Class Attendance and Cancellation Policy

Effective Date: January 1, 2025

Purpose

This policy explains our rules about class attendance and cancellations to ensure fair treatment of both students and tutors at Alámọ̀já Yorùbá online school.

Who This Covers

All students taking online classes at Alámọ̀já Yorùbá online school.
All tutors teaching online classes at Alámọ̀já Yorùbá online school.
School administrative staff

Student Responsibilities

1. Class Confirmation

Students must confirm attendance in their WhatsApp group before each class
Tutors will only attend classes that have been confirmed
Unconfirmed classes are considered automatically canceled.

2. Cancellations

Students must notify their tutor at least 2 hours before class time.
Notifications must be sent through the class WhatsApp group(s).
Late cancellations or no-shows will incur a 25% fee of the class price.
No-show fees must be paid before taking new classes.

3. Replacement Tutors

Students may be offered a replacement tutor if their regular tutor is unavailable.
Students who decline a replacement tutor forfeit their right to a free make-up session if the tutor notifies them of urgent unavailability less than 2 hours before class time.
This decision must be communicated in the WhatsApp group

Tutor Responsibilities: Class Coverage

Tutors must notify students of class cancellation at least 2 hours before class if they cannot attend.
Tutors will arrange for another tutor to cover their class when unavailable.
Tutors will only provide a free make-up session to the student if they cannot cancel outrightly or provide a replacement tutor at least two hours before class time.

Technical Issues

1. General Guidelines

Either party must report technical problems immediately when they occur
Both student and tutor should attempt basic troubleshooting
Either party should cancel the session if issues persist.
Technical issues must be documented in the WhatsApp group.

2. When Issues Occur Before Class

If reported before or at the start of class:

The session should be rescheduled without penalty.
No charges apply for the canceled session.

3. When Technical Issues Occur During Class

If issues happen during the first 15 minutes of class:

The session should be canceled and rescheduled for another time.
No charges apply for the interrupted session (the tutor will not be paid).

If issues happen after 30 minutes of class:

The session is considered partially completed, and the student will pay for a full class session.
The Tutor will make up the remaining time by:
- Adding the remaining minutes to the next regular class OR
- Scheduling a short make-up session for the remaining time
- Tutor will be paid for the normal class duration and will fulfil the make-up sessions.

4. Make-up Session Rules

Must be scheduled within 2 weeks of the interrupted class
Duration/Option:
- Full class length for canceled/early interrupted sessions (student pays fully)
- Remaining time only for sessions interrupted after 30 minutes (student will not be required to pay if the original session is paid for)
Must be confirmed through WhatsApp group
Same cancellation policy applies to make-up sessions

Important Notes

Make-up sessions will not be scheduled if the student rejects a replacement tutor due to a tutor’s urgent unavailability (within 2 hours to class time).
All communications about attendance must happen in the class WhatsApp group.
This policy applies to both regular and make-up sessions
Technical issues must be reported immediately when they occur.

Why We Have This Policy

To ensure clear communication between tutors and students
To respect everyone’s time and commitments
To maintain a high-quality learning experience
To provide fair treatment for both students and tutors

Policy Review

We will review this policy annually and update it to ensure it continues to serve our learning community at Alámọ̀já Yorùbá School effectively.

Last reviewed: December 26, 2024