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CANCELLATION & SCHEDULING POLICIES

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  • How to Schedule

 

  • Weekly Times should be arranged directly with me over phone/text (805-680-6015) or email (michaelhansonmt@gmail.com)

  • Individual Sessions being booked on an As-Needed Basis should be scheduled online either here or via this link: https://app.greminders.com/c/michaelhanson.  The only exceptions would be:

    • Sessions of irregular length (anything other than 30 or 60 minutes) 

    • If you’re trying to book something with less than 1 hours notice

    • You’d like to set up a session for 3 or more students

         For any of these exceptional cases, text/call/email me and I’ll help you directly.


 

  • Scheduled vs. Confirmed

 

  • Scheduled - If you have a weekly time you are automatically scheduled for that time every week.  If you book an individual session with more than 24 hours notice, you are then scheduled for that time.  If you are scheduled for a time, no one else can take it from you unless you fail to confirm your session before the day of.  If you have not confirmed your session and someone else is requesting it, I reserve the option to give it to them.

  • Confirmed - You must confirm sessions by following the link in the reminder emails and selecting “Confirm”.  You’ll receive these reminders 4 Days before each session and again 2 days before each session if you don’t respond to the first reminder, and yet again 24 hours before if you don’t respond to either of the first two reminders.  If you don’t confirm by 12 hours before a session is set to begin, your time will no longer be secure. 

    • There will be no fee for allowing your scheduled status to expire.  Also, if nobody else requests your unconfirmed time slot, it will still be yours and I will assume that you want to work at the scheduled, but unconfirmed time. 

    • Once Confirmed, your session is completely secure.  No one can take it from you.  It will not expire.  It’s happening unless you cancel/reschedule or I have a personal emergency.

    • If you book an individual session with less than 24 hrs notice, you will automatically be confirmed.  Don’t expect any reminder emails.  You will already be confirmed so there will be no need to follow up.  The zoom link will be in your initial booking email. As a reminder, from now on you may use the same zoom link EVERY TIME.

  • Whether you confirm the session or not, you will be subject to the…


 

  • Cancellation Policy

 

  • If you need to cancel you MUST notify me as soon as possible by the same link that appears in all of the reminder/confirmation emails.

  • If you cancel with more than 12 hours notice, there is no fee.  Simple as that.  You’re all set.  Not a problem, no harm done.

  • If you cancel with less than 12 hours notice, there will be a cancellation fee of $40.  Or $20 if your session was scheduled for 30 minutes or less.  

  • If you’re a NO-SHOW, you will be charged for the entire planned session.  A NO-SHOW will be defined by the following:

    • Being scheduled (it doesn’t matter if you’re confirmed or not)

    • Not canceling before the appt time

    • Not immediately responding to the text that I send you five minutes after the appointment is supposed to begin and taking steps to join the meeting as quickly as possible.

    • If you don’t show up, don’t respond, or respond with something along the lines of “Oh shoot!  I completely forgot.  I actually can’t do it today”... that’s a NO-SHOW and you will be charged the full session fee.  If you’re sick, just give me a little notice.  There’s really no reason I should be finding out about this after the session is supposed to begin.


 

  • Rescheduling Policy

 

  • You can reschedule anytime, whether you’re confirmed or only scheduled.  The same link that you use to confirm and cancel appointments that appears in all the reminder texts/emails features an option to reschedule.

  • Is there ever a fee for rescheduling?  Yes, but it is more forgiving than the cancellation policy.  

    • You can reschedule for a new time up to 4 hours before the session WITH NO FEE.  The new time must be less than a week away and is subject to my availability.

    • If you reschedule with less than 4 hours notice before the original time, there will be a $40 fee.  ($20 for sessions planned for 30 minutes or less)

    • If you’re a NO-SHOW and then ask to reschedule, you may do so, however you will be charged the full fee for the originally planned session.


 

  • Session Length Reduction Policy 

  • Try to book the amount of time you’ll actually need, because that is the amount you’re going to be charged. 

    • But what if I don’t know how much time I’m going to need?

      • That is a fair question and I’m not unsympathetic.  So I’ve come up with a compromise to keep things flexible - If you realize that the length of your scheduled or confirmed session should be reduced, you can notify me up to 4 HOURS before the appointment begins to do so WITH NO FEE.  While I do ask that you try to make these requests as far in advance as possible, the rationale behind the 4-hour deadline is based on the fact that sometimes students don't know what they need until they have class earlier on the same day of their appointment.  4 hours should give most students enough time to finish class, gauge their needs, and let me know that they’d like to reduce their time.

    • But what if I don’t have 4 hours between my class and our regular weekly session?

      • Talk to me.  We’ll work something else out for you.

    • What if I need MORE time than I have scheduled?  

      • If you realize this before the session, text/call/email me directly and I’ll see if I’m able to extend the session or help you find another time.  This may or may not be possible.  If in doubt, you should probably book an amount of time on the longer end of what you think you may need.  If you realize you need more time only once our planned end time approaches, I will extend the session if possible and prorate accordingly.

    • What if we discover during the session that we don’t need the entirety of the time booked, but we really don’t want the extra time to go to waste? 

      •  If that’s the case, I am more than happy to round out the planned session time with extra practice problems, previews of upcoming topics, standardized test prep, or anything else math related.   

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  • Payment Policy

 

  • You can pay via Venmo, Paypal, or Zelle

  • If you prefer Venmo or Paypal, I will send you an invoice on that platform.  I ask that you respond directly to these requests rather than initiating a new payment.  For one thing, it’s easier for you.  More importantly, if you initiate a new payment on your end, my request is just going to be sitting there on my venmo/paypal page with “Pending” next to it.  When a client initiates a new payment, I try to remember to immediately cancel my request.  But sometimes I’m busy, I forget you took care of it, a week goes by, and I see that “pending” status and I end up bugging you for no reason.  This can be avoided by simply completing the request I send.

  • If you use Paypal, please make sure to use the “Friends and Family” option.  Otherwise Paypal gets a percentage. 

  • If you use Zelle, I’ll email you an invoice.

  • Each session must be paid for WITHIN TWO WEEKS after it takes place.  It’s fine if you want to do several sessions before paying for them all at once.  But no session can go unpaid for more than two weeks.  If this happens, I will inform you and you will not be able to schedule or confirm any more sessions until you catch up on the late payments.

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