Terms and Conditions for Swan City Scholars
Welcome to Swan City Scholars! We’re committed to providing high-quality educational support. To ensure a clear and successful experience for everyone, please review our terms and conditions below.
Virtual Tutoring Best Practices
For students to make consistent academic progress, regular and consistent attendance at virtual tutoring sessions is crucial. Parents or guardians are expected to ensure students follow their suggested instructional plan. Gaps in attendance can significantly hinder learning, especially for students needing support with reading or foundational skills.
To support continuous learning during breaks, we encourage families to engage with recommended educational websites and other supporting activities, designed for skill review and maintenance.
Required Materials for Virtual Sessions
To ensure a successful learning experience, students must have the following materials ready for each virtual session:
- Device for Virtual Learning: A laptop, desktop computer, or tablet equipped with a working camera and audio capabilities for live interaction.
- Basic Supplies: Paper, pens, and pencils for note-taking, assignments, and written activities.
- Curriculum Materials: Instructional content and resources selected and purchased by the family should be accessible for use during applicable sessions.
Attendance and Tardiness Policy (All Virtual Sessions)
No-Call / Unexcused Absences
More than one emergency cancellation (less than two hours’ notice) or failure to attend a scheduled session without prior written notice is considered a “no-call, no-show.” Since time and planning have already been dedicated to the session, payment is still required for missed appointments without notice. Multiple no-call, no-shows may result in dismissal from the program.
Tardiness
Efforts will be made to accommodate late arrivals; however, session time may be limited based on availability. Full payment is still expected, regardless of a late start.
Homeschool Homeroom – Virtual 1:1
Purpose
The goal of our 1:1 virtual homeroom and check-in sessions is to foster a supportive relationship between the student and teacher. These sessions serve as a safe place for students to reflect on their progress, set goals, discuss challenges, and receive personalized guidance.
Session Length
Each session is approximately 15–30 minutes, depending on student needs and schedule. Sessions may be held once or twice per day, as determined by the program structure or family preference.
Session Format
- Welcome & Emotional Check-In (5 mins): Student shares how they’re feeling, with a quick discussion of well-being, motivation, or social concerns.
- Academic Review (10–15 mins): Discuss current coursework, assignments, or upcoming assessments; identify areas of concern and celebrate successes; reinforce time management and study strategies.
- Goal Setting & Next Steps (5–10 mins): Student sets short-term academic or personal goals; tutor confirms action items or support strategies for the week; wrap-up with encouragement or a positive affirmation.
Homeschool Start-Up & Curriculum Selection Policy
Initial Planning Sessions
Families beginning a homeschool program are encouraged to schedule an initial Start-Up Session, available in both virtual and face-to-face formats. These sessions guide families through homeschool requirements, goal setting, and curriculum planning.
Curriculum Consultation
During the planning session, a customized curriculum plan will be created based on the student’s age, academic readiness, learning style, and family values. Parents or guardians are required to complete a curriculum questionnaire in advance to assist in identifying appropriate homeschool approaches and instructional resources. Based on this consultation, a selection of curriculum options will be recommended. It is the responsibility of the family to review the suggestions and independently purchase any chosen materials. Recommendations may include a combination of digital platforms, printed workbooks, and supplemental enrichment resources aligned with the student’s educational goals.
Session Length & Scheduling
Start-up sessions are typically 1.5-2 hours and must be scheduled in advance. One scheduled follow-up session is also recommended approximately 2-4 weeks into the start of your homeschool program.
Format & Expectations
Virtual sessions are conducted via secure video conferencing. Face-to-face sessions at your home are also available (within 20 miles of our South Lakeland home base). Families are encouraged to be prepared with questions and any materials they’ve already considered.
1-Hour Tutoring Session Policy
Session Duration
Each tutoring session will run for 60 minutes, beginning and ending promptly at the scheduled time. Students are expected to be prepared and logged in (for virtual sessions) at the start of the session to maximize instructional time.
Session Structure
Sessions may include:
- Warm-up or review of previous material (5–10 minutes)
- Focused instruction tailored to the student’s learning goals (40–45 minutes)
- Review, feedback, or independent practice planning (5–10 minutes)
Swan City Scholars Holiday Schedule
We encourage regular rest and meaningful family time as an important part of our community values. Swan City Scholars will be closed during the following scheduled breaks:
- All Federal Holidays
- Summer Break – 8 weeks
- Fall and Spring Break – 1 week each
- Holiday Breaks – 1 week over Thanksgiving week, 2 weeks over Christmas and New Year’s
In the event of any unexpected closures—such as illness or other unforeseen circumstances—families will be notified as early as possible. Please also note that Swan City families may be invited to optional/pre-scheduled field trips during these breaks.
Fee and Payment Policy
All sessions are scheduled in advance to ensure consistency and clear communication. Families will receive an invoice via email for the upcoming month’s sessions.
Accepted payment methods include check, cash, approved digital payment platforms (such as PayPal or Venmo), or a scholarship program (with proof of award, if applicable).
- Homeschool homeroom payments are due by the Sunday prior to the start of the new week (for weekly option).
- For families who choose the Homeschool Package, payment is due by the 1st day of each month.
- Tutoring session payments are due no later than the start of the scheduled session. If an invoice has not yet been issued, payment is still expected at the time of the session.
Please note: A $25.00 late fee will be assessed for any payments not received at the start of a session. If payment is not rendered at that time, the late fee will automatically apply.
REFUNDS
Refunds will not be issued. Great efforts will be made to reschedule, but clients are still responsible for all cancelled sessions, with respect to the attendance agreement. In addition, if you are unable to reschedule within the week, you will still be billed for all future sessions.
Scholarship Terms
Families using an approved scholarship program may be eligible for direct payments. Please refer to Step Up for Students for details. Assistance with scholarship processes is available upon request.
Families are responsible for monitoring their scholarship accounts to ensure funding is available. If scholarship funds are exhausted or denied, the remaining balance must be paid prior to service, and late fees may apply.
After receiving an invoice, parents or guardians are expected to approve or deny payment within three calendar days. Timely approval ensures smoother processing and uninterrupted use of scholarship benefits. Delays in approval may result in additional late fees and a hold on services. Repeated violations may result in removal from the program. For full details, consult the scholarship handbook.
Homeschool Portfolio Evaluation
The State of Florida FLDOE requires annual evaluations to be performed by a certified teacher to ensure that homeschool students can properly advance to the next grade level. This portfolio may be used in place of state testing. Note: Step-Up PEP students are not eligible for portfolio evaluations and must submit annual testing (see Step-Up Parent handbook for more information).
Homeschool Test Proctoring
Proctoring services are available to homeschool students for standardized, diagnostic, or curriculum-based assessments.
All testing sessions must be scheduled in advance, with testing materials or platform access provided by the parent/guardian unless otherwise arranged. Proctoring sessions are offered virtually, due to this, students must have a functioning computer camera and audio.
By enrolling in Swan City Scholars, you agree to abide by these terms and conditions. We look forward to a successful learning journey with your student!