1. Overview
At Tangible Learning, each scheduled session represents a reserved block of teaching time prepared specifically for the enrolled student. This policy exists to protect the integrity of that preparation time and to ensure that all students — including those in group cohorts — receive consistent, uninterrupted instruction throughout the academic year.
This policy applies to all students enrolled in 1:1 tutoring and group cohort programmes at Tangible Learning.
2. Rescheduling a Session (1:1 Students)
2.1 Notice Requirement
A minimum of 24 hours' notice is required to reschedule any session. Notice must be sent directly to the tutor via WhatsApp or email, and a read receipt or acknowledgement from the tutor is required to confirm the request has been received.
Requests submitted less than 24 hours before the scheduled session start time will not be eligible for rescheduling under any standard arrangement.
2.2 What Counts as Adequate Notice
The 24-hour window is calculated from the scheduled session start time, not from when the tutor reads the message.
Example: A session scheduled for 7:00 PM on a Wednesday requires a reschedule request no later than 7:00 PM on the preceding Tuesday.
Requests sent at 2:00 PM for a session at 7:00 PM on the same day do not meet this requirement, regardless of the reason provided.
2.3 How to Request a Reschedule
The student or parent must:
- Message the tutor on WhatsApp (or email, if WhatsApp is unavailable) stating the session date, time, and reason for rescheduling.
- Propose at least one alternative time slot within the same calendar month.
- Wait for the tutor's confirmation before treating the reschedule as confirmed.
Rescheduling is subject to the tutor's availability and is not guaranteed. The tutor will make reasonable efforts to accommodate requests received within the notice window, but availability cannot be guaranteed for same-week or short-turnaround rescheduling.
2.4 Limit on Rescheduling
A maximum of one reschedule per calendar month is permitted per student under standard policy. Repeated reschedule requests — even when submitted with adequate notice — indicate a scheduling misalignment that should be addressed by revising the regular session time, not by repeated one-off adjustments.
3. Late Cancellations and No-Shows (1:1 Students)
3.1 Inside the 24-Hour Window
If a student cancels, reschedules, or fails to attend a session with less than 24 hours' notice, the session is considered forfeited. This means:
- The session will not be made up.
- No session credit will be applied to the following month.
- The session fee is retained in full.
This applies regardless of the reason provided, with the exception set out in Section 3.2 below.
3.2 Genuine Emergencies
In the case of a documented medical emergency or acute family crisis, the tutor may, at their sole discretion, offer a makeup session or carry-forward credit. This is an exception, not an entitlement, and will not be extended for reasons such as school assignments, exam stress, travel, or competing extracurricular commitments.
Requests for emergency exceptions must be made within 24 hours of the missed session.
3.3 No-Shows
A student who does not attend a session and does not send any notice before the session start time is considered a no-show. No-shows are treated identically to late cancellations — the session is forfeited in full.
4. Tutor-Initiated Cancellations
If the tutor needs to cancel a session for any reason, the following applies:
- The student will be notified as early as possible — and in all but genuinely unforeseen circumstances, with more than 24 hours' notice.
- A makeup session will be scheduled at a mutually agreed time, with no additional charge.
- If a makeup session cannot be arranged within the same calendar month, a session credit will be applied to the following month's fee.
Tutor-initiated cancellations are rare. When they occur, the obligation to reschedule rests entirely with the tutor.
5. Group Cohort Sessions — Special Rules
Group cohort sessions operate under a materially different structure from 1:1 sessions. The following rules apply exclusively to students enrolled in any Tangible Learning group cohort programme (AP Calculus AB/BC, AP Physics 1, AP Statistics, or any other scheduled cohort).
5.1 The Group Moves Forward
Group cohort sessions proceed as scheduled regardless of individual student absences. The session is not paused, repeated, or rescheduled because one or more students cannot attend. The cohort's curriculum progression is not affected by individual attendance.
5.2 No Individual Rescheduling
Because a cohort session involves multiple students and a fixed curriculum timeline, individual rescheduling is not available. A student who misses a cohort session for any reason — including illness, travel, or a school commitment — does not receive a makeup session or credit for that missed session.
5.3 Session Recordings
Where technically feasible, cohort sessions may be recorded and shared with enrolled students. Access to the session recording is the primary recourse for a student who misses a group session. The availability of recordings will be communicated at the start of the cohort.
5.4 Tutor-Cancelled Cohort Sessions
If the tutor cancels a group cohort session, a makeup session will be scheduled for the full group at the earliest mutually available time. The cohort's curriculum and exam preparation timeline takes priority in scheduling the makeup.
6. Parent Check-In
Staying in touch with parents is something we take seriously at Tangible Learning. A tutoring engagement works best when the instructor and the family are aligned on the student's progress, challenges, and goals — and that alignment requires regular, unhurried conversation, not just end-of-year reports.
6.1 Frequency
A one-on-one check-in between the tutor and the parent is scheduled approximately once every six weeks throughout the academic year. This works out to roughly twice in every three months.
Check-ins are informal and personal. A WhatsApp call works just as well as a Google Meet. There is no fixed agenda or formal report — the goal is simply an honest, direct conversation about how the student is doing and what, if anything, needs to change.
6.2 Who Initiates
Parents are welcome to reach out at any time to request a check-in. To schedule one, simply message the tutor on WhatsApp to propose a convenient time. The tutor will confirm availability, typically within 24 hours.
If six weeks have passed without a check-in, the tutor may also proactively reach out to the parent to schedule one. This is not a cause for concern — it is simply how we ensure that no family goes too long without a direct conversation.
6.3 For Group Cohort Students
Check-ins for cohort students are conducted individually — one parent, one tutor, one call. Each family's conversation is private and specific to their child's progress within the cohort.
6.4 Between Check-Ins
Parents do not need to wait for a scheduled check-in to raise a concern. If something comes up — a sudden drop in motivation, an upcoming school exam, a change in the student's schedule — a quick WhatsApp message to the tutor is always the right first step. Routine administrative questions (session times, payment, rescheduling) should follow the relevant policy sections in this document.
7. Termination of Enrolment
7.1 Student-Initiated Termination
A student or parent who wishes to end an ongoing tutoring engagement is required to provide a minimum of 30 days' written notice via WhatsApp or email.
- For 1:1 students: sessions within the notice period continue at the standard rate and schedule.
- For group cohort students: once a cohort is underway, mid-course withdrawal does not entitle the student to a refund of fees paid for the remaining cohort period. The seat was held, and the cohort's structure and preparation cannot be adjusted for withdrawals.
7.2 Tutor-Initiated Termination
The tutor reserves the right to terminate an enrolment with 30 days' notice if, in the tutor's judgement, the student's attendance patterns, communication behaviour, or engagement are incompatible with productive tutoring. In such cases, a prorated refund of any prepaid fees for sessions beyond the notice period will be issued.
8. Communication Channel
All reschedule requests, cancellation notices, and related communications must be sent via WhatsApp to the tutor's registered number, or via email if WhatsApp is unavailable. Verbal notices communicated during a session do not constitute formal notice under this policy.
9. Policy Acknowledgement
By enrolling at Tangible Learning and attending the first paid session, the student and parent confirm that they have read and understood this policy in full. This policy is provided at the point of enrolment and is available at all times on the Tangible Learning website.
Tangible Learning — tangiblelearning.in
Last updated: June 2026