Statement
Smart Learners Academy (SLA) runs as an employment business and is not an agency. Tutors are independent workers (self-employed, sub-contracted Freelancers) acting on behalf of Smart Learners Academy. They are by no means an employee of SLA and provide a service to the client on behalf of SLA.
The following terms and conditions form part of your registration agreement. These have been set in place to ensure a high standard of care. Terms are subject to change. Please read carefully.
Term Dates
Smart Learners Academy follow the Leicester City Council term dates, which the majority of schools in Leicester follow. Our half term dates are based on this to promote equality and fairness to all. We cannot stay open or closed for specific schools which have longer half terms or different INSET days. If Smart Learners Academy is open, and your child’s school has a longer half term. Non-attendance will be classed as a missed session on the parent’s part. However, the work covered in the session will always be emailed along with resources so your child does not miss out.
Punctuality
Please ensure your child is on time for each session. Late arrival may result in a shortened session without adjustment in fees. If you are not present for the session without any prior notification and a change has not been confirmed by the tutor, you will still be charged for the session. If during a session, there is a technical problem with the connection (if online) or an uncontrollable event occurs, Smart Learners will not charge you for that particular session, the session will be rearranged or not charged. If a tutor is late to a session, the time will be made up on the same day and session or added onto future sessions.
Fees & Payments
Payment Schedule:
Payment for tutoring services is due in advance or as agreed upon at the start of the tutoring arrangement. Sessions must be prepaid to confirm the booking. This is a fixed contract and not a pay-as-you-go service.
All service users will receive their half-term invoices via email prior to the due date. It is the parent’s/Guardian’s responsibility to read emails as this is the main communication between SLA and parents.
Parents with siblings booked at Smart Learners can pay their fees in 2 separate installments. During longer half terms (7/8 weeks) Smart Learners can offer a payment plan to all parents, should you wish to use this service, please discuss this with Reena Borsana before issuance of the invoices. Please note any payment paid in advance will secure your child’s place for that many weeks only.
Deposit Fee:
Parents are required to pay a deposit fee of £25 when enrolling their child. This fee reserves the child’s space throughout the academic year and is refundable upon providing three weeks’ term-time notice to terminate services.
Please note holidays do not count.
For example: For a 6-week half term, Smart Learners need to be notified on week 3 of the term. It does not count if you notify Smart Learners on week 4, 5 or 6.
Pre Payment Requirement
If a session is not prepaid in advance, the tutor will not arrive for the scheduled session.
Refund Policy
Payments are non-refundable, except under circumstances outlined below.
Cancellation
If a session is cancelled by the parent/guardian less than 24 hours before the scheduled time, it will be considered a missed session and the parent will still be charged.
One Free Cancellation
Parents are allowed one free cancellation per academic year, this will be one session only, provided that the cancellation is communicated before the term has started and before the invoice has been sent out. If payment has already been made and a refund is requested, a transaction fee from the bank will apply, and parents will be charged according to the bank’s rate at the time of processing.
Tutor-Initiated Cancellations
If the tutor cancels a session, the tutor will offer to reschedule the session within the same half-term. If a suitable time cannot be arranged, the parent will receive a refund for that session.
Missed Sessions
No refunds will be given for missed sessions. However, it is at the tutor’s discretion to
reschedule the missed session within the same half-term. If the tutor agrees to reschedule,
the session must be conducted within the current half-term and cannot be carried over to
the next.
Sessions are per half term and any missed sessions – due to: celebrations, birthdays, parties, festivals, holidays booked etc- cannot be carried over into the following term or given as credit. The term cannot be made shorter if you are going on holiday you still need to pay upfront for the full term.
Deposit and Refund Restrictions:
If you are uncertain about your child’s teaching and learning via a group session, teachers on the first day get a good sense of whether group tuition is right for your child, all children are different and in the case group sessions do not work for your child then we would happily advise on an alternative.
Transaction Charges
For any refunds processed from the parent’s side, a transaction fee will be applied at the bank’s rate at the time of the refund.
Tutor's Discretion
The tutor reserves the right to cancel or reschedule a session with prior notice. In such
cases, a make-up session will be arranged within the half-term, or a refund will be provided
if rescheduling is not possible.
Safeguarding Policy
Whilst your child is with Smart Learners Academy it is everyone’s responsibility (parents,
staff, and volunteers) to ensure the safety of each child.
Smart Learners Academy is committed to the welfare and protection of all the children in
our care. Safety and welfare of the child is paramount. We aim to support adults where
necessary to help them with their parenting skills and provide tips, to ensure the child’s
needs are met. However, when abuse is suspected, and the child is at the risk of harm the
Area Child Protection Procedures would be followed, and the Leicester City Social Care and
Health Authority would be contacted.
Smart Learners Academy has a child safeguarding policy and statement. This can be
viewed on our website – www.smartlearnersacademy.co.uk or a virtual/paper copy can be
requested.
To ensure the safety of your child, all the freelance tutors have gone through specific right to-work checks including a valid DBS, Safeguarding training, approved references and ID
checks. A Code of Practice Policy for tutors has also been put in place this can be viewed on
our website- www.smartlearnersacademy.co.uk
CCTV & Video Recording
Sessions could be recorded to protect the safety of your child. These recordings will not be
shared with anyone unless there is a concern and will be used as evidence to the relevant
parties.
Footage is saved for up to 30 days and are reviewed in case of incident, safety breach or
any other situation deemed necessary by Smart Learners Academy. It’s important to note
that the captured footage is treated with utmost sensitivity and privacy. Only authorised
individuals, have access to the footage. This measure ensures that the children’s privacy is
protected, and the information remains confidential, maintaining a safe and secure
environment for all involved. Information obtained through video monitoring or recording
will only be released to UK authorities on receipt of legal request. Smart Learners
Academy are prohibited from using or disseminating any of the information acquired from
the video equipment, except for official purposes.
Liability
Smart Learners Academy accepts no liability for any pecuniary or other loss suffered by
you arising directly or indirectly as a result of Smart Learners Academy being temporarily
closed or the non-admittance of your child to Smart Learners Academy for any reason.
Smart Learners Academy accepts no responsibility for your child whilst in your care on the
Smart Learners Academy premises, e.g. Prior to arrival or after pick-up.
Public Liability and Indemnity
Smart Learners hold a Public Liability and Indemnity Certificate.
Homework/Feedback/Marking
Homework is optional, and will be provided to all parents via email with feedback about what was covered in the lesson. If you wish to send homework back to the tutor, please send it at least 3 days in advance or the day set for your child, so this can be marked.
The answers will be provided in the feedback email, children can self-mark or parents can mark for their child/children. If there is something specific the child struggles with during homework time then please let the tutor know so this can be factored into their planning and delivering of sessions.
When the tutor marks work, they will give verbal feedback directly to the child in the next lesson, or if there is something that requires additional support the parent will be notified. If there is no feedback, this means the child is working at the expected level with no concerns and has understood the work. If you would like the marked work back every week. Please request this from your tutor.
Cover Teacher
If your child’s regular teacher is absent, Smart Learners Academy will aim to provide a qualified cover teacher in place for the relevant subject, sessions can be changed to online or to a different location for this reason.
Our Values & Building a Culture of Mutual Respect
Smart Learners Academy believes that everyone has a voice and has a right to be listened
to. We thrive to work in partnership building mutual respect and tolerance. However, any
parents and carers threatening or using violence against any staff member will be
immediately banned from the premises, the online session can be disconnected and Smart
Learners Academy reserves the right to terminate a child’s place with immediate effect.
The same will apply to parents using any form of violence and verbal threats against each
other. This includes intimidating behaviour on the premises.
If the action is off premises but within the immediate vicinity then parents in question will
be given one written warning. If it is repeated then children’s contracts will be terminated
and we will seek support from Local Authorities.
Smart Learners Academy operate on a zero-tolerance policy.
Contact Us
In the interests of the smooth running of Smart Learners Academy, respectfully request that should you wish to speak to Reena Borsana, or any of our tutors please arrange this as an appointment and not in the session time.
Contact hours for Reena Borsana – 9am -3pm
Phone: 07802545594 (to get a quicker response, use WhatsApp when you can)
Email: info@smartlearnersacademy.co.uk
Should you need to contact Reena Borsana outside of her contact hours, please leave an
answer message, voice note, text message, or WhatsApp message and she will aim to
contact you back within her contact hours.