Terms And Conditions, What happens when people forget them?! Options

[cadenza]

hey

It's been a while since my last post which must mean I've had a fairly smooth running term! However, today, I'm a bit annoyed. When taking on a new pupil I give them a copy of the terms and conditions, one of which is that I don't give refunds if the child is ill or can't make a lesson. However, I will try and re-arrange a lesson that week if I have notice, but I state that this is if I can fit in a lesson - it's not compulsory for me to make up that missed lesson and i expect it to be within that same week or close.

I've had one pupil who in the last month has missed 2 lessons, one for illness and one because his father couldn't drive him to his lesson. After the first missed lesson (with the lack of transport), the mother assumed that she wouldn't be paying for the lesson. On questioning her, she got quite shirty and said that I was always re-arranging lessons (maybe once / twice a year!), so I waivered that one, as I thought, fair enough, it's not the kid's fault the dad hasn't got a car.

However, today the mother came again after missing last week to illness and asked whether we could carry the lesson over to next term. So, now I'm a bit annoyed. I don't mind making up a lesson during the week of their original lesson, but now this skews my budgets and stuff.

So, my question is, where do you draw the line? I always feel uncomfortable taking money for work I haven't done, but the whole reason for me charging termly was so that I didn't have to deal with lower income because of some kid being ill. Am I being unfair??!?

I was thinking of reissuing all parents with my T&C in September so that it could be subtly told to this parent. what do you think? Has anyone else had problems with putting their T&C in practice? Why is it that for any other society / activity, they're expected to pay up front and if you miss a lesson, tough!
Help!

[sbhoa]

No, you are not being unreasonable.
I'm on the point on having to make this more clear myself due to one who tends to let me know on the last minute and then wants to make up the lesson later.

[maggiemay]

No, you are being perfectly fair. But there will always be one or two, I guess, who will try it on. Or they don't think Ts and Cs apply to them.

I wonder how your pupil's mother or father would appreciate it if, turning up for work one morning, they got a message to say 'sorry - keyholder can't get in to unlock the office - have a day off without pay " ! ?

Good luck with this one.

[Claire21]

I get mine to pay for 4 weeks in advance, but I'll tend to rearrange if I get enough notice. (I tell them I need at least 24 hours - otherwise it's just tough.) It does mean that some people do a couple of weeks, miss a week, do the next week on a different day, miss another week, etc etc...

But then private teaching is only a sideline for me, not my main income. My main job is reducing my hours later this year, so I might have to rethink and be a lot more strict about it - ie. they pay for a whole term in advance, and if they have to miss one, hard luck. As you say, if it was karate / scouts / whatever, they'd have to pay up front. The thought of telling that to some of the parents does fill me with dread though!

[AnnC]

No, you are not being unfair. This parent is messing you about, That said, I don't charge for illness. OK that is a matter of trust, but if you know your students, you can tell if it's true. I am therefore more strict with new students, but I do trust my instincts. I don't get messed about by my regular students. Occasionally I get a rogue new one, but they don't last long!

[upbeat]

No, you are not being unreasonable.
I'm on the point on having to make this more clear myself due to one who tends to let me know on the last minute and then wants to make up the lesson later.

(IMG:style_emoticons/default/agree.gif)

(IMG:style_emoticons/default/agree.gif) too!

[Hils]

I was thinking of reissuing all parents with my T&C in September so that it could be subtly told to this parent. what do you think?

Hi - my sympathies. I print my T&Cs on the back of the schedule letter (these go out about now for September). I put a slip onthe bottom of the letter with a tick box "I/We agree to the T&Cs overleaf". This comes back to me with payment so there need be no question of them having not seen/ misunderstood/ forgotten.

I am quite flexible and reasonable and don't always enforce my T&Cs to the letter, but at least both sides know they are entering into a contract this way.

Hope this helps, and good luck!

[imlovinit]

Perhaps you could put in your T&C that people are simply paying to have the right to be associated with your studio for the opportunity of potential lessons and that if they or you can't make it for any reason, justified or not, that they lose the lesson. That makes it all just that much easier for yourself and could save you a lot of the drudgery of actually having to teach! You might even make it to the beach more often...

[KixMusic]

Perhaps you could put in your T&C that people are simply paying to have the right to be associated with your studio for the opportunity of potential lessons and that if they or you can't make it for any reason, justified or not, that they lose the lesson. That makes it all just that much easier for yourself and could save you a lot of the drudgery of actually having to teach! You might even make it to the beach more often...

ouch! That's a bit harsh!

[Glass Mountain]

I definitely (IMG:style_emoticons/default/agree.gif) also! We also have to be stricter ourselves. I've had quite a number taking holidays in term time, and because I feel guilty taking the money, I try to make the time up. Now I'm finding that they're expecting me to make the time up. Who's fault is this? Mine, for being too accommodating. I must be tougher, and I hope you can to!!!

[Lizzy violin]

That's not unreasonable at all.

I know its a different thing but I run some dog training classes.
We charge a flat fee payable up front for the 8 week course. If they miss a week that's up to them.
Obviously if its not their fault we try and catch them up etc but there are no refunds.

The fact someone is booked on a course means we can't book anyone esle.

It's the same with your lessons. If someone can't make it for a lesson it's not like you can quickly get that money back by giving a lesson to someone else, the slot has been reserved for them so they need to pay.

I agree with some of the other posters that maybe getting people to pay up front for maybe a block of a months lessons may make things easier.

hope that helps, you're totally justified, it's your living we're talking about!

[peri busy]

I found it took a few years before I allowed myself to consider my tuition as an actual business and was consequently too 'soft' with folk, missing out on fees and juggling my time to suit others.

You learn.

I have a really good relationship with pupils/parents and my T/C's are very specific when it comes to missed lessons, fee paying:

*pupil misses a lesson - for any reason (this particularly applies within the school environment)- it still has to be paid for. No rescheduling.
*I have to cancel a lesson - this lesson will be either rescheduled at a mutually convenient time and date or refunded by way of a lesson in lieu the following term(My choice).
*all fees paid in advance, per calendar month for private pupils and termly for school pupils.

It's a service. We all pay for our services. Your time and expertise is no less precious than that of a plumber, dentist, car mechanic etc.

I have used the line of "Wow, your family must have a fabulous relationship with the TESCO's manager, for him to allow you to fill up your trolley and not have to pay!" to parents on occasion - all with a smile of course. Something like that usually works as they know exactly where I am coning from.. (IMG:style_emoticons/default/wink.gif)

Of course all is at your discretion, as you know each character. But don't be shy to draw a line in the sand.

[ad_libitum]

Perhaps you could put in your T&C that people are simply paying to have the right to be associated with your studio for the opportunity of potential lessons and that if they or you can't make it for any reason, justified or not, that they lose the lesson. That makes it all just that much easier for yourself and could save you a lot of the drudgery of actually having to teach! You might even make it to the beach more often...

Yes, that's a nice way to speak to someone who has come on asking for advice (IMG:style_emoticons/default/blink.gif)

Thankfully we're not all this rude cadenza.

[Cyrilla]

Perhaps you could put in your T&C that people are simply paying to have the right to be associated with your studio for the opportunity of potential lessons and that if they or you can't make it for any reason, justified or not, that they lose the lesson. That makes it all just that much easier for yourself and could save you a lot of the drudgery of actually having to teach! You might even make it to the beach more often...

Yes, that's a nice way to speak to someone who has come on asking for advice (IMG:style_emoticons/default/blink.gif)

Thankfully we're not this rude cadenza.

(IMG:style_emoticons/default/agree.gif)

Very good post, peri busy (IMG:style_emoticons/default/smile.gif) !

[SueHM]

So the lesson was cancelled because Dad hadn't got a car that week - what about getting a taxi? Pretty feeble excuse, really.

I got tough after I was cancelled in favour of a sleepover!