Group Service Policies

Private Group Setting Policy – College Transition

(In-Person or Virtual)

Scholars Path is excited to host a College Transition Workshop for your youth group. To ensure the best positive experience for scholars, this is the perfect time to provide guidelines and share expectations for our partnership.

1. The client will need to provide the name, phone number and email address of his/her designated contact.
2. Scholars Path will communicate all correspondence and action requests with the client’s designee. 
3. Designee will provide the following information for each advocate and student attending in a spreadsheet 5 business days prior to the scheduled event:
4. Advocate’s name
5. Advocate’s email address
6. Student’s name
7. Student’s email address
8. Student’s current school
9. Student’s current grade
10. Information is used for statistical purposes and final class preparations
11. Two tables (standard rectangular) for set-up purposes are required and chairs in a circular setting are appropriate.
12. Prior to booking, the location for the event will be evaluated by a Scholars Path representative to ensure proper space and equipment availability.
13. Scholars Path may be able to offer site location suggestions for In-Person workshops. 
14. The workshop is 2 hours long. Designee will be available at location on the day of the event 1 hour prior tothe scheduled event to allow access to premises for set-up.
15. The presenters generally arrive 1 hour prior to the event to set-up. 
16. An additional 45 minutes will be needed at the end of the workshop to answer any late questions and collection of materials.

If Virtual

1. The above Items 1-3 must be addressed for a virtual setting.
2. Advocates and scholars will use their own separate laptop, cell phone, iPod, etc. They will join the workshop using their own email.
3. Designee will be available for the online check-in with the presenters 30 minutes prior to going live to ensure proper connectivity.

Punctuality:

We respect our client’s time and appreciate the same courtesy. We realize that mishaps or unforeseen circumstances may disrupt one’s schedule and cause a small delay.

1. Workshops begin at their scheduled time as per the contract. 
2. There will be a 10 minute grace period allowed by both parties before the session is deemed as delayed.
3. A delay by the client(s) of 15 minutes beyond the designated start time of the presentation draws an additional fee of $50. A delay of 30 minutes beyond the designated start time of the presentation draws a fee of $100. Additional fees must be paid BEFORE presentation begins.

• A delay greater than 30 minutes will be deemed as a No-Show. Extenuating circumstances can be addressed on a case-by-case basis.
• A No-Show by the client(s) results as a forfeiture of the scheduled service and No Refund.
• A No-Show by Scholars Path will result in a re-scheduling (and completion) within 30 calendar days of the missed service. Client will also receive a 10% discount for the re-scheduling of this missed service upon completion. The client’s 2nd choice is a full refund within 7 business days after the No-Show. Client(s) will select their option.

Re-scheduling:

Re-scheduling after a booking has been confirmed will be based on availability and written approval by both parties.

1. If the re-scheduling request is initiated by the client(s) or their designee and after 7 calendar days a new date cannot be mutually agreed upon and the current booked date can no longer be honored by the client(s) or their designee, it will be considered a cancellation. The policy for cancellations by the client(s) or their designee will apply.
2. If the re-scheduling request is initiated by Scholars Path and a new date cannot be mutually agreed upon after7 calendar days, it will be considered a cancellation. The policy for cancellations by Scholars Path will apply.

Cancellations:

1. Cancellation by the client(s) or their designee within 6 business days of the event results in forfeiture of their down payment.
2. Cancellation by the client(s) or their designee 6 business days or more before the event results in a $100 cancellation fee and the balance being returned within 7 business days through the same payment channels originally received.
3. Cancellation by Scholars Path will result in a full refund to the client(s) within 7 business days through the same payment channels as originally received.

Attendance:

For group settings, attendance counts generally fluctuate during the preparation period. With this in mind, Scholars Path is aware that the initial count of attendees is a best guess.

1. Should the attendee count increase from the contracted number of attendees, the additional costs per attendee will be added to the balance owed. The client(s) or his/her designee will assume agreement that the new count is the final count.
2. Scholars Path strives to ensure our youth are engaged and focused during the workshop. In an effort to minimize disruptions, late arrivals (15 minutes after class starts) will not be allowed. (In-Person or Virtual)
3. Scholars Path will conduct and provide an attendance count to the client(s) or his designee 30 to 45 minutes after the start of the workshop.

Payment:

1. Payments can be rendered through the following methods:
2. PayPal     B.   Square
3. The down payment (1/2 of the total) is required at signing of contract. Once both items are received, an email will be sent confirming the booking to the designee’s email.
4. The balance must be paid in full 5 business days prior to event. The event will not be conducted without satisfactory confirmation of final payment being received.