Policies and Procedures

Tutoring Services Agreement

This Tutoring Service Agreement outlines the policies and procedures for OC Learning Edge.

WHEREAS, OC Learning Edge is dedicated to providing high-quality tutoring services and maintaining a positive learning environment;

WHEREAS, the Parties recognize the importance of clear policies and procedures to ensure a productive and respectful learning environment for students and their parents or guardians;

WHEREAS, OC Learning Edge has outlined detailed policies and procedures encompassing payment, billing, scheduling, cancellation, rescheduling, refunds, communication procedures, code of conduct, grievances, student data privacy, safety protocols, feedback collection, evaluation procedures, and termination of services;

WHEREAS, OC Learning Edge strives to maintain transparency, respect privacy, and prioritize the safety and well-being of its students;

WHEREAS, the Client acknowledges receipt and understanding of the OC Learning Edge Policies and Procedures, as well as the specific policies on payment, billing, scheduling, cancellation, rescheduling, refunds, media release, communication procedures, code of conduct, grievances, student data privacy, safety protocols, feedback collection, evaluation procedures, and termination of services;

NOW, THEREFORE, in consideration of the mutual covenants contained herein and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereby agree as follows:

Article 1: Services

OC Learning Edge, a dedicated provider of educational excellence, commits to delivering comprehensive tutoring services to the Client. The provision of these services is governed by a set of meticulously crafted policies and procedures, ensuring a seamless and enriching learning experience for the enrolled students and their parents or guardians.

In adherence to the established guidelines, OC Learning Edge pledges to offer educational support and guidance in various subjects and skill areas. The tutoring services encompass private, semi-private, and group lessons, each tailored to meet the unique needs of the individual student or the collective group.

The foundation of our commitment lies in the comprehensive set of policies and procedures, encapsulated within the documents titled “Payment, Billing & Scheduling Policy,” “Cancellation, Rescheduling & Refund Policy,” “Media Release Policy,” and the overarching “OC Learning Edge Policies and Procedures.” These documents serve as the roadmap for both OC Learning Edge and the Client, providing a clear framework for the engagement.

The tutoring services extend beyond traditional academic subjects, embracing a holistic approach to education. Whether the student seeks assistance in mathematics, language arts, or specialized skill development, OC Learning Edge aims to foster an environment that nurtures intellectual curiosity and academic growth.

Moreover, the tutoring services are not confined solely to the academic realm. OC Learning Edge recognizes the importance of holistic development and offers guidance in study skills, time management, and effective learning strategies. The objective is to empower students with tools that extend beyond the immediate academic challenges, preparing them for a lifelong journey of learning.

By availing OC Learning Edge’s tutoring services, the Client gains access to a team of qualified and dedicated educators who are committed to the success of each student. The tutoring sessions are designed to be dynamic, engaging, and tailored to the unique learning styles and preferences of the individuals involved.

Article 2: OC Learning Edge Policies and Procedures

Welcome to OC Learning Edge! We are dedicated to providing high-quality tutoring services and maintaining a positive learning environment. To ensure clarity and understanding, we have outlined the following policies and procedures for students and their parents or guardians:

Private and semi-private lessons can be scheduled by contacting us via phone or text.
For private, semi-private, and group classes, payment is typically due in advance on a monthly basis. It is recommended to purchase a package of 5 or 10 classes at a discounted price.

Article 3: Payment, Billing & Scheduling Policy

Welcome to OC Learning Edge! We are dedicated to providing high-quality tutoring services and maintaining a positive learning environment. To ensure clarity and understanding, please acknowledge the payment, billing, and scheduling policies and procedures:

Private and semi-private lessons can be scheduled by contacting us via

phone or text. Group classes can be conveniently scheduled online through our website.

For these ongoing private and semi-private classes, payment is typically due in advance on a monthly basis. It is recommended to purchase a package of 5 or 10 classes at a discounted price.
Payment for a group, 8-week session class is required in advance, before the sessions commence. If a student joins the session at a later date, the cost will be adjusted accordingly through proration
Payments will be made securely online through our website, or in person during our operating hours.
Late payment may result in a late fee or suspension of tutoring services
Upon payment, receipts will be issued as proof of payment for record-keeping purposes; electronic copies of receipts can be provided upon request.

Article 4: Cancellation, Rescheduling & Refund Policy

To cancel or reschedule a tutoring session, please notify us by a phone call or textmessage at least 48 hours before the scheduled session start time.This allows the tutor to adjust their schedule accordingly.
Failure to provide sufficient notice may result in the session being counted as a missed and completed session.
In the event of an unforeseen circumstance or emergency, please notify thetutor as soon as possible, and a refund or reschedule which will be evaluated on a case-by-case basis.
Students are expected to arrive on time for their scheduled sessions. Late arrival may result in a shortened session, as the tutor may not be able to extend the session beyond the scheduled end time.

Article 5: Media Release Policy

At OC Learning Edge, we prioritize transparency and respect for your child’s privacy. By enrolling your child in our programs, you acknowledge and agree to the following media release policy:

Consent for Photography and Videography:

You grant permission for tutors at OC Learning Edge to capture photographs and videos of your child during their learning activities at our center.

Intended Use:

You understand that these photographs and videos may be used for educational and promotional purposes. This includes, but is not limited to, sharing on the OC Learning Edge website, social media channels, and marketing materials.

Privacy and Safety Assurance:

We assure you that your child’s privacy and safety are our top priorities. OC Learning Edge will exercise responsible discretion when using these images and videos.

Revocation of Consent:

You acknowledge that this consent can be revoked at any time by notifying OC Learning Edge in writing. Upon receiving your written request, we will promptly cease the use of any images or videos of your child.

Article 6: Communication Procedures

It is the responsibility of the parent/guardian to inform the tutor in advance of any anticipated schedule conflicts, vacations, or other events that may affect the regular session schedule.
We do not share personal or confidential information without proper consent. Student information and academic progress are treated with the utmost confidentiality.
Any sharing of student information will only be done with explicit consent from parents/guardians.

Article 7: Email Communication

Email is a preferred method of communication for non-urgent inquiries, scheduling requests, and general updates.
Tutors, students, and parents/guardians are encouraged to use the designated email addresses provided by OC Learning Edge.
We strive to respond to emails within 24-48 hours during our regular operating hours.

Article 8: Communication via Phone and/or Text Messaging

Phone calls or text messaging are suitable for more urgent matters, immediate scheduling changes, or any concerns that require immediate attention.
Tutors, students, and parents/guardians can contact the designated phone number provided by OC Learning Edge.
We aim to respond to text messaging as soon as possible, and phone calls within 1-2 business days whenever possible.

Article 9: Response Time Expectations

For non-urgent inquiries or general communication, we aim to respond within 24-48 hours.
Urgent matters or time-sensitive requests will be prioritized, and we strive to provide a response as soon as possible, usually within 1-2 business days.
Please note that response times may vary depending on the nature of the inquiry and the availability of tutors and administrative staff.

Article 10: Code of Conduct for Students & Grievances Policy

Students are expected to attend all scheduled tutoring sessions on time and encouraged to be ready and prepared for their sessions to maximize the allocated time

Students are expected to exhibit respectful behavior towards tutors, staff, and fellow students.
Students are expected to be active in the learning process, ask questions, and seek clarification when needed.
Students are expected to cooperate with the tutor and follow their instructions and guidance.
Students are expected to engage positively in group activities and discussions, promoting a supportive and inclusive environment.
Any violation of the code of conduct may result in disciplinary action, including termination of tutoring services.

Grievances:

If there are concerns or grievances regarding tutoring services, we encourage open communication between parents/guardians, students, and the administrative team.
Please address any concerns or conflicts promptly and constructively, following the designated communication channels.
Any concerns or issues raised by students, parents/guardians, or tutors will be addressed promptly and professionally.
We will investigate and take appropriate actions to resolve concerns, including implementing corrective measures or providing additional support as needed.

Consequences of Violating the Code of Conduct:

First Offense: A verbal reminder and discussion regarding the violation
Second Offense: A written warning emphasizing the importance of adhering to the code of conduct.
Third Offense: Suspension of tutoring services for a designated period, with a review of reinstatement eligibility.
Severe or repeated violations may result in termination of tutoring services.

Article 11: Consequences of Violating the Code of Conduct

First Offense: A verbal reminder and discussion regarding the violation.
Second Offense: A written warning emphasizing the importance of adhering to the code of conduct.
Third Offense: Suspension of tutoring services for a designated period, with a review of reinstatement eligibility.
Severe or repeated violations may result in termination of tutoring services.

Article 12: Student Data Privacy and Confidentiality Policy

Collection and Use of Student Information:

We collect and retain student information only for legitimate educational purposes and to provide effective tutoring services.
The information collected may include student names, contact details, academic records, progress reports, and any other relevant data necessary for personalized instruction.
We use student information solely for educational purposes, including monitoring progress, customizing instruction, and communicating with students and their parents/guardians.

Data Storage and Protection:

Student data is stored securely in electronic and/or physical formats.
We employ industry-standard security measures to protect student data from unauthorized access, loss, or misuse.
Access to student data is restricted to authorized personnel who require it for educational purposes.

Data Sharing and Disclosure:

We do not share or disclose student information to third parties without the explicit consent of parents/guardians, unless required by law or to comply with legal obligations.
In some cases, we may share student information with tutors or instructors involved in delivering the tutoring services, ensuring they are bound by confidentiality agreements.

Data Retention:

We retain student information for the duration necessary to fulfill educational purposes, as required by law or for legitimate business needs.

Upon the completion of tutoring services or upon request, we securely dispose of student information in accordance with applicable laws and regulations.

Article 13: Safety Protocols

Supervision:

All tutoring sessions will be conducted under the supervision of qualified tutors or instructors.
Tutors will maintain visual and auditory supervision to ensure the safety and engagement of students.
In group settings, adequate tutor-to-student ratios will be maintained to provide effective supervision and support.

Appropriate Behavior:

Students are expected to conduct themselves in a respectful and appropriate manner towards tutors, staff, and fellow students.
Disruptive, disrespectful, or harmful behavior will not be tolerated.
Tutors will establish clear behavior expectations and reinforce positive conduct during sessions.

Emergency Procedures:

In the event of an emergency, tutors are trained to follow established procedures and prioritize the safety and well-being of students.
Emergency contact information for students will be readily available, and tutors will be familiar with any relevant medical conditions or allergies.

Safe Environment:

Our tutoring center will provide a clean and well-maintained environment conducive to learning.
Adequate lighting, comfortable seating, and appropriate learning materials will be available to ensure a safe and productive space.

Article 14: Termination of Services Policy

Termination by the Student or Parent/Guardian

If a student or parent/guardian wishes to terminate tutoring services, we kindly request notice of two weeks in advance.
This notice allows us to address any concerns, ensure a smooth transition, and provide any necessary documentation or progress reports.

Termination by the Tutor:

In rare cases, a tutor may need to terminate tutoring services due to unforeseen circumstances or other valid reasons.
We strive to provide advanced notice to students and parents/guardians whenever possible.
In such instances, we will work together to find a suitable replacement tutor or discuss alternative solutions.

Resolution of Issues:

If there are any issues or concerns that arise during tutoring sessions, we strongly encourage open communication between the tutor, student, and parents/guardians.
Our administrative team is available to mediate and address concerns in an effort to find a resolution that ensures a positive tutoring experience.
If satisfactory resolution cannot be reached, termination of services may be considered as a last resort.

Article 15: Miscellaneous Clauses

Governing Law: This Agreement shall be governed by and construed in accordance with the laws in accordance with the laws of California, United States of America.
Entire Agreement: This Agreement constitutes the entire understanding between the Parties and supersedes all prior negotiations, understandings, or agreements, whether written or oral.

Article 16: Acknowledgment of Policies

Upon accepting services, CLIENTS will sign an agreement acknowledging that they have read, understood, and agreed to abide by the OC Learning Edge Policies and Procedures, Payment, Billing & Scheduling Policy, Cancellation, Rescheduling & Refund Policy, Media Release Policy, Communication Procedures, Code of Conduct for Students & Grievances Policy, Student Data Privacy and Confidentiality Policy, Safety Protocols, Feedback Collection and Evaluation Procedures, and Termination of Services Policy outlined by OC Learning Edge.