Company Policies

Section 1: Fee Payment Policy: 

1.1 Prior to sessions, Clients are made aware of the cost per hour of tutoring and the total cost per week of his/her session(s).

1.2 Payment for sessions are usually collected weekly by the Tutor. If Clients wish to pay on a monthly basis, other arrangements can be made with the Tutor.

  • For weekly payment: the Client can pay by cash and payment can be made at the end of the tutoring session(s) for the week.
  • For monthly payments: the Client can pay by cash, cheque or bank transfer at the beginning of each month (unless otherwise informed). Please note that cheque and bank transfer payments are not accepted for weekly payments.

1.3 Upon payment, an e-receipt will be generated and emailed to the Client which confirms that the date and time of sessions for said week/month, that payment was received and also includes a summary of the work covered in each session.

1.4 Fees are expected to be paid on time. Clients may inform the tutor in the event that payment will be late. Consideration of late payment will be acknowledged on a case-by-case basis.

1.5 It is the responsibility of the Client to ensure that fees are paid on time, and in full. Delinquent payments will be brought to the attention of the Client by the Tutor verbally and in written form, after which, should payment fail to be cleared, legal action will be taken.

Section 2: Scheduling Policy

2.1 During initial Free Consultation sessions with interested clients, the Tutor will inform the Client of available sessions. Scheduling of sessions depends on both the availability of the Tutor and Client.

2.2 The occurrence of a Consultation session does not guarantee the Client tutoring sessions as one of the purposes for holding a consultation is to evaluate the Client’s needs and availability, and the ability of the Tutor to cater to the Client.

2.3 If Clients wish to schedule classes in addition to what was agreed upon during the Consultation session, the Tutor will evaluate this on a case-by-case basis. Fees for this session will be accepted separately from weekly or monthly payments.

2.4 Holistic Learning Center has different schedules which are coordinated to Client’s availability during the school term, and during vacation periods. During the latter, daytime classes are offered as opposed to during the school term. The Tutor will contact Clients two (2) weeks before the end of the school term to schedule vacation classes during the daytime. These classes are not mandatory but rather is a measure put in place by Holistic Learning Center to ensure that Clients get the most out of tutoring sessions year-round. The responsibility rests on the Client to book sessions once notice of available days and times is given.

2.5 All sessions (during the school term and vacation periods) are “first come first serve”. Booking of sessions can be done before hand and are fixed (unless otherwise notified).

2.6 In the event that the Tutor does not have a session available for interested Clients, said Client has the option to be added to a wait-list and will be contacted as soon as a session becomes free. The wait-list is ordered by need, and as a result the Tutor reserves the right to give preference to those students who are in greater need of academic intervention.

Section 3: Cancellation Policy:

3.1 If the Client cancels a previously agreed upon session less than 24 hours prior to the Client is liable to pay 100% of the cost of the missed session. This will be invoiced to clients via email.

3.2 For Clients who cancel 24 hours or more in advance of a previously agreed upon session, no fees will be charged to the Client. The Client may inquire about rescheduling the session depending on the availability of the Tutor.

3.3 In the event that the Tutor has to cancel class under emergency circumstances, no fee will be charged to the Client for the missed session. Every effort will be made on the part of the Tutor to reschedule said session.

3.4 Upon receipt of all invoices, the Client is expected to clear the outstanding debt within one (1) week.

Section 4: Client Conduct Policy

4.1 Clients are expected to be fully committed to their tutoring sessions. Frequent cancellations, disrespectful behavior and a lack of cooperation with the Tutor and lack of preparedness for class will not be tolerated.

4.2 Three (3) consecutively missed or cancelled classes will be the maximum tolerated by the Tutor after which the Client will receive notification that classes have been suspended indefinitely. Should the Client wish to resume classes at a later date, he/she will be able to request a meeting to discuss this, upon which the decision will depend on available sessions and whether or not the Tutor is willing to resume classes.

4.3 For Clients under 18 years old, any problems faced by the Tutor will be reported to parents/guardians via phone or email. For Clients over 18 years old, these concerns will be brought directly to them.

4.4 The Client is given one (1) warning after inappropriate behavior is noticed, after which subsequent violation of the conduct policy will lead to termination of sessions, effective immediately.

4.5 Holistic Learning Center reserves the right to end tutoring sessions at any time, after email or telephone communication with the Client.

Section 5: Client Privacy Policy

5.1 Holistic Learning Center collects Client’s (and, where necessary, parent’s or guardian’s) name, telephone and email contact information during our initial Free Consultation.  The Client does not have to give any information that he/she does not feel comfortable disclosing.

5.2 A Student File is then created for each Client with records of payment, progress reports and email correspondence. Holistic Learning Center does not sell, trade or transfer this information to external parties. This information is solely used to assist us in tracking student’s performance over time, keep transparent financial records and maintain correspondence between Clients, and parents/guardians.

5.3 Holistic Learning Center reserves the right to release Client and parent/guardian information only when we believe release is appropriate to comply with the law or to protect a Client’s safety.