These policies are designed to ensure a quality learning experience for both our students and service providers. Please take a moment to read and understand these general service policies. Feel free to call us if you have any questions, comments, or concerns.

Responsibilities of the student who is receiving services

  • Be on time for tutoring appointments.
  • Attend classes (services are not a substitute for going to class).
  • Prepare for the session with questions to ask the service provider and by completing as much work as possible before the session—read the textbook, attempt homework problems, etc.
  • Always treat the service provider with respect.
  • Cancel at least 24 hours in advance if you are unable to keep an appointment.
  • Sign in for sessions.

Responsibilities of the service provider

The service provider is expected to…

  • Be on time for service appointments.
  • Always treat the student with respect.
  • Service provider will not and cannot do students’ work for them.
  • Service provider will not complete students’ homework or other assignments, but service provider can help each student become an independent learner and a successful student.
  • Maintain confidentiality.
  • Cancel at least 24 hours in advance if unable to keep an appointment.
  • Students have the right to talk with the Director of Services if they are uncomfortable with the service provider they have been assigned to and discuss possible courses of action.

Cancelled or Missed Appointments

We understand that your life is busy and that you may occasionally need to miss an appointment. If you know in advance that you will miss an appointment, please contact SoT as soon as possible.

Contact us at 202-630-8807 or email us at info@theseedsoftomorrow.org.

We do not offer refunds for missed appointments, but we are willing to reschedule the appointment under the following circumstances:

  • Early Cancellations: If you cancel an appointment before 9:00 a.m. on the day of the appointment, it counts as an early cancellation, and we will grant a make-up appointment. There is a limit of one make-up appointment per month for each reserved weekly appointment. Make-up appointments need to be used within four weeks of the original appointment.
  • Late Cancellations and No-Shows: If you cancel an appointment after 9:00 a.m. on the day of the appointment or if you fail to show up for the appointment, you are not eligible for a make-up appointment.

Make-Up Appointments

We will do our best to provide make-up appointments with your child’s regular tutor; however, SoT cannot guarantee that your child’s tutor will be available for a make-up appointment. Please be aware that it is your responsibility to schedule a make-up appointment. Make-up availability in terms of day, time, and tutor may be limited.

Students Arriving Late

If a student has not arrived 10 minutes into an appointment time, the service provider will place a courtesy call to the home or cell phone (if that number is available). If the student does not show up within 15 minutes of the scheduled start of the appointment, it will be considered a late cancellation or no-show.

Tutors Arriving Late

In the rare event that a service provider is more than 10 minutes late to an appointment, he or she will work with the student for the total amount of time that was originally scheduled for the appointment.

Holiday Closings

SoT is closed for most government holidays. If student’s appointment falls on a holiday or a day when we are closed, we will reschedule the appointment at your convenience. We expect students to attend all tutoring appointments unless otherwise notified.

Weather Emergencies

In case of inclement weather, we follow DCPS regarding closings. If you are unsure whether or not we are open, please call our office at 202-630-8807. Unless our recording says we are closed, we are open. On some occasions, we have closed due to the weather getting progressively worse in the evening; that determination will be made on an individual basis to ensure the safety of our staff and students on their way home. If we are closed due to inclement weather, students and parents may schedule a make-up appointment.

Tutor Absences

SoT will make every effort to notify students as far as possible in advance if a service provider is unavailable. When a service provider is absent, SoT reserves the right to provide a qualified substitute service provider. If SoT is unable to provide such a service provider during your regularly scheduled time, we will notify you and will reschedule the appointment at your earliest convenience.

Discontinuation of a Weekly Appointment

All weekly appointments are scheduled due to student/parent schedules or comp ed plan and are presumed to continue until the end of the comp ed plan unless otherwise specified. If you would like to discontinue scheduled services, please send a discontinuation notice immediately. The notice may be emailed to info@theseedsoftomorrow.org.

Confidentiality

It is the policy of SoT not to release information about any program participant in any manner that specifically identifies the individual to any person, private agency, media, business, or other organization outside of SoT without the express written permission of the program participant. For more information, review our privacy policy page.

Payment

SoT will complete all paperwork and invoicing for services due to a comp ed plan, Settlement Agreement (SA), or Hearing Officer Determination (HOD). SoT will submit the following information when requesting payments or reimbursements from the District of Columbia Public School (DCPS) Office of Special Education:

    1. Authorization for completion of service

Copy the authorization for services, such as a settlement agreement (SA), compensatory education authorization letter, Hearing Officer Determination (HOD), or other document extended by an authorized employee of the District of Columbia Public Schools Office of Special Education.

     2. A detailed invoice that includes:

  • Student’s full name, date of birth (DOB), and DCPS ID number
  • The total cost and time period covered
  • The date(s) and hour(s) when the service was provided
  • Itemization of the services provided, including:
    o  The unit of service (typically an hour)
    o  The frequency of service, e.g., number of hours, days, or weeks
    o   The rate per unit of service, e.g., cost per hour, day, or week

Policies are posted on www.theseedsoftomorrow.org. Policies and schedules are subject to change.

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