Terms & Conditions

Fees & Payment Policies

Payments for services agreed to between We, Future Leaders and the client may only be provided to We, Future Leaders by the client in the form of direct debit, aside from special circumstances previously discussed between We, Future Leaders management and the client (i.e. in the case that NDIS funding is involved).
Direct debits will occur to the value and frequency agreed in this proposal. If the client's bank account has insufficient funds at the time of direct debit, a dishonour fee of $5 will be applied for every failed payment.
If fees are still outstanding 7 days after the due date, a $5 late payment fee will be applied, and a further $5 late fee will be applied for every subsequent week that the payment is late, to cover the administration costs required to recover the late payments.
A debt collection service may be engaged if accounts continue to be overdue and clients are unable to be contacted after repeated payment reminders.
Students who are commencing our services for the first time have the option for a paid trial prior to termly enrolment. After this paid trial, and for all other continuing students at the commencement of term, all enrolments at We, Future Leaders secure a spot for the student and will be billed as such during the term as per our term dates.
Students who arrive late to sessions will still end their session at the originally booked time. No credits or refunds will be applied for the missed time.
In the event that class or 1:1 sessions begin late due to We, Future Leaders delays or technical difficulties, lost time will be gradually made up over future sessions. Please note that due to timetabling, it may not always be possible for this make-up time to occur in one block.
Clients who wish to cancel or alter their enrolment in any class or 1:1 session must provide 2-weeks written notice (via email) and management will acknowledge this. Billing will continue until the end of this 2-weeks notice period regardless of attendance.
Classes and workshops require a minimum of 2 x enrolments in order for the workshop or class to proceed. If the workshop or class does not have the minimum enrolment requirements, clients have the option to pay 1:1 rates, otherwise, the class will be cancelled until further enrolments occur.
Sessions will be billed based on the We, Future Leaders term calendar, which may differ from the NSW school calendar.
If We, Future Leaders accidentally overcharges the client's bank account due to administration error or otherwise, clients have the option to receive the value of the difference between the overcharged amount and the correct amount, in the form of a refund or credit note towards future sessions.
If We, Future Leaders accidentally undercharges the client's bank account due to administration error or otherwise, We, Future Leaders reserves the right to recover the undercharged fees to the value agreed upon within this proposal.
Sessions that fall on a public holiday will NOT occur and therefore, the billing cycle will end one week early (or for upfront payments, the overall fee will account for this).
Families are responsible for collecting their children at the program's scheduled finish time. A late collection fee of $10 for any late collection past 5 minutes will be applied to the family's account.
Please note: If a proposal is signed late (i.e. two weeks into the term), then the direct debit commencement and end date is therefore also pushed back by the same length of time. In this case, the client must be aware that billing will therefore continue after the last session of the term, for the number of billing cycles that were missed due to the initial delay.

Enrolment Policies

Group / Class Tutoring

When clients / families / students are unable to attend a scheduled / booked group / class:

Class enrolments secure a seat for the student for the term, irrespective of attendance. Therefore, there are NO credits or refunds for missed sessions, regardless of notice or reason. The full class rate will be charged weekly for the term irrespective of attendance. As other classes during the week are expected to be full, no make-up classes can occur.

When We, Future Leaders is unable to conduct a scheduled / booked group / class:

In the event that the usual class tutor is unavailable due to sickness or otherwise, We, Future Leaders will provide a replacement class tutor, and thus the session will still proceed and clients will still be billed as usual.
If a replacement class tutor is unable to be arranged due to unavailability or otherwise, We, Future Leaders will need to cancel the scheduled class. Clients will have the option to either:
- Apply the value of the missed session as credit towards the next term
- Stop the direct debit payments early, such that the value of the missed session is not billed (for weekly payments only)
- Pay the difference to make-up the class with a 1:1 lesson, pending tutor availability
- Only in the event that clients are not opting for a make-up 1:1 session and are discontinuing in the next term, will a refund be available.

1:1 Tutoring

When clients / families / students are unable to attend a scheduled / 1:1 session:

1:1 tutoring requires a term commitment, unless previously agreed with We, Future Leaders management at the commencement of each term. This means that 1:1 tutoring enrolments secure a seat for the student for the term, irrespective of attendance, and clients will be billed as such.

When less than 24hrs notice is provided to We, Future Leaders, irrespective of the reason, clients will still be billed at the full rate and no rescheduling is permitted.
When more than 24hrs notice is provided, irrespective of the reason, clients will still be billed at the full rate, however clients have the option to forfeit the session or reschedule the missed session, as per our make up policy.

When We, Future Leaders is unable to conduct a scheduled 1:1 session:

In the event that the usual 1:1 tutor is unavailable due to sickness or otherwise, We, Future Leaders will provide a replacement 1:1 tutor, and thus the session will still proceed and clients will still be billed as usual.
If a replacement 1:1 tutor is unable to be arranged due to unavailability or otherwise, We, Future Leaders will need to cancel the scheduled 1:1 session. Clients will have the option to either:
- Apply the value of the missed session as credit towards the next term
- Stop the direct debit payments early, such that the value of the missed session is not billed (for weekly payments only)
- Make-up the missed session with a 1:1 lesson, pending tutor availability
- Only in the event that clients are not opting for a make-up 1:1 session and are discontinuing in the next term, will a refund be available.

Online tutoring

When clients / families / students are unable to attend a scheduled 1:1 online session:

When less than 24hrs notice is provided to We, Future Leaders, irrespective of the reason, clients will still be billed at the full rate and no rescheduling is permitted.
When more than 24hrs notice is provided, irrespective of the reason, clients will still be billed at the full rate, however clients have the option to forfeit the session or reschedule the missed session, as per our make-up policy.

When We, Future Leaders is unable to conduct a scheduled 1:1 online session:

In the event that the usual 1:1 tutor is unavailable due to sickness or otherwise, We, Future Leaders will provide a replacement 1:1 tutor, and thus the session will still proceed and clients will still be billed as usual.
If a replacement 1:1 tutor is unable to be arranged due to unavailability or otherwise, We, Future Leaders will need to cancel the scheduled 1:1 session. Clients will have the option to either:
- Apply the value of the missed session as credit towards the next term
- Stop the direct debit payments early, such that the value of the missed session is not billed (for weekly payments only)
- Make-up the missed session with a 1:1 lesson, pending tutor availability
- Only in the event that clients are not opting for a make-up 1:1 session and are discontinuing in the next term, will a refund be available.

Make-up sessions:

A minimum half-term enrolment is required to be eligible for a make-up session.
Only one make-up lesson will be granted each term and is subject to availability.
It is the client's responsibility to keep track of any owed make-up sessions. We, Future Leaders will not proactively contact clients to schedule these sessions. If the client fails to arrange the make-up session, the lesson will be forfeited, and no refunds or credits will be issued.
Make-up sessions can only be scheduled during the school holidays that immediately follow the term in which the missed lesson occurred. Make-up lessons cannot be banked or kept for future terms or any other school holidays within the year.
We, Future Leaders will always aim to schedule the make-up session with the student's regular tutor. However, if the regular tutor's availability does not align with the student's availability, We, Future Leaders will allocate a suitable substitute tutor for these lessons.
Families with outstanding accounts will not be eligible to schedule any student make-up sessions until the account has been settled.
Once a make-up session has been booked, the session cannot be rescheduled or cancelled without being forfeited.

School Holiday Workshops, Assessments and Other Once-Off Sessions:

In the event that clients are no longer attending a scheduled booked school holiday workshop, assessment, or other once-off session, no refunds will be applied in the event of client no-shows, cancellations or change of mind, irrespective of notice or reason.
In the event that We, Future Leaders is unable to conduct the scheduled / booked session due to insufficient enrolment numbers, sickness, tutor unavailability or otherwise, We, Future Leaders reserves the right to cancel the scheduled class, and clients will have the option to receive any paid fees (for the cancelled school holiday workshop) in the form of a refund or a credit note towards any future sessions.

Family & Multi-Session Discounts

5% discount for 2 sessions weekly within a family
10% discount for 3 or more sessions weekly within a family
Please note that family and multi-session discounts are only applicable to each session that is a minimum of 1 hour. For example:
- If a student is enrolled in 2 × 30 minute sessions, no discount applies.
- If a student is enrolled in a class that runs fortnightly, the discount will only apply to the individual weeks where 2 or more sessions are occurring within that week.

Tutoring Services & Staffing

As tutoring mostly only occurs in the after school hours, it is important for families to know that most of our tutors also have alternative employment or commitments (such as university studies) during the day. Of course, We, Future Leaders will always endeavour to maintain consistency for students wherever possible. However, in the event that staff availability changes, We, Future Leaders reserves the right to make tutor changes in the best interests of the students.
Homework is an optional add-on service at We, Future Leaders and includes provision and marking of homework. If you would like this service to be provided, this must be communicated with We, Future Leaders management and a fee will be incurred to cover the cost of administration time and materials. The fee will be determined on a case-by-case basis and will vary based on subject, grade and quantity.
Prep-Year 6 classes follow set programs throughout the term that are aligned to the NSW curriculum.
Year 7-12 classes follow set programs throughout the term for the first half of each lesson, with the last half of each lesson open for questions and flexible learning specific to student needs from school.
Student progress varies and is determined by many factors outside of tutoring and mentoring. Students are with tutors for a minimal time, thus it is important that families have reasonable expectations around student progress. Every effort is made to develop student learning and confidence in sessions and we encourage discussions between clients/families and We, Future Leaders management if there are any concerns around student progress.

Unanticipated Services

Only the services which are listed in the attached proposal schedules are included within the scope of our instructions.
If additional work is requested by you or is mutually deemed as necessary, and this work is not listed in the schedule, any additional work will be quoted to you before the commencement of said additional work. Examples of such work include but are not limited to:
- Administrative work, such as:
  - Reviewing multiple / lengthy specialist reports (i.e. from a speech pathologist, paediatric assessment) for the purpose of ensuring our services meet student needs.
  - Providing detailed feedback about student progress (via phone, in person, written or otherwise), outside of our usual complimentary student progress reports.
  - Providing detailed learning plans or recommendations (via phone, in person, written or otherwise), outside of our usual complimentary student progress reports.
  - Writing letters of recommendation (i.e. for students applying for scholarships, or entry into a school).
- Meetings, such as:
  - Separate meet & greets between students and tutors, prior to sessions commencing (face to face, online or otherwise).
  - Meetings between parents / carers and our learning manager, director, or other staff (face to face, online or otherwise).
  - External meetings where WFL staff are required to be present (i.e. meetings at the child's school).
Once the scope of the additional work is agreed upon, we will issue an additional or updated letter of engagement via our online proposal system, and will ask you to sign the new agreement before we commence the new work.

Communication & Feedback

Our preferred method of communication from clients to We, Future Leaders is via email, however you may periodically hear from us via text or phone call. Please note that the phone is not always monitored and thus we may take up to one business day to respond.
We, Future Leaders will always stand behind the quality and professional nature of the services that we offer. If at any point you are not completely satisfied with the services we have performed, we encourage you to bring this to our attention immediately. We'd love the opportunity to correctly address your concerns and allow us a chance to win your trust back and prevent similar problems from happening in the future.
We, Future Leaders welcomes feedback from clients and we take pride in our commitment to continually improving our services. For this reason, clients who wish to communicate feedback with us must do so in accordance with our feedback process:
- Respectfully contact us via email
- If required, a phone call will be made to discuss the feedback further
- If required, a meeting will be arranged to discuss the feedback further
Tutors cannot discuss the session straight after a lesson due to timetable constraints, confidentiality of other students, and maintaining centre volume levels. However, we are always happy to provide brief feedback, should it be requested by clients via email, or detailed feedback as listed above in the "unanticipated services" section. Please note however, that even brief feedback cannot be provided after every lesson, and clients/families will receive reports at the end of the term.
Reports for classes will be an overview of the class, not tailored to each individual student. For a fee however, parents can request individualised reports for class enrolments.
Reports for 1:1 sessions will only be provided when a minimum of 9 sessions have occurred within a term. These reports will be specific to the student.
Students in high school have the option to communicate with tutors between sessions, for the sole purpose of learning (i.e. reviewing an assessment, asking a question). This communication may be via email or text. Permission must be provided to We, Future Leaders by parents via email.

Safety & Respect

Tutors and staff must be treated with respect at all times, and We, Future Leaders will always treat clients/families and students will respect at all times.
Under no circumstances are parents to enter the classroom, learning space or staff areas without prior permission from We, Future Leaders management staff. This is to ensure the safety and confidentiality of all students, staff and parents and to maintain the full lesson times.
Under no circumstances are students to bring any food or drinks (aside from water) into the classroom, unless medically necessary and previously agreed to by We, Future Leaders management. This is to ensure the safety and hygiene of the centre for students and staff.
Students may be removed from a class if behaviour is continually disruptive or disrespectful. In the event that this occurs, students will be provided with independent work, families will be notified and enrolment may be terminated if behaviour persists. This is to ensure the safety and wellbeing of all individuals in the centre.
Students and families must respect our centres, including the building, our resources, waiting areas, neighbours and communal facilities (such as hallways, carparks, elevators, bathrooms etc.). Continued failure to comply with this may result in termination of enrolment.
Under no circumstances are families to conduct meetings, phone calls, video calls, or loud conversations in waiting or communal areas out of respect for staff, students, and neighbours. Continued failure to comply with this may result in termination of enrolment.
Students in Prep-Year 2 must be escorted into and out of the centre by a responsible adult. Students in year 3 and above are permitted to enter and leave the centre on their own under the following conditions:
- They are a returning student, thus are familiar with the location
- They are responsible and respectful
- This has been agreed between We, Future Leaders management and families
Students are to arrive and leave for their session on time for student safety and monitoring. We cannot guarantee supervision before or after their scheduled time, therefore if arriving early, students must be supervised and must behave appropriately and respectfully to minimise disruption to staff/students. A late collection fee of $10 for any late collection past 5 minutes will be applied to the family's account. Continued failure to comply with this may result in termination of enrolment.
Students are encouraged to borrow books from our library and records of books borrowed will be kept. We ask that books are treated with care and respect, and are returned within a reasonable time frame.
In the event that breakages occur in our centre due to students or families, the cost of replacement will be passed onto the family responsible for the breakage.
Students and families have access to the internet in our centres. It is vital that all internet users practise safe internet usage. Failure to comply with this WILL result in termination of enrolment.
The safety, wellbeing and learning progress of our students is our priority. If relevant health or safety observations are made, this will be communicated with the student's family. Similarly, if learning observations are made, recommendations may be provided to families.
If students have health care plans (asthma etc.), We, Future Leaders must be provided with a copy. If medication is required and cannot be appropriately administered by the student, it must be provided to We, Future Leaders management with written instructions.

Termination of this engagement

Subject to any statutory provisions that apply to the Services, and unless otherwise outlined in this Terms document, either party may terminate this engagement at any time by giving 14 calendar days written notice to the other. Either party may terminate this engagement immediately if the other commits any material or persistent breach of its obligations under this agreement, in particular the Terms and Conditions set out in the Engagement Letter.

Force majeure

Neither party will be liable to the other for any delay or failure to fulfil their obligations under this agreement if that delay and/or failure arises from causes beyond their control, including but not limited to fire, floods, acts of God, acts or regulations of any government or supranational authority, war, riot, terrorist activities, strikes, lockouts and industrial disputes.