Inkwell English Education, LLC Tutoring Policy
Inkwell maintains a website, which is updated periodically. To obtain the most current information, please visit Inkwell’s website at https://inkwelledu.com.
To receive any of Inkwell’s services—tutoring, document editing, or class instruction—you must first complete a registration form. There is a small fee to register.
Contact Information and Communication:
For effective communication, the contact information in your registration form is shared with our business management and classroom learning software. Please activate your account by opening the “Welcome to Inkwell English Education” email sent to the address you registered, click on the link provided, and set up your account. Your student cannot begin tutoring services until your account is activated and a payment method is put on file.
It is imperative that you keep your contact information updated. Notify both your teacher and the office immediately if your phone number, Skype ID, email, or home address changes.
If you write an email, send a text, or leave a voicemail message, please identify yourself, your student’s first and last name, your assigned teacher, and pertinent specific information (like the date and time of a scheduled service) so that we can handle your request efficiently and effectively. Please use the Contact form to request the email address or phone number of the person you wish to get in touch with.
Modification of Policies:
Policies may be modified without prior notice. Such modifications will supersede the terms of this statement. By signing the final page, you verify that you have read and understand these policies and you agree to receive services in accordance with them.
One of Inkwell’s unique advantages is its community of highly skilled, collaborative team members. Teachers meet together to discuss students’ needs and how best to meet them. Teachers may observe each other’s sessions, co-teach sessions, and substitute for one other to provide continuity of services. Parents may or may not be notified in advance of such participation or substitution, but they can be confident that all services are provided under the direction of the primary or a master teacher.
Inkwell’s tutoring services are primarily contracted on a semester basis by subscription. Students enroll in a given semester for a regularly scheduled day and time. Subscription enrollment is for either one-on-one (1:1) or shared (1:2) services. Fall and winter semesters include 12 sessions, and spring and summer semesters include 8 sessions. Students who share services pay a lower rate per person, but they must both enroll with the same learning plan and attend all sessions together. If clients want to enroll for short-term services or need sessions in addition to their subscription plan, they may request à la carte sessions. À la carte sessions may not be shared but may be scheduled at any time of the year that a teacher is available to meet a student.
In order to enroll with a subscription plan for tutoring, students and parents must complete an initial interview. An important consultation for teachers, parents, and students, the interview enables everyone to get acquainted, determines a student’s knowledge level and needs, clarifies expectations, and provides information to create a learning plan. The interview typically lasts around an hour, with additional time for diagnostic assessment. The interviewer then reviews meeting notes, studies the student’s writing samples, checks diagnostic assessments, and drafts an individualized plan of study. Check the website for current fees for the interview and testing.
Within approximately a week of the initial interview, parents will be emailed a report of that interview and any diagnostic testing as well as an individualized learning plan (ILP) for their student. It will propose a teacher, course of study, materials to be used for a term of instruction, and a payment plan for parents to approve. Once agreed to by parents and a teacher, the learning plan will not be altered without the written consent of the teacher, parent(s), and administrator. A 14-day advance written notice is required to consider requests to change an ILP. Thereafter, enrolled students will have a quarterly Service Agreement to identify their semester’s plan and goals.
Sessions begin and end promptly, often with several students scheduled back-to-back. To be respectful of everyone’s time, therefore, teachers are required to adhere to the schedule. A tutoring session is 50 minutes, a session and a half is 80 minutes, and a double session is 110 minutes. The ten-minute break between session hours is used to complete lesson notes and prepare for the next student. Parents may want to monitor a tutoring session to ensure that technology is working well, especially for younger children. They may not, however, participate in sessions.
Consistent attendance is paramount for student success. Since sessions begin and end promptly, students should allow ample time to complete a system check and arrive in the virtual classroom at their scheduled time. If students arrive late, accounts will not be credited for any time missed, and the session will still end on time. If your student fails to arrive, the teacher will attempt to contact you but is free to close the classroom after 15 minutes and record it as a missed session. In the unlikely event that a teacher arrives late, the delinquent time will be made up. Interruption of sessions because of technical difficulty will be dealt with on a case-by-case basis.
After each lesson, teachers send notes to the emails on file for parents and students. These notes provide important feedback on student performance, detail what was covered in the tutorial, and list any homework due for the next session.
We respectfully ask that you honor a teacher’s time by keeping communications clear and concise. If you are experiencing a technical difficulty during a session, call your teacher directly to resolve the problem. If you have a simple request like changing your schedule, please email the teacher a minimum of 36 hours in advance of a lesson (See Schedule Changes, Cancellations, and Credits). If you would like to discuss a matter at length, please ask the office to schedule a phone call or videoconference. Every semester you are entitled to a fifteen-minute parent-teacher conference at no charge. A fee of $5 for every ten minutes thereafter will be charged.
Since sessions are remote, you and your teacher should establish an efficient way to contact each other in the event of technical difficulties and agree on a backup plan to continue a lesson if the problem cannot be resolved quickly. Though we will do our best to assist, we do not have an IT department to troubleshoot for you. We cannot be responsible for your devices’ technical issues. No credit will be extended for time diverted from a lesson to help resolve technical issues that are not the fault of our software or server. When there is an Internet crash or a power outage, your teacher will try to reschedule your session at a time convenient for you both. If you cannot work out a time, the minutes missed will not be deducted from your account. All banked session time must be used before the end of a semester.
Invoices and Payments:
Tuition for tutoring services is based on the payment plan chosen and is required in advance, either in a single lump sum or in monthly installments due at the beginning of each month. Regardless of their service plan, all clients are required to have a credit card on file, and charges are automatically drawn from that account according to the terms agreed to in an ILP or Inkwell Service Agreement. Current pricing is posted on Inkwell’s website. If circumstances beyond your control arise and render you unable to meet the obligations of your payment plan, please speak with us so that we can work out a satisfactory arrangement and continue services without interruption. No refunds will be given for charges already applied to your card. Should you wish to stop a subscription, you should notify the office and your teacher in writing and cancel your autopay prior to the date of the next payment.
Schedule Changes, Cancellations, and Credits:
A schedule change is either a canceled or a rescheduled lesson. You are permitted no more than two (2) changes to your schedule per each fall and winter semester and one (1) per each spring and summer semester.
If you need to cancel a lesson, email your teacher at least 36 hours in advance to receive make-up credit. If you cancel a session after the required notice, you will forfeit the tuition paid for that lesson; you will not receive credit for a make-up session. If your student is sick the day of a scheduled lesson, please contact your teacher directly that day by 8:00 AM Eastern Standard Time to make arrangements; otherwise, the session will be recorded as missed and no make-up credit will be issued.
If you are enrolled in shared sessions, you will NOT be credited for a missed session that the other student sharing the session attends. Both of you are charged if only one student attends a session; if one student needs to cancel, you both need to cancel. Otherwise, you will miss the lesson and forfeit your payment.
To reschedule a lesson, email your teacher and agree upon a day and time. The teacher will then be responsible to notify the office so that the session can be added to the calendar.
Credits remaining on a terminated account are non-refundable, so please plan accordingly.