Terms and Conditions

Introduction

Effective Date: February 29, 2025

Welcome to Rosedale Readers Learning Centre. We are dedicated to providing individualized, high-quality tutoring services designed to support students in developing literacy skills, building confidence, and fostering a love of learning. Our programs are particularly supportive for students with reading and spelling challenges, including dyslexia, but are open to all learners who may benefit from a structured, evidence-based approach.

This Agreement outlines the expectations, policies, and responsibilities of both Rosedale Readers Learning Centre (“the Centre”) and the enrolling parent(s)/guardian(s). It is intended to ensure a smooth working relationship, clear communication, and mutual understanding.

By enrolling in our services, completing the registration process, or accessing our website, you acknowledge that you have read, understood, and agree to the policies and terms contained within. If you do not agree, you must discontinue use of our services and website immediately.

These policies are designed to:

Ensure the safety and well-being of all students.
Provide consistency and fairness in scheduling and payments.
Clarify what services can and cannot be provided by the Centre.
Protect both families and the Centre by setting out clear expectations.

We believe that a strong partnership between the Centre and parents/guardians is essential to student success. This agreement sets the foundation for that partnership, helping us to provide the best possible support for all enrolled students.

1. Enrollment & Commitment

1.1 Registration Process
To enroll a student in our tutoring programs, the parent or legal guardian must:

Submit a completed Registration Form with accurate student details.
Review and agree to all Centre policies, including these Terms and the Privacy Policy.
Pay the one-time registration fee and at least one month’s tuition in advance.

1.2 Assessment and Placement
An initial assessment must be conducted to determine a student’s academic strengths and needs. This ensures each tutoring plan is tailored to the student’s unique learning profile.

1.3 Program Commitment
Tutoring sessions are ongoing, with a standard schedule of 8 sessions per month:

Hourly Plan (default): 60-minute sessions, recommended for most learners.
30-Minute Plan: Available only by Centre recommendation for younger students or those requiring shorter, focused instruction. Parents may not select this option independently.

Parents/guardians are expected to support attendance, punctuality, and at-home practice to reinforce progress. Enrollment secures a reserved session time each week; this time is held exclusively for your child.

1.4 Non-Transferable Enrollment
Enrollment applies only to the registered student and may not be transferred to another child without written approval from the Centre.

1.5 Termination of Enrollment
The Centre may discontinue services if policies are repeatedly disregarded, payments are not made on time, or if the arrangement is no longer in the student’s best interest. Families will be notified in advance if termination is necessary.

2. Scheduling, Cancellations & Attendance

2.1 Scheduling of Sessions

Sessions are scheduled in advance based on mutual availability.
Confirmations are provided by email or other designated channels.

2.2 Cancellation & Rescheduling by Families

A minimum of 24 hours’ notice is required to cancel or reschedule a session.
Cancellations made with less than 24 hours’ notice are charged at the full session fee.
Frequent cancellations or no-shows may result in loss of the reserved time slot.

2.3 Cancellation & Rescheduling by the Centre
If the Centre must cancel, families will be offered as much notice as possible and an alternative arrangement.

2.4 Missed Sessions
Missed sessions without 24 hrs notice are considered “no-shows” and are not eligible for refunds or make-up sessions.

3. Fees & Payment Terms

3.1 Tuition & Rates

Tutoring is billed at the current rate provided at enrollment.
Hourly and 30-minute rates are outlined in the registration package and on the website.
Rates are reviewed annually; families will receive 30 days’ written notice of rate changes.

3.2 Payment Schedule

Tuition is prepaid to reserve the student’s spot.
Families may pay monthly or on another approved schedule.
Payments are due by the first scheduled session of the billing period.

3.3 Accepted Methods of Payment
Payments may be made by e-transfer, credit card, debit, or other approved methods. Families are responsible for ensuring payments are completed on time.

3.4 Late Payments

Accounts past due by more than 7 days may incur a $75 late fee per week.
Sessions may be suspended after 14 days of non-payment.
After 30 days, the Centre reserves the right to permanently release the student’s reserved spot and pursue collections.

3.5 Refunds & Credits

Families may withdraw with 30 days’ written notice to info@rosedalereaders.ca.
Only prepaid sessions beyond the 30-day notice period are refundable.
The one-time registration fee is non-refundable.
If no future sessions are prepaid, charges may apply to complete the notice period.
Failure to provide notice may result in fees and ineligibility for refunds.

4. Safety, Conduct & Supervision

4.1 Tutor & Student Conduct

Tutors will act with professionalism and respect.
Students are expected to participate actively and follow instructions.
Harassment, inappropriate behaviour, or academic dishonesty will not be tolerated.

4.2 Parent Presence During Sessions
For both in-person and virtual sessions, parents/guardians are not permitted in the tutoring space. This policy ensures focus and minimizes distractions. Parents may wait in a designated area nearby (for in-person sessions) or outside the student’s workspace (for virtual).

4.3 Learning Environment
Parents/guardians are responsible for providing a safe, quiet, and distraction-free environment at home or in public locations for effective learning.

5. Commitments and Termination

5.1 Enrollment Options
We offer the following tutoring structures:

Hourly Session Plan
Families are enrolled in eight (8) one-on-one sessions per month at the standard hourly rate. This plan provides consistent, comprehensive instruction and is suitable for most students.
30-Minute Session Plan
Shorter sessions of thirty (30) minutes, also eight (8) per month, are available only by tutor recommendation. This plan is designed for specific instructional needs and is not selectable at the sole discretion of the parent/guardian.

Details of these options, including session content, scheduling, and suitability criteria, are explained in the Registration Package and on our Website.

5.2 Client-Initiated Termination
Clients may withdraw from tutoring at any time with thirty (30) days’ written notice sent to info@rosedalereaders.ca, as outlined in the Refunds & Credits policy. Families remain responsible for payment of all tuition and fees due through the final day of the notice period.

5.3 Centre-Initiated Termination
Rosedale Readers Learning Centre reserves the right to suspend or terminate services immediately, at its sole discretion, in circumstances including but not limited to:

Non-payment of fees.
Repeated failure to comply with attendance, scheduling, or cancellation policies.
Breach of the Code of Conduct or unsafe/disruptive behavior by the student, parent/guardian, or household members.
Circumstances in which the learning environment is deemed unsuitable for effective instruction.

In cases of Centre-initiated termination, unused prepaid tuition may be forfeited. At the Centre’s discretion, a prorated refund may be considered if termination was not due to client misconduct or policy violations.

5.4 Effect of Termination
Upon termination, whether initiated by the Client or the Centre:

All access to tutoring sessions, materials, and resources ceases immediately.
Any outstanding tuition, fees, or charges remain payable in full.
Provisions relating to intellectual property, confidentiality, and limitation of liability continue to apply in full.

6. Responsibilities and Expectations

6.1 Tutor Responsibilities
Rosedale Readers Learning Centre is committed to providing high-quality, individualized instruction. Tutors will:

Professional Conduct: Maintain a respectful, supportive, and professional demeanor at all times.
Session Preparation: Prepare lessons, resources, and activities tailored to the student’s assessed needs and learning goals.
Confidentiality: Protect all personal information and progress data in accordance with the Centre’s Privacy Policy.
Communication: Provide timely updates to parents/guardians regarding student progress, challenges, and recommendations.
Safety: Ensure all interactions, whether virtual or in-person, are conducted in a safe and appropriate manner.

6.2 Parent/Guardian Responsibilities
Parents and guardians play a critical role in the student’s success. By enrolling, parents/guardians agree to:

Attendance & Punctuality: Ensure that the student attends all scheduled sessions and arrives on time. Regular attendance is essential for progress.
Preparation: Provide the student with all required materials and a quiet, safe, and distraction-free environment conducive to learning.
In-Person Sessions: During tutoring, only the student and tutor are present in the learning space. Parents or guardians are not permitted in the room to ensure the student can focus fully without distractions and to maintain a professional, structured learning environment. Parents/guardians may be nearby or available outside the room in case of emergency but should not interrupt the session.
Virtual Sessions: Similarly, virtual sessions are conducted one-on-one between the tutor and student. Parents/guardians are not to participate in the session but may be nearby to assist with technical issues if necessary.
Support & Follow-Through: Encourage practice and completion of assignments outside of sessions. Parents agree to follow tutor recommendations to maximize learning outcomes.
Communication: Notify the Centre promptly of any scheduling conflicts, changes in the student’s needs, or relevant learning, medical, or behavioural information.

6.3 Student Responsibilities
Students are expected to engage actively in their learning experience. This includes:

Active Participation: Fully participate in each session, follow tutor instructions, and ask questions when clarification is needed.
Completion of Work: Complete any assigned practice or homework between sessions to reinforce learning.
Respect & Conduct: Demonstrate respectful behavior toward tutors, peers (if applicable), and the learning environment. Disruptive, unsafe, or inappropriate behavior may result in session termination without refund.

6.4 Consequences of Non-Compliance
Failure to meet the responsibilities outlined above may result in:

Suspension or rescheduling of sessions until concerns are addressed.
Termination of services if repeated non-compliance occurs or if the learning environment becomes unsuitable.
Forfeiture of prepaid sessions or additional charges as outlined in the Refunds & Credits and Commitments & Termination policies.

6.5 Limitation of Responsibility
While the Centre provides structured, evidence-based instruction, outcomes depend on the combined efforts of tutors, students, and families. Rosedale Readers Learning Centre cannot guarantee academic results if parents/guardians or students do not fulfill their responsibilities, including practice at home or following recommendations.

7. Confidentiality and Privacy

At Rosedale Readers Learning Centre, we recognize the sensitive nature of the information families share with us. We are committed to maintaining the highest standards of confidentiality and privacy to protect both the student and family. By enrolling in our program, you acknowledge and agree to the following:

7.1 Student Information

All personal, academic, and contact information provided to the Centre during registration or throughout the tutoring relationship will be treated as strictly confidential.
This information will only be used for the purposes of delivering tutoring services, communicating with families, and maintaining accurate records.

7.2 Session Privacy

Tutoring sessions are private and one-on-one. No third parties, including parents, guardians, siblings, or other observers, are permitted to attend, participate in, or record sessions. This ensures a distraction-free learning environment and protects the student’s privacy.
For virtual sessions, families must not record, screenshot, or otherwise capture the session without prior written consent from both the tutor and the Centre. Similarly, tutors will not record sessions without written parental consent.

7.3 Communication

The Centre may communicate with parents/guardians regarding a student’s progress, attendance, or scheduling via email, phone, or other agreed-upon methods.
Progress reports or feedback, where provided, will be shared only with the student’s parent(s) or legal guardian(s) unless otherwise authorized in writing.

7.4 Data Storage & Protection

All records (digital or physical) are stored securely and accessible only to authorized staff.
The Centre takes reasonable measures to safeguard information but cannot guarantee absolute security in the case of technological failures, unauthorized third-party access, or breaches outside of our control.

7.5 Exceptions to Confidentiality
Confidentiality will only be breached under the following limited circumstances:

When required by law (e.g., mandatory reporting of suspected abuse, neglect, or threats of harm).
When disclosure is necessary to protect the safety of the student, tutor, or others.
When consent has been explicitly provided in writing by the parent/guardian.

7.6 Consent to Use of Information

By enrolling, families consent to the Centre using student information for internal purposes such as scheduling, billing, program development, and ensuring quality of services.
Any request to access, update, or remove personal information may be submitted in writing to info@rosedalereaders.ca and will be addressed within a reasonable timeframe.

8. Limitation of Liability

Rosedale Readers Learning Centre is committed to providing high-quality, individualized support; however, families must understand and agree that tutoring is not a guaranteed solution and that outcomes will vary depending on the unique needs, abilities, and effort of each student. Progress depends on many factors, including but not limited to the child’s level of engagement, attendance, practice outside of sessions, and the presence of any underlying learning, medical, or developmental conditions. While our programs are designed to strengthen skills, we do not guarantee specific academic results, test scores, grade improvements, or admission outcomes.

Parents and guardians are responsible for disclosing any known learning, behavioural, developmental, or medical concerns prior to enrollment. Tutoring sessions are educational in nature and are not a substitute for medical, psychological, or therapeutic treatment. Rosedale Readers Learning Centre does not diagnose conditions, prescribe interventions, or provide therapy, and any concerns of this nature should be addressed with qualified health professionals.

By enrolling, parents/guardians acknowledge and agree that Rosedale Readers Learning Centre, its tutors, employees, contractors, and affiliates are not liable for any direct, indirect, incidental, or consequential damages, including but not limited to loss of educational opportunity, emotional distress, or perceived lack of progress. The maximum liability of Rosedale Readers Learning Centre for any claim related to services provided shall not exceed the total amount of fees paid for the specific session(s) in question.

Parents/guardians further accept full responsibility for ensuring that students complete assignments, practice skills outside of sessions, and maintain an appropriate learning environment. Rosedale Readers Learning Centre cannot be held responsible for missed opportunities, inadequate support at home or school, or any circumstances beyond its direct control.

9. Intellectual Property

All materials, lesson plans, worksheets, proprietary content, and methodologies provided by Rosedale Readers, whether distributed in person or digitally, remain the exclusive intellectual property of Rosedale Readers. Clients and students are granted a limited, non-transferable license to use these materials strictly for personal, educational purposes. Unauthorized reproduction, distribution, or commercial use of our content is strictly prohibited.

10. Amendments and Modifications

Rosedale Readers reserves the right to modify these Terms and Conditions at any time. Any amendments will become effective immediately upon posting on our website or providing notice to Clients via email or other official communication channels. Clients are encouraged to review these Terms periodically to remain informed of any updates. Continued use of our services after modifications constitutes acceptance of the revised Terms.

11. Governing Law and Dispute Resolution

These Terms and Conditions shall be governed by and construed in accordance with the laws of the Province of Ontario and the applicable federal laws of Canada. Any disputes arising from or related to these Terms shall be resolved through the following process:

Negotiation: The parties shall first attempt to resolve any dispute amicably through direct communication.
Mediation: If the dispute remains unresolved, the parties agree to participate in good faith in a mediation process before pursuing legal action.
Legal Action: If mediation is unsuccessful, either party may seek resolution through the courts of Ontario.

12. Code of Conduct

Rosedale Readers Learning Centre is dedicated to fostering a positive, respectful, and professional learning environment for every student. To maintain this standard, both tutors and students are expected to follow the guidelines outlined below.

12.1 Tutor Responsibilities

Tutors will arrive on time, prepared with necessary materials, and ready to engage the student in a focused, structured session.
Tutors will conduct themselves professionally at all times, maintaining respectful communication and appropriate boundaries.
Tutors will tailor instruction to the individual needs of each student, following the Centre’s instructional methods and strategies.
Tutors will not tolerate disruptive behavior that significantly interferes with the learning process. In such cases, the tutor may pause the session, address the issue, or, if necessary, end the session early and report the matter to the Centre.
Tutors will not provide therapy, counseling, medical advice, or any services outside the scope of academic tutoring.

12.2 Student Responsibilities

Students are expected to arrive on time, with required materials (if applicable), and be ready to participate actively in the session.
Students must treat the tutor with respect and follow reasonable instructions provided during the session.
Students should engage in the learning process with focus and effort. Persistent refusal to participate, excessive distractions, or disruptive behavior may result in early termination of the session without refund.
Students must not use offensive, inappropriate, or disrespectful language or behavior during sessions.

12.3 Parent/Guardian Responsibilities

Parents/guardians must support the learning process by ensuring their child attends sessions consistently and punctually.
Parents/guardians may not interfere during the session, whether in-person or online, as all tutoring is conducted one-on-one to maximize focus and minimize distractions.
Parents/guardians must respect the professional boundaries of tutors. Any concerns regarding instruction, progress, or scheduling should be directed to the Centre’s administration at info@rosedalereaders.ca, not handled during tutoring time.

12.4 Breach of Conduct

Any violation of the above expectations may result in a warning, temporary suspension of services, or termination of enrollment at the discretion of the Centre.
In cases of serious misconduct (e.g., harassment, unsafe behavior, repeated disruptions), the Centre reserves the right to immediately terminate services without refund.

13. Force Majeure

Rosedale Readers shall not be held liable for any failure or delay in providing services due to circumstances beyond our reasonable control, including but not limited to natural disasters, pandemics, power outages, government regulations, strikes, or technical disruptions. In such cases, we will make reasonable efforts to reschedule sessions or provide alternative learning arrangements.

14. Contact Information

For any questions, concerns, or requests related to these Terms and Conditions or our services, please contact: info@rosedalereaders.ca

By registering with Rosedale Readers and/or using our tutoring services, you acknowledge that you have read, understood, and agree to these Terms and Conditions.