Policies & Terms

Scheduling & Cancellation Policy

Scheduling Sessions

Sessions can be scheduled online through our booking system or by calling our office
We recommend booking recurring weekly sessions to ensure your preferred time slot
Sessions are offered in 45-minute (one-on-one) or 60-minute (small group) blocks
Summer and holiday schedules may vary - we'll notify you of any changes in advance

Cancellation & Rescheduling

24-Hour Policy: We require 24 hours' notice for cancellations or rescheduling. Sessions cancelled with proper notice can be rescheduled at no charge.

With 24+ hours notice: Full credit or reschedule at no charge
Less than 24 hours notice: Full session fee charged
No-show: Full session fee charged
Emergencies: Medical emergencies and family crises will be handled on a case-by-case basis with documentation
Tutor cancellation: If we need to cancel, you'll receive full credit and priority rescheduling

Weather & Technical Issues

In-person sessions may be moved online during severe weather
Technical difficulties during online sessions will be addressed with makeup time
Power outages or internet failures beyond anyone's control will result in rescheduling without penalty

Payment Terms

Payment Methods

We accept credit cards, debit cards, ACH transfers, and checks
Payment is due at the time of service unless other arrangements are made
Returned checks incur a $30 processing fee

Package Policies

Package purchases require full payment upfront
Packages are non-refundable but sessions can be transferred to siblings
Package sessions expire according to terms (5 sessions: 2 months, 10 sessions: 3 months, 20 sessions: 6 months)
Unused sessions cannot be refunded but may be extended for medical reasons with documentation

Financial Assistance

We offer sliding scale pricing and payment plans for families in need. All financial assistance applications are confidential.

Late Payment

Accounts more than 30 days past due may result in suspension of services
We'll work with families experiencing temporary financial hardship - please communicate with us

Privacy Policy

Information We Collect

Student name, age, grade level, and learning needs
Parent/guardian contact information
Academic records and assessment results
Session notes and progress reports
Payment information (securely processed by third-party providers)

How We Use Information

To provide personalized tutoring services
To track student progress and adjust instruction
To communicate with parents about their child's learning
To process payments and maintain accounts
To improve our services and curriculum

Information Protection

Your Privacy Matters: We never sell, rent, or share personal information with third parties for marketing purposes. All student data is kept strictly confidential.

All digital records are password-protected and encrypted
Physical records are kept in locked filing cabinets
Only authorized staff have access to student information
We comply with COPPA and FERPA regulations

Parent Rights

You may request to see all records we maintain about your child
You may request corrections to inaccurate information
You may request deletion of records (except those required for legal/tax purposes)
You may opt-out of photos/testimonials at any time

Child Safety Policy

Background Checks

All tutors undergo comprehensive background checks
References are thoroughly verified
Credentials and certifications are validated
Ongoing monitoring ensures continued eligibility

Safe Environment

In-person sessions are conducted in public or semi-public spaces
Online sessions are recorded with parent permission for quality and safety
Parents are welcome to observe any session
Two-deep leadership policy when possible

Mandatory Reporting

Our tutors are mandatory reporters. We are legally required to report suspected child abuse or neglect to appropriate authorities.

Online Safety

All online sessions use secure, password-protected platforms
Screen sharing is limited to educational content
No social media contact between tutors and students
Communication occurs through official channels only

Code of Conduct

Student Expectations

Arrive on time and prepared for sessions
Complete assigned practice work between sessions
Treat tutors and other students with respect
Maintain focus and engagement during sessions
Communicate challenges or concerns openly

Parent Expectations

Ensure students attend scheduled sessions
Provide a quiet space for learning (at home or online)
Communicate relevant information about your child's needs
Support practice and homework completion
Maintain respectful communication with staff

Our Commitments

Provide high-quality, personalized instruction
Maintain professional boundaries
Communicate progress regularly
Respect family values and preferences
Create a positive, encouraging learning environment

Unacceptable Behavior

Discrimination or harassment of any kind
Physical aggression or threats
Deliberate property damage
Persistent disruption of sessions
Academic dishonesty

Academic Integrity

Homework Help Guidelines

We guide students to find answers, not provide them
We teach problem-solving strategies, not just solutions
We help students understand concepts, not memorize answers
We encourage independent thinking and effort

Test Preparation

We prepare students with skills and strategies
We never provide actual test questions or answers
We teach test-taking techniques and time management
We build confidence through practice with similar problems

Honor Code: We support your child's learning while maintaining the highest standards of academic integrity. Our goal is genuine understanding, not just correct answers.

Communication Policy

Response Times

Email: Within 24 hours on business days
Phone calls: Returned within 24 hours
Urgent matters: Same day response when possible
Progress reports: Weekly emails, monthly detailed reports

Appropriate Channels

General inquiries: hello@rootsofreason.com
Scheduling: Online booking system or phone
Urgent cancellations: Phone call preferred
Progress discussions: Email or scheduled calls

Boundaries

Tutors cannot give personal contact information to families
All communication should go through official channels
No social media connections between tutors and students/families
After-hours communication for emergencies only

Liability & Disclaimers

Educational Services

We provide supplemental educational support, not primary instruction
Results vary based on individual factors and cannot be guaranteed
We are not responsible for school grades or test scores
Our services complement but don't replace school instruction

Limitation of Liability

Our liability is limited to the cost of services provided
We are not liable for indirect or consequential damages
Parents are responsible for supervising online sessions
We maintain appropriate insurance coverage

Medical & Special Needs

We are educators, not medical or therapeutic professionals. While we accommodate learning differences, we cannot diagnose or treat learning disabilities.

Terms of Service

Agreement

By using our services, you agree to these policies and terms. We reserve the right to update policies with 30 days' notice.

Termination

Either party may terminate services with written notice
We may terminate immediately for policy violations
Unused prepaid sessions are refundable upon termination (except packages)
Outstanding balances are due upon termination

Dispute Resolution

We strive to resolve concerns through direct communication
Formal complaints should be submitted in writing
Mediation is available for unresolved disputes
These terms are governed by local state law

Contact for Policy Questions

If you have questions about any of our policies, please contact us:

Email: hello@rootsofreason.com
Phone: (555) 012-3456
Mail: Roots of Reason, [Address]