Policies, Rules & Regulations

The Ivy Prep Program LLC

Agreement

Enrollment in the Ivy Prep Program is an acknowledgement that these policies, rules and regulations presented herein, have been reviewed by the prospective client and are hereby accepted and agreed to by the prospective client, in their entirety and serve as the promissory note for all tuition and fee payments due the Ivy Prep Program LLC and is valid until all charges due are paid in full. The Ivy Prep Program LLC has the right to terminate this agreement and enrollment if payments are not kept up to date, or if student behavior is unacceptable, in which case early termination fees, as described in the section under the heading Tuition/Early Termination Fee shall apply.

Announcements

All official notifications regarding holiday or other closings will be posted on the homepage of our official website, TheIvyPrepProgram.com . Announcements will also include general reminders, important upcoming dates, policy updates, promotions and other information thought to be of interest, etc. It would be a good practice to check our website on a regular basis and especially if you are unsure about program policy or possible closings, etc.

Attendance

It is the normal and expected practice for all Ivy Prep Program students to attend two 1 ½ hour sessions each week, unless other arrangements have been explicitly approved by the Executive Director of the Ivy Prep Program LLC. Students each have a scheduled time for their sessions to begin and end. Students are expected to be punctual arriving to their sessions

Conflicts with scheduled sessions causing a delay in the student’s arrival time or in an unavoidable absence should be reported to the Ivy Prep Program at the earliest time that the conflict is known to the student and caregiver. Missed class time must be made up, within thirty (30) days. Arrangements must be made with the Executive Director to add a make-up day before or after the conflicting date. It is also possible to extend the length of a number of sessions to satisfy the lost time.

It is critical that Student-Instructor contact time, over each 30-day period be maintained. We believe, at the Ivy Prep Program that this contact time has been an important ingredient in the success of our students and our program.

Best Instructional Practices

Instruction and interactive discussion between instructors and students at the Ivy Prep Program is delivered via the zoom.us app over the internet. The Ivy Prep Program has developed a library of our own instructional videos for numerous classes, in various math disciplines. We use a combination of live, interactive instruction, query & answer, as well as pre-recorded lessons and assignments in our Ivy Prep Program google classroom.

Thousands of assignments, created by the Ivy Prep Program, have been uploaded to our google site classrooms. Specific directions and assignments are associated with a series of video lessons, in some classrooms, while others rely on the instructor to determine the specific lessons to be assigned. Of course, we are constantly creating new assignments and assessment, on the spot, to address the immediate needs of our students.

The Ivy Prep Program employs screen-sharing technologies at times. We also use white-erase boards and other presentation methods to convey information in the most effective manner. We utilize certain apps, including various google-extensions and the Jamboard app to facilitate interactive learning.

Consistent with our commitments, course offerings and philosophy, as described in great detail on our official website, TheIvyPrepProgram.com on the “About Us” page, we provide truly accelerated curricula. Many of the concepts, techniques and skills that we address are never taught in the institutional school settings, or are only done so in a superficial manner. We are fully cognizant of the mathematical needs at the next several levels of mathematics, that sometimes escapes others, and incorporate foundational concepts and skills, at every level.

The Ivy Prep Program is not a homework center. However, we will check with students to determine what they are covering in their institutional schools. We want to be sure that our students are equipped to master those concepts and skills, as well. We will review and enhance their understandings of these concepts. We will drill them in the mechanical applications of these skills. Then, we go further, to teach students to interpret, translate, and model written scenarios of real-world phenomena, applying these skills. We will focus our students on several different types of problems presented in their institutional school homework assignment, to ensure they can finish the rest, independently, after our session. Then we balance our session time with the enhancements and acceleration that will ensure their longer-term success.

It is common for students to split the screen on their laptop and have our live zoom session in one-half of the screen, while having one of our google classroom lessons in the other half. Or, maybe they are zooming with us in one half and watching an Ivy Prep Program video in the other half. The split screen insures accountability and the opportunity for questions and answers, contemporarily. Of course, all of the same can be accomplished using a laptop and a second monitor. On occasion, during these sometimes-split sessions, “The Program” needs to send additional material to the student or the student needs to submit work to us, immediately. We use cellphones for this purpose. Today we live in a technology-driven world. We are evolving to provide our unique, highly-accelerated instruction through the most effective methods and technology.

Closings

See below, Holidays, School Closings and Family Days

Communications

Texting is the fastest and most effective method for communicating with the Ivy Prep Program. Text messages should be sent to 1-862-596-9764. The message will usually be review within a few minutes and certainly within one hour.

Telephone calls are probably best arranged first by texting. This is true because, for most of the day, between 7:30 a.m. and 7:30 p.m., Ivy Prep Program staff, including the Executive Director are engaged in teaching classes and are not available to take telephone calls. There is a small window in the day from 2:15 p.m. to 3:45 p.m. when the Executive might be reached by telephone, without prior arrangements. Of course, in case of emergencies, a telephone call would be the absolute best way to make contact. The telephone number to use would be the same as for texting, 1-862-596-9764.

Email is a third option for communicating with the Ivy Prep Program. Emails will be reviewed and, when needed, a response will be sent within 1 to 2 business days. Emails are the best option when documents need to be shared or when the communication is not as time sensitive. Emails should be sent to info@theivyprepprogram.com

Conduct

Students are expected to respectful of each other, and to instructors and the Executive Director of the Ivy Prep Program. Student attitudes and language should be appropriate at all times. Students are expected to engage in the learning process and to follow the directions of the instructors and the Executive Director. Students are expected to be responsible to bring the required materials to each session and to be prepared for the session, including having completed any previously assigned “homework”.

Students should address any technology or other matters ahead of time to ensure they are on time for their sessions. Students will keep all session ID’s and passwords confidential. They are not to be shared with non-members, under any circumstances. Students are to attend all scheduled sessions and makeup sessions. All conflicts with attending scheduled sessions are to be reported to the student’s caregiver and to the Ivy Prep Program at the earliest time that the student is made aware of the conflict.

During remote learning sessions, students are expected to be appropriately dressed at all times. There should be proper lighting so that the student’s face is easily visible to the instructor. Students should keep the camera focused on their faces, even when viewing an Ivy Prep Program video in a split screen or on a separate monitor.

During all remote sessions, each student’s environment should be conducive to learning. Students should be sitting upright, at a desk or table, in a reasonably quiet surrounding. Students will stay muted, until they wish to speak or as otherwise directed by the Executive Director or staff. Students will not engage in any non-Ivy Prep Program computer activities, during any session. Students will keep their mobile cellphones accessible in order to exchange materials and documents with the Ivy Prep Program, but will not engage in any unauthorized cellphone activities, during any session.

Emergencies

If students are attending in-person sessions at the Ivy Prep Program at 181 Claremont Avenue, Montclair, NJ 07042, parents and caregivers are required to provide the Ivy Prep Program with any and all medical and health information and documents that would be important to address any known health or medical conditions. The Ivy Prep Program is to be informed if the student carries an EpiPen, inhaler, medication or some medical device. Instructions for the administration of any medication and for self-medicating devices must be included in the medical documents and health information that parents are required to submit to the Ivy Prep Program LLC, within one week of registration with our program. These documents will also include whether or not students are allowed to receive any over the counter medication, such as headache medicine, like Tylenol, etc. Health and medical information and documents are to be sent to info@theivyprepprogram.com .

In the event of an emergency, the Ivy Prep Program will urgently reach out to the primary, secondary, tertiary caregivers identified in the registration and health information and medical documents, until someone is reached. The Ivy Prep Program will follow the caregiver’s instructions and those of the medical documents, in such an event, and if the need arises, will call 911 for further assistance. The Ivy Prep Program will not be liable in such medical emergencies and will be held harmless.

If an emergency occurs during remote learning sessions, the Ivy Prep Program will reach out to the primary, secondary, tertiary caregivers identified in the registration and health information and medical documents, until someone is reach. If the student is home alone, and it appears the situation is critical, the Ivy Prep Program will call 911.

Holidays, School Closings and Family Days

In the event that a national holiday or school closing or family day falls on or conflicts with a day that would normally be a scheduled Ivy Prep Program session, students and caregivers should make arrangements for makeup days, in the same manner as was described above, under the heading Attendance. The Ivy Prep Program is automatically closed on all national holidays and days that the Montclair Public School District is closed, including snow days. These closing will be posted on the official website, TheIvyPrepProgram.com .

In the event of a family day or other day of observation that conflicts with a scheduled Ivy Prep Program session, students and caregivers should notify “The Program”, in advance and make arrangements for makeup sessions as described above, under the heading Attendance.

In the event of an unexpected closing by the Ivy Prep Program, such as a power or internet failure, or a family or health emergency, “The Program” will attempt to update the website at the earliest moment the urgent circumstances will allow. If the Ivy Prep Program facilities are closed or the remote learning site does not allow entry, within 15 minutes of a student’s schedule session time, the student should exit and check back with TheIvyPrepProgram.com website at a later time for an announcement.

If the urgent matter is resolved in a reasonable time after the expected start time, “The Program” will reach out to students and caregivers, by text to alert all that the urgent matter has passed. Students will be encouraged to join the session, at that time. If the student can no longer join the session, at that time, there will be no limit on the time allowed for the student to make up the session.

Records

Absent manifest error, the Ivy Prep Program LLC records shall be conclusive evidence of all amounts payable by the parties responsible for payment hereunder.

Supplies

Students are expected to purchase and bring to each session the following supplies …

Spiral notebook (medium thickness). Not a composition notebook. Not a loose-leaf binder. Not a notepad.
Two (2) pencils and a sharpener, or a mechanical pencil with extra graphite.
One pen (only used when directed, for checking completed work).
A scientific calculator (The Ivy Prep Program is happy to recommend one).

Also, students should bring as often as they occur, the following …

Notes from their math class at their institutional school.
Homework/Assignments from their Institutional school.
Returned quizzes, tests and other assessments from their institutional school.
Their institutional school textbook or a laptop or tablet to access online assignments.

Technology Requirements

All students need …

A laptop or tablet, such as an iPad. If absolutely necessary, a cellphone or other smart device may be used, although not recommended for this purpose.
The zoom.us app must be downloaded from the Apple App Store or directly from zoom.com and installed on the laptop, tablet, or smart device.
A personal email address is required to engage the Ivy Prep Program google classroom lessons. Institutional school email addresses cannot be used to access the Ivy Prep Program google classroom.
A cellphone or access to a cellphone for quick exchange of program materials and assignments that are not in the Ivy Prep Program google classroom.

We strongly recommend that an internet signal booster be purchased, especially when basement or attic-level student learning environments are being utilized. This will enhance the quality of the learning process, by stabilizing audio and visual signal transmission.

Tuition

Tuition for participation in the Ivy Prep Program LLC programs, including the Algebra For Kids, and Future Engineers programs are based on a number of factors. These factors include, but are not limited to the length of the client’s commitment to participate in program sessions, application of family discounts, buddy discounts, promotional discounts, as well as the number of scheduled sessions per week, and other factors. For this reason, a number of questions must be answered by the prospective client, before a quote can be generated and offered to the client.

Tuitions for a full commitment period can be paid as a lump sum. If the commitment involved exceeds or equals 7 months, the prospective client will benefit with a 10% discount. If a full school year commitment is paid by August 15th, preceding the school year, the client will benefit 15%, instead of 10%. Tuitions may also be paid quarterly, which will benefit the client with a 5% discount. The one-time registration fee is waived for clients paying for the full commitment period, or quarterly.

Absent the previously described payment arrangements, tuitions are charged monthly at the beginning of one of two payment cycles, either the 15th or the 30th of the month. The first payment will be prorated to the nearest payment cycle. Changes to the payment cycle must be approved by the Executive Director and an appropriate prorated charge will be initiated by the Ivy Prep Program LLC to the client’s “registration” card. A one-time registration fee of $40 will be charged, along with the first tuition payment.

A seven (7) calendar day grace period will be extended to clients. After the grace period, a $20 late fee will be charged, if the payment is received, within the next seven (7) calendar days. Payments received after the extended grace period will be charged a late fee equivalent to 10% of the monthly payment. Multiple late charges may result in suspension from the Ivy Prep Program. Refund policies, as described below will apply, in such instance. Unpaid balances, including the above described late fees, will accrue interest due to the Ivy Prep Program, at the rate of 10% p.a., from the date the last tuition late fee was originally applied.

Tuitions for the full commitment period or for quarterly payments may be paid by check, money order, debit card or credit card. Checks should be made payable to the Ivy Prep Program LLC. Monthly tuitions must be paid by debit or credit card. Visa, MasterCard, Discover, and American Express cards are accepted. By completing their registration in one of the Ivy Prep Programs, clients are expressly authorizing the Ivy Prep Program LLC to charge the debit or credit card used for registration, on a recurring basis, for the length of the commitment period, on the appropriate payment cycle date. The one-time registration fee will also be charged, to the “registration” card, unless an alternate card is provided for this purpose. Late fee charges, as described, above, will also be charged to “registration” card.

Any time that the client wishes to change the “registration” card, or the card becomes invalid, for any reason, including expiration, the client is responsible to notify the Ivy Prep Program LLC, immediately. Missed payments for this reason will be subject to the same provisions for late payments, if not corrected within the grace period. Cash payments are not accepted.

Ivy Prep Program LLC base tuitions have been determined such that scheduled closings are reflected in the amount of the tuition. Unless alternate arrangements have been made with the Executive Director, tuition covers eight 1 ½ hour sessions per month. As described, above, under the heading Holidays, School Closings and Family Days, Ivy Prep Program scheduled closing for national holidays, and published school closings of the Montclair Public School District have been factored into the total, full school-year tuition, and converted into the monthly tuition charges. Consequently, monthly tuition charges are constant, regardless of Ivy Prep Program closings.

Missed sessions, due to scheduled holidays and closings, if made up, as allowed by “The Program”, are “extras” gifted to our clients. Similarly, some calendar months will afford our clients the expected eight (8) sessions, while some months will afford some clients a ninth (9th) session, and one month offers all clients a ninth (9th) session. There will be no additional tuition charge for these “extras” gifted to our clients.

Finally, on occasion, certain clients may arrange to attend an extra session during a week, due to an impending test, or for some other reason. If “The Program” can accommodate such rare special requests, they too will be gifted as “extras” to our clients. Frequently requested or needed extra sessions, as determined by the client or The Ivy Prep Program, will result in an adjustment to the client’s tuition, as arranged with the Executive Director. Missed sessions that are not made up within the prescribed length of time allowed, will not affect the monthly tuition.

The Ivy Prep Program has developed the reputation for producing exceptional math students that are significantly accelerated beyond their peers. Further, we have a reputation for lifting all students and facilitating their success in their institutional schools. This achievement has been accomplished with exceptional curricula, instructional methods and with our prescribed student-instructor contact time. For these reasons, The Ivy Prep Program LLC offers substantial discounts to all clients that start their participation in the month of September, which allows us advance the relevant curriculum, while the institutional schools are undergoing their protracted review process, and which are committed for the full school year. Once applied, the discount continues to be reflected in the monthly tuition charges.

These Early-Entry-Date Discounts are determined by the entry month of the client’s enrollment in the Ivy Prep Program and are associated with a commitment to continue in the program for the duration of the school year. They aresensitive to the entry month and decay month by month, such that the tuition rate offered in October is higher than that in September, because less discount is being reflected. The same is true for November versus October, etc. Additional discounts may be applied to clients’ accounts, over and above the entry-date-sensitive discounts.

Family Discounts are applied if more than one family member is enrolled in the Ivy Prep Program, simultaneously. The more family members enrolled, the greater the family discount and the lower the monthly tuition charges. Family discounts only apply as long as all related family members are enrolled. If one or more covered family members discontinues their participation, the discount previously applied is be immediately adjusted downward and the monthly tuition will increase, appropriately. Family discounts will continue year to year.

Buddy Discounts & Finder’s Fees are applied when a client persuades a friend to enroll in the Ivy Prep Program and attend sessions. Both the client and the “friend client” receive a discount, as long as both clients continue participation. At the time that one client discontinues participation in “The Program”, the Buddy Discount is discontinued for the remaining client. Buddy discounts are only applied for the school year in which they are initiated. In subsequent years, each client is treated independently.

Promotional Discounts are applied in accordance with advertised stipulations. The amount and duration of such discounts are as specified in the promotion.

Trial enrollments are not accommodated. A prospective client always has the option to enroll for a single session or a single month. The full, undiscounted hourly tuition rate will be applied for the single session. The full, undiscounted monthly tuition rate will be applied as the single month tuition. If the single session or single month client wishes to continue in the Ivy Prep Program, the tuition for future months will be based on the length of commitment, and will only reflect the Early-Entry-Date Discount based on the date of the application to continue.

Early Termination Fees are applied and take into consideration that Early-Entry-Date Discounts previously enjoyed by the client are in actuality length of commitment discounts. Should a client not fulfil the length of commitment reflected in the Early-Entry-Date Discount and terminate their participation in the Ivy Prep Program, the client will owe a balance to “The Program” of $100 plus the difference between the sum total of the Early-Entry-Date Discounts received by the client and the Early-Entry-Date Discounts that should have been received for the actual duration of the client’s participation. No credit is given for sessions unattended in the balance of the current tuition payment cycle.

These final termination fees will be charged to the client’s “registration” card. Should these charges not be honored by the client’s bank or the client’s “registration” card rejects the charges, interest will accrue on the balance at a rate of 10% p.a. If the client corrects the outstanding tuition balance, within 30 days, the interest on the balance will be waived.

Early termination from the program should be requested either by text of by email. Text should be directed to 1-862-596-9764. Emails should be directed to info@theivyprepprogram.com . If the client does not officially withdraw from the Ivy Prep Program, but simply stops attending sessions, tuition charges may continue, until such time that the Ivy Prep Program recognizes the pattern and stops the monthly charges. No refunds will be given for these unattended sessions.

Default on unpaid monthly tuition charges or on early termination fees that are not remedied by the client within a 30-day period will be subject to collection efforts by the Ivy Prep Program LLC, which will pursue all legal means to recover payment. The client will be responsible for all legal fees and other costs associated with collection of the unpaid balance, including the late fees and interest from the initial date of delinquency, continuing through the date of payment. Said default shall be reported to all major credit bureaus.

The parties responsible for payment hereby waive any and all defense afforded by the statue of limitations as a defense to any demand for payment of this agreement/note or any part thereof or any sum payable hereunder.

Refunds

Refunds will be returned to clients that have paid for the full commitment period or for a quarter and choose to terminate early. The refund will be adjusted in accordance with the provisions described in the paragraph regarding Early Termination Fees. The balance will be returned using the same “registration” card or by an Ivy Prep Program LLC company check, if the original payment form was not a credit or debit card.

Summer Program Structure & Tuition

The summer program is a separate program from the Fall/Winter/Spring program. A separate tuition structure applies to the summer program. The Summer Program, unless otherwise noted, begins the Monday after the last day of school in the Montclair Public School District. The last day of school is normally around June 23rd and the Ivy Prep Program Summer Program starts the following Monday.

The Summer Program offers four (4) two-week sessions each summer. The first of these sessions starts on the Monday, in the end of June that was described, above. The next two sessions follow in contiguous 2-week blocks. As a result, the third 2-week session usually ends after the first week in August. The last of the four 2-week sessions is scheduled near the end of August, to cover the last two weeks of summer and ends just before Labor Day.

Summer sessions meet on Mondays through Thursdays, with the possible exception of the session that spans July 4th. If July 4th occurs on a scheduled session day (Monday – Thursday), the Summer Program will be closed on that date and the Friday of that week will be the alternate meeting date.

During each 2-week summer session, students have the option to register for one of four (4) meeting time slots. Each meeting is approximately two (2) hours in length. This makes each summer “Prep Course” is roughly equivalent to five (5) weeks of classes in an institution school setting. Meeting times are at …

7:30 a.m. – 9:20 a.m.,
9:30 – 11:20 a.m.,
11:30 a.m. – 1:20 p.m., and
5:30 p.m. – 7:20 p.m.

If student enrollment does not support the Ivy Prep Program opening one or more of the anticipated time slots, the client will be offered a different time slot. If the client does not choose to enroll in the alternate time slot, the client will receive a full tuition refund, including return of the registration fee. Under limited circumstances, determined by the Ivy Prep Program, clients may be allowed to “mix and match” different time slots for different days. If the client has a schedule conflict for one of the days or time slots in the session, arrangements, including the client meeting twice on the same day, may be set at the discretion of the Ivy Prep Program.

There is a $40 non-refundable fee required to register for the Ivy Prep Program Summer sessions. Clients must register and pay in full for a summer course before the start of the first class. There are no refunds for a particular session, after the start of the first class in that session. However, if the client has paid for multiple sessions or cancels the registration for one or more sessions that have not yet begun, the client will be granted a full tuition refund, absent the non-refundable registration fee.

The tuition for participation in the Summer Program depends a number of factors, including the applicability of multiple course discounts, family discounts, buddy discounts, group discounts, early registration discounts, and lump-sum payment discounts for registration in multiple courses. The client will be given a quote after the Ivy Prep Program determines the appropriate discounts to apply. The tuition for a single client, for a single summer course, with no discounts is currently $389.

In the event of an emergency that prevents the client from completing the current session, the Ivy Prep Program will attempt to accommodate the client with alternate session times. At the discretion of the Ivy Prep Program LLC a credit toward future attendance in one of the Ivy Prep Program may be offered. If inappropriate student conduct results in the student’s termination from the Summer Program, no refund will be given.