Terms and Conditions.

These Terms and Conditions outline the expectations and responsibilities of both Growing Oaks and our clients to ensure a positive and productive tutoring experience.

1. Scheduling

All tutoring sessions are scheduled in advance and held at a mutually agreed-upon time. Weekly sessions are encouraged for consistent progress and scheduling priority. Two sessions per week may be scheduled if the tutor's availability allows. Session reminders will be sent via email or text at least 24 hours before the session.

2. Cancellations

Cancellations must be made at least 24 hours in advance to avoid a fee. Cancellations made with 2 to 24 hours' notice will be charged 50% of the session rate. Cancellations made with less than 2 hours' notice are considered no-shows and will be charged the full session rate. Repeated cancellations may lead to the forfeiture of a regular time slot. In such cases, future sessions will only be booked subject to the tutor's availability and approval.

3. Rescheduling

Clients may reschedule a session with at least 24 hours' notice, subject to tutor availability. We make every effort to accommodate rescheduling requests but cannot guarantee availability. Frequent last-minute reschedules (more than 3 in a 2-month period) may lead to a reevaluation of scheduling preferences.

4. Payment Policy

Payment is due before or at the time of service unless otherwise agreed upon in writing. Accepted payment methods include credit/debit card through the Growing Oaks website or cash (in person only). Late payments may incur a $10 late fee after 7 days unless prior arrangements have been made.

5. Refunds and Credits

No refunds are provided for missed or canceled sessions unless canceled by the tutor. If a session is canceled by the tutor, clients may choose between rescheduling the session or receiving a credit toward future services. Credits must be used within 60 days unless otherwise agreed upon.

6. Session Format

Sessions may take place in-person, virtually, or hybrid-depending on availability and client preference. Parents/guardians are welcome to sit in or observe sessions, especially with younger learners, unless the tutor determines that their presence is hindering the student's learning. In that eventuality, the tutor and parent will determine a suitable solution together. We encourage a distraction-free environment for all sessions, especially for students with learning differences.

7. Communication

Open communication is essential. Please notify us of any academic concerns, behavioral changes, or learning needs. We are happy to provide regular updates on student progress and welcome feedback from parents or guardians.

8. Materials and Homework

All necessary instructional materials for in-person sessions will be provided unless otherwise discussed. Required materials for online students are the responsibility of the student and must be ready prior to the first session. Necessary documents will be provided to online students for printing so that they are available for use during sessions. Optional activities may be recommended for completion between sessions to reinforce concepts and support continued progress.

9. Termination of Services

Either party may terminate tutoring services at any time with one week's notice. Any unused prepaid sessions will be refunded or credited at the discretion of Growing Oaks. We reserve the right to discontinue services for repeated late payments, no-shows, or inappropriate conduct.

10. Privacy and Confidentiality

All identifiable student information, session notes, and records are kept strictly confidential. We will not share any identifiable information about a student without written consent, unless required by law.

Acknowledgment

By scheduling and participating in sessions with Growing Oaks, you acknowledge that you have read and agree to these Terms and Conditions.