Terms & Conditions for Tutoring Sessions

School Year 2026 - 2027​​​

Proceeding with a booking constitutes acceptance of these terms.

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Session Logistics and Premises

• Sessions are held at Saphir House, 5 Jubilee Way, Faversham, ME13 8GD.

• To ease congestion, pupils working with Jeni Smith must use the shop entrance. All other pupils and tutors must use the corridor entrance, except for at the start of a student’s first session, where they will be introduced to their tutor in the shop in front of the tuition centre.

• Pupils should arrive promptly for their sessions and will be required to sign in using the book at the entrance to the tuition space. Tutors are not available until the agreed start time and pupils remain the responsibility of parents until the session begins. Students will be collected from the front of Saphir House at the start time for their sessions.

• If a pupil arrives late, the session will still end at the previously agreed time.

• For the safety of all pupils, the tuition space door remains locked during sessions. Access is strictly controlled and parents will not be permitted to enter the tuition area when sessions are in progress.

 

Payments and Subscriptions

• Payment for Year 5 Kent Test group sessions is by recurring monthly standing order. Access to online resources and a child’s group space may be withdrawn if payment is not received on time.

• Individual sessions, curriculum support group sessions and Year 4 Kent Test sessions are invoiced termly, in advance. Payment is due by the date on the invoice, via bank transfer or card. Failure to pay an invoice by the due date may result in a previously reserved session slot being allocated to another pupil.

• Late Fees: A late payment fee of 10% of the outstanding invoice balance will be added if payment is not received within 72 hours of the due date. Both the late payment fee and the outstanding balance must be paid in full before any further sessions can take place. Repeated late payments, or payments made significantly after the due date, may result in the pupil's session space being withdrawn and offered to another pupil.

 

Cancellations and Rescheduling

• Once booked, each student’s slot is provisionally reserved for them for the duration of the school year. Provisional bookings for each half-term become confirmed bookings on receipt of payment by the due date.

• Refunds are not issued for sessions cancelled by parents part-way through a term.

• Parents of individual session pupils may request to reschedule a maximum of 3 sessions per academic year. All requests must be made to Jeni or Amy, not the tutor directly, at least 3 full days before the session for which the reschedule is being made.

• If a session is missed, or (for individual tuition) the maximum of three reschedule requests has already been used, a replacement session will not be offered. Instead, the tutor will supply consolidation work to be completed at home in place of the missed session. This "Missed Session Work" will be sent by email. For Year 5 Kent Test pupils, missed session work will be made available through the Parents' Section of the website.

• Tutor Absence: In the rare event of tutor unavailability, the tutor will offer at least two alternative session options, in the hope that a convenient alternative session can be scheduled.

 

Departure and Safeguarding

• Collection: Children must be collected promptly. Tutors will only release a child to a parent or guardian unless prior advice is given to the admin team, by email or phone.

• Secondary Pupils: If a parent plans for their secondary-aged child to leave independently, the parent must confirm that they have permission to leave alone on the Pupil Information Form or by email to jeni@sunnydene-tutoring.co.uk. Without this explicit permission, pupils will not be permitted to leave and will be supervised at the premises until a parent or guardian arrives to collect or gives permission by email or phone.

• Late Collection: If a parent is late collecting at the end of a session, pupils will be supervised by the after-school team.

• Photographs or videos of pupils will only be taken if explicit permission has been granted on the Pupil Information Form. These are used for evidencing progress or for social media and website updates, in line with parents’ preferences. If you wish to withdraw photography consent at any time, please notify Jeni in writing.

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Feedback and Communication

• Verbal Feedback: Brief verbal feedback will be provided to the person collecting the student at the end of each session. For students who depart independently, parents may contact Jeni periodically via telephone to receive a summary of the tutor’s session notes. Please note that tutors are unavailable for feedback except at the end of each session.

• Written feedback: Standard session costs do not include written feedback. If a written report is required, this can be requested by contacting Jeni, who will advise of the cost for this additional service.

• Sensitive Feedback: If a tutor has feedback that is sensitive or inappropriate to share within earshot of the pupil, it will be emailed to Jeni Smith, who will share it with the parent(s).

• Professional Boundaries: For safeguarding and privacy, all communication regarding bookings, progress or absences must be directed through Jeni or Amy. Parents and students are requested not to contact tutors via social media or to request personal contact details. If a parent has a message or information to share with their child’s tutor, this can be communicated by phone or by email to Jeni or Amy, who will be happy to pass the message to the tutor.

• Pupil records and session notes are the property of Sunnydene Tutoring. Upon a tutor’s departure, all records are transferred to Jeni and any personal electronic copies held by the departing tutor are permanently destroyed in accordance with our Data Protection Policy.

 

Health, Medical and Resources

• Medical Information: Parents must ensure the Pupil Information Form is accurate. Any health needs or allergies must be disclosed.

• Pupils must not attend sessions if they have experienced sickness, diarrhoea or a fever within the previous 48 hours. In place of the missed session, work to be completed at home will be provided by email. If a pupil arrives for a session and is clearly unwell or unable to participate effectively, we reserve the right to require that they be collected and taken home.

• Food: Very occasionally a session may involve food. In this case, the activity will be approved by Jeni Smith first., who will refer to the information provided on the Pupil Information Form and contact the parent for guidance if necessary.

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Equipment, Resources and Homework

• Homework for Year 5 Kent Test pupils: There is an expectation that homework will be completed by pupils between sessions and that this will be facilitated by parents.

• Homework for Curriculum Support sessions and Year 4 Kent Test sessions: There may be occasions when homework is set and this will be at the discretion of the tutor. If a parent requires weekly homework to be set, an additional charge will apply, and they should contact Jeni for details.

• Equipment: All stationery is provided, but Year 5 Kent Test pupils must bring their Sunnydene Tutoring bags to each term-time session.

• Library: Pupils may borrow books from the Sunnydene library and must record borrowings and returns in the blue box record system in the library.

 

Notice Period

• Termination of sessions paid by invoice: If you wish to end tuition, a notice period equal to the remaining time until the beginning of the next school term is required. Notice is based on the 6-term academic year as shown on our website. No refunds are possible for stopping tuition part-way through a term.

• Termination of Year 5 Kent Test group sessions: To end Year 5 Kent Test sessions, a notice period equal to the remaining time until the next scheduled monthly payment is required. No refunds are possible for stopping tuition part-way through a payment cycle.

9.  Exam Outcomes

• Exam Results: Whilst we do our utmost to prepare every student for the tests or exams they will be taking, Sunnydene Tutoring cannot guarantee specific outcomes or results for GCSE exams, the Kent Test or any other examinations.

 

Expectations

• Conduct: Parents must ensure their child understands the Sunnydene Tutoring Code of Conduct for Pupils before sessions commence.

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Proceeding with a booking for Sunnydene Tutoring tuition services will constitute agreement of these terms.

 

We look forward to working with you for the best possible outcome for your child.

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