Regulations

Rules & regulations of De Rockschool

Registration

When registering, we ask for your personal information

• Name, age and address
• Preferably a cellphone number where we can reach you at all times. Sometimes a lesson cannot take place for an urgent reason (e.g. teacher's illness) and we want to inform you in a reasonable time. Telephone numbers are therefore certainly useful.
• An email address, we send important information by email, such as activities that take place in De Rockschool, as well as information about camps, registrations, etc. It is therefore best for children to provide the email address of their parents so that this information ends up properly!

Your personal lesson

When you register on our website, you can choose your teacher and time slot. If the hour you have chosen is no longer available, we will call you to make any adjustments. After your registration you will always receive a confirmation mail from the school. If you have not received a confirmation mail within a week, something has probably gone wrong. So don't hesitate to contact us!

Tthe chosen hour is locked in, changing hours is only possible in consultation with the secretariat. Choose a half hour when you can be 100 percent sure that you can make it. If you miss a lesson, you will also lose it. You are entitled to 2 valid absences per school year. (see further)

A lesson lasts half an hour. If you are late, you lose those minutes the next student will start his lesson at his normal hour. If you are more than half an hour late, this counts as an invalid absence unless you have a very specific reason. (see Abcences Students)

Be on time!

Subscriptions

In addition to your time slot and coach, you can also choose a formula.

*Terms and conditions lesson card

You can take lessons with any coach and on any instrument. You book the lessons yourself throughout the school year. We cannot guarantee that you will always have the same coach or that you can complete all lessons within one school year, but don’t worry, any remaining lessons on your card remain valid until the end of May of the following school year.

Booking or adding lessons? Via our website, you can choose the coach with whom you want to (re)book a lesson, click on ‘lesson card’, and select an available time in the coach’s calendar. This works the same way whether you are purchasing a new lesson card or booking an extra lesson. You can also submit your preferred time via phone, email, or WhatsApp. Would you like us to help find a slot? Just let us know, we’re happy to look together at what’s possible! For example, you can take over a lesson from an absent student.

Member card

Every student is automatically considered a member of the Rockschool and is therefore entitled to a membership card. These cards entitle you to a nice discount in the 'Leo Caerts' music shop. Please note, these membership cards are no longer physical but are tracked online. You only need to mention that you are taking lessons at the Rockschool to receive your discount.

Your registration is binding

From the moment of registration you are responsible for the payment of your lessons. We will keep this half hour available for you so your teacher will be present. If you do not show up, you remain responsible for the payment of your lessons. You cannot just cancel your series of lessons, in the event of cancellation a lump sum will be charged depending on the costs incurred and the cost of reserving the half hour. This lump sum is at least the value of 2 lessons.

Registrations via the website

From the moment you fill out a form on the website that is linked to a registration (for example, Rock Camp, registrations for the next school year, RockschoolRock, ...), that registration is binding. These forms include a checkbox that refers to the regulations.

Signing up

When you arrive at the Rockschool, you must register at the reception with the coordinator present. You say your name and the teacher with whom you are studying. 

Next you go to your classroom. When the time for your lesson starts, feel free to knock on the door and inform the teacher that you are there. Do not wait in the reception or in the hallway to get picked up, because these are all lost lesson minutes.

Is your half-hour lesson over? Don't be alarmed if the next student knocks on the door.

Extending

Is your ten-lessons series almost finished, and would you like to continue taking lessons? You can extend your lessons. Until your ninth lesson, you retain the right to your lesson's time slot. If we have not heard from you after your ninth lesson regarding extension, your lesson time will be added to our list of free slots and can therefore be filled in by a new student. We try to ask the students whether they want to extend or not, but the responsibiity lies with the student. So check in time how many lessons you have left and inform us in time that you want to extend

If you have a trial lesson, we reserve the chosen half hour until just after your trial lesson. After this you can extend with the ten-lesson series or the school year formula. If you follow a trial lesson in the first week of September and you extend it to a school year, you are entitled to one extra free lesson.

Until October 31, students with a ten-lesson series also have the right to switch to a school year formula. With this you lose the right to the 2 extra lessons. Your school year will therefore consist of 30 lessons..

Absences students

You may not be able to attend class for one reason or another. We ask you to always inform us as soon as possible if you cannot be there, preferably 24 hours in advance.

Valid absences

This means that you are absent and you can recuperate the lesson at the end of your series.

You are allowed to be valid absent twice per school year. People with a school year formula will then have the right to take an extra lesson at the end of the year.

People with a ten lesson turns are also entitled to 2 valid absences during an entire school year, regardless of the number of ten lesson turns you buy. These absent lessons will not be charged, and you can just come one week longer.

Which absences are valid:

• Illness with a doctor's certificate (copy of the doctor's certificate for work or school is also good)
• Exceptional time off from work such as a business trip or exceptional meetings (with proof)
• School trips or exceptional absence from school (exams only count if the exams fall at the time of the lesson itself (with proof))
• Death or marriage in the immediate family (with proof)

Proof of absence must be delivered to the reception or via the online tool before the last day of the month in wich the absence took place. Certificates issued later are no longer valid.

Invalid absences

Invalid absences means that you are absent, but still pay for the lesson. You may always be absent invalidly, but we do ask that you inform us as much as possible. ATTENTION: If you are absent without notice three times in a row, your time slot will be freed up for another student. In this situation you will not get your money back!

Wich absences are invalid:

Absences that are not justified by a doctor's certificate or exceptions as mentioned in the above paragraph.

Some examples:

• To study (you can always ask to do the lesson online to limit your lost study time)
• Personal vacations
• Because of other hobbies, for example: having a game with the schoolteam, mathematics olympiad, catechesis for communion. Plan your lesson in the Rockschool so that these things do not overlap!

Beceause band class is with several students together, they will always be invalid.

Exams

We notice that during the exam period, we receive more frequent requests to reschedule lessons. We fully understand how important exams are, but as outlined above, they are generally not considered an “unforeseen obligation.” However, in certain cases, we are able to make an exception.

Students who are unable to attend a lesson due to exams (e.g., school or university exams) can, in principle, have their absence considered valid if the following conditions are met:

• The exam date and time (or the journey to and/or from an exam) directly overlap with the scheduled lesson at De Rockschool.

• The student provides proof of the exam (e.g., exam schedule, school certificate, email from the exam department, etc.) to the reception, via Classy, or by email, before or on the day of the lesson.

• The absence is reported in a timely manner (preferably 24 hours before the lesson), as is standard for other absences.

Options available for an 'invalid' exam-related absence:

• The student can attend the lesson online, in consultation with the teacher, if this is agreed upon well in advance.

• A family member may attend the lesson on the student’s behalf, provided the name of the person is communicated more than 48 hours in advance.

If these conditions are met, the lesson is considered a valid absence, the missed lesson will not be charged and can be made up at the end of the series (or you are entitled to an extra lesson, depending on the formula you follow).

If the student fails to provide proof or reports the absence too late, it will be considered invalid. In that case, the lesson will still be charged, as with a regular absence outside the valid exceptions.

Note: “Exams” refer only to official exams or resits organized by an educational institution. Self-scheduled study or rehearsal sessions do not qualify.

Exceptions

Ofcourse, the craziest situations can always arise. You can request an exception to the absence rules from the coordinator at the reception. In some cases, he will ahve to discuss this with colleagues.

To avoid further confusion, it is important that you always check whether your absence is valid or invalid.

Teacher absent

It also happens that a teacher is ill or cannot come for some other reason. We consciousy choose to work with people who are actively involved in the music scene and therefore allow them to be absent at an acceptable level so they are able to perform or go on a tour.

When a teacher is absent, we first look for a replacement teacher. It can occasionally happen that you arrive at the Rockschool and you receive a lesson from a replacement teacher. We try to work with permanent replacements.

If we cannot find a replacement, we will send an SMS to the first number you gave us and the lesson will not take place that week. These lessons are always caught up on the next possible week, the same day & hour. 

End of the school year

The school year ends on May 31, but we will remain open during the month of June. We use the entire month for catch-up lessons. All available time slots may be filled with ten-lesson series, lesson card, trial lessons or just a few extra lessons, but when the last school year formula ends, the school closes.

If you still have lessons left, don't worry, you can carry them over to the next school year. Please note, you are responsible for this. You must therefore register again if you still want to take your remaining lessons. When you register again, you should also remind us that you were still entitled to a few lessons.

Do you still have lessons left, but would you rather switch to a school year formula in September? You can! We will deduct the amount that you still have in lessons from the invoice for your school year.

New registration next school year

In order to ensure that registrations for the next school year go smoothly, we will send an e-mail in the last few weeks with instructions for re-registration for the next school year.

To ensure that registrations for the next school year run smoothly, we will send an e-mail in the last few weeks with instructions for re-enrolling for the next school year.

Payment

You must pay for the lessons within a week of the specified term, and before the start of your first lesson, whichever is first. If you do not pay for your lessons within the specified period, we will send the invoice to a collection agency. In addition to your invoice, you will then pay late payment interest at the current statutory interest rates and a fixed contractual penalty.

Amount of the contractual penalty:

• Amounts up to 150 euros: 20 euros
• Amounts between 150 euros and 500 euros: 30 euros + 10%
• Amounts exceeding 500 euros: 65 euros + 5%

Kids and their parents

We explicitly ask the parents not to attend most classes. Our coaches are all professionals with whom your child is in good hands. If you still want to attend a lesson, please consult with the coach.

If you leave your children waiting alone at the reception, please discuss this with the coordinator. Children under the age of 8 always wait under parental supervision

The Rockschool, or the person at the reception, are not responsible if a child walks out alone!

Promotions

Promotions cannot be combined and are always valid within the specified period. If the lessons fall out of term due to postponement or adjustment by the student, we reserve the right to cancel this promotion. Also if we fail to book a lesson in the foreseen period, we reserve the right to cancel the promotion.

For example, if you would like to have taken a trial lesson at an advantageous rate during the trial week, but there are no more available time slots, you cannot use the advantageous rate on another date.

Gift Vouchers

General

These general terms and conditions apply to all gift vouchers issued by De Rockschool, both digital vouchers purchased via the Kivalo platform and physical vouchers purchased directly at the school. The gift voucher can be used as a means of payment for this or any equivalent service offered by De Rockschool.

Purchase and Use

Gift vouchers of De Rockschool can be purchased for the following formats:

• Trial lesson

• Ten-lesson package

• Full school year programme

• Multi-lesson credit card

• Fixed values of €25, €50, €100, €150, or a freely chosen amount

A transaction and administration fee of €1.50 is charged for each voucher.

Sales Channel: Kivalo

• Digital gift vouchers are sold and processed via the Kivalo platform

• Payment, confirmation and digital delivery (including the unique code) are handled entirely by Kivalo

• Kivalo registers all issued, redeemed and expired vouchers

• For questions regarding payment or delivery confirmation, users may be directed to the Kivalo platform or De Rockschool administration

Validity & Expiry

• The gift voucher is valid from the date of purchase

• The standard validity period is 12 months, unless stated otherwise

• After the initial validity period, the gift voucher remains valid for an additional two years for its underlying monetary value, during this extended period, the remaining balance may be used as (partial) payment for services offered by De Rockschool

Use & Balance Rules

• The gift voucher may only be used for activities, lessons, camps and other programmes offered by De Rockschool

• If the value of the voucher is lower than the total registration fee, the remaining balance must be paid by the holder

• If the registration fee is lower than the voucher value, the remaining balance stays available until the expiration date

• Digital vouchers can be purchased via the Kivalo webshop or together with a desk employee of De Rockschool

• If desired, a physical voucher can be collected at the school after purchasing online or physically at the school.

• Shipping of physical gift vouchers is no longer possible

Redemption

• The gift voucher must be validated before or at the time of the first lesson or activity

• To redeem, the unique voucher code must be entered or communicated to the reception

Loss or Theft

• De Rockschool is not responsible for loss, theft or damage of the voucher

• Gift cards will not be replaced unless mutually agreed upon upon presentation of proof of purchase of the gift card

Cancellation & Refunds

• Gift vouchers are non-refundable and cannot be exchanged for cash

• In case of programme cancellation by De Rockschool (e.g. cancellation of a lesson package), the value of the voucher remains valid and may be used at a later time

Non-Combinable

• Vouchers cannot be combined with promotions or discounts, unless otherwise stated by De Rockschool

• Gift cards for specific promotions can only be used for those specific promotions

Transferability

• The gift voucher is not personal and can be passed on via communication with and through De Rockschool

• De Rockschool is not responsible for misuse by third parties

Fraud

• Any falsification, duplication or fraudulent use will cause immediate cancellation of the voucher without right to compensation

Contact

For questions or issues regarding gift vouchers, please contact:

• E-mail: info@rockschool.be

• Phone: +32 456 59 89 10

• Address: Naamsestraat 90, 3000 Leuven, Belgium

Stopping the lessons

You can't or don't want to come to class anymore, what's next?

In the first instance we can check if a different coach, hour or instrument suits you better. We can make such an adjustment for a maximum of 1 time per school year.

Would you rather stop? In normal circumstances you will lose your lessons and your tuition. However, we foresee some exceptions. This way you can transfer the lessons to a friend or family member. You must inform us in advance.

The lessons can also be paused, with this you forgo your time slot but you have the right to resume the lessons at a later time. If the lessons are transferred to a new school year, your tuition fee will be settled on the basis of the new rates. You can pause the lessons in case of long-term illness, injuries that hinder playing or a death in the immediate family.

We only make a refund in exceptional cases and in mutual consultation.

We reserve half an hour in your coach's agenda every week, this half hour is not immediately filled in, which is why we charge a fixed amount of 2 lessons for every break/stop. You can still take these classes.

You are responsible for following up on this yourself. The lessons will not be paused until we have an agreement.

UiTPAS

UiTPAS Region Leuven is a savings and benefits card for leisure activities. You accumulate points which you can exchange for a discount, gift, or other advantage. You can also earn points at De Rockschool when you participate in one of our activities.

If you are eligible for a UiTPAS with a reduced rate and live in the Region Leuven, you will receive an 80% discount on our offerings. However, we have some limitations:

• Each student is entitled to 1 trial lesson. Therefore, you can only attend the trial lesson once with the reduced rate.
• The reduced rate is limited to 32 lessons per person per school year.
• The reduced rate cannot be combined with other discounts like our membership discount or the discount on our different formulas. All classes will be priced at 6.60 euro (for school year 2025 - 2026)

During your registration, please provide your UiTPAS number. After verification, the rate will be applied, you will receive the adjusted payment details and/or you will be assigned your saved points.

Don't have a UiTPAS yet? You can find more information at www.uitinleuven.be/uitpas.

Renting our classrooms

These house rules apply to everyone using the practice spaces of De Rockschool VZW and are in line with the rental agreement:

1. Rental of the rooms is only possible for students of De Rockschool.

2. Every individual renting the space, even in the case of multiple persons renting simultaneously, will be held liable for any damage within the premises.

3. Payment and reservation of rent: Payment is always made in advance for a rental period of 1 day, 10 weeks, or 32 weeks unless otherwise agreed. The prices below are charged per person during the school year 2025 - 2026.

   • Price per day: €16.5
   • Price for 10 weeks: €80
   • Price for 32 weeks: €210
4. Reservations can be made up to a maximum of 3 days in advance, either by phone, email, or in person. You can block a maximum of 2.5 hours per reservation. If you're unable to use your booked room, you must inform us as soon as possible.
5. Rehearsals are not allowed during holidays. These weeks will not be deducted.
6. Commitment to the practice space is made by signing the designated contract and noting your presence in the logbook.
7. The user must always respect the maximum number of persons allowed per room.
   • Maximum 7 persons for the band room 
   • Maximum of 2 persons for other rooms
8. The soundproof doors must always be completely closed during practice.
9. Drinks are not allowed in the rooms except for water.
10. Every user of the practice space is responsible for the equipment provided by the school (vocal installation, drum kit, piano, etc.).
11. Making permanent changes to the room, such as writing or sticking stickers on doors, walls, etc., is prohibited.
12. Before starting, check the room for any defects. Any damage to the premises, equipment, or furniture and any defects in the installation must be reported immediately to the responsible person at the front desk. Even in case of doubt, it is best to make a report.
13. The last user is responsible for any defects discovered afterwards. The practice space must be left in a clean and tidy condition after use. If extraordinary cleaning is necessary or damage is identified, the cost will be charged to the user, at the cost of the repair value, drawn up by estimate or at the replacement value.
14. De Rockschool VZW may exercise supervision in the rooms at any time.
15. Failure to comply with these conditions may result in the removal of users from the building, even a temporary or permanent access ban. This particularly pertains to behaviors that are disruptive to others present or detrimental to the reputation of De Rockschool VZW.

Some other important house rules

• The Rockschool is a public building where smoking is not allowed.
• In The Rockschool we sort our garbage. There are enough waste bins provided.
• The toilets must be left clean after use. Notify us when we run out of toilet paper.

Enjoy your music lessons!

Let's rock! ♪

DE ROCKSCHOOL

RPR LEUVEN
BE0779.788641
Naamsestraat 90,
3000 Leuven

☏ +32 456 59 89 10
✉ info@derockschool.be