Terms of Service

Program Goals

Create a customized approach to learning and organization based on each student’s areas of need.
Teach developmentally-appropriate executive functioning skills in order to increase effectiveness at home and school.
Provide strategies necessary for long-term success including organization, time management, study skills, and test-taking strategies.
Foster and encourage independence with homework, studying, researching, and organizing by creating strategies meaningful to each student.
Build confidence and increase motivation in a safe, fun, learning environment.

Obligation of the Client

Assist the academic coach in identifying problem areas in which the client needs assistance.
Client should be patient and have an open mind about the learning process. This is a marathon, not a sprint.
Provide basic support materials where applicable (textbooks, notes, worksheets, etc.) and complete all assignments where applicable.
Clients should enter video calls from a minimally distracting location, on a device that allows them to screen share their materials.
Email all relevant/necessary materials to your coach by 5pm the night before your session.

Obligation of the Parent

Ensure that students arrive to all appointments on time with the necessary materials.
Maintain an appropriate level of professionalism.
Recognize that this is a process-centered, not product-focused program. Emphasis is placed on underlying skills, not individual assignments.
Understand that skills learned during sessions must be applied and practiced between sessions in order to achieve success.
Communicate openly and provide periodic feedback to academic coach so that appropriate adjustments can be made and satisfaction is ensured.
Attend a debrief at the end of each session in order to receive important updates and progress notes. Emails are not a substitution for these conversations.

Program Information

Clients are expected to actively participate in sessions with their cameras turned on and be able to share their screen as needed. Clients must join sessions using a computer (not a phone), from a location with reliable internet access and minimal distractions.

Before beginning services, please ensure that Google Meet is fully functional on the device that you will use for sessions. In the event of technical issues, the coach will make every reasonable effort to continue the session. However, if they determine that the session cannot be effectively conducted due to ongoing technical difficulties, the session will be ended and no make up will be offered.

Appointment Structure

Sessions will be structured according to a 50-minute clinical hour.

For 60-minute sessions: The academic coach will meet with the student for 45 minutes, followed by a five-minute debrief.
For 30-minute sessions: The academic coach will meet with the student for 20-minutes, followed by a five-minute debrief.

The purpose of this short discussion is to review student progress and answer any questions regarding that day’s session. If a more in depth follow-up is needed, a phone conference can be scheduled for a different time, and will be billed at our hourly rate. Please be aware that we cannot provide summaries via email, phone, or text for missed debriefs.

We do our best to maintain scheduled times. As a student-focused business we understand that occasionally—in the case of an emergency—a student’s needs may not be met within the specific time frame allotted. As such, if the session before yours runs over, we guarantee that you will receive your full session time. We appreciate your patience and understanding.

Location

All sessions will occur virtually via Google Meet. If video is inaccessible due to an unforeseen circumstance, a phone session will be substituted. I can be reached on my cell phone at your scheduled appointment time.

Attendance Policy

Sessions may still occur during Capital Region public school breaks. Please check your registration for specific closure dates.

Due to academic coach availability, makeups are not available during this session, and refunds will not be offered for missed sessions. If for some unforeseen reason, your coach has to cancel a session, a makeup will be scheduled at a mutually convenient time (within reason). Once a client cancels a session, the cancellation cannot be undone. That time slot will no longer be reserved and may be offered to another client. If you have any questions, please don’t hesitate to reach out.

Payment Information

Payments are due before first session of each program. Clients will be billed via Venmo and updated program costs can be found at LearningwithaSmileNY.com/currentprogram. Additional fees (extended session time, parent meetings, etc.) incurred will be billed at the time of service according to our hourly rate of $150 per hour.

A late fee of $25/week will be applied to any invoice not paid by the due date.

Contract Termination

By signing this contract, you are committing to attend the entirety of your program. Should you choose to terminate this contract for any reason before the end of program, you will not receive a refund.

Appointment Structure

Sessions will be structured according to a clinical hour, and specific timing can be found beneath each program's description. Several minutes will be dedicated to a brief meeting between the parent/guardian and the academic coach (where applicable). The purpose of this short discussion is to review student progress and answer any questions regarding that day’s session. If greater follow-up is needed, a phone conference can be scheduled for a different time, and will be billed at our hourly rate.

We do our best to maintain scheduled times. As a client-focused business we understand that occasionally—in the case of an emergency—a client's needs may not be met within the specific timeframe allotted. As such, if the session before yours runs over, we guarantee that you will receive your full session time. We appreciate your patience and understanding.

Warranty

With the proper commitment and effort, it is expected that clients will experience success. While we teach executive functioning skills to increase effectiveness at school, work, and home, Learning with a Smile makes no promises or guarantees regarding academic, workplace or personal improvement as a result of the program.

Privacy Policy

We respect the privacy of our clients and are committed to maintaining confidentiality. However, when working with minors, there are important limits to confidentiality. Information shared by a minor may be disclosed to a parent or guardian when it is necessary to support the client’s goals, ensure safety, or when collaboration with caregivers is essential for progress.

Client information will not be shared with any outside parties without written consent, except where legally required. However, cases may be discussed internally among members of our team for the purposes of training, supervision, and ensuring the highest quality of services. These internal conversations are handled with care and professionalism, and all team members are bound by confidentiality agreements.