These terms and conditions apply when a parent or guardian accepts an offer of enrolment for a student at X Plus Y Education, for either the Online or On Campus course (“course”).

As a parent or guardian, you understand, acknowledge and agree to the following.

1. Tuition Fees

1.1 You are committed to one full term for every course the student is enrolled in. The fees for each course are payable in full before the term commences.

1.2 Fees must be paid by the due date shown on the invoice. If payment is more than 14 days overdue we may charge a late payment fee, and you may be liable for reasonable costs we incur in recovering the debt.

1.3 If you do not notify us by the end of the current term to terminate the enrolment for the following term, the student will be enrolled for the next term. In that case the enrolment is automatically confirmed and the fees are payable in full on the next scheduled invoice date.

1.4 Notice to withdraw must be in writing — by email — and must reach us before the last day of the current term. Verbal notice to a teacher is not sufficient.

1.5 We may change our fees between terms. We will give you at least 14 days’ notice before a fee change takes effect.

1.6 X Plus Y Education has the right to suspend or terminate the enrolment of any student whose fees are in arrears.

1.7 Any variation to fees, credits or enrolment arrangements is only effective if we confirm it in writing. Verbal assurances are not binding.

2. New Students

Trial Lesson

If the student does not continue after the trial lesson, there is no charge. If the student enrols, the trial lesson becomes the first lesson of their first block of lessons.

2.1 We offer one trial lesson to new students. A student is new if they have not been enrolled with X Plus Y Education in the previous 12 months.

2.2 The trial lesson is limited to one lesson per student, is offered at our discretion, and depends on a suitable class place being available.

2.3 If the student does not continue after the trial lesson, no fee is payable for that lesson. You do not need to give a reason.

2.4 If the student enrols, the trial lesson counts as the first lesson of their first block of lessons and is included in the fees for that block. It is not an additional lesson.

2.5 You must tell us whether the student will continue by [the day before the next scheduled lesson]. If we do not hear from you by then, we will treat the student as not continuing and the place may be offered to another student.

2.6 The trial lesson does not count towards the absence credits in clause 3. If a student does not attend a booked trial lesson, no further trial lesson is offered.

Starting part-way through a term

2.7 A new student who starts after the first lesson of a term commits to a first block of 10 lessons, beginning with their first lesson. The fees for the block are payable in full before the block begins.

2.8 The block is counted in lessons taught, not calendar weeks. Scheduled term breaks and school holidays do not count towards the block. Because our terms run for different lengths depending on the school calendar, the block will usually run across the end of one term and into the next.

2.9 Where the 10-lesson block ends part-way through a term, we will invoice you at the start of that term, pro-rata for the lessons in that term that fall outside the block. This brings the student onto our standard term calendar.

2.10 Where the 10-lesson block ends on the last lesson of a term, no pro-rata invoice is issued and the following term is invoiced as a full term.

2.11 From the first full term after the block ends, the standard full-term commitment in clause 1.1 applies.

Example: a student starts in week 6 of an 11-week term. Their block covers the remaining 6 lessons of that term and the first 4 lessons of the next term. If the next term runs for 10 weeks, they are invoiced at the start of it pro-rata for the remaining 6 lessons. From the term after that, they are invoiced for full terms in the usual way.

3. Absences, make-up lessons and credits

You must tell us in advance if a student will be absent. This applies to all lessons.

Notifying us

3.1 If a student will be absent from a lesson, you must notify us at least 24 hours before the lesson start time, by email / SMS. Notice given to a teacher in class, or given after the lesson has taken place, does not qualify.

Group lessons

3.2 Where you have given notice under clause 3.1, we will offer the student a make-up lesson in another group class at the same level, where a suitable place is available.

3.3 If no suitable make-up place is available within 4 weeks of the missed lesson, we will apply a lesson credit to your next invoice for that course.

3.4 Make-up lessons and credits for group lessons are limited to a combined total of two (2) absences per student, per course, per term.

3.5 From the third absence in a term onwards, the group lesson is charged in full and no make-up lesson or credit is provided, whether or not notice was given.

One-to-one lessons

3.6 Where you have given notice under clause 3.1 for a one-to-one lesson, we will either:

(a) reschedule the lesson to a mutually suitable time, subject to teacher availability; or
(b) apply a lesson credit to your next invoice.

We will discuss which option applies with you at the time. Where a suitable rescheduled time can be found, that will normally be offered first.

3.7 If a rescheduled one-to-one lesson is then missed, it is charged in full and is not rescheduled or credited again.

General

3.8 No make-up lesson or credit is provided where:

(a) notice was not given at least 24 hours before the lesson start time;
(b) the student did not attend and no notice was given;
(c) the student arrived late or left the lesson early; or
(d) for group lessons, two absences have already been credited in that term.

3.9 Credits are applied against future fees only. They cannot be paid out in cash, cannot be transferred to another family or student, and lapse if the student withdraws from the course.

3.10 Except as set out in this clause 2, no credit or refund — in whole or in part — is provided if the student is absent due to illness, leave, suspension, or termination of enrolment.

4. Changes to lessons by us

4.1 If we have to postpone or change a lesson due to unforeseen events — such as a teacher’s illness, natural disasters, power outages, outbreaks of contagious diseases, pandemics, epidemics, or government directions — we will do one of the following:

• (a) reschedule the lesson to a later date;
• (b) deliver the lesson online; or
• (c) provide online learning materials to substitute for the affected lesson.

4.2 Where we do any of the things in clause 4.1, the lesson is treated as delivered and no credit or refund applies.

4.3 We may change teachers, class times, or class locations where reasonably necessary, and will give you as much notice as we reasonably can.

5. Resources and materials

5.1 If any X Plus Y Education resource is lost or missing, a replacement may be requested at our sole discretion, and a fee will apply if a replacement is issued. The fee will be added to your next invoice.

5.2 Our worksheets, assessments, notes and teaching materials are our copyright. They are provided for the enrolled student’s personal use only, and must not be copied, shared, sold, uploaded or distributed to any other person or organisation.

45.3 Lessons must not be recorded, photographed or streamed by students or parents without our written permission.

6. Code of conduct

Our teaching and learning approaches aim to equip students with the skills to meet our high standards for respectful, safe and engaged behaviour.

6.1 Respect. We encourage students to treat each other with dignity, speak and behave courteously, cooperate with others, develop positive and respectful relationships, and value the interests, abilities and culture of others.

6.2 Safety. We expect students to model and follow X Plus Y codes of behaviour and conduct, negotiate and resolve conflict with empathy, take personal responsibility for their behaviour and actions, provide timely feedback on behaviours, and avoid dangerous or risky behaviour.

6.3 Engagement. We expect students to attend all lessons, arrive on time, be prepared for every lesson by completing weekly homework, actively participate in learning, and strive to reach high but realistic goals.

6.4 These expectations apply equally in online lessons, including appropriate dress, an appropriate learning environment, and respectful use of chat and audio.

6.5 Our staff use their professional judgment to maintain discipline and provide safe, supportive and responsive learning environments.

6.6 Where conduct falls short, we will normally speak with the student, then contact you. If the behaviour continues, or if a single incident is serious enough, we may suspend or terminate the enrolment. No credit or refund applies where an enrolment is suspended or terminated for conduct reasons.

7. Student welfare and supervision

7.1 We supervise students during scheduled lesson times only. Students are your responsibility before and after their lesson. Please arrive on time for pick-up.

7.2 You must tell us in writing about any medical condition, allergy, injury or learning need that affects the student’s participation or safety.

7.3 In an emergency, and where we cannot reach you, you authorise us to seek medical assistance for the student. You are responsible for any costs incurred.

8. Privacy

8.1 By giving us personal information about another person, you confirm that you are authorised to disclose it and have that person’s consent for its use, and that you have told them who we are and how we use and disclose personal information.

8.2 We use your personal information to verify your identity, set up and manage your account, process your enquiries and enrolments, facilitate payments, comply with our legal obligations, improve our services, and obtain feedback.

8.3 We store personal information in electronic databases, cloud-based systems and paper records. We protect it using locks, security systems, firewalls, passwords and limited internal access, and we destroy or de-identify it in line with our policies when it is no longer needed.

8.4 We do not sell your personal information, and we do not disclose it to advertisers.

8.5 You may request access to, or correction of, the personal information we hold about you, and you may make a privacy complaint, by contacting hello@xplusy.com. We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

8.6 Our full Privacy Policy is available at [link] and forms part of these terms.

Terms & Conditions Updates

This Policy may change from time to time and is available on our website.

Terms & Conditions Complaints and Enquiries

If you have any queries or complaints about our terms and conditions, please email to hello@xplusy.com.au