BRAINBOOST PAYMENT AND CANCELLATION POLICIES 2016-2017

PAYMENT POLICIES IN A NUTSHELL:
One-on-one tutoring is $75.00 per hour.
Payment is by cheque, cash or e-transfer.
Payment is due in advance of services by way of monthly prepayments.
No refund for cancelled services. Any credit may be used within 6 months of cancellation.

CANCELLATION POLICIES IN A NUTSHELL:
Cancellation with no charge must be made 24 hours prior to the date and time of tutoring session.
Cancellations must be made during business hours by phone or email or online within 24 hours.
There is a $75.00 charge for a late cancellation after the 24 hour deadline.

PAYMENT POLICY DETAILS:

TUTORING:
Tutoring session fees are due in advance of their scheduled time.
In order to secure an ongoing regular spot, we require monthly prepayments.
Monthly prepayments are not refundable, but are transferable to other BB products.
In order to secure a spot, we require a deposit of $300.00 per weekly session reserved prior to booking.

PODS (small group classes):
Payment for Pods is due at the time of booking and serves to reserve your spot in the Pod.
Pod prices vary.

BILLING:
Each month clients receive a statement of account by email on the 23rd of the month. This account will show you the amount, if any, owing as of that date, the amount owing for the upcoming month (this is the amount due for prepayment) and the total amount owing for the month beyond that. This allows the client a week in which to make payment prior to the 1st of the upcoming month.

METHODS OF PAYMENT:
Payment can be made by cheque, cash, or e-transfer. We do not take credit or debit cards.

For e-transfer instructions, please contact us at 604-723-0904 or email admin@brainboosteducation.com.

RECEIPTS FOR PAYMENT:
Once a payment has been processed by our front desk, a client can view and print a receipt through their BrainBoost Community Financial account (www.community.brainboosteducation.com). Please let us know if you have any trouble accessing or printing receipts.

ACCOUNT CREDITS:
Credits will remain on a client’s account for 6 months after the last date of service delivery. Although we do not issue refunds for cancelled services, we do offer transfers for alternate services. Please ensure you use your credited amount within this 6 month time frame. All study space hours expire the second week of August of the school year in which they were purchased. For example, a 10 hour pay-as-you-go study space pass purchased on October 1st, 2016 would be valid until August 11th, 2017.

NSF CHEQUES:
We charge a $25 administration fee for cheques or EFT returned to us as NSF.

THIRD-PARTY GOVERNMENTAL PAYMENTS:
In some cases, client’s services will be paid for in full, or part, by Governmental Funding, through MCFD, BC School Districts and other institutions. BrainBoost requires proof in writing that we have been approved as a service provider for the particular student and a specification of the amount of money that has been allocated, as well as any corresponding timeline requirements.

Please note:
*Clients are responsible for renewing funding on time and ensuring that regular funding comes through to BrainBoost to cover the services booked. If calculations are done incorrectly and funding is not adequate to cover services rendered, the client is ultimately responsible to pay the entirety of the account.
*Many funding sources will not pre-pay for services, yet BrainBoost requires prepayment for all services booked. For this reason, we ask the families to pay the initial prepayment to cover a full month’s worth of services. If we are able to get on a prepay cycle with the Funding provider, we can credit the initial payment back to the family.
*An administrative charge of $10.00 per month will be applied to all Third-Party accounts*

SPECIAL PAYMENT PLANS:
If a client is unable to follow the policies and procedures listed above, they can talk to a Smooth Operator about being considered for a special payment plan. We will communicate with the client about their needs, devise a special payment plan that works for both parties, and complete a form to record our understanding in writing.

*An administrative charge of $50.00 will be applied to any special payment plans*

AUTOMATICALLY GENERATED EMAILS: “Statement of Account”
Our computer system checks on a nightly basis to see if (according to bookings and account balances) we expect anyone to run out of money in the next fifteen days. If so, it sends an e-mail to that client with a Statement of Account and a suggested payment amount to cover services expected be delivered in the current and following month. In order to keep their account from showing a negative balance, clients can bring in a cheque for the suggested amount at any time within 15 days of receiving the statement.

Please note: This Statement of Account is a snapshot of the state of the account at a particular point in time. If additional sessions are booked after the statement is generated, the required payments will change.

ACCOUNTS IN ARREARS:
If clients are behind in payment, we will attempt to get in touch with them to settle the account.
If a client has more than $150.00 owing and we are unable to connect and create a suitable payment arrangement, sessions will be cancelled.
If we are still unable to recover the funds beyond this point, the account will be referred to a collection agency.

CANCELLATION POLICY DETAILS:
BrainBoost is committed to providing the best possible experience for you and your child. In order to keep our class sizes small, and a well-functioning environment, including adequate staffing, an extensive amount of organizational and administrative work is required. When students withdraw from sessions, classes and programs, reorganization is necessary, along with appropriate accounting, administrative, and staffing procedures. For these reasons, the following cancellation policies apply.

TUTORING CANCELLATION POLICIES:
You may cancel any one-on-one session with at least 24 hours’ notice. A session cancelled after the deadline will be charged at $75.00. To cancel, log into your BrainBoost community account or contact us during office hours:
o Phone: 604-723-0904
o Email: admin@brainboosteducation.com

Please note that cancellations must be made at least 24 hours before your scheduled session regardless of whether you phone, send an email or cancel online. For voicemail and email, we will reference the time that the email or phone call was placed.

In order to reserve the tutor’s time for the year, we require monthly prepayments, and a commitment to attending regularly. While we recognize that from time-to-time a student needs to cancel a session due to other commitments, if a student’s attendance is intermittent, we will be unable to hold the weekly spot.

For tutoring sessions scheduled on Mondays or Tuesdays after Statutory Holidays, phone and email cancellations must be received prior to 4:00 pm on Saturday.

We understand that sometimes students fall ill. In the event of sickness, cancellations must still be made at least 24 hours in advance of the session time. We commit to paying our tutors for all booked sessions that aren’t cancelled with notice, so if we made exceptions when clients are ill, BrainBoost would still need to cover the costs. This would not be financially feasible for us, particularly during cold and flu season when many students are sick. Please do your best to predict when a session will need to be cancelled and let us know 24 hours in advance so we can cancel the session without charge.

From time to time a tutor has to cancel due to sickness. We will do our best to find you an alternate tutor for that day or reschedule your existing tutor wherever possible. If neither is possible, the session is removed from your account and there is no charge. We also offer free use of our study space during the session time in which the tutor was absent.

For students who wish to cancel their weekly tutoring sessions ongoing, we require one month’s notice. Monthly prepayments are not refundable if a student cancels ongoing.

STUDY SPACE CANCELLATION POLICIES:
Pay-by-the-hour study space passes are non-refundable, but are usable until the end of the current school year.

POD CANCELLATION POLICIES:
If a student registers for a pod and then decides to withdraw prior to the start of the pod, they can be refunded the full cost of the class minus the cancellation fee (see below).

If a student withdraws from a POD and transfers to another POD, after the tryout time has expired, the same cancellation charges apply to cover the cost of the extra time required by our administration and tutor to integrate the student into the new POD.

For core academic and extra curricular credit pods, a student may withdraw up to 14 days after the start of the pod and receive a full refund for the class minus the cancellation fee. After that time, the fees are non-refundable.

For after school fun pods, a student may withdraw up to 7 days after the start of the pod and receive a full refund for the class minus the cancellation fee. After that time, the fees are non-refundable.

For summer academic credit pods, a student may withdraw up to 7 days after the start of the pod and receive a full refund for the class minus the cancellation fee. After that time, the fees are non-refundable.

For week long fun pods, there is no refund once the pod has started.

POD CANCELLATION FEES:
$100.00 for all pods over $1,000.00
$50.00 for all pods over $500.00
$25.00 for all pods under $500.00