling problems. Our withdrawal policy is liberal, but does reflect this reality. We do not offer refunds after the first day Monday of the session.

Withdrawals prior to the start of the session: You will receive a full credit or refund.

No refunds are given in these circumstances: No refunds after the session begins. If you have special circumstances, please let us know right away.

In the event of inclement weather, or other unforeseen circumstances (natural disasters, public health concerns, etc) causing class cancellation, we will make every effort to offer a make-up class, but will not refund for class closures that are mandatory or beyond our control. Please feel free to schedule a makeup for a class during your current session. 

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Weather closings

When we cancel due to weather, we'll post immediately to our social media outlets, and notify you by text and/or email. 

In the event of inclement weather, or other unforeseen circumstances (natural disasters, public health concerns, etc) causing class cancellation, we will make every effort to offer a make-up class, but will not refund for class closures that are mandatory or beyond our control. 

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Holidays and public school breaks

If our semester runs through a national holiday, we typically have classes as usual. If you have an older child who is off from school on these dates, they’re welcome to come with your enrolled child to class. 

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Payments

Unless you make an arrangement with us in advance, payment in full is required prior to the start of classes. We can't guarantee your place in class or your access to Music Together^® Online classes unless we have a payment or a payment arrangement.

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Visitors in class

You're welcome to invite your friends to join you in class when they sign up for a free preview class- we love sharing this magic experience with friends! We just ask that you schedule your friend's visit using the preview scheduler, so we can manage class numbers and know who to expect.

Your local friends and family members with children are welcome for a free one-time visit. If you have friends or family members with children visiting from out of town, please login to the Enrolled Families Portal to grab a sibling drop in for each additional child.  If there are not enough drop ins available please reach out via text to (502)491-3131. Of course, grandparents are welcome any time!  

Remember, if a NEW to Heartland Music Together family enrolls using your personal family referral link, you will receive a $15 credit to your account and they will receive $15 off their first registration with Heartland Music Together.  Please find your personal family referral link under your account when you login using the Enrolled Families Portal. The referred family must be a NEW enrollment, not currently or previously enrolled. *credits on accounts have no cash value. **family must be NEW to receive credit/discount 

When schools are closed:  If it falls on the day of your registered class, your older children are welcome to come with you.  However, if you are grabbing a bonus/extra/make-up class, please make sure to grab a sibling drop-in spot in the same class $15.  Please use the Enrolled Families Portal to grab bonus and sibling drop-ins. We ask older siblings to be mindful that our instruments are meant for little ones, and safety of the littlest ones enrolled in class is paramount.

Note – If you’re caring for a non-enrolled child and need to bring them to class, please grab them a spot using the sibling-drop in scheduler under the Enrolled Families Portal.  If there is not a spot available, please reach out via text (502)491-3131 so we can check with the teacher about adding in another spot.  We are happy to help! 

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Firearms

We respect your right to own and carry weapons, but we request that you do not bring firearms into our classroom space. Our request that you leave your firearms at home is echoed by many of our host locations, which have no-gun policies for their church or business space. Thank you for your understanding. 

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Privacy

Heartland Music Together respects your privacy and will never share, sell, or rent your personal information with third parties for their promotional use. Your email and mailing addresses will be shared only with our licensor Music Together LLC for educational and quality assurance purposes. We do not save credit card information or your password.

Music Together LLC sends enrolled families an e-newsletter four times per year. If you prefer not to receive these emails, you may unsubscribe via a link at the bottom of each newsletter. 

From time to time photos or videos may be taken during class and used only for the purposes of promoting our classes on our website, fliers and/or Facebook page (without names). When you enroll for a semester, you can indicate whether you give your permission to be in these photos or not. In addition, you're welcome to take photos of your child in class (though we prefer that you spend class time engaging with your child!). Please respect the privacy of others in the class. If you plan to take photos that include the group, please check in advance to make sure people are comfortable having themselves or their children photographed. This is especially important if you plan to post these images using social media.

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