JB Tutoring Family Policies & Service Agreement

 

Thank you for choosing JB Tutoring. We are honored to support your student’s academic growth, confidence, and overall development. Our goal is to provide high-quality tutoring and mentorship in a safe, respectful, and well-organized environment.

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By beginning tutoring services with JB Tutoring, families agree to follow the policies below. These policies help ensure a positive experience for students, families, tutors, and the JB Tutoring team.

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1. Overview of Services

 

JB Tutoring provides one-on-one and small-group tutoring services for students in a variety of academic subjects, test prep, executive functioning, study skills and organization, along with college application support.

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Tutoring sessions are typically offered in 1-hour, 1.5-hour, or 2-hour blocks. Sessions may take place in person, online, or at another mutually agreed-upon location, depending on the student’s needs, tutor availability, and family preferences.

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Tutors help students clarify concepts, work through academic challenges, build confidence, develop study strategies, and strengthen organizational habits. Tutoring is intended to support student learning, not replace the student’s own effort or responsibility.

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2. Family and Student Responsibilities

To help students get the most out of each session, students should arrive prepared and ready to work. Students should bring or have access to any relevant materials, including homework, class notes, textbooks, worksheets, study guides, writing utensils, calculators, laptops, or other required school materials.

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If a student does not have sufficient materials from school, the family is primarily responsible for acquiring or providing appropriate materials. Families are welcome to collaborate with the tutor (or Jaclyn) on this when helpful or needed.

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Students are expected to actively participate in their tutoring sessions. Tutors may guide students, explain concepts, model problem-solving strategies, and help students practice skills, but tutors may not simply complete assignments for students.

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Families are encouraged to communicate relevant updates with the tutor, such as upcoming tests, missing assignments, teacher feedback, schedule changes, accommodations, or concerns about the student’s progress.

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3. Academic Integrity

JB Tutoring is committed to supporting honest learning and long-term student growth.

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Tutors may help students understand concepts, study for exams, organize assignments, brainstorm ideas, revise written work, and develop stronger academic skills. Tutors may not complete homework, write essays, take quizzes or tests, impersonate students, provide unauthorized assistance, or help students violate school academic-integrity policies.

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For writing assignments, college essays, and application materials, tutors may provide guidance, feedback, editing support, brainstorming assistance, and structural recommendations. The student’s work should remain their own.

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4. Scheduling

JB Tutoring uses Teachworks for scheduling, session tracking, and billing. Families and tutors are responsible for keeping their Teachworks account and calendar accurate and up to date.

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Most families schedule tutoring 1–3 times per week with the same tutor on consistent days and times for the duration of the school year. A regular schedule helps create consistency for the student, family, and tutor.

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Once a family has been matched with a tutor, the family and tutor may communicate directly about routine schedule changes, such as rescheduling, canceling, or adding sessions. However, any recurring schedule changes, major concerns, tutor changes, or billing-related questions should be directed to Jaclyn.

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Families and tutors are expected to make sure any schedule changes are accurately reflected in Teachworks. Again, Teachworks is the main system JB Tutoring uses to track completed sessions, process billing, and confirm tutor hours.

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5. Communication

Once a tutor match has been confirmed, families and tutors may exchange contact information, such as phone numbers and email addresses, for scheduling and session-related communication.

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For minor students, tutors may text or email directly with the student only if a parent or guardian is included on the message thread. Tutors should not communicate privately with minor students through personal social media, direct messages, disappearing-message apps, or any communication channel that excludes the parent or guardian.

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Communication between tutors, students, and families should remain professional, respectful, and tutoring-related.

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6. Cancellations

JB Tutoring requires at least 24 hours’ notice for cancellations or rescheduling.

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If a family cancels or reschedules a session less than 24 hours before the scheduled start time, the family will be charged for the session in full. This policy exists to respect tutors’ time and financial security.

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Exceptions may be made for family emergencies, sudden illness, severe weather, or other unforeseen circumstances. JB Tutoring reserves the right to determine whether a late cancellation may be excused.

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Repeated late cancellations, missed sessions, or scheduling issues may result in a required schedule adjustment or discontinuation of services.

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7. Make-Up Sessions

If a session is missed, canceled, or rescheduled, the tutor and family should make a good-faith effort to schedule a make-up session when appropriate.

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For the student’s benefit, JB Tutoring recommends making up missed sessions within two weeks whenever possible. Make-up sessions are subject to tutor availability and are not guaranteed.

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8. Running Late

If a tutor is running late, they should contact the family as soon as possible by call, text, or email. If the tutor arrives late, the tutor is expected to provide the full scheduled session length whenever possible. If the tutor cannot stay later due to another commitment, the family and tutor may arrange to make up the missed time in the future.

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If a student or family is running late, the family should contact the tutor as soon as possible. If the student arrives late, the session will still end at the originally scheduled time unless the tutor is able and willing to stay later.

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If the tutor receives no response from the family or student within 15 minutes of the scheduled start time, the tutor may leave, and the family will still be charged for the session in full.

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9. Online Tutoring

Online tutoring sessions should take place in a quiet, appropriate, and distraction-limited environment.

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Students should be prepared with the necessary materials before the session begins. Students should join the session on time and be ready to participate.

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Students and tutors should be appropriately dressed and visible on camera unless otherwise agreed upon. Parents or guardians of minor students should remain reasonably available during online sessions.

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Online sessions may not be recorded unless all required parties have given prior consent.

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If a student has technology issues, the family should contact the tutor as soon as possible. Depending on the circumstances, the session may be continued, rescheduled, moved to another platform, or billed according to JB Tutoring’s cancellation and late-arrival policies.

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10. In-Person Tutoring

In-person tutoring sessions are to take place in a safe, respectful, and appropriate tutoring environment. ​The space should be reasonably quiet, clean, well-lit, and free from major distractions. We highly recommend local branches of Austin public library and bookstores like Barnes & Noble. Sometimes coffee shops could be a great option as well.

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Tutors may end or decline a session if they feel unsafe or uncomfortable due to aggressive animals, intoxication, weapons, inappropriate behavior, unsafe conditions, harassment, or any other serious concern. Depending on the circumstances, the session may still be billed.

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11. Conduct and Respect

JB Tutoring expects students, families, tutors, and staff to treat one another with respect.

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Harassment, discrimination, threats, intimidation, abusive language, sexual comments, inappropriate physical contact, hate speech, or unsafe behavior will not be tolerated.

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JB Tutoring reserves the right to discontinue services if a student, family member, tutor, or environment creates a situation that is unsafe, disrespectful, inappropriate, or inconsistent with JB Tutoring’s values and policies.

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12. Mandatory Safety Concerns

JB Tutoring takes student safety seriously. If a tutor or JB Tutoring team member becomes aware of a serious safety concern involving a student, including suspected abuse, neglect, self-harm risk, danger to others, or another urgent concern, JB Tutoring may take appropriate action, which may include contacting a parent/guardian, emergency services, or the appropriate authorities as required by law.

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13. Additional Students

Tutoring sessions are scheduled for the student or students originally agreed upon.

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Students may not invite a friend, sibling, or additional student to participate in a tutoring session unless the family has received prior approval from Jaclyn.

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Sessions with two students are billed differently than individual sessions. Families should notify JB Tutoring in advance if an additional student will be present so the correct rate can be confirmed and applied.

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14. Payments and Billing

Families may pay for tutoring sessions by debit card or credit card through JB Tutoring’s billing system (Stripe, via Teachworks).

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JB Tutoring processes payment on a weekly basis. Sessions processed each week are generally for sessions that took place the week prior. This allows JB Tutoring time to confirm completed sessions, review schedule changes, and ensure families are charged accurately.

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Families are responsible for keeping a valid payment method on file and paying invoices by the stated due date.

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Late payments may incur a $25 late fee for every 10 days the invoice remains overdue. If payment remains unpaid after 30 days, JB Tutoring may pause or discontinue services and may pursue collection or legal action.

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15. Refunds and Billing Corrections

Refunds or account credits may be issued if a family is charged in error, charged the wrong amount, or charged for a session that did not occur and should not have been billed under JB Tutoring’s policies.

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If a session was charged at the wrong rate or amount, JB Tutoring may issue a refund or billing correction and then charge the correct amount.

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Refunds are generally returned to the original payment method.

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16. Tutor Fit and Reassignment

JB Tutoring aims to create strong tutor-student matches based on subject needs, personality fit, availability, location, and learning goals.

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While JB Tutoring makes every effort to create successful matches, tutor fit cannot be guaranteed. If a family, student, or tutor believes the match is not working well, Jaclyn will make a good-faith effort to address the concern or identify a better fit when available.

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Tutor availability may change due to graduation, relocation, schedule changes, illness, emergencies, or other life circumstances. If a tutor becomes unavailable, Jaclyn will make reasonable efforts to provide a replacement tutor as quickly as possible.

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17. Discontinuing Tutoring Services

Families may discontinue tutoring services by notifying Jaclyn and the tutor.

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Any completed sessions, late-canceled sessions, outstanding invoices, or applicable fees remain due.

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JB Tutoring may discontinue services due to nonpayment, repeated cancellations, unsafe conditions, inappropriate conduct, policy violations, poor fit, lack of tutor availability, or if JB Tutoring determines that it is unable to meet the student’s needs.

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18. Non-Solicitation Agreement

JB Tutoring invests significant time and resources into recruiting, screening, matching, training, and supporting tutors and families.

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Families agree not to solicit, hire, or work privately with a JB Tutoring tutor outside of JB Tutoring if the family was introduced to the tutor through JB Tutoring, unless JB Tutoring gives written permission.

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This policy helps protect the integrity of JB Tutoring’s tutor network, client relationships, and business operations.

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19. Privacy and Confidentiality

JB Tutoring respects the privacy of students and families.

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Tutors and JB Tutoring team members may receive access to student academic information, grades, learning differences, accommodations, family circumstances, contact information, and other personal information. This information should be used only for the purpose of providing tutoring services and supporting the student’s learning.

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JB Tutoring may communicate with parents/guardians, tutors, and appropriate team members as needed to coordinate services, support student progress, address safety concerns, or manage scheduling and billing.

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20. Agreement to Policies

By beginning tutoring services with JB Tutoring, families acknowledge that they have reviewed and agree to follow these Family Policies & Service Agreement.

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Failure to follow these policies may result in cancellation of sessions, fees, suspension of services, or discontinuation of the client relationship.

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JB Tutoring may update these policies from time to time. Families will be notified of material changes when appropriate.