We are a nonprofit organization. This policy is written to maintain high-quality teachers, and to ensure attendance so your student meets their tutoring goals. Please feel free to contact us at any time to discuss special circumstances. We thank you in advance for adhering to the policy.
Assessment and Advocacy Payment and Scheduling Policy:
A deposit of $300 is required to secure your psycho-educational assessment. A $150 deposit is required to secure your diagnostic assessment. Should a client fail to appear for a scheduled appointment or cancel without 24 hour’s notice, a $50 no-show fee will be charged. Payment of balance is due before a complete
d report is provided. Advocacy will be billed at an hourly rate for the duration of the scheduled meeting and any travel time from Learning Matters to the meeting. Payment may be made by credit card or check.
Tutoring Payment and Scheduling Policy:
Client statements will be prepared on the 15th of each month for continuing students. The statement will include tutoring sessions that have been scheduled for the following month. Should you need to make any changes to the schedule that is included on the invoice, you are asked to call Learning Matters before the first day of the month to report those changes. Session dates will be rearranged if possible. Your credit card will be charged on the first of the month, unless other arrangements are made.
Tutoring Cancellation Policy:
Cancellations require a 24–hour notice. Up to five make–ups each year (July 1 through June 30) will be offered to the client when the 24-hour policy has been met, and they must be used within 60 days. After five absences, tutoring services are subject to termination. It is the responsibility of the client to schedule the make-up with the teacher or a Learning Matters administrator. No credits or refunds will be given for sessions canceled by the client. A one-time per year make-up will be offered to the client in the event that the student is sick and the 24-hour policy cannot be met.
Should the teacher need to cancel a session, the client will be offered either a make–up session or a credit. If a client fails to appear for a scheduled session, they will be charged for that session because the teacher will be paid for their time and preparation, and no make-up date will be offered. Should tutoring be discontinued, refunds will not be given for sessions that have been paid for, therefore clients are encouraged to complete their sessions for the month.
Income based Rate:
Learning Matters is a non-profit organization and we may be able to provide our services on a sliding fee scale through grant funding and private donations. If your family earns a combined income of less than $75,000 a year, you may qualify for services at a reduced rate. In order to receive services at a reduced fee, we must receive a copy of your most recent tax return and documentation of any other sources of income. On a quarterly basis, our Board of Directors will review requests for reduced-fee services and approve as many as are financially feasible based on program funds available.
Bulk Rate:
If your student regularly receives 4 or more tutoring sessions per week, you may qualify for a reduced rate. Should the average number of sessions per week fall to below 4, the full rate will be applied. Your student’s teacher has allocated that time to your child and therefore given up the opportunity to see other students. For this reason, sessions that are billed at a bulk rate cannot be rescheduled and credits will not be given. Should the teacher need to cancel a session, the client will be offered either a make–up session or a credit.
Collection of Overdue Accounts:
Clients are asked to maintain a zero balance at all times. If collection procedures become necessary for an overdue account, you will be required to pay reasonable attorney’s fees and court costs.
Safety:
The safety of our students and our instructors is our first priority. As such, all employees have a background check on file, attend Child Protection training, and sign a Code of Conduct. To ensure a safe environment, no student is to be alone with a staff person in a location where they cannot be observed. As our office does not have regular business hours on Fridays, Saturdays, or Sundays, if any sessions are held on those days at Learning Matters, the parent is to remain at Learning Matters unless there is another adult present. If a parent leaves a student and there is not another adult present, the parent may be called to return to Learning Matters. Sessions that take place away from Learning Matters must adhere to this same policy.
Picking Up Your Student:
Parents should make every attempt to pick up their student inside and on time at the completion of the session. If a parent realizes that they will be late to pick up their student, they should call Learning Matters as soon as possible. Learning Matters will make every attempt to ensure that the student is supervised but assumes no responsibility for students who are left unaccompanied.
Snacks: For the safety of all of our students, Learning Matters is peanut free. Learning Matters offers water and pretzels as available for our students.
Scheduled Closings:
Learning Matters does not open the office or bill for the holidays listed below. Tutoring WILL be scheduled during school related closures, such as spring break, and any holidays NOT listed. Please refer to the Tutoring Cancellation Policy above for clarification.
- New Year’s Day
- New Year’s Eve
- Martin Luther King Day
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Day after Thanksgiving
- Christmas Eve
- Christmas Day
Inclement Weather Closures:
In the event our center closes due to inclement weather or other unanticipated event, all tutoring sessions will be held virtually. Your tutor will reach out to you with instructions. No credits will be made.