Terms & Policies

1. Attendance & Scheduling

Regular attendance is essential for student progress. Students are expected to attend all scheduled sessions.

  • A minimum of 24 business hours’ notice is required to reschedule a session.
  • Failure to provide proper notice will result in forfeiture of the scheduled hours.
  • Same-day cancellations are considered no-shows and are not eligible for make-up.
  • Fridays are closed.
  • Summer schedules may differ from school year schedules.
  • Weekend classes are generally not offered during the summer, unless explicitly specified.
  • Instructor or student schedules may be adjusted when necessary.

Make-Up Policy & Scheduling Responsibility

  • Make-up sessions must be scheduled separately from the regular schedule.
  • The regular ongoing schedule remains unchanged regardless of missed sessions.
  • Make-up sessions do not adjust, credit, or reduce future monthly fees.
  • Make-up sessions must be used within 10 weeks of the missed session unless approved in writing as a special case.
  • Unused make-up sessions beyond this period will be forfeited.
  • Coherence Learning is not responsible for tracking, reminding, or maintaining individual records of missed or unused make-up sessions. It is the responsibility of the parent to monitor and schedule make-ups accordingly.

2. Program Structure & Scope

All programs operate within a structured instructional framework.

Session Structure

  • Small Group Academic Sessions: 1 hour 30 minutes total.
  • Test Preparation Sessions (SAT/ACT/etc.): Typically 1 hour per subject.
  • Consultation Sessions: 30–45 minutes.
  • Preparation Hours may include diagnostics, drills, assigned work, vocabulary development, assessments, and progress reviews.

Program enrollment provides access to structured instruction. Academic results depend on student attendance, participation, and completion of assigned work.

Program Scope Clarification

Each program is a separate offering unless explicitly confirmed in writing.

The following are not included in Unlimited Prep unless separately enrolled:

  • SAT/ACT Fast-Track or Crash Courses
  • AP Bootcamps
  • Specialized Prep Programs (TJ/AOS/AET/etc.)
  • Seasonal or Intensive Programs

Enrollment in one program does not automatically include access to another.

Unlimited Tutoring

Unlimited tutoring is offered on a limited or case-by-case basis and is not available to all students.

Unlimited access does not guarantee:

  • 1-1 sessions at every visit
  • A specific instructor at every session
  • In-person instruction at all times
  • Assignment to the same tutor consistently

Instructor assignments may vary based on scheduling and operational needs.

1-1 Tutoring

When included or separately enrolled:

  • 1-1 sessions are not guaranteed to be with the same instructor.
  • Sessions may be conducted in-person or virtually depending on availability.
  • Scheduling is subject to operational capacity.

3. Communication & Progress Monitoring

All requests related to cancellation, rescheduling, plan changes, or program modifications must be submitted in writing via email to:

Phone calls, text messages, or verbal communication will not be considered formal notice.

All formal requests must be made by a parent or legal guardian. Requests made solely by students will not be accepted.

If a student or parent has concerns regarding instruction, structure, scheduling, or support, such concerns must be communicated promptly in writing via email.

Concerns raised after extended attendance (multiple weeks or months) will not qualify for retroactive financial adjustments.

Student satisfaction and perceived improvement are subjective. Refund requests based on dissatisfaction will not be considered unless concerns are formally communicated within the first 3–4 sessions and Coherence Learning is given the opportunity to provide remediation.

Homework completion emails may be sent periodically (typically every 5–6 weeks). Additional progress communication may be provided at the center’s discretion.

Parents are responsible for monitoring student progress. Assignments and submissions are managed through Google Classroom and may be reviewed by parents at any time.

Coherence Learning is not responsible for reminding parents to review student progress.

All communication and feedback must be submitted via email.

4. Refund & Financial Policy

No Refund for Services Rendered

Instructional services already delivered are non-refundable.

Fees paid for completed instruction hours cannot be reversed, refunded, or transferred.

Refund eligibility, when applicable, applies only to unused instructional hours.

Full Prep Program Buffer Policy

For Full Prep Programs (SAT/ACT/TJ/AOS/AET and similar structured programs):

  • A one-month evaluation buffer applies.
  • If dissatisfaction is formally communicated within the first month and remediation cannot reasonably be provided, attended instructional time and applicable administrative fees will be deducted.
  • The remaining portion of the first installment may be returned.
  • If dissatisfaction is communicated after the first month, no refund will be issued for that installment.
  • Any remaining prepaid balance may be applied toward other programs.
  • Future installments will not be charged if written notice is provided before billing.

Non-Refundable Items

The following are non-refundable:

  • Completed instructional sessions
  • Activated testing accounts or digital platforms
  • Administrative services
  • Test proctoring
  • Essay or work reviews
  • Consultation services
  • Merchant processing fees

Account Cancellation

To pause or cancel services, a minimum of 7 days’ written notice is required via email.

If proper notice is not provided and the account is charged, no refund will be issued.

Overcharges

If a billing error occurs due to Coherence Learning staff, the full overcharged amount will be refunded.

5. Conduct & Safety Policy

Coherence Learning maintains a professional and safe educational environment.

The center reserves the right to suspend or expel any student for misconduct, including but not limited to:

  • Disrespectful or disruptive behavior
  • Vaping, smoking, possession of drugs or alcohol
  • Intoxication
  • Possession of illegal substances
  • Harassment or unsafe conduct

In cases of serious misconduct, enrollment may be terminated without refund.

Coherence Learning is not responsible for monitoring student belongings and is not liable for lost items or illegal materials brought onto the premises.

Property Damage

Students and families are financially responsible for any damage caused to Coherence Learning property, equipment, furnishings, or facilities.

Coherence Learning reserves the right to charge reasonable repair or replacement costs to the payment method on file after proper communication with the responsible student’s family.

6. Guarantee Policy

If a student does not demonstrate measurable improvement by the end of the program, Coherence Learning may offer up to a 25% credit toward future instruction.

This guarantee is void if:

  • The student misses sessions
  • Assigned homework is not completed
  • Required assessments are not taken
  • Diagnostic recommendations are not followed

Improvement is defined as measurable quantitative progress.

7. Payment Policy

  • All payments are due in advance.
  • A $30 fee applies to returned checks or failed payments.
  • Approved refunds may incur a $30 administrative fee.

8. Public Statements & Dispute Resolution

Coherence Learning is committed to resolving concerns through formal communication.

Families agree to communicate concerns directly with the center and allow reasonable opportunity for resolution before publishing public statements.

False, misleading, or defamatory public statements may result in legal action.
If legal action is initiated and Coherence Learning prevails, the responsible party may be required to reimburse reasonable attorney’s fees, court costs, and related legal expenses to the extent permitted by applicable law.

9. Policy Acknowledgment

By enrolling in any Coherence Learning program, families acknowledge that they have read, understood, and agreed to these Terms & Policies.

Enrollment and payment confirm acceptance of these policies.

All policies are subject to change at Coherence Learning’s discretion.