This document serves as the basis for the tutoring agreement between the Tutor, Student and the Adult Responsible for paying the tutoring fees.

This agreement is between:

The Tutor: Mr Frank Ashcroft

The Student:

The Parent/Guardian (Fee Payer):

Where the student is over 18 and is paying the fees themselves, this agreement is between the Tutor and the Student. In these circumstances the Student is also the Fee Payer. If the student is under 18 or if a parent/guardian is paying the fees, then the parent/guardian the Fee Payer.

Provision

The tutor will provide tuition in the following subjects to the following levels

Subjects	Level (KS3, GCSE or A level)

The tutor will deliver tuition in 1 hour online sessions at times detailed below. Sessions are delivered using Google Meet. The student must be able to access Google Meet and it is the responsibility of the Student and Parent Guardian to ensure that the Student has the suitable hardware, software and internet connection to participate in sessions. It is recommended that the Student has a Gmail account.

The Tutor may change the platform for online sessions from Google Meet provided reasonable notice is given.

The fee for each session covers

planning the session and preparation of material for the session,
delivery of the session
and a brief report for each session which will be sent to the Fee Payer.

A typical session will involve a short review of previous work and a mix of explanation, verbal questions and exam-style questions to check understanding. Students will complete work during the session. For short answers and other interactions this will be done using Google Jamboard. For longer answers this may be by completing a Google Document or by writing the answers by hand and sending a copy to the Tutor.

This approach may be changed where the Tutor judges this is necessary for the ideas being covered or to meet the needs of the Student.

All sessions will be recorded. A link to the recording will be provided after the meeting to the Parent/Guardian (if applicable) and the Student. By signing this agreement, all parties consent to meetings being recorded. If consent to record meetings is revoked by either the Parent or the Student, the agreement will end at once. No further sessions will be delivered and any sessions within 7 days of the withdrawal of consent must be paid for.

Whilst it is helpful for the Tutor to be able to see the student, the student may turn his or her camera on and off as desired.

Tuition will be provided at the following times each week during term time. Term time is considered to be term time for Local Authority Schools in Gloucestershire a copy of which is provided separately.

Session	1	2	3
Day
Start time
End time

Cancelling a Session and Connectivity Problems

Sessions should not normally be cancelled. In exceptional circumstances, a session can be cancelled by the Tutor or the Parent/Guardian (or Student if the Student is over 18) by giving 7 days’ notice. Cancellation notification must be given by email or by SMS. There will be no charge for a cancelled session provided 7 days’ notice is given. Sessions that are cancelled with less than 7 days’ notice will be charged at the full rate unless they are cancelled in the circumstances set out in the next paragraph.

Very rarely, for example in the case of illness, it may be impossible to avoid cancelling the session with less than 7 days’ notice. When Parents/Guardians or adult Students cancel for in such circumstances, there will be a cancellation fee of £5. Where the Tutor cancels for unforeseeable circumstances with less than £7 days’ notice, the person responsible for paying fees will receive a £5 discount off the next session.

Where a session cannot be completed due to internet connectivity difficulties the fee charged will be for the fraction of the session that was delivered. This will be timed in 5 minute sections and rounded down.

Payment

Payment is due when the Fee Payer receives a report of the tuition session. This will normally happen less than 48 hours after the session ends. Payment should be made using online banking. Bank details will be provided on invoices. No further tuition will be given if a payment is more than 5 days late. The Fee Payer will still be required to pay for any sessions that have been arranged but not delivered due to late payment. When a payment is 14 days overdue, this agreement will end automatically.

The Tutor will give 30 days’ notice of any increases in fees.

Obligations

The tutor

The Tutor agrees to carry out all necessary preparation prior to each lesson so as to maximise the Student’s learning and to deliver lessons to the best of his ability. However the tutor is not able to give any guarantee as to the Student’s performance in any exams or assessments.

The Tutor will not share any information about the Student or Parents with any other party except for safeguarding purposes.

The Tutor shall not sub-contract to another tutor for lessons that are intended to be conducted by him.

The Tutor shall not complete homework or any other classroom assignments that are intended for completion by the Student.

The Tutor will not communicate with the Student’s school except for safeguarding purposes.

The Student

The Student agrees to join all scheduled lessons, to work attentively and be pro-active in making suggestions about their own education.

The Student understands the Tutor will not under any circumstances complete homework or other tasks set by the Student’s school.

The Student will raise any concerns about the provision at the earliest opportunity either by talking directly to the Tutor or to a parent or guardian.

The Parent/Guardian

The Parent/Guardian will ensure the Student has suitable hardware, software and working area for accessing online provision.

All Parents/Guardians listed on the contact detail sheet will be invited to join online sessions as an observer and may do so at any time though there is no obligation to do so.

Parents/Guardians will take due notice of the safeguarding section of this agreement.

Parents/guardians will treat the Tutor’s contact details as confidential and will not visit the Tutor’s home address without prior permission.

Parents will raise any concerns they have about the quality or effectiveness of provision at the earliest opportunity.

Ending the Agreement

This agreement can be ended by the Tutor, Parent/Guardian or Student if the Student is over 18. Notice to end the agreement must be sent by SMS or email to the contact details in the agreement. Seven days’ notice must be given. Any sessions scheduled within the notice period must be paid for.

If a payment is overdue for 14 days, the agreement will end as described in the “Payments” section above.

Your Data

The tutor will keep the following data: tutoring agreements; copies of correspondence; contact details: payment records; student work, reports and assessments; videos of sessions. All these data will be kept in confidence.

Contact details are kept so that the Tutor can communicate effectively with Parents/Guardians and Students. The Tutor will keep contact details for a year starting at the end of the Academic Year in which the last session was delivered. The tutor will delete contact information before this if requested to do so via email or SMS by the Parent/Guardian or by the Student if the student is over 18. A request to remove contact data while a tutoring agreement is still in force will be taken as a request also to end the agreement.

Payment records, tutoring agreements and correspondence with the bill payer are kept for tax and contractual reasons and will be kept for 6 years after the end of the financial year in which the payments are made or for 6 years after the end of the financial year in which the tutoring agreement ended.

Student work, reports and assessments are kept to assist with effective planning of provision. Videos of sessions are kept to evaluate and improve provision and for safeguarding purposes. The tutor will keep recordings, reports, work and assessment details for a year starting at the end of the Academic Year in which the session was delivered. Videos, reports, work and assessment details will be deleted sooner if requested via email or SMS by the Parent/Guardian or Student. If a student under 18 requests the deletion of a video, the Parents/Guardians will be invited to view the video before deletion.

Safeguarding

This section applies to sessions with students under the age of 18.

To comply with best safeguarding practice…

Parents and guardians should:

Where possible, set up the workstation in a downstairs room. If the workstation needs to be in the child’s bedroom ensure that the door is open throughout the session.
Make sure a responsible adult is always in the home with the Student during tutoring sessions. It is preferable if the adult is within earshot of The Student while the session is running.
Consider joining sessions without notice and for as long as they like
Review random sections of the session recordings to ensure that they are satisfied with the quality of the provision and the conduct of the Tutor.
Regularly talk to the Student about the tutorial sessions
Make sure the Student understands that they should only communicate with the Tutor by the email listed in the Contact Details section of this document and that the Tutor will share all communications received from students with parents/guardians.

The tutor will

Maintain a professional relationship with the Student and with Parents/Carers.
Dress professionally for all tutorial sessions.
Start and end the sessions at the agreed time.
Communicate in a timely manner with parents and students.
Communicate with the student only by the Tutor’s business email and copy the Parent/Carer into all correspondence.
Only have things required for the session open on the computer screen during tuition sessions
Obscure the background during sessions to hide any personal items
Where appropriate, discuss concerns about the Student’s wellbeing with parents as soon as they arise

If parents or guardians have concerns about the conduct of the Tutor, they should consider:

Contacting the police if they believe a crime has been committed
Reporting their concerns to the Child Protection Services of their local authority.
Consulting the NSPCC Helpline if they need advice

https://www.nspcc.org.uk/keeping-children-safe/our-services/nspcc-helpline/

As an adult working with children, the Tutor owes the child a duty of care. This means that in certain circumstances he may be obliged to report concerns to the police and/or Child Protection Services or the Student’s school.

Signatures

We agree to Tutoring being provided as set out in this Tutoring Agreement. This includes consent to record sessions.

Tutor:

Signature Date

_____________________ _________________

Frank Ashcroft

Parent:

_____________________ __________________

Name:

Student: