Viking Education Academy Terms & Conditions

Effective Date: October 1st, 2024

1. TUITION. All tuition payments are processed monthly by automatic credit or debit card charges. Tuition does not include any retail teaching materials such as books. Tuition may be subject to revision based on CPI. *

2. CANCELLATIONS, MISSED LESSONS, AND MAKEUPS. The Academy will attempt to provide a substitute teacher for any lessons a teacher misses. If a substitute teacher is unavailable, a private makeup lesson with the teacher will be scheduled promptly. If a student or parent cancels a lesson less than 24 hours before it is scheduled to begin, they will still be charged for the full lesson (it won't be refunded or prorated). However, if the lesson is canceled within that 24-hour window, the student can attend a make-up lesson if one is available, allowing them to recover the missed session without additional charges. To sign up for a make-up lesson, please get in touch with the office or your instructor to arrange a date and time. *

3. DISCONTINUING LESSONS. To discontinue lessons and charges to your account, complete the withdrawal form before the 15th of your last month. We do not prorate tuition for the last month’s lessons. Students will be responsible for their last month’s tuition whether or not they attend lessons. *

4. AVERAGE OF FOUR LESSONS PER MONTH. If monthly tuition is available and offered, it is based on a 48-week year. We are closed for four weeks for holidays. In the long months, you will get five lessons, short months such as November and December, you will get three lessons, and most months you will get four lessons. The tuition is the SAME each month; i.e., we don’t charge you more when you have five lessons, and we don’t charge you less when you have three lessons. This makes everyone’s accounting easier. *

5. SUMMER VACATION. The Acadamy operates year-round and does not close for the summer. We are happy to offer unlimited group make-up lessons for our students, held weekly. If you are taking a month off for vacation and want to resume the next month, your payment is still due on the first of the month to reserve your lesson space. The lessons for the month you miss can be made up when you return from vacation. *

6. CARE OF STUDENTS. The Academy is not responsible for providing before or after care for students. Parents with children under eight must remain in the school lobby during the classes unless otherwise mutually agreed. Students are not to be left at the school for excessive periods before or after their lessons. Children must wait for their parents to pick them up inside the Academy. Please do not ask them to meet you elsewhere. The academy assumes no responsibility for children who leave unaccompanied. *

7. OPEN DOOR POLICY. Parents are always allowed to sit in on lessons. We have an open-door policy for lessons. During lessons, parents should not comment or interfere with the instruction. *

8. SMS AND EMAIL COMMUNICATION: By submitting your cell phone number and email address, you subscribe to receive updates, scheduling information, and other notifications via SMS and email. You expressly consent to receive these communications from Viking Education Academy by providing your contact details. Message frequency may vary. Standard message and data rates may apply. You may opt out of SMS alerts at any time by texting STOP. Additionally, you may unsubscribe from email communications by following the instructions provided in the emails. *

9. LIABILITY. The parent or legal guardian is responsible for any damage to the devices or other equipment caused by the Student. Parent/Student, if adult, is expected to reimburse the cost of repair or replacement. *

10. GROUP TUTORING

To maintain a high-quality learning experience and equitable compensation for our tutors, the following terms and conditions will apply to all group tutoring sessions offered by Viking Education Academy:

A. Group Session Minimums & Enrollment/Attendance Adjustments

  • Minimum Enrollment: Each group session must have a minimum of 2 students enrolled and attendance to proceed. If fewer than 2 students are enrolled or attend for a session, Viking Education Academy reserves the right to:

    • Cancel the session and notify enrolled parents 24 hours in advance.

    • Parents can switch to a higher-rate lesson with fewer students.

  • Maximum Group Size: To ensure adequate attention and support for each participant, group sessions will not exceed 5 students per tutor.

B. Rescheduling & Cancellation

  • Insufficient Enrollment: If a group does not meet the group size for the group lesson rate, Viking Education Academy may postpone or reschedule the session to allow additional enrollments.

    • Notification Period: In case of changes, parents and tutors will be informed 24 hours before the start of a scheduled session.

    • Due to low enrollment, tutors will be compensated for half the standard lesson payout of $26=>$13 if they cancel less than 24 hours before the scheduled time.

  • Parent-Initiated Cancellations: If a parent withdraws their child from a group session:

    • More than 24 hours in advance: No charge applies.

    • Less than 24 hours in advance: The student’s spot will not be refunded, and the session will continue as if the group size is maintained.

C. Flexible Rate Adjustments for Small Groups

  • The tutor's rate will be adjusted accordingly if the number of students falls below the intended group size due to valid cancellations (more than 24 hours in advance). For example:

    • If a 4-student group is reduced to 3 students, the tutor’s pay rate will be adjusted to the 1:3 rate for that session ($39.00).

    • If a 3-student group is reduced to 2 students, the tutor’s pay rate will be adjusted to the 1:2 rate for that session ($32.50).

    • This ensures fair tutor compensation based on the number of students present.

D. Parent Consent & Agreement

  • Upon enrolling in a group session, parents agree to the above terms, including potential rescheduling or merging of groups to maintain the best learning environment for their child.

E. Priority Matching

  • Viking Education Academy will prioritize matching students into similar groups based on age, subject level, and learning goals. If a suitable group cannot be formed, parents will have the option to:

    • Switch to individual 1:1 sessions for a rate of $40, or

    • Switch to group lessons with fewer students and a higher rate or

    • Join a waitlist (receive credit) until a new group is created.

6. Tutor Autonomy in Group Selection

  • Depending on their requirements, tutors may specify and alter their preferred group sizes, group lesson rates, and subjects. If the minimum number of students is not met, they can decline the session without penalty.

Viking Education Academy aims to provide flexibility and clarity for parents and tutors by establishing these terms, ensuring a positive and effective learning environment.