Policies and Procedure

These policies and procedures are designed to ensure a pleasant and productive tutoring session and working relationship between the client and the tutor. 

Please read the form carefully and check the boxes below to indicate you understand each section of the policies and procedures.

A copy of your responses will be emailed to the address you provided. Please save it for future reference. 

These policies and procedures are subject to change. In the event of changes, the client will receive an email advising about the updates.

Session Overview

Tutoring sessions last 1 to 1:15 hours and occur at one of three local library branches: Main Library, Lantana, Greenacres, and Wellington. After a vetting period, in-home sessions can be arranged.

Hours of Operation 

Office Hours

Monday - Friday 10:30 AM - 6:30 PM

Session Hours

Monday, Wednesday, Thursday, Friday 3:00 PM - 5:30 PM 

Tuesday 3:00 PM - 7:00 PM

Saturday 10:00 AM - 4:00 PM

Sunday Closed

Pricing and Payment

Sessions range from $50 to $60 based on the chosen service.

Payments can be made to Triple R Tutoring Services LLC in cash, via Zelle, CashApp, or PayPal. A $1.95 surcharge will be added to PayPal payments.

Sessions can only be purchased as a bi-weekly or monthly package and must be paid prior to the first session for that week or month. TRT DOES NOT accept single session payments

There are no registration or assessment fees. However, please ensure your child is prepared for tutoring with a composition notebook and a folder for tutoring lessons. 

Scheduling

Sessions are typically 1-3 times per week on the same days/times each week. This ensures a consistent, predictable schedule for everyone. 

Needed changes to your child’s tutoring schedule should be communicated to the tutor at least two weeks in advance. With that being said, changes cannot be made unless permissible by the tutor's schedule.

Start and End Times 

Any circumstance that causes the session to start late will take time away from the lesson and cannot always be added to the end of the session. In many cases, sessions still need to end on time. 

If either the tutor or the client is running late, each will contact the other by phone with an estimated arrival time. The tutor will always try to stay for the session’s full hour or come earlier on another session date to make up for the time lost, as long as it works with both parties' schedules.

If the tutor does not receive a response from a client after 10 minutes, the tutor will consider the session cancelled, and the client will still be charged 100% of the session fee.

Furthermore, any delay at the session end time that causes the tutor to be unable to leave the session within five minutes of the end time will be charged to the client at a rate of $2.00 per minute past the scheduled ending time. 

Excessive tardiness on the client's part may result in the termination of services.

Refunds and Roll Over Payments

Refunds will only be given on 4 occasions when a payment has already been made for a tutoring session that ultimately did not take place, and the session could not be rescheduled at a time convenient for both the client and tutor: 

(1) The tutor is unable to attend the session. 

(2) Mutual cancellation due to severe weather advisories 

(3) The client cancels 24 hours before the session.

The client also has the option to roll over these cancelled sessions to the next billing period.

(4) Triple R Tutoring Services LLC has terminated its services with the client.

Cancellations and Rescheduling

(1) Sessions canceled less than 24 hours before the session start time are non-refundable and cannot be rolled over.

(2) Sessions where the child does not arrive at the designated meeting place within 10 minutes of the start time will be canceled, are non-refundable, and cannot be rolled over.

(3) Sessions where the child is not available/prepared for the session when the tutor arrives at the designated meeting place will be canceled, are non-refundable, and cannot be rolled over.

It is in the client's best interest to reschedule the canceled session before the next billing period at a time that works for both the client and the tutor to avoid forfeiting advanced payments.

Reschedules are offered any time before the next billing period if permissible by the tutor's schedule.

Excessive cancellations (2 or more canceled sessions per month) on the client's part or failure to pay the expected session fee for cancellations may result in the termination of services.

Progress Monitoring/Communication

A personalized physical and digital folder will be shared with the client through Google Workspace, which includes the child’s progress monitoring and attendance sheet and any other pertinent information the child may need to continue practicing at home. Sessions are sometimes scheduled back-to-back, and while updates are provided at the end of each session, they are often not as comprehensive as a parent conference. Therefore, it is recommended that the client review these documents each week to be abreast of the child's progress in tutoring.

Parent Conferences

Conferences will be scheduled after enough data points have been accumulated to truly begin to assess the child’s progress. This usually occurs between 8 and 16 weeks of tutoring.

Conferences will be scheduled during the session time. These conferences take no longer than 15 minutes and will occur during the first or last 15 minutes of the session. Bear in mind that sessions that have built-in conferences are still charged at the full rate.

Initial Assessments

Two forms of initial assessments are required: (1) Most recent academic data from iReady, Reading Records, and FAST or STAR assessments administered by the school. Please retrieve these detailed reports from your child’s teacher or from SIS before the first scheduled session, or provide the teacher with my email if you would like him/her to communicate with the tutor about your child’s assessments. (2) If the detailed reports cannot be obtained from the teacher, Triple R Tutoring will administer an initial baseline assessment that includes reading records and phonics using research-based programs trusted by the district and many teachers.

Homework

TRT rarely assigns homework. (1) It is not a necessary component to the framework of the lessons and does not impact the growth your child will make during their time of tutelage. (2) Homework is already given at school. More homework will only breed stress and create an atmosphere similar to school, where your child may already have a negative attitude towards learning and homework. TRT prefers your child to associate their time with the tutor as a safe space to make mistakes and learn in a structured but relaxed and fun way, instead of arriving for the session feeling resentment or concern over incomplete or incorrect homework.

The best way to support your child in reading at home is through authentic reading for 35-40 minutes each day, Monday through Thursday, or 20-25 minutes each day per week. They should practice and notice the strategies and skills learned in school and in tutoring while they read. Studies show that just 20 minutes of reading each day per year places a student at the 90th percentile of reading test scores. Good readers spend more time reading each day, encountering many more words than poor readers. Please make a commitment to have your child read as much as possible and read high-quality books (fewer comic books/graphic novels and more classic picture/chapter and non-fiction books).

Holidays and Time Off

Any tutoring session that falls on the days listed below will be missed, cannot be made up, and will not be charged to the client. Sessions falling on holidays not listed below, when the public library is closed, will be rescheduled. 

New Year's Eve and New Year’s Day

Good Friday

Memorial Day

Independence Day

Thanksgiving Day

Christmas Eve and Christmas Day 

The tutor will notify clients 2 weeks in advance of any vacation time they have scheduled outside of the holiday breaks listed above.

Extended Break and Hold Fees 

An extended break is defined as any time off from tutoring lasting more than 2 sessions. If a parent decides to suspend tutoring for an extended length of time (for example, summer break) and would like to preserve their child’s place on the tutor's schedule, a hold fee equal to 50% of the regular rate will be required for each session the student is absent from tutoring.

If a parent elects NOT to pay a hold fee while the student is on an extended break, your space may be given to another family, and there is no guarantee that your child will be able to resume tutoring on the same day once you return. The hold fee is not required for breaks up to 2 sessions. The hold fee is applied starting on the 3rd session of the extended break.

Referrals 

Clients who refer a new student to TRT can earn 1 free session. The referred client/student must attend 1 paid session in order for you to receive the free session.

Termination of Tutoring

Clients may discontinue tutoring services anytime; however, sessions paid for in advance will not be refunded. Attending all sessions before terminating tutoring services is in the client's best interest.

In addition, Triple R Tutoring reserves the right to discontinue tutoring sessions with a client due to excessive cancellations and tardiness, if behaviors consistently and seriously impede the facilitation of learning, or in the event of a breach in this contract on the client's part.

Triple R Tutoring Services LLC Disclaimer 

Triple R Tutoring Services LLC cannot always guarantee a passing score on any assessment the student takes. However, with a 100% success rate based on individual student goals and passing scores on standardized state assessments, TRT can guarantee significant gains in the form of percent increases in scaled scores and achievement levels. 

Client Commitment

If you choose to move forward with Triple R Tutoring Services, you must be willing to commit to and contribute to your child's learning beyond tutoring by monitoring attendance and tardiness to sessions, encouraging reading at home, reinforcing skills, building your child's confidence, and limiting screen time.

Effective Date: April 23rd, 2025