Tutoring and Specialty Class Policies
Effective January 1, 2025
At The Learning Hive, we believe that consistent routines, clear expectations, and open communication help children feel confident and supported. These policies apply to all 1:1 tutoring, small group tutoring, enrichment classes, and specialty subjects offered outside the full-time school program.
Payment and Billing
Tutoring and specialty classes are billed monthly in advance using an equal billing model. Your total tuition for the full term (7 or 14 weeks) is divided into even monthly payments.
Payments are processed on the 1st of each month using the card on file. A completed credit or debit card authorisation form is required at registration.
Late payments are subject to a 10 percent fee after 3 calendar days. If an account becomes more than 7 days overdue, services may be paused until the balance is resolved.
Commitment and Refunds
When you register, you are reserving your child's space for the full term. Because our programs are highly personalised and spaces are limited, tuition is non-refundable once the term begins, and families remain financially responsible for the entire term regardless of attendance.
We understand that circumstances can change unexpectedly. If you need to pause or withdraw, please reach out to us directly. We are always open to discussing your situation and exploring what may be possible.
Attendance, Cancellations, and Make-Up Sessions
Sessions cancelled with at least 24 hours’ notice will be marked as excused. Makeup lessons may be offered if schedules allow, but they are not guaranteed.
Cancellations made with less than 24 hours’ notice, including no-shows, are billed in full and are not eligible for rescheduling.
A dedicated makeup week is built into the end of each term for any cancellations initiated by The Learning Hive, such as tutor illness or weather closures. If this week is not needed for Hive-related cancellations, we may open limited spots for student absences, depending on tutor availability.
Tutor Assignment and Class Groupings
Students are matched with tutors or class groups based on learning needs, age, personality, and scheduling. While we prioritise consistency, specific tutors and group placements cannot be guaranteed.
Parent Collaboration and Communication
We value strong, respectful partnerships with families. Please share any updates or concerns that may support your child’s academic progress, confidence, or wellbeing. Our goal is always to meet each learner where they are academically and help them grow with care and purpose.
Photo and Video Consent
We occasionally capture photos or short video clips during sessions to highlight learning, celebrate progress, or support staff training.
These may be used in marketing or social media, and student names are never shared. Families provide consent at registration and can update their preferences at any time by emailing us.
Questions or Support
We are here to help. If you have questions about these policies or want to discuss your child's needs, please reach out to us at hello@learninghive.ca
Tutoring and Specialty Class Policies
Effective January 1, 2026
The Learning Hive Academy is designed to provide a calm, academically strong, relationship-centred school experience where every child is supported as an individual. The following policies ensure a predictable, safe, and nurturing environment for students, families, and educators.
School Hours and Attendance
Consistent attendance helps students build confidence, form relationships, and stay engaged with their learning.
Students are expected to arrive on time and attend regularly.
If your child will be absent, please notify the school as early as possible.
Extended absences may affect academic progress. We are always happy to talk through support options if unexpected situations arise.
Tuition, Billing, and Refunds
Academy tuition is billed monthly in advance using our equal billing model.
Payments are processed on the 20th of each month, using the card on file. A completed credit or debit card authorisation form is required at registration.
Late payments are subject to a 10 percent fee after 3 calendar days.
Tuition is non-refundable once the school year begins, as staffing, resources, and class groupings are set based on confirmed enrolment.
Families are financially responsible for the full school year unless a written withdrawal request is approved according to the withdrawal schedule provided at enrolment.
Continuation of Enrolment
The Learning Hive Academy is committed to providing a calm, safe, and supportive environment where every child can learn, grow, and thrive. In some situations, a student’s needs may extend beyond what our school setting can reasonably and safely provide.
We reserve the right to modify a student’s placement, request a temporary pause, or discontinue enrolment if:
ongoing behaviours or safety concerns significantly impact the child, their peers, or the learning environment
the level of support required exceeds what our staffing model or program structure can safely offer
a child is consistently struggling to settle despite collaborative problem-solving with the family
there is a breach of policies that prevents us from maintaining a safe or respectful environment
Our approach is always gentle and relationship-based. We guide behaviour through connection and support, helping students regulate their emotions and build confidence over time. Physical aggression, persistent disruption, or unsafe behaviour will be addressed collaboratively with families.
Before any changes to enrolment are considered, we will always communicate openly, share our observations, and partner with families to explore strategies and next steps. If a change in placement becomes necessary, we will work together on a thoughtful, respectful transition that prioritizes the child’s wellbeing.
Student Placement and Educator Assignments
Class placements are determined based on age, developmental readiness, academic needs, and social factors.
We cannot guarantee specific teachers, groupings, or classmates, but we always prioritize the best environment for each student.
Adjustments may be made throughout the year if needed to support learning or wellbeing.
Health, Safety, and School Closures
Student safety is our highest priority.
Children should stay home when ill to protect the health of the community.
In the event of weather closures or building-related issues, families will be notified as early as possible.
Missed days due to weather or unforeseen conditions may not be rescheduled, but we will always act in the best interest of student safety.
Photo and Video Consent
We occasionally capture photos or short videos of classroom activities, projects, and school events.
These may be used for newsletters, website content, or social media.
Student names are never shared.
Families may update their consent at any time by emailing us.
Questions or Support
We are here to help. If you ever have questions about these policies or would like to discuss your child’s needs, please reach out to hello@learninghive.ca. Our goal is always to work together and ensure your child feels safe, supported, and excited to learn each day.