Studio Policies

Make up Classes – In order to receive a make up lesson for Personal Sessions and Private Sessions you must:

a) Text, or email the studio before 12pm on the day of your lesson (if your lesson lands on a weekday) or the night before (if your lesson lands on a Saturday) to receive a make up.

b) If you take group classes ONLY, you must inform the studio ahead of time if you will be missing at least 2 consecutive group sessions to receive a make up personal session.

c) STUDENT is NOT eligible for make up lessons if he/she fails to inform the STUDIO in WRITING they are unable to attend a particular class.  Remember – STUDIO assumes you will ALWAYS be coming to class.

d) If you did not show up to class AND did not inform the STUDIO in writing of you being absent, you will be COUNTED as if you had shown up.  No EXCEPTIONS.

e) STUDIO considers that 2 properly cancelled group lessons = 1 personal session.

f) If you did not inform the studio in writing ahead of time, Studio may still offer a make up session at its discretion only.

g) If you did not go to your group session and would like to attend a different one to make up your time you are welcome to do so, as long as it meets the same Age and Belt requirements. 

Equipment and Training Materials

STUDIO will set all the appropriate attire for training.  STUDENTS must adhere to the regulations set by STUDIO as it pertains also to clothing while training.

Training material such as sparring gear MUST be purchased/approved by the STUDIO prior to utilization.  This is in order to meet safety and insurance standards.

No open face helmets will be allowed.

No open finger gloves will be allowed.

YOU MUST purchase appropriate sparring gear, before attending Sparring Class. NO EXCEPTIONS.

Failure to adhere to these requirements may result in expulsion.

Vacation/Medical Holds – A student may request a Vacation or Medical Hold ONCE every 6 months.  You can fill out a form here: karatemv.com/hold

If you are going to be absent ONE WEEK, we will provide a make up Personal session.  You must requets this at least two weeks ahead in writing.

If you are sick/injured for ONE WEEK, you will receive a personal session as make up.

If you need an Extended Medical hold (extended injury), you may be approved for up to 4 weeks. Otherwise your membership will be cancelled, and you will activate the 30 day cancellation procedure.

A doctor’s note is REQUIRED for an extended medical hold.

If you request a Vacation hold it can be approved for up to 30 days, and allowed (1) extension of 30 days after that.  You MUST present this request 2 weeks ahead of time at least for it to be effective.

If you fail to return from your Vacation Hold, you agree to pay for your last 30 day’s notice same as any other cancellation.

We care about all of our students, but we 1) cannot develop a training plan not knowing when the student will come back, and 2) our instructors get contracted in advance with the express intent on teaching a certain amount of students.

When you buy a program at our school you are promising to stay for a certain amount of time and we hire staff based on these contracts.

If you have a special request you may speak to our Studio Manager.  ALL REQUESTS IN WRITING. 

However, please note the regardless of the accommodation ALL HOLDS WILL BE LIFTED ON THE INDICATED DATE AND YOUR PROGRAM WILL RE-START AUTOMATICALLY.

If you FAIL TO RETURN, Your program will be ACTIVE still until you process a Cancellation.

Cost of Lessons – Cost of lessons is set by the STUDIO based on industry standards.  STUDIO takes into consideration payment to the instructors, rent and basic utilities, insurance and continued training for their teachers. 

Continuing education is necessary for the STUDENT to benefit fully from training and continue improving in the martial arts. 

Our lessons cost is set up as follows:

Personal Sessions

Personal Sessions – 30 min (up to 4 people)  – $150 per lesson with Senior Sensei / Master

Personal Session – 30 min (up to 4 people) – $95 with Jr. Sensei / Sensei

Group Sessions

Group Sessions – 45-50 min – $35 per lesson

Private lessons

Private Lessons – 30 min (one on one) $275 per lesson with Senior Sensei / Master

Private Lessons – 30 min (one on one) – $175 per lesson with Jr. Sensei / Sensei

Cost of Lessons depend on MarketPlace/Inflation – Prices of lessons change according to baic expenses, and minimim wage of instructors.  As these cost change, so do the cost of lesons.

ALL STUDENTS AGREE AND UNDERSTAND that if STUDIO requires to change the cost of your program to adjust to these levels, they will inform STUDENT ahead of time, at least 30 days ahead, and in writing.

If the student chooses to stop the program they may process a CANCELLATION. See this section for future reference.

Discounted Programs – Students are allowed to select a discounted program from the beginning.  In fact, as a Student, you are probably already included into one of these programs.

Term of Programs – Most programs are at least 6 months long (26 weeks), and at most, 24 months long (104 weeks).  Payment for the program is done per week, per month (based on your contract), or via pre-payment, and you are expected to pay for the Entire Contract to completion.

Studio cannot commit to teaching any Student if they are not committed to staying for a significant amount of time.  For this reason, Studio DOES NOT have Month to Month programs, same as any other private school.  This sometimes may be confusing to the Student, as they may pay tuition each month.

The way this works is as follows:

Example:

Student signs up for a 6 month program –> Total cost of program is $1200 (for example) –> Student pays $200 per month to for 6 months AND program will renew automatically (unless cancelled 30 days ahead in writing).

Though it is common for a student to see a monthly payment, this is merely an installment they pay in order to complete the term of the program.  Studio DOES NOT HAVE Month to Month programs.

Instructors, Substitutes and Replacements – All Instructors are professionally trained by the Instructor’s Academy of Karate Mission Viejo.  Studio may assign the instructor(s) it deems appropriate to teach Student. 

Students are allowed to request a specific instructor ONLY for Private (one on one) lessons. Studio will place instructors available for Group and Semi-Personal sessions as it is convenient.

Studio does not guarantee to have a specific instructor assigned to any class. As a standard practice, Studio makes its best effort to inform Students of these changes whenever possible, however, due to the normal course of business sometimes instructors may be changed last minute to accommodate all classes. 

An instructor being replaced by Studio DOES NOT relieve the Student from the contract they signed.  The contract is made between STUDIO and STUDENT, not a specific person provided by STUDIO.

Studio contracts other instructors whenever necessary.  These instructors, called Substitutes, can be used at any time without notice.  All Substitutes shall meet all of the requirements set by Studio before being contracted.

Special Team of Role Models – This is a leadership team that is set for our studio only.  It teaches students about public speaking, about presence on stage, learning how to assist in a class and be of service to others. 

This team eventually trains Senseis and future assistants.

This is an additional class set at a a specific class by STUDIO.  It costs an additional $25 per month added to your membership.

In order to apply for this program you must attend a Tryout.  All tryouts will be scheduled by STUDIO.

Communication with Studio – The best way to communicate with Studio is via text message to:

Sensei Luis Auza (Chief Instructor) – to 949-229-3257

Sensei Lori Li (Genearl Manager) – to 714-660-3808

or if you prefer using email please use sensei@karatemv.com

Why not phone calls? A lot of times there are classes back to back.  Calling the studio may distract the class, the instructor or the students and depending on the complexity of the call, they may prevent Studio from fulfilling its obligation to the Student during any given class.

Also, having questions and answers in writing helps prevent misunderstandings in the future.  A lot of answers can be found in our FAQ Section.

Having a Meeting with the Chief Instructor/General Manager – At all times Student shall be allowed to communicate freely with Studio, and its instructors, while classes are not in session  AND ONLY during specified Office Hours in order to avoid unnecessary distractions. 

Student may request a 30 minute meeting (max) with the Chief Instructor or General Manager (in person or via phone conference) at any time in writing or via text message.

All appointments can be made with at least 48 hours notice.  These meetings cannot exceed more than 2 times per month (or unless required by extraordinary circumstances). 

Simple Requests – Having said the above, many requests can be answered on the FAQ Page or at the Studio directly with one of the instructors.

Cancellation Policies

CANCELLATION CAN ONLY BE DONE BY PROVIDING A 30 DAY ADVANCED WRITTEN NOTIFICATION TO STUDIO, FULL PAYMENT OF ANY OUTSTANDING FEES, YOUR LAST MONTH’S TUITION PAYMENT, AND APPROPRIATE CANCELLATION FEE.  A form can be provided for your convenience.  See below for details.

[Click here to fill out an online Cancellation Form]

OR

[Download the Paper Cancellation Form Here]

Cancellation Fees

For cancellation of a 6 month program – $100 per Contract

For cancellation of a 12 month program – $250 per Contract

For cancellation of a 24 month program – $350 per Contract

When is a cancellation fee NOT charged to your program? Only when you have completed your term. 

If you cancel your program 30 days before completion (for example on Month 5 of a 6 month contract) the only payment you will be required to pay will be your last month’s tuition (and any outstanding fees should there be any). 

Only at this point, no cancellation fee will be due.

Note: STUDIO reserves the right to waive this fee at any time if it deems it appropriate.  However, the last month tuition payment will ALWAYS be required before cancellation.

A contract WILL NOT be cancelled if:

a) Student DOES NOT SHOW UP for lesson(s).  No matter how many lessons you have missed, Studio will not automatically cancel you due to your lack of attendance.  If you have missed a few sessions and you have informed Studio ahead of time of your absence you are entitled to receive Make Up lessons (see specific session for details).

b) Student dissapears / fails to communicate with Studio.  If Student fails to show up all together, or avoids communication with Studio for more than 60 consecutive days, Studio shall deem the Student “Inactive”, which only means it will no longer be required to reserve a space for this Student, and the contract will be paused at that point.  However, this Contract shall remain OUTSTANDING until paid in full and properly cancelled.  Furthermore, STUDIO reserves the right to take legal action against STDUENT to enforce payment of this contract. 

STUDIO contracts its instructors for extended periods of time and it is required to pay them for these contracts in full.  For this reason, STUDIO expects STUDENT to fulfill its contract as well. 

c) Student fails to pay for all appropriate fees / outstanding balance or provide written communication.  To make it simple, only a written request signed by Student (or legal guardian) can effectively cancel a contract with Studio.  Phone calls, text messages, posts on social media, a mention from someone other than the Student (or legal guardian/representative) or anything else of the sort will not be accepted as cancellation. 

Verbal “Promises” made by Staff members do not represent a valid amendment to Student’s contract, unless stipulated in writing by the Chief Instructor, Owner, or General Manager. 

Furthermore, not “wanting to pay” for the outstanding balance in an account is not sufficient reason for a contract to be cancelled and shall not be acceptable.

d) Student requests to backtrack cancellation based on non-attendance.  This is a very specific situation, but if Student stops attending lessons WITHOUT prior notice to the General Manager, and he/she requests to be cancelled AS OF their first date of non-attendace, the STUDENT is still required to sign a 30-day cancellation notice and follow proper cancellation procedures.  

To put it another way – the STUDIO does not know STUDENT’S future plans NOR CAN IT GO BACK IN TIME to excuse a Student’s non-attendance.

Only STUDENT knows when they are not going to show up and therefore the STUDENT is responsible to pay for their membership payment regardless of whether they showed up to class or not. 

The STUDIO hires its instructors, and pays them a living wage, based on how many students will show up to class.  If STUDENT does not show up to class, STUDIO still has to hire an instructor to cover all classes.

This is the same as a gym membership.  If you didn’t show up, and didn’t tell anyone until LATER, you pay for your spot anyways.

STUDIO ALWAYS ASSUMES STUDENT WILL SHOW UP TO CLASS UNTIL IT RECEIVES A 30-DAY NOTICE.  STUDIO DOES NOT FOLLOW OTHER ACADEMIC SCHOOL SCHEDULES, DAYS OFF, HOLIDAYS, RELIGIOUS HOLIDAYS, ETC.  STUDIO TEACHES YEAR-ROUND. 

The easiest way to avoid this issue is: communicate with the STUDIO if you are planning on non-attending or if you will not be able to continue training.

e) Student wants to quit right away or from one day to the next.  There are a lot of reasons for this not to be accepted.  The main reason is that our studio cannot develop a teaching plan and hire staff and teachers for a short amount of time, or simply a few days of training.  You signed a contract with a private school, not a playground.  Similar to all other private schools, you cannot just come and leave as you please.  We expect to have a student train for a full season, before moving on to the next.  Please speak to the Studio Manager in case you have an emergency and we will do our best to accomodate your case.  However, a cancellation procedure will always be followed.

Exceptions:

STUDIO understands there are situations beyond the control of STUDENT that may affect the Student’s ability to fulfill their contract when due. 

For this reason, STUDIO always reserves the right to make special accomodations with the STUDENT.  You must get these in writing before your program can be ammended.

These exceptions are ONLY up to the discretion of the STUDIO, and not the STUDENT. 

Only a written notification from STUDIO, signed by the Owner, Chief Instructor or General Manager can make such amendments.

Speak to the Genearl Manger for questions.

ASSUMPTION OF RISK / RELEASE / COVENANT NOT TO SUE AND INDEMNIFICATION (ALL STUDENTS AGREE)
For valuable consideration and to induce permission to participate in the martial arts instruction offered by this martial arts studio, each of the Students agree to the following terms and conditions, and each makes the following warranties:

Student/Responsible Party acknowledges that the martial arts constitutes a HAZARDOUS RECREATIONAL ACTIVITY which carries with it significant RISK of damage or PERSONAL INJURY, or DEATH to any person or property. Such hazards include cuts, abrasions, fractures, and trauma to any part of the human anatomy including head, back, neck and/or spinal cord.

These injuries may occur as a result of falls, strikes, kicks, punches, equipment failure, bad decision making, negligent or innate fellow participants, instructors, or assistant instructors.

Student understand that this is not a complete description of all risks inherent in STUDENT(or STUDENT’S child(ren)’s) participation in the martial arts, and that other unknown or unforeseeable hazards and risks of harm may occur.

With this in mind, STUDENT accepts FULL responsibility for their own safety, as well as for the safety of their minor child(ren), and EXPRESSLY ASSUME ALL RISKS OF HARM, whether foreseen or unforeseen, and whether occurring while in the studio or at any other location where I or my child(ren) are engaged in martial arts as part of a Studio function.

STUDENT hereby RELEASES and agrees to INDEMNIFY AND HOLD HARMLESS the Company, its shareholders, officers, employees, agents, instructors, patrons and participants, and insurers (hereinafter collectively referred to as “Released Parties”), from and against any liability, demand, claim or right of action for any damage or injury, including paralysis or death, to any person or property, even if such damage or personal injury results from the NEGLIGENCE of the Company or other Released Parties.

STUDENT further COVENANTS NOT TO SUE or make any demand or claim against the Company or other Released Parties, for or by reason of any such damage or personal injury from my participation in martial arts related activities at the STUDIO, or anywhere, at any time. STUDENT will pay all fees, damages, and costs, including attorney’s fees, the STUDIO or other Released Parties may incur in the enforcement of this Application Agreement.

ALL PARENT(s) or GUARDIAN(s) of any minor person under 18 years of age participating in the martial arts activities connected to this STUDIO agree to the following: I make these representations and agree to the terms of this Agreement on behalf of each minor, as well as myself, and I agree to assume responsibility for their safety. I further agree to INDEMNIFY AND HOLD HARMLESS STUDIO, and the other Released Parties, from and against any demand, claim, right of action or suit that may be brought on behalf of any such minor arising from all martial arts related activities related to the martial arts, or anywhere, at any time. I will pay all fees, damages and costs, including attorney’s fees, the STUDIO or other Released Parties may incur in the enforcement of this Application Agreement. I am physically fit and know of no medical or health reason why I or my minor child(ren) should not participate in this activity. I intend this Application Agreement to bind me and my family, my assigns, estate, heirs, and personal representatives. This Application Agreement is severable and shall be interpreted and enforced under the laws of the State of California, with venue in the County of Orange .

I have carefully read this document and fully understand its contents, which I adopt as a completely integrated and exclusive statement of the entire terms of agreement.

This Application Agreement constitutes the entire agreement between STUDENT and/or the undersigned, STUDIO and KMV, and supersedes all previous agreements, either written or oral, between them. Any modifications of this Application Agreement will be effective only if in writing and executed by the undersigned and authorized representatives of STUDIO and/or KMV.

In relation to COVID-19 – Studio is aware of the pandemic that presented itself around October of 2019.  For that reason, Studio includes to the waiver above the following provisions in relations to COVID-19:

Studio is NOT responsible for any harm, injury, illness and/or contraction of COVID-19, or any complications arising from this disease.  Studio takes this pandemic seriously and has implemented, or at the very least, has made a serious atempt to adhere to all requirements mandated by the state to keep its students safe.  As these requirements continue to change, STUDIO will do its best to accomodate all students to current state-mandated changes.

This include but are not limited to: wearing of masks/face-coverings by instructors and students, constant hand-washing, once-an-hour cleaning and disinfecting of studio training area and training tools, social distancing, and many others.

Failure by Students to follow the requirements indicated clearly by Studio may result in official warnings and/or immediate expulsion.

As this disease has no cure at the moment, continues to mutate, and has no specific way to trace its origins or the reasons why a student my contract it, Studio shall be hold HARMLESS should Student contract this (or any other) disease and Student AGREES to Hold Studio as such and to not sue STUDIO in relation to having contracted this condition.

Training in the Martial Arts brings an inherent risk and Studio cannot possibly foresee ALL of the possible injuries, diseases, and conditions that may arise in the future that shall affect the Student.

Refunds – Studio DOES NOT allow refunds.  Student enters into a contract with the understanding they are receiving a service similar to a gym membership.  If Student is dissatisfied, believes they did not get what they thought they were promised, their schedule does not meet the schedule set by Studio, does not like a particular instructor or policy, or simply believes they are entitled to a refund for any/all reasons, these alone DO NOT entitle the STUDENT to receive a refund.  These requests shall be denied. 

Charge Backs / Bounced Checks – If a Student forces a charge back via their bank, Studio will automatically flag your contract and will remain activate it until repayment of the charge back, and appropriate fees are paid to Studio.  Studio shall add a $35 fee for bounced checks and/or for every charge-back event.  If Student continues to refuse repayment, Studio reserves the right to take other action available against Student (including attorney’s fees) and expulsion.

To avoid all of these uncomfortable situations, simply speak to Chief Instructor or General Manger to negotiate an easy resolution.  STUDIO is always willing to be accomodating within reason and desires simply to provide a good experience to all STUDENTS.

Billing Department – Studio has selected KMV-Billing as its billing partner.  Billing is not done in house, but rather through this separate provider.  For this reason, all billing questions should be emailed in writing to the General Manager to sensei@karatemv.com  Please allow at least 24 hours for a response. There are no refunds, but Studio Credit (make up lessons) can be applied at the discretion of the General Manager.

Code of Conduct – Student is requested to follow the Studio’s Code of Conduct at all times while at Studio location.  This is to maintain decorum and proper etiquette for the benefit of all Students. Parents, relatives and Friends of Student are also expected to follow this Code.  This includes, among others, no foul language, no illegal substances, no loud conversations, no direct distractions to students, and no consumption/use of any items that may disrupt the flow of classes shall be permitted within the premises.  Studio reserves the right to ban entry to any/all individuals that choose to violate the Code of Conduct.  A copy of the full Code of Conduct can be found at the Studio’s Student Manual or by Clicking Here. Other copies can be made available upon request.

General Conditions

These policies apply to all Locations under the Management of Karate Mission Viejo.  They are considered valid as of Update Date (shown above).  Continued membership is sufficient for Studio to understand the Student ACCEPTS and AGREES to abide by these policies.  Changes indicated into this Studio Policies page represent an official written Amendment to the Student’s Tuition Agreement.  No other signatures or communication is necessary from Student.  Amendments can only be done by Management (Owner, Chief Instructor and/or General Manager), and they can presented on this site at any time without need of prior notice. 

Please BOOKMARK this page so as to keep the most updated policies at all times.  These policies are being presented with full transparency, and made available online without restrictions, therefore, a Student’s lack of understanding of the policies does not excuse him/her from following them at all times while a continued member of Studio.  Should a Student need more clarification or further detail they may reach out to Studio via text message (only) to 949-229-3257, or via email to sensei@karatemv.com at any time.