Tutoring Policies & Procedures

Session Overview

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Tutoring sessions are 1, 1.5, or 2 hours and typically take place in families’ homes. Tutoring sessions may also take place at a public venue, such as a library, school, or coffee shop. Students are expected to be prepared and come to their tutoring sessions with all necessary study materials (textbook, worksheets, notebook/paper, writing utensils, calculator, laptop, etc.). Tutors are expected to come to sessions with a whiteboard and marker or a pencil and paper, along with a laptop and calculator, if needed. Tutors will help students work through course material, provide relevant instruction, and offer valuable tips on study skills and organizational habits during each session.

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Client (Family) Responsibilities

 

To ensure that students get the most out of their tutoring sessions, students should have all their study materials ready to go at the beginning of the session, such as class notes, homework, textbook, pens/pencils, calculator, laptop, etc. (NOTE: If the student does not have study materials from school, it is primarily the client’s responsibility to acquire relevant worksheets and curriculum, however, the family can collaborate with the tutor on this, if desired). Additionally, students (and parents) should not expect the tutor to simply do the students' school assignments for them; the tutor ought to help the students work through material themselves. Finally, students may not have a friend present for tutoring sessions unless prior consent was given from Jaclyn. Tutoring sessions with 2 students follow "buy 1, get 1 half off" pricing.

 

Tutor Responsibilities

Tutors are expected to arrive to their sessions on time and appropriately dressed. Tutors must maintain reliable transportation. Tutors should come prepared with necessary materials, such as a laptop, calculator, a white board and markers, or scratch paper and pens/pencils. Tutors are expected to clarify concepts, help students overcome their areas of difficulty (whether conceptual or organizational), and gain confidence in themselves. Tutors should not accept any payments directly from families. If families have questions regarding payments, tutors should refer them to Jaclyn.

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Sharing Contact Information

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Once a family has found a good fit of tutor, the family and tutor should exchange contact information (like phone number and email). The tutor will be the primary point of contact for any schedule changes (adding extra sessions, rescheduling sessions, cancelling sessions, etc.). Tutors may text and email directly with their students if a parent or guardian is included on the text message or email thread.

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Scheduling

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Parents can purchase and book individual tutoring sessions directly through the JB Tutoring website or the JB Tutoring app. To book an appointment, download the JB Tutoring app or visit our Book Now page. To make scheduling, rescheduling, and cancellations as easy as possible, we highly recommend downloading the JB Tutoring app! The scheduling widget/software we use is called Vagaro – if you have any questions or difficulties with your account, please do not hesitate to contact Jaclyn directly.

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On the JB Tutoring website and in the app, parents and students will see live, up-to-date availability for tutors on any given day. Tutors and families are required to keep their Vagaro calendars updated and accurate at all times in order to prevent booking conflicts. Vagaro is how we track tutors’ hours and determine what families ought to be charged. For this reason, it is of the utmost importance that tutors AND families check their accounts regularly to make sure everything is accurate.

 

​Most families have tutoring sessions 1-4 times per week with the same tutor on the same days/times each week. This helps ensure a consistent, predictable schedule for the student, the parent, and the tutor. If families or tutors must change the day or time of the session due to other commitments (sports event, doctors’ appointment, etc.), tutors and families need to be in communication with their tutor at least 24 hours prior to the session start time to avoid being charged. Jaclyn requests that both parties do their best to be flexible and accommodating to the other’s schedule and availability on any given week. For more questions on scheduling, visit our FAQ page. 

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Running Late

 

If a tutor is running late, the tutor must contact the parent or student by call, text, or email. No matter what time the tutor arrives to start the session, the tutor is obligated to stay for the session’s full time (1, 1.5, or 2 hours). If the tutor has another tutoring session immediately after the one he or she arrives late to, the family can require their tutor to stay late or come early on another day (as long as the tutors is informed in advance).

 

If a family is running late, the family must contact the tutor by call, text, or email. If the student is already on the way to the session, the tutor will wait and end the session at the regular scheduled time. If the tutor receives no response from the parent or student after waiting at the session location for 15 minutes, then the tutor is free to go and the family will still be charged in full.

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Cancellation Policy

 

JB Tutoring does not permit last-minute cancellations. Families may cancel up to 24 hours prior to the scheduled tutoring session. If the family cancels the tutoring session less than 24 hours before the session, the family will still be charged for that session in full. We ask that you respect our tutors’ time and do not cancel last minute. If, of course, there is a family emergency or sudden unforeseen illness, the cancellation may be excused.

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Make-Up Sessions

 

If the tutor or family cancels a session, the tutor must always contact the family to schedule a make-up session. We advise, for the benefit of the student, that the family and tutor make up any missed session(s) within 2 weeks of the missed session(s).

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Payments and Billing

 

Families can pay for tutoring sessions by debit or credit card. Parents can pay for sessions individually on an as needed or drop-in basis, although the cost is higher. For that reason, we highly recommend parents purchase one of our tutoring packages (bundles of 4 sessions) which have a built-in discount! These sessions do not expire and can be redeemed at any time. To learn more about our drop-in rates and discounted packages, visit our BOOK NOW page!

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When parents purchase a package on the website, they opt into auto-renewal. In other words, if a parent purchases a package that includes 4 tutoring sessions, the package will auto-renew upon completion of the 4th session. If the parent books tutoring sessions on an "as-needed" basis, parents will receive an invoice via email. In order to monitor/track charges to your account, we highly recommend downloading the JB Tutoring app.  

 

Late payments will incur a $25 fee for every 15 days the invoice remains overdue.  If the payment remains unpaid after 60 days, legal action may be taken against the client.

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Refunds

 

Refunds will only be given if a tutor does not show up to a tutoring session and the family has already paid for the session and does not want to continue services. Remember, once paid for, our sessions never expire! They can be redeemed at any time. A refund may also be given if the family faced a family emergency and had already paid for a tutoring session that ultimately did not take place.

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 **Mandatory Adult Chaperone** 

 

A parent, guardian, or chaperone (21 years of age or older) must be present during the entire lesson for in-home tutoring sessions. Tutors may not enter the home of a student if a parent, guardian, or chaperone is not in the home. If a parent, guardian, or chaperone does not arrive within 15 minutes, the tutor is free to leave and the family will still be charged in full. If a chaperone does arrive within that time, the tutor may carry on with the session and end at the original scheduled time for that session. The only time this rule may be disregarded is if the tutor and parent both agree to the tutor being alone with the student, inform Jaclyn that this is taking place, and understand that Jaclyn and JB Tutoring will not be held liable for anything that happens in the absence of a chaperone.

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**No Closed Doors**

 

A tutor may never tutor a student behind closed doors. This is for the tutors' comfort and protection as well as the students'. Tutors, parents, and students may not participate in any inappropriate relations (examples include, but are not limited to, consuming alcohol, doing drugs, or engaging in sexual acts). There will be zero tolerance for breaching this rule. Tutoring sessions should be held in an open, quiet, low traffic area in the student's home.

 

Termination of Tutoring

 

If the tutor chooses to discontinue tutoring, the tutor must inform Jaclyn 2 weeks prior to the last session. This provides JB Tutoring with the opportunity to find a replacement tutor for the family.

 

Non-Solicitation Agreement

 

Tutors and clients cannot steal or solicit clients or tutors for his or her own financial gain or for the benefit of a competing organization after leaving the company. In other words, tutors and clients who met through JB Tutoring LLC cannot work with each other outside of JB Tutoring LLC. If someone chooses to do so, legal action may be taken against him or her.

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***Failure to abide by these policies and procedures may result in termination of employment or correspondence with JB Tutoring. From your first tutoring session onward, you agree to follow these policies and procedures, and forfeit the right to hold Jaclyn or JB Tutoring LLC responsible for any breach of these policies and procedures.***

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