It's all your business: developing professional studio documents. (Professional Resources).

What is the independent music studio? Educational facility? Arts organization? Private business? Many would recognize their studios to be all three. Others might fear that treating a private studio as a business would take away from the artistic and nurturing nature of their work. As an increasing number of people work from the home--accountants, lawyers, writers--it is much more common for a private music studio to be seen as a small business. One of the best ways to present one's studio as a business, or at least in a businesslike fashion, is to develop written materials for the studio. Such materials save time and energy, contribute to organization, enhance studio and teacher recognition and present the independent studio in a more professional light.

Studio Name and Logo

Regardless of studio size, it is a good idea to give your studio a name before developing any written materials. A name should be chosen carefully, as you can use it on all studio documents. It also is helpful to have a studio logo designed to include on all materials. In this day of computers and technology it is easy for most teachers to design studio materials or to ask a friend for help. If you don't have a computer, a graphic arts specialist can assist you with designing and producing your studio logo and ensuring that all your studio materials have a similar font, color, format and so forth.

Studio Brochures

The studio brochure is a promotional tool to help highlight you and your studio. What is special about your approach to music? What is special about you? What do you want your students and their parents to know about you? A brochure can be as simple as an 8 1/2" by 11" piece of paper folded in thirds (see diagram at right). Some items to consider when highlighting your studio are:

* Private Music Lessons

* Music Theory

* Technique

* Music History

* Performance Classes

* Recitals

* Music Computer Lab

* Listening Work Station

* Ensemble Playing

* Sight Reading

* Ear Training

* Group Lessons

* Jazz Improvisation

* Composition

* Music Library

A brief biography also may be included, listing your educational background, number of years teaching, professional affiliations and positions, and any awards or honors you or your students have received. One panel can contain a brief summary of your teaching philosophy. Pictures of you and your students can add interest.

Once completed, this brochure may be Mailed to present and future students and left at libraries and schools. It will say a great deal about you as a teacher and can be updated annually.

Business Card

A business card needs to include all your important contact information: your name, studio name, address, phone number and email address. You may want to include a short phrase about your studio or what you do, but it is best to keep it simple. Business cards need to be visually appealing, without excessive information. Before I started using business cards, I didn't know just how handy they can be in professional settings and with prospective students.

Stationery

Like a studio brochure and business card, stationery can be designed and stored on your computer. You can then use the design as a template, rather than needing to purchase expensive personalized stationery. The stationery will give your studio a more professional appearance and can be used for all correspondence with students, parents and colleagues.

Studio Calendar

Each year, a studio calendar can be devised, listing when lessons begin, holidays or nonlesson days throughout the year, and dates for performance classes, theory classes, festivals, competitions and recitals. Mailing each student such a calendar at the beginning of the year saves a great deal of time, since upcoming dates do not need additional mailings or phone calls. Families also appreciate being able to plan in advance for music commitments.

Registration Form

Before you accept a student into your studio, it is helpful to have an adult complete a registration form. This will provide you with important information that will be needed in the future and will enable you to maintain accurate student records. Possible items to include on your registration form are:

* Student's name

* Birth date, if student is younger than 18

* Address

* Parents' or guardians' names

* Daytime and evening phone numbers

* Any personal circumstances of which the instructor should be aware (learning disability, health concerns)

* Length of lesson preferred (with cost of each listed)

* Amount needed for book and fee deposit

* A list of available lesson times

* Day and time student prefers lessons--first, second and third choices taken from list of available times

* A place to check if student wishes to be on a lesson swap list

* A place to sign giving consent for student's photo to be used for publicity purposes

* A brief statement about make-up policy

* A place to sign and date stating that the parent or guardian has read and agrees to all the terms in the registration form

Other Forms

If you believe studio records are hard to keep or student information is difficult to finch you can devise a form based on your needs. Some additional forms that might suit your studio are:

* Scholarship form

* Lending library record

* Lesson inquiry/phone call form

* Practice agreement

* Practice record

* Scale/technique chart

* Student repertoire list

* Music inventory

Policy Sheet

Probably the most important document for any well-run studio is the policy sheet. Your studio policy statement lists every item that is important to your effectiveness as a teacher. You should present your policies in a professional looking document, not in a "chatty" letter. The studio policy not only benefits you, but it is also of value to parents and students, who appreciate the clarity of a formal document. There is nothing too big or too small to include. Some possibilities are:

* Tuition (amount and method of payment: monthly, semester and so forth)

* Book and fee deposit (amount and purpose: books, festival fees, recital fees, late payment fees, accompanist fees and so forth)

* Make-up policy (what is and is not covered)

* Swap-list information (explanation of how a swap-list functions)

* Information about recitals and performances

* Practice expectations

* Group lessons

* Theory classes

* Computer lab

* Parental involvement

* Parking expectations

* Correct time for calls to studio

* Promptness in drop-off and pick-up

* Short nails

* Clean hands

* Purchase of metronome

* Well-maintained instrument

Anything that has presented a problem in the past can be addressed in the policy statement. If the sound of gum chewing in the lesson is torture, a sentence, "No gum chewing is allowed during lessons," can be included. If collecting payments has become a problem, include a statement such as, "A late-payment fee of $15 will be deducted from the book and fee deposit for all tuition not received by the tenth of the month." If students are abusing your good will by wanting make-up lessons for any and all reasons, include a firmly worded and clear statement, "Make-up lessons will not be given for lessons missed by the student." If you are not comfortable with a "no make-ups" policy, find the firmest policy you are comfortable with, state it in your policy and then stick with it.

We all have heard the phrase, "No one can take advantage of you without your consent." The policy document is where you dearly state policies that help parents understand your expectations, while allowing you to deal with any frustrations that may have troubled you in the past. The final result of a professional studio policy is more time for music making and less time for problems.

Be sure to have a place at the bottom for an adult to sign stating his or her agreement to all of the terms in your policy statement before lessons are even started. If the adult does not agree with your policies, it is probably better for the student to study elsewhere.

A new policy document can be mailed to all students and signed by an adult each year. A sample statement at the bottom of the page might be:

I have read the XYZ Studio Policy for 2002-2003 in its entirety, and I understand and agree to its conditions.

(Signature of Parent, Guardian or Adult Student)

(Date)

Written studio materials help a studio to run efficiently. Teacher, parents and students all benefit from improved organization and clarity of expectations. Studio documents help present our profession in a new light, a light that is chosen not by an outdated image of the music studio, but rather by today's independent music professional.

Sample Brochure

       (Fold under)                  (Back)           (Cover--Fold over
                                                         back flap)

Use this page and the three    Put return address
 panels on the inside for:     sideways and in the       Studio Name
                                 corner, to use
 Biographical Information          for mailing           Studio Logo

   Student Achievements                                   Your Name

     Studio Highlights                                     Picture

    Teaching Philosophy                                Studio Address

 Pictures of you and your                                  Phone
         students
                                                       E-mail Address

--Beth Gigante Klingenstein, NCTM Valley City, North Dakota Beth has been an independent music teacher for twenty-eight years and is on the faculty of Valley City State University (VCSU) in North Dakota, where she also is the director of the VCSU Community School of the Arts.