For private sessions, invoices are sent electronically and are due by the date specified on the invoice. Invoices can be paid by credit card (all major credit cards accepted), check, or cash. We invoice parents on a monthly basis. For group sessions, payment is due on or before the first day of the group session.
100% Money Back Satisfaction Guarantee (No Risk Trials)
For new students, the first day of the group sessions is considered a "free trial." While we ask for payment during the registration process, new students can withdraw within 3 days of the first session and receive a 100% refund (after which there will be no refunds). For summer courses, since the courses often meet multiple times a week, we ask that we are notified before the second scheduled session, which may be less than 3 days.
We offer financial assistance to families that can demonstrate financial need. Assistance will be handled on a case-by-case basis.
Any outstanding balances 60 days past due incurs a late fee equal to 10% of the amount owed. This amount will be added to the delinquent bill each month until the balance is fully paid off. We reserve the right to appeal to small claims court or to refer to collection agencies for any balances not settled within 6 months. If you are unable to pay for a class or service in full all at once, please simply ask about payment plans in advance and avoid penalties.
We require 24 hours' notice for cancellations because we need time to notify our instructors about scheduling changes. For cancellations made in less than 24 hours, we charge a $25 cancellation fee. For no-shows, we charge the full amount of the session. If a student cancels too many sessions in a given month, the student risks losing his/her time slot.
There are no refunds for missed classes or group sessions unless the student misses a session due to a Potomac Oak Tutoring activity (i.e. debate tournament), in which case we ask that we are notified in advance about the reason for the missed session.
If a new student notifies us within 3 days (72 hours) of the first scheduled debate team session that they are unable to continue, we will provide an 85% refund of the tuition fee.
If you sign up for a camp and do not attend, we will refund your tuition, but there is a $150 cancellation penalty. This fee is strictly enforced: when a customer reserves a spot and the student doesn't attend, that means another student was denied the opportunity to enroll.
Siblings signed for the same type of course are eligible for a 10% discount.
Safety and liability
Students in grades 1-8 are not permitted to go downstairs unaccompanied unless their ride is waiting for them by the door. You may call/text your son or daughter to let them know you are waiting, or you may come upstairs. Students in grades 9-12 may leave on their own. We are not responsible for anything that occurs after a student leaves the premises.
Kids who are sick have an uncanny ability to rapidly infect each other and us. If your child has a cold or the flu, please keep him or her home. We will send over any missed assignments and/or reschedule your private lesson.
In the event of a medical emergency, we will immediately call 911 to have the student transported to the nearest hospital, and then we will call the emergency contact on the student's information form. It is of paramount importance that parents provide a valid emergency contact on their child's form.
If your child has a chronic medical condition such as asthma or serious allergies, it is imperative that you let us know. This information will be confidential and we will handle it discreetly, but we absolutely have to know about it.
Our students' safety is our top priority. However, we cannot be held liable for any injuries resulting from contravention of teacher instructions. This applies to all customers of all ages, including people in the waiting areas. Most parents drop off and pick up their children, leaving them in our care for the duration of the lesson. However, parents who do not have complete faith that their children will obey teacher instructions should remain in the parent waiting area.
We do not always follow MCPS closures. In the event of inclement weather, we will email all students who are scheduled to come in that day if our office is closed. If we remain open and you cannot make it to your session, please let us know by noon that day.
If you have any questions, please let us know.