Clairmont Advanced Education Center Service Policy
Effective April 14th, 2024
At Clairmont Advanced Education Center, we are committed to providing your child with consistent, high-quality tutoring to ensure their academic success. To facilitate this, we have established the following service policy. This detailed policy provides a comprehensive overview of the expectations and procedures regarding billing, cancellations, and reservations, helping to maintain clarity and consistency in our services.
Reservations and Renewals
Commitment Periods: Parents are required to reserve their child’s tutoring sessions in advance in predetermined 4-week blocks, ex. 4, 8, 12 weeks, etc. It’s important to note that your reservation secures your child’s timeslot only for the duration you have selected. You are responsible for the payment of your reserved weekly sessions during your commitment period, irrespective of attendance. You are not responsible for payment of your reserved weekly session on any day that Clairmont Advanced Education Center is closed. If you need to miss a scheduled appointment, you have the flexibility to reschedule, provided you give us a 24-hour notice. Any rescheduled sessions must occur before the original commitment period you have reserved ends. No refunds or credits will be issued if your missed appointment is not rescheduled.
Reservation Limits: Once your reserved period ends, the timeslot immediately becomes available for other parents to book. For example, if you reserve a slot starting January 1st for four weeks, another parent can reserve the subsequent time slot starting from the fifth week onwards, as early as January 2nd.
Proactive Reservations: To maintain continuity in your child’s tutoring schedule and to secure your preferred timeslot, we encourage you to thoughtfully consider the length of the reservation period. It is advisable to reserve for a longer duration if you anticipate ongoing tutoring needs.
Managing Your Renewals: It is the responsibility of the parent to monitor their reservation duration and to renew or extend it as needed. As we are near the end of your commitment period and if your reserved hour is still available, we will reach out to offer you the chance to renew it for another term in increments of 4-week blocks. Please note, we recommend keeping track of your reservation’s end date and making any necessary extensions in advance to avoid any interruptions in your child’s tutoring schedule.
Payment Schedule: Full payment for each upcoming week is required to secure your child’s spot for that period. Timely payments are essential to maintain the continuity of your reservation and support the dedicated services we provide.
By understanding and utilizing our reservation system effectively, you can ensure that your child receives consistent and uninterrupted tutoring sessions at Clairmont Advanced Education Center. We appreciate your attention to these details, which help us provide a seamless educational experience for all our students.
Cancellation and Rescheduling
Notice Requirement: If your child is unable to attend a scheduled tutoring session, we require at least 24 hours’ notice to accommodate a reschedule. This allows us to manage our tutors’ schedules effectively and potentially offer the slot to another student.
Rescheduling a Session: With the appropriate notice, we will work with you to reschedule the missed session based on available timeslots. Rescheduling is subject to tutor availability and may not always align with your preferred times. Any rescheduled sessions must occur before the original commitment period you have reserved ends. No refunds or credits will be issued if your missed appointment is not rescheduled.
Late Cancellations and No-Shows: Cancellations made less than 24 hours before the scheduled session or failure to attend a session without notice will result in the forfeiture of that session without eligibility for a makeup session or refund.
Vacation Policy: If you plan to be on vacation or know you will be absent during your commitment period, it is essential to inform us in advance. However, please note that you are still responsible for the payment of your session reservations during your absence to maintain your child’s reserved slot. You are able to reschedule your missed appointments (please refer to “Rescheduling a Session” above.) If you choose not to pay for the sessions during your vacation or absence, your reserved spot will be released and made available to other parents. This may result in the loss of your preferred timeslot upon return.
Billing and Payments
At Clairmont Advanced Education Center, we offer flexible payment options to accommodate the preferences of our families while ensuring that our administrative processes support our commitment to providing high-quality education.
Tutoring Session Payments:
Payment Timing: Payments for tutoring sessions must be made before the session begins. This policy helps us maintain a structured schedule and ensures that our resources are allocated efficiently.
Invoice Options: Parents have the flexibility to choose how they receive invoices for tutoring sessions. Options include weekly, monthly, or every 12 weeks.
Discount for 12-Week Commitment: We offer a 10% discount to parents who choose the 12-week invoicing option.
Class Payments:
Monthly Payments: All classes must be paid for in advance by the month, regardless of attendance. This policy ensures that we can plan effectively and maintain the high quality of our classes.
Bootcamps and Workshops:
Advance Payment: All bootcamps and workshops must be paid for in advance, before the start of the session. Advance payment secures your child’s spot and allows us to prepare the necessary materials and resources for an engaging and effective learning experience.
Summer Camp:
Weekly Invoices: Summer Camp fees are invoiced weekly, and payment is due by Sunday before the upcoming week of camp begins. This system helps in managing the dynamic nature of the summer camp scheduling and ensures that every child has a reserved spot for their fun and educational experience at our camp.
Payment Methods
All invoices for Clairmont Advanced Education Center’s services are sent to parents through QuickBooks-generated emails containing a link to pay. To streamline our billing process and maintain financial clarity, we offer the following online payment options:
Debit/Credit Card Payments: You can easily pay your invoice using a debit or credit card. This method provides a quick and secure way to process your payments directly through the QuickBooks invoice.
Bank Transfers: If you prefer, payments can be made via bank transfer. This option allows you to directly transfer the due amount from your bank account to ours, ensuring a secure and efficient transaction.
Please note that we do not accept cash or checks as forms of payment. Our online payment system is designed to provide a convenient, fast, and secure way to manage your financial commitments to our services.
Discounts and Referral Bonuses
At Clairmont Advanced Education Center, we value our community and seek to offer rewarding opportunities for our engaged and committed families.
Classes Discount: Parents of students currently enrolled in our private tutoring program are eligible for a 50% discount on our classes. This discount is our way of expressing gratitude for your trust in us and to encourage a comprehensive educational experience for your child.
Referral Bonus: We offer a $50 referral bonus to parents who refer new clients to our services. The $50 bonus will be applied as a credit to your next invoice once the initial payment is received from the referred new student.
We are here to support your child’s educational journey. If you have any questions or need assistance with your reservation, scheduling, or payments, please do not hesitate to contact us.
Thank you for choosing Clairmont Advanced Education Center. We are dedicated to fostering a supportive and impactful learning environment for your child.