Policies and documents

1. We are Rosebud Academy, a sole trader business based in England and Wales, dedicated to supporting both children and adults in their English language journey.
   

2. For children, we focus on School readiness/Pre-school readiness, Key Stage 1 and Key Stage 2, helping them thrive in their early school years.
   

3. For adults, our primary aim is to support those learning English as an additional language, particularly individuals seeking to integrate confidently into life in the United Kingdom.
   

4. We also warmly welcome native English-speaking adults who wish to strengthen and refine their language skills.

1. Safe Digital Learning Environment

• Sessions are delivered using secure and reputable platforms (e.g. Zoom, Google Meet, Microsoft Teams).

• Meeting links are password protected and never publicly shared.

• I ensure all devices used are protected with antivirus software, firewalls, and up-to-date systems.

• Online safety and appropriate conduct are discussed with learners and reinforced regularly.
  

2. Child Supervision and Safeguarding

• For children under 18, a parent or responsible adult is encouraged to be nearby or available during lessons.

• All sessions involving children are conducted with safeguarding in mind, in line with guidance from Keeping Children Safe in Education.

• I hold a current basic DBS check and undertake regular safeguarding training.

3. Safe and Comfortable Workspace

To ensure comfort and reduce risk of strain or fatigue:

• I encourage students to work in a well-lit, quiet space where they can sit comfortably.

• Regular breaks are suggested for longer sessions (especially for younger children).

• I model healthy screen habits, such as:

  • Sitting with good posture

  • Adjusting screen brightness

  • Encouraging eye breaks (e.g., 20-20-20 rule: every 20 minutes, look 20 feet away for 20 seconds)

4. Emergency Procedure

In the event of an emergency (e.g., technical failure, power outage, or personal issue):

• The session will be paused or rescheduled as needed.

• Parents/guardians will be notified as soon as possible via email, text, or phone.

• If a child appears distressed or unsafe during a session, I will follow safeguarding protocols, which may include contacting parents or appropriate services.
  

5. Technical Safety and Support

• I maintain regular backups of key learning materials.

• In the case of tech difficulties (e.g., dropped calls, lag, software issues), I will:
  

  • Try to reconnect immediately

  • Extend or reschedule time if needed

  • Offer catch-up resources or activities where appropriate
    

6. Responsibilities of Learners and Parents

To maintain a safe and productive environment, I ask that:

• Learners arrive on time and prepared, in an appropriate setting.

• Students wear appropriate clothing and use respectful language.

• Devices used by students are working properly, fully charged, and supervised if needed.

• Parents keep emergency contact information up to date.

Google Classroom Access Every enrolled student will have a dedicated Google Classroom set up for them.

This space will serve as their central learning hub, where they can access assignments, resources, feedback, and lesson-related materials.

Assignments and activities

Assignments and activities will be created and shared directly within the student’s classroom.

Tasks may be delivered in the classic Google format (Docs, Slides, Forms, etc.) or through interactive platforms such as Pear Deck, Classkick or seesaw allowing for more dynamic and engaging learning experiences.

Learning Tools and Resources To enrich the learning experience and cater to different learning styles, a wide range of educational and age-appropriate online platforms will be used. These may include (but are not limited to):

• Interactive games and quizzes

• Phonics and literacy sites

• Creative tools for writing and storytelling

• Visual and audio aids for language acquisition

• Real-world content for life skills and cultural knowledge

The goal is to help solidify learning in a fun, memorable way while keeping learners motivated and excited to engage.

A Safe, Supportive Environment

All digital tools used are carefully selected for their educational value, safety, and suitability for the student’s age and learning level.

I am committed to maintaining a positive, inclusive, and respectful virtual classroom space.

Ad-hoc tutoring

• The tutor will be paid at the agreed-upon hourly or per-session rate.
  

• Ad-hoc payments should be paid within 24 hours before the session is due
  

• Same day sessions must be paid on the day of the session

  • If funds are not paid on the same day, an £8.00 charge will be added

Regular tutoring

• The tutor will be paid at the agreed-upon hourly or per-session rate.
  

• All payments should be cleared within 30 days
  

Accepted payment methods

• Bank transfer​ within 48 hours of the booked session
  

• Stripe within within 48 hours of the booked session
  

• Go card Direct Debit (not credit card)
  

Payment methods NOT accepted

We unfortunately cannot accept the following payment methods due to the way we operate.

• Cheques

• Credit cards

• Cash
  

Late payment fees

• An £8.00 fee will be added on to each late invoice paid
  

• Sessions will be paused until the invoice is paid in full, including the late fee
  

Waiving fees

• Any fees that are waived are at the sole discretion of Charley K and is on a case-by-case basis

I have a zero-tolerance policy towards bullying to ensure I am providing a safe, supportive, and inclusive learning environment for all students.

This anti-bullying policy includes strict measures to prevent, identify, and address any form of bullying.

This covers verbal, physical (such as towards of siblings), and cyberbullying instances that may occur during tutoring sessions.

in order to do this, I take proactive steps to prevent bullying by fostering a positive atmosphere through engaging, respectful, and collaborative teaching methods.

Should any incidents occur, I have a clear procedure for addressing them promptly and effectively.

This includes immediate support for the affected student, thorough investigation of the incident, and appropriate disciplinary action against the behaviour of aggressor.

Each reported incident is taken seriously and investigated, with appropriate actions taken to support the victim and address the behaviour of the aggressor.

I do encourage open communication and ask students and parents to report any concerns to a tutor or administrator immediately.

The aim has always been to foster a positive and respectful atmosphere where every student can focus on their academic growth and personal development.

If a bullying incident occurs, the following steps will be taken immediately and thoroughly:

1. Immediate Intervention

• The session will be paused or redirected to de-escalate the situation.

• The affected student will be given immediate reassurance and support.

2. Documentation

• A detailed record of the incident will be made, including time, participants, and nature of the behaviour.

3. Parent/Guardian Contact

• Parents or guardians of all parties involved will be contacted promptly to discuss the incident and next steps.

4. Investigation

• A fair and confidential review of the incident will take place to understand what occurred and why.

• All sides will be heard before decisions are made.

5. Disciplinary Action

• If bullying is confirmed, appropriate consequences will be issued. This may include a warning, temporary suspension from sessions, or termination of tutoring services in severe cases.

6. Support for the Victim

• The student affected will receive ongoing emotional and educational support, including follow-ups to ensure their wellbeing.

7. Education and Reinforcement

• Sessions will include age-appropriate reminders on respectful communication, empathy, and digital responsibility.

As your tutor, my role is to provide professional, high-quality instruction tailored to support your individual learning goals.

I am committed to creating a positive, productive learning environment and helping you build confidence and skills in your chosen subject.

However, it’s important to understand the following key policies regarding tutoring outcomes and responsibilities:

No grade or outcome guarantee

I do not guarantee that you will achieve a specific grade, result, or outcome.

Learning is a shared process, and success depends on multiple factors including your effort, consistency, and engagement both inside and outside of our sessions.

2. Student Responsibility

The progress you make during tutoring is strongly influenced by your motivation, attitude, and willingness to put in consistent effort.

Attending tutoring sessions is only one part of the learning process.

Active participation, a growth mindset, and time spent reinforcing skills independently are essential.

3. Independent Practice and Homework

Where appropriate, independent activities may be assigned between sessions to help solidify your understanding and accelerate your learning.

These may include homework tasks, practice exercises, or revision goals.

While you are not penalised for not completing these tasks, your progress may be significantly slower without them.

4. Honesty and Communication

Honest communication about your struggles, progress, and learning habits is vital.

I encourage you to share feedback, ask questions, and let me know if you’re facing challenges.

This allows me to better tailor our sessions and offer the support you truly need.

5. Attendance and Commitment

Consistent attendance and punctuality are important. Frequent cancellations or late arrivals can interrupt the flow of learning and make it harder to maintain progress.

Please respect the scheduled time and communicate any changes as early as possible.

6. Progress is Personal

Every student learns at a different pace. Some may see rapid improvement, while others may need more time and practice.

I will provide regular feedback and support, but results will always depend on your personal effort, learning style, and consistency.

7. Goal Adjustment and Wellbeing

If the goals we’ve set together begin to feel too overwhelming, either due to your current academic level or emotional wellbeing, it is completely okay to pause and reassess.

You are always welcome to request a goal review. We can take a step back, adjust expectations, or break your goals into smaller, more manageable steps.

You will never be judged, shouted at, or made to feel negative about your needs. Any adaptations, whether short-term or long-term, will be treated with full respect and support.

Holiday Notice Request I kindly ask that you provide at least one week’s notice if you plan to pause sessions due to a holiday. During this time, I’ll pause your payments or subscription so you won’t be charged for any unused services.

Resuming Sessions Please let me know when you’d like to resume, and I’ll make sure your regular schedule is reinstated.

Inactive Status Policy If I don’t hear from you within six weeks, I’ll check in to see how things are going. If there’s no response, I’ll assume the sessions are no longer required, and you’ll be marked as inactive. Please note that any outstanding fees will still need to be settled.

Offline Options While Away While you’re away, I’m happy to offer optional offline activities if requested, though I can’t always guarantee that resources will be available.

Continuing Sessions During Holidays If you'd prefer to continue your sessions while you're on holiday, I’ll gladly accommodate that—just make sure you have a stable and reliable internet connection.

My Availability and Unexpected Absences I will always aim to give as much notice as possible for any planned days off or holidays. However, there may be times when this isn’t possible—such as in the case of illness or urgent personal matters.

Short Notice Cancellations If I need to cancel a session at short notice, I will either reschedule it or apply account credit for future bookings. I appreciate your understanding in these situations.

A Flexible, Student-Centred Approach I truly value transparency and open communication. My goal is always to minimise disruption and maintain a flexible, student-focused experience.

I understand that unexpected appointments or emergencies can happen, and if either of us is unable to give the appropriate notice, I ask that we inform one another as soon as possible.

Respecting Our Time Whenever possible, I will schedule any personal appointments outside of my working hours to avoid impacting your sessions.

Client Cancellations If you need to cancel a session, I kindly ask that you provide at least 24 hours' notice whenever possible.

Cancellations with 24+ hours’ notice will not incur a fee, and the session will be rescheduled.

Cancellations with less than 24 hours’ notice will be charged at the full session rate. However, I understand that unexpected situations can arise, and in such cases, the fee may be waived at my discretion on a case-by-case basis.

No-Shows If a student does not attend their scheduled session and no prior notice is given, I will wait for up to 10 minutes. After this grace period, the session will be marked as a no-show, and the full session fee will be charged.

• No-shows will not be rescheduled.

• As with cancellations, the fee may be waived in exceptional circumstances, at my discretion.
  

My Absences and Closures During any pre-planned closure, where appropriate notice is given, no fees will be charged.

In the case of an unavoidable short-notice closure (e.g., illness or emergency), fees will also not be charged.

If a session has to be cut short for any reason, a full or partial fee may still apply depending on the situation. I will always review this fairly.

Please note that while I am not obligated to reschedule sessions missed during closures, I will do my best to offer makeup sessions before or after my planned absence, subject to my availability.

At Rosebud Academy, I am committed to creating an inclusive, respectful, and supportive learning environment where every student, regardless of ability, background, or learning style can thrive.

Our Commitment

I aim to meet the individual needs of all students by:

• Recognising and celebrating diverse learning styles, abilities, and backgrounds.

• Making reasonable adjustments to support access to learning.

• Ensuring that all students feel valued, heard, and supported in their learning journey.
  

Inclusive Learning Tools

To support learners with additional needs, I make use of a range of both digital and physical tools to improve accessibility. This may include:

Online Tools and Platforms

• Use of assignment and learning websites that offer built-in accessibility features, such as:
  

  • Screen readers

  • Line readers

  • Text-to-speech options

  • Colour contrast settings

  • Adjustable font sizes and dyslexia-friendly fonts

Physical Learning Supports

• Providing or recommending real-life learning aids such as:
  

  • Dyslexia line readers

  • Finger line readers

  • Coloured overlays/page covers

  • Visual tools for literacy and numeracy (e.g., sentence builders, number lines)

  • Sensory objects or fidget aids for focus and regulation

Support and Sourcing

I am happy to support families in sourcing appropriate tools and strategies to suit their child’s needs. If a student would benefit from specific materials or adjustments, I will work with parents/carers to find effective and affordable solutions.

Inclusive Curriculum

Lessons are adapted to ensure accessibility and engagement for all learners. I draw from multiple frameworks and resources to accommodate:

• English as an Additional Language (EAL)

• Specific Learning Differences (SpLD)

• Early Years and Foundation Stage needs

• Visual and auditory learning preferences

Equality for All

Discrimination or exclusion of any kind is not tolerated. I celebrate diversity and ensure all learners, regardless of gender, ethnicity, neurodiversity, language background, or ability, are supported equally in their education.

Environmental Responsibility in Operations

I aim to reduce my business’s environmental impact through:

• Paperless Practice: Prioritising digital tools, PDFs, and online resources over printed materials wherever practical.

• Energy Awareness: Using energy-efficient devices, turning off tech when not in use, and limiting unnecessary electricity usage during working hours.

• Waste Reduction: Minimising the use of single-use items and responsibly recycling or reusing materials.

• Eco-Friendly Choices: Where physical resources are needed, choosing sustainable, long lasting or recycled options when possible.

Sustainable Digital Learning

• Offering online learning reduces travel emissions for both tutor and students.

• Encouraging screen breaks and healthy digital habits to support energy-efficient device use and learner wellbeing.

• Recommending low-energy digital platforms and mindful tech use wherever possible.