Terms of Service
PLEASE CLICK HERE TO ACCESS OUR GOOGLE DOC OF THESE POLICIES & PROCEDURES. PLEASE SIGN THE FINAL PAGES AND RETURN VIA E-MAIL.
Registration and Match
Upon completing the signup form, you will be charged a non-refundable registration fee. This fee covers the cost of our registration and our match process. Current pricing is on our home page (in the middle).
Invoices & Payment for Subscription Plans
Clients must have a valid payment source on file (credit card or ACH). We utilize auto-pay and auto-invoicing for all clients. Subscription billing starts when the first session is scheduled and the invoice will include the upcoming (4) or (8) sessions. It is emailed and is auto-processed with the payment source on file. The plan will automatically be charged every 28 days (4 weeks) until you cancel services.
Refund Policy
There are no refunds or credits for partial months of service, pre-paid sessions or makeup credits. If you change services (upgrade, downgrade or pause your plan or add additional sessions), your service fees will be adjusted accordingly.
After our complimentary 30-minute consultation, all sessions including meetings and communication are charged according to your subscription plan. Payments are considered delinquent if not paid within 5 days of the billing date, with 1.5% interest added on late invoices.
Cancellation Policy
At Growing Minds Coaching, LLC we have a 48-hour cancellation policy for your scheduled sessions. Please call your specialist at least two days before your scheduled session to reschedule. Cancellations less than 48 hours of your scheduled session will result in a charge for the full cost of your session. Additionally, If you do not show up for your regularly scheduled session it will count as used.
What if I need to reschedule my weekly meeting?
To reschedule a session make your request, in writing, with your specialist at least 48 hours in advance to be offered a rescheduled slot during your specialist’s office hours*. The rescheduled session needs to be held within 7 days of your missed session.
*Office Hours. Your specialist will let you know their office hours and will post them on your lesson notes and reminders.
What if my specialist cancels our session?
If your specialist is unavailable at their normal time due to an illness, emergency, or planned absence they will reschedule their meetings with you or offer a make up credit(s) for the missed session(s).
You can accrue a maximum of 3 makeup credits which must be used within 90 days of being issued.
Makeup Credit Policy
Clients can accrue a max of 3 Make-Up Credits. Unused makeup credits expire after 90 days. Makeup credits can be used for re-scheduled sessions, additional sessions, and during a pause or phase out period.
What if my session falls on a holiday?
If your regular session falls on a holiday weekend or holiday, you can reschedule it at least 7 days in advance. Please make sure to reach out to your specialist to arrange for a new session. Below is a list of holidays that you should keep in mind.
Holidays we observe:
New Year’s Day
Martin Luther King Day (Monday)
Presidents Day Weekend (Weekend, Monday)
Easter Sunday
Memorial Day (Weekend, Monday)
Independence Day
Labor Day Weekend (Weekend, Monday)
Rosh Hashana
Yom Kippur
Thanksgiving Day (Thursday)
Day after Thanksgiving day (Friday)
Christmas Day
Do I need to pay for services over winter or summer break?
Your coaching plan is billed every 28 days. You can pause services during school breaks and/or holidays. For more information about pausing services see below.
How do I put my subscription on pause?
You can pause your coaching plan up to (2) times per year for a minimum of 14 days or a maximum of 60 days. The administrative fee to pause your subscription is $30 and is charged every 28 days during your pause period. Once the pause period ends, your billing reverts to your regular subscription monthly billing.
To put your account on pause please email Rana Lustyan (Rana.L@GrowingMindsCoaching.com). We recommend you make your request 30 days before the next billing cycle so you are charged correctly. Clients can set up the pause in advance with our billing department for the upcoming winter and summer breaks. If you have questions about this and need guidance please speak with our billing specialist.
Pausing (as opposed to canceling) includes the following benefits:
Your Matched Specialist: When you’re ready to re-start your sessions we make every effort for you to resume services with your current specialist unless there are some unforeseen circumstances in their schedule.
Educational Records Retention: We will retain all your educational records and can forward them to you or the parties you designate at your convenience. If you cancel, these records will be removed from our systems after 30 days.
Waiver of Registration Fee: You will not need to re-register or pay the registration fee upon reactivation of services.
How do I cancel my subscription plan?
We recommend you make your request 14 days in advance of your next billing cycle to ensure you are not charged for another cycle. To cancel your subscription plan, please contact your specialist and include your requested last day of service. Pre-paid sessions and partial months of service are non-refundable. If you cancel your subscription, you are entitled to the remainder of your paid sessions.
Do you have discounts?
We offer a 10% discount for clients who sign up for 2 sessions per week or have two siblings or family members enrolled at the same time. Please notify your specialist and the billing department if you are upgrading or downgrading your plan between one and two sessions.
Weekly Coaching Sessions
Where are sessions held?
All sessions for students ages 12+ are held remotely via Zoom. Students must be able to engage in the session with their cameras on and be able to share their screen during the session. Your student is required to join our sessions from a computer device, in a location with reliable internet service, and in a distraction-free environment. Prior to starting, ensure your Zoom application is updated and works on the computer where sessions are held. Elementary school students will be in-person with accountability check-ins over facetime.
In the case of technical difficulties, the specialist will do their best to ensure that the session can continue, however, if the specialist does not think the session will be successful the session will be ended and counted as used.
Do I need to have my camera on for sessions?
Yes, students are required to have their cameras on during sessions. Keeping the camera on during coaching sessions fosters accountability, allows for the reading of non-verbal cues, enables real-time feedback, builds rapport, and streamlines the sharing of resources.
Will sessions be recorded?
We may record sessions. Your participation signifies consent to this recording policy.
When are the sessions held?
Sessions are coordinated with your assigned specialist. Your day and time will be held for the duration of your subscription period.
How long are the sessions?
The weekly session includes up to 45 minutes of 1-on-1 personalized online coaching (per session) with your assigned specialist and up to 15 minutes of support that can include: meeting preparation, weekly parent consultation, student texting, progress updates via phone, email, or text (according to your preference), along with 2 accountability check-ins. Elementary aged students have 40 minute sessions and 1 weekly virtual check-in.
Can I do a shorter or longer session if needed?
The sessions are up to 45 min per session. You can do less time but will be charged for one session. If you would like to do two sessions per week you can upgrade your plan to two sessions a week at the discounted price.
What if I need additional time with my specialist?
You may book additional sessions with your specialist in addition to your weekly subscription plan. These sessions will be charged at the same rate according to your subscription plan and will be on your invoice when they occur. Scenarios in which additional sessions may be useful include:
Finals, Check-in sessions, Family Team Meetings
Large projects that require additional assistance
College application support
What happens during the phase-out period?
Phase-out can be the reduction from two sessions to one session weekly, and agreeing on an end-of-service date during a Family Team Meeting.
How are IEP or 504 meetings billed in the subscription model?
If you would like us to prepare, attend, and support you through the IEP process, you will be billed for additional time at your normal coaching rate. Your specialist will add this to your account with your approval.
Parent/Family Engagement
Parents have access to our parent portal to easily view progress notes, bills and other key information.
We request parents to make all efforts to be available for Family Team Meetings (FTM) when requested for our process to be effective.
The Family Team Meeting is an opportunity for all of the key stakeholders on your student's "team" to meet and engage in a process celebrating the wins (or micro-wins), identifying adjusted or new goals, or assigning responsibility and a timeline for implementation.
How are Family Team Meetings billed?
Family Team Meetings can take the place of one weekly meeting, usually every 4-5 weeks or can be charged as an additional session, or billed at your session rate with the family’s approval.
Etiquette
Our dedicated team of specialists is committed to providing exceptional support for our students. To ensure their effectiveness and maintain a healthy work-life balance, we kindly ask that you avoid sending text messages to your specialist outside of the standard hours of 8 am to 8 pm.
Policies and Procedures
Outcomes & Expectations
While we strive for excellence in our coaching, we cannot guarantee specific academic outcomes. Our primary aim is to enhance the student's executive function skills.
Confidentiality
We respect your privacy and promise to handle your personal information responsibly. We will not share your information without your explicit permission, except as required by law.
Dispute Resolution
If a dispute arises out of this Agreement that cannot be resolved by mutual consent, the Client and Executive Functions, Inc. agree to attempt to mediate in good faith for up to 30 days after notice given. If the dispute is not so resolved, and in the event of legal action, the prevailing party shall be entitled to recover attorney’s fees and court costs from the other party.
Annual Rate Increase
Client rate increases occur during the summer on July 1st for the new school year.
Insurance and Requests for Superbill
We are private pay and we do not accept insurance. We cannot provide a traditional superbill, however, we can provide a billing summary with charges, services, dates, and payments. Please contact Rana Lustyan for a summary.
Terminating services
To cancel your subscription plan, please contact your specialist, and include your requested last day of service. Pre-paid sessions and partial months of service are non-refundable. If you cancel your subscription, you are entitled to the remainder of the sessions that were paid for. We recommend you make your request 14 days in advance of your next billing cycle to ensure you are not charged for another cycle.
If you have questions about your billing cycle and pre-paid sessions contact: Rana Lustyan or login into the client portal to see your paid invoices.
Contact Us
Customer Service
213-304-7931
General Inquiries & Billing
Rana.L@GrowingMindsCoaching.com
Mailing Address
Growing Minds Coaching, LLC
2030 Hillsboro Ave, Los Angeles, CA 90034
We look forward to supporting you and your family with executive function skills!
PLEASE CLICK HERE TO ACCESS OUR GOOGLE DOC OF THESE POLICIES & PROCEDURES. PLEASE SIGN THE FINAL PAGES AND RETURN VIA E-MAIL.