Sample policy templates for your school

Every school needs written policies. They protect you legally and they set clear expectations for families. Here are sample policies you can adapt.

A note on adaptation

These are starting points, not legal documents. Have a lawyer review before publishing them, especially:

• Refund and cancellation policies.
• Waiver language.
• Any policy related to children, photos, or medical information.

State and local laws vary. Your context matters.

Tuition policy

> Tuition is charged on the first of each month. We accept credit and debit cards through our secure payment portal. By enrolling, you authorize automatic monthly tuition charges to the card on file. > > If a charge fails, we will retry the card automatically over 7 days. If unsuccessful, your membership will be paused until the card is updated. Please ensure your card on file is current at all times. > > Tuition is not prorated for missed classes. We offer makeup credits for absences (see makeup policy). > > Tuition rates may increase with at least 30 days written notice. Current members are typically grandfathered at their existing rate for a defined period.

Makeup policy

> If your child misses a class, you may be eligible for a makeup credit. > > Makeup credits are issued automatically for: > > Absences when the family notifies the school in advance. > Classes the school cancels (weather, holiday, etc.). > Illness with notice (no doctor's note required). > > Makeup credits are not issued for: > > No-shows without notice. > * Holidays listed on our published calendar. > > Makeup credits expire 60 days after they are issued. They may be used for any class your child is eligible to attend. > > Maximum credits per student: 4 active credits at any time. We do this to encourage timely use.

Refund policy

> Tuition is non-refundable for the current month once it has been charged. > > Members may cancel at any time. The cancellation takes effect at the end of the current paid period; you will not be charged again, but tuition already paid for the current month is not refunded. > > Refunds for events and parties: > > Full refund if canceled 14+ days before the event. > Partial refund if canceled 7 to 14 days before. > * No refund if canceled within 7 days. > > Refunds for gift cards: gift cards are non-refundable but do not expire. > > In rare cases of medical emergency or relocation, we may offer a partial refund at our discretion. Contact the office to discuss.

Attendance policy

> We expect students to attend class consistently. Members are encouraged to attend 80 percent or more of scheduled classes. > > If your child cannot attend a class, please notify us by message in the parent portal or by phone. Notice helps us plan and may qualify for a makeup credit. > > Students who consistently miss class without notice may be contacted to discuss whether the program is the right fit. We are not trying to penalize; we are trying to help the student get value from their membership. > > Students who do not attend any class for 30 days may have their membership paused. We will contact you before pausing.

Conduct policy (for students)

> We expect every student to: > > Treat instructors and other students with respect. > Follow class rules. > Arrive on time and in proper uniform. > Listen carefully and try their best. > > Disruptive behavior may result in: > > 1. A reminder from the instructor. > 2. A conversation with the head instructor. > 3. A conversation with the family. > 4. A suspension from class for a defined period. > 5. Termination of membership in extreme cases. > > We will always communicate with the family before any escalation. Our goal is to keep your child engaged, not to punish.

Conduct policy (for families)

> Families are part of our community. We ask that you: > > Speak with respect to and about other families, instructors, and students. > Resolve disagreements with the school directly, not on social media. > Pay tuition on time. > Communicate proactively when issues arise. > > We reserve the right to terminate a membership in extreme cases (harassment, abuse, repeated disruptive behavior). This is rare.

Photo and media policy

> We may take photos and videos of classes, events, and promotions for use in our marketing, social media, and parent portal. > > You may opt out at any time by updating your preferences in the parent portal. Opted-out families will not be included in photos or videos. > > Specifically: > > Group class photos: opt-out applies. > Individual rank promotion photos: only with explicit consent. > * Tournament results and bracket photos: included unless opted out.

Privacy policy

> We use Rosterra (operated by Trixy LLC) as our customer relationship management software. Family data is stored securely with industry-standard encryption. > > Card payments are processed by Stripe. We do not store full card numbers. > > We may use your contact information to send class reminders, tuition receipts, school announcements, and event invitations. You may unsubscribe from marketing communications at any time. > > You may request a copy of your family's data, or request that we delete your account, at any time. Email us at {school-email} with the request.

How to publish these

• Upload them as documents at /documents so families can read them in the portal.
• Reference them in your waiver template.
• Send a broadcast when policies change, with a summary of what is different.
• Reference them in your welcome email to new families.

Most families do not read policies until something goes wrong. The policies exist to provide clarity when that happens.