Terms and Conditions for KTL Tuition Sessions

(Effective 1st January 2018)

Booking lessons with KTL Tuition means you agree to the terms and conditions set out in this document. Please be sure to read it and ask for clarification of any points you are unsure of.
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• Marie Kelly is the administrator for all tuition. All communications to Marie are either by E: ktl.tuition@kidztherapy.co.nz or M: 021 295 0089
• Please note any communication that impacts on bookings and cancellations must be in writing via email.
• Tutors are prohibited from passing on their mobile numbers, contact addresses or email addresses. Written communications to a tutor can be made via ktl.tuition@kidztherapy.co.nz
• Tutors have no involvement with billing, payments, bookings or cancellations. Contact Marie via email or text/mobile
• Parents are welcome to discuss their child’s tuition, please make an appointment or come along at the beginning or five minutes from the end of a session. Please indicate via email that you wish to do so.

Bookings
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• All bookings must be made by the authorised person (parent/caregiver) who is paying for the tutoring and named the client.
• Bookings are made via the website
• NOTE: A confirmed booking is a legal contract.  The client is liable for all billing that comes from the confirmed booking.

Holidays

• KTL Tuition follows a school year; students should assume there is no tutoring on a public holiday, unless otherwise informed.
• Additional tuition is available in the holiday periods. An administrative fee of $3.0 per individual lesson may be charged  at the discretion of the administrator to cover administration costs.  A separate booking form will be available two weeks prior to each term’s school holidays. Email reminders will be sent prior to the additional tuition sessions.

Administration /resource/photocopying fees

• There is a $10 one-off annual administration fee for all students.  This fee covers the cost to process the application and any incidental costs such as stationery and photocopying. Second subjects incur a fee of $5.00. Any additional subjects do not incur an additional administration fee.

Fees

• KTL Tuition reserves the right to adjust fees from time to time as it sees fit.  Fee changes will be notified to clients via email during the term preceding the fee change.

Tuition

• An ongoing client is someone who attends weekly for an indefinite time on a regular basis, e.g once a week. This runs on a term-by-term basis. Once a time slot has been allocated via the online booking system, it is considered to be a permanent weekly booking until the client cancels it in writing (via email).
• Ongoing clients are invoiced at the beginning of each term, full payments are due within two weeks, KTL Tuition does not have Eftpos.  Payments can be made online (preferred) or by cash but must be in a sealed envelope with the student’s name clearly marked.
• Arrangements can be made to schedule payments, but this must be made with the Accounts facilitator (admin@kidztherapy.co.nz) within three working days from when the invoice is emailed. In the extreme event that fees are left unpaid for 60 days, the invoice will be passed to a credit management agency for recovery and a service charge of 20% of the unpaid invoice will be levied on top of the outstanding tutoring fees.

Permanent Cancellations for ongoing clients

• All permanent cancellations must be made by the authorised client who has an account with KTL Tuition. In the case of school students, it is the parent/caregiver to whom the billing is made. Students cannot cancel or postpone tuition. Older children (Year 11-13) are welcome to inform us of upcoming cancellations but this must be also be followed by an email or text from the parent or caregiver before the cancellation can be confirmed and invoicing ceases.

Extended leave

• Email notification must be made by clients for students who wish to take a break of three or more weeks  (due to travel etc). We require at least one weeks notification prior to the break. KTL Tuition reserves the right to allocate the slot to another student although alternatives will be offered as close to the original booking as possible.

Cancellation due to planned events

• Ongoing clients must inform KTL Tuition of cancellations for planned events as soon as they know of them. Events that fall under the planned event category include school, team and family events.
• Notifications for planned events must be made via email at least two working days prior to the scheduled tutoring session. e.g. a Tuesday lesson should be cancelled the previous Friday at the latest.
• Lessons that are cancelled within the correct timeframe will be offered a make-up lesson offered.  Please note this policy will be strictly adhered to unless there are exceptional circumstances.  

Sickness 

• Please let us know as soon as you can if your son/daughter cannot attend due to ill-health. It is expected this will be at least by ten a.m. on the day of the tutoring. We will do our best to provide a make-up lesson. Please do not expect a make-up lesson if an email or call is made after this time.
• If the tutor has to postpone a lesson due to illness or university obligations,  the lesson will be re-arranged for a time that is convenient for both parties.

Make up sessions

• A make-up lesson will not be given when it is clear that reasonable notice could have been given and was not e.g. school camp, sports events, examinations.
• Any sessions that qualify for a makeup must be activated during the current term.  Under no circumstances will sessions be transferred into the next term.  

Holiday Courses/tutoring

• Students attending holiday courses or extra tutoring must have their invoice settled in full prior to the course date or the extra tuition commences. Cancellations up to a week prior will incur a cancellation/administration fee of 20%. Cancellations received after the commencement of the tutoring will forfeit the entire fee.

KTL reserves the right to cancel lessons at any time, we will do our utmost to give as much warning as possible and refund any outstanding sessions paid for.

School term dates

We follow the standard school term dates as set out by the Ministry of Education.  You can find the term dates on their website.

Thank you,
KTL Tuition. 

KTL Tuition, 642 New North Road, Mt. Albert – 1022.
Email – ktl.tuition@kidztherapy.co.nz