Terms of Service.

Effective Date: November 1, 2025

These Terms of Service (“Terms”) constitute a legally binding agreement between you (“Client,” “Student,” or “you”) and Special Solutions (“Company,” “we,” “our,” or “us”) governing your access to and use of our tutoring and coaching services, whether conducted in person or online (collectively, the “Services”).

By enrolling in, scheduling, or participating in our Services, you acknowledge that you have read, understood, and agree to be bound by these Terms.

1. Scope of Services

The Company provides individualized and small-group tutoring, academic coaching, and related educational consulting services. Services may be delivered at designated locations, at a client’s site, or through secure online platforms approved by the Company.

All instruction is educational in nature and designed to support skill development and academic growth. The Company does not guarantee specific academic, testing, or professional outcomes.

2. Client Policies

Thank you for choosing Special Solutions to support your child’s educational journey! We're committed to providing individualized support to help your child build confidence, independence, and achieve success. This letter outlines our policies and procedures to ensure a productive partnership.

Our Approach

At Special Solutions, we provide personalized academic and executive functioning support tailored to your child's unique needs. Our coaches work collaboratively with students, parents, and schools to create opportunities for success.

Scheduling & Attendance

Coaching Sessions

  • Consistent attendance is vital for student progress. Sessions typically last 60 minutes unless otherwise arranged. If your student shows a pattern of cancellation, we will remove your standing appointment from the calendar and move you to “as needed.”

Confirmation Emails

  • You will receive a confirmation email each week from our Schedule Coordinator. If we do not hear back from you, we assume that your student will be here for their session.

  • If you have not heard from us and believe you have a scheduled appointment, it is your responsibility to confirm with us.

  • Please add schedule@specialsolutions.com to your contacts to ensure you are receiving our emails.

Late Arrivals

  • If your student arrives late, we will work with them for the remainder of their scheduled time, but we cannot extend sessions beyond their scheduled end time, and you will be charged for the full session.

Student Attendance & Cancellations

We understand that changes are sometimes sudden and beyond your control. Please make every effort to contact us with changes or cancellations as soon as possible.

  • If there are unexpected changes to your schedule due to illness or unforeseen circumstances or you are running late, please text your tutor directly and email schedule@specialsolutions.com.

  • To avoid being charged, cancellations must be called into (314) 475-5035 or emailed to schedule@specialsolutions.com by 10 AM the day of the session Monday - Thursday and by 3 PM on Saturdays for Sunday sessions. Please do not send text messages to the schedule@specialsolutions.com email or the (314) 475-5035 phone number as it is a land line.

  • For services provided by Cyndy Vincent, cancellations need to be called into Cyndy at (314) 640-7773 or emailed to cyndyvincent@gmail.com and schedule@specialsolutions.com by 10 AM the day of the session.

  • “Late Cancel” & “No Show” – There will be a $50 service charge if you do not attend your scheduled appointment and do not call to cancel or you cancel after the deadline. Our coaches reserve specific times to be available for your student's sessions. To maintain our high-quality staff and ensure consistent availability, we compensate our coaches for their reserved time, whether or not a student attends the scheduled session. This policy allows us to retain exceptional educators and maintain reliable scheduling for all families.

  • “Late Cancel / Full Charge” & “No Show / Full Charge” – If you consistently miss sessions, cancel within one hour of the session start time, or there is no communication between you and us prior to the session, you will be charged for the full price of the session.

Coach Absences

Your regular coach has a planned absence:

  • In the event that your regular coach is unavailable during the week, Special Solutions will pair your student with another appropriate coach. We put as much time and effort into placing you with a substitute as we do when we pair you with your regular coach.

  • The substitute coach will be well-versed in the way in which your student learns best and what skills and content they should be working on.

  • We do not notify clients in advance of a regular coach's planned absence in order to ensure consistency in the support of your student and not interrupt their weekly schedule.

Your regular coach is unavailable due to an emergency:

  • In the event that your regular coach is unavailable at the last minute due to an emergency, Special Solutions will make every effort to find an appropriate substitute in person or on Zoom. If an appropriate substitute coach is not available, we will reschedule the session.

  • If the session is for standardized testing (ACT / SAT / SSAT) or high level subject tutoring (ex: AP classes, Calc AB / BC, etc.), we will automatically reschedule.

Client Intake & Setup

  • The introductory call with a member of the Special Solutions team is complimentary to determine if we are a good fit for your needs.

  • We conduct an Initial Consultation with prospective clients so we can meet you and your student(s) to understand your needs and decide on an individualized path forward. We review any documentation provided prior to the meeting to help inform our recommendations and next steps. Initial Consultations are prorated and billed hourly at $200/hr.

  • When you sign on with us as a new client, a one-time Client Programming setup cost of $100 is applied at the start of service for your student. For families with multiple students, a one-time Client Programming setup cost of $50 will be applied to each subsequent student.

Payment

Special Solutions bills on a monthly basis using QuickBooks. Invoices will be sent around the 5th of the month.  They are due on the 20th of the month in which they are received. For example, your invoice for services provided in August 2025 will be sent around September 5th and must be paid by September 20th. You can opt–in to receive paper invoices if you wish.

You have the option to pay directly online through a link or to send a check.

To make things as smooth and convenient for you and Special Solutions, we recommend keeping a credit card or ACH payment method securely on file. This allows for timely, hassle-free payments and saves you the trouble of managing invoices manually each month. All payment information is stored securely through our payment processor, and you can update or remove your payment method at any time. You can also view all invoice and payment details through QuickBooks or by emailing ron@specialsolutions.com. 

Invoicing Modification Protocol

We recognize that invoicing may need to be adjusted based on certain circumstances including, but not limited to, the following:

  • Payment by Non-familial Patron

  • Payment by Trust or Entity

  • Payment by Relative who is not the parent or legal guardian

  • Payment determined by Divorce Decree / Parenting Plan / Custody Agreement

Late Fees 

Invoices not paid by the due date of the 20th of each month will accrue a 10% late fee per month of the total unpaid balance. If invoices are not paid within 45 days of being received, your student will not be scheduled for future sessions until full payment is received.

3. Online Tutoring and Technology Requirements

Clients participating in online Services are responsible for maintaining a reliable internet connection, updated software, and functioning hardware (including webcam, microphone, and speakers).

The Company is not responsible for disruptions caused by connectivity issues, technical malfunctions, or client equipment failure.

Recording, reproducing, or distributing any portion of an online session without prior written consent from both the Company and the instructor is strictly prohibited.

4. Code of Conduct

Clients and students are expected to conduct themselves respectfully toward tutors, coaches, and other participants. The Company reserves the right to terminate Services immediately, without refund, if a client or student engages in behavior deemed harassing, inappropriate, or disruptive to the learning environment.

5. Confidentiality and Privacy

The Company maintains strict confidentiality regarding all personal, academic, and payment information provided by clients.

Information collected is used solely for the purpose of delivering Services and managing administrative operations. We do not share or sell client information to third parties, except as required by law or as outlined in our Privacy Policy.

All online sessions are conducted through secure platforms, and tutors are instructed to comply with the Company’s privacy and confidentiality standards.

6. Communications

The Company primarily communicates with clients via email, phone, or secure online messaging systems. By providing your contact information, you consent to receiving communications related to scheduling, billing, and progress updates.

Clients are responsible for keeping their contact information current.

7. Limitation of Liability

To the maximum extent permitted by law, the Company and its employees, contractors, and affiliates shall not be liable for any direct, indirect, incidental, or consequential damages arising from or related to the use of our Services.

The Client acknowledges that results may vary and that no guarantees are made regarding academic improvement, test performance, admissions outcomes, or career advancement.

8. Intellectual Property

All materials, content, and resources provided by the Company (including digital or printed instructional materials) are the intellectual property of the Company and may not be copied, distributed, or used for any purpose other than personal educational use without prior written consent.

9. Termination of Services

Either party may terminate Services at any time with written notice. The Company reserves the right to terminate Services immediately in cases of non-payment, policy violations, or inappropriate conduct.

Upon termination, any outstanding balances become immediately due and payable.

10. Policy Updates

The Company reserves the right to modify these Terms at any time. Updates will be posted on our website and become effective immediately upon posting. Continued use of our Services after any modification constitutes acceptance of the revised Terms.

11. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Missouri, without regard to its conflict of law principles.

Any disputes arising under these Terms shall be resolved in the courts of St. Louis County, Missouri, which shall have exclusive jurisdiction and venue.

12. Contact Information

If you have questions regarding these Terms, please contact:
Special Solutions
Email: leslie@specialsolutions.com
Phone: (314) 475-5035
Address: 9225 Manchester Road, Suite 100, St. Louis, MO 63144