1. Introduction

This document outlines the policies and expectations for students participating in online tutoring sessions provided by Learn With Ayman. These policies are designed to ensure a productive, respectful, and effective learning environment for all participants.

Comprehensive Policy for Student Engagement and Operational Guidelines

At Learn With Ayman, we believe that seeking knowledge is a sacred pursuit, greatly valued in Islam. Just as our faith emphasizes discipline, respect, and the wise use of time, we expect our students to embody these virtues in their educational journey. This policy outlines our expectations for a productive and respectful learning environment.

1. Student Engagement and Conduct: Adhering to the Etiquette of Seeking Knowledge

For an enriching and blessed learning experience, we kindly request our students to embody the following principles of engagement and responsible conduct, reflecting the reverence and sincerity due to the pursuit of knowledge.

1.1 Punctuality and Preparedness

In alignment with Islamic teachings on the importance of time, students are expected to be punctual and prepared for all scheduled classes and tutoring sessions. This demonstrates respect for the instructor, fellow students, and the learning process itself.

• Virtual Classroom Arrival: Please enter the virtual classroom at least 2 minutes before the scheduled start time to ensure a prompt commencement.
• Calendar Invitations: We will send calendar invitations for your classes. Kindly accept these invitations and set a personal reminder (e.g., 30 minutes prior) to ensure timely preparation and attendance.
• Preparedness: Students shall arrive prepared for each class. This includes having all necessary materials, completed assignments, and specific questions or topics ready for discussion. This reflects our commitment to making the most of every learning opportunity.

1.2 Respectful Demeanor and Active Participation

Mutual respect and kindness are fundamental values that contribute to a harmonious community and effective learning, as emphasized in Islam.

• Respectful Demeanor: Students shall maintain a respectful and courteous demeanor towards all tutors and fellow students at all times. This includes thoughtful engagement, active listening, and refraining from any disruptive behavior.
• Active Participation: Students are encouraged to immerse themselves fully in the learning process. This includes proactively seeking clarity by asking relevant questions, contributing thoughtfully to discussions, and engaging with the tutor’s guidance with an open mind and heart. Your active participation is key to maximizing the benefit from each session, insha’Allah.
• Responsible Use of Tools: The digital platform and its interactive features (such as chat functions and shared tools) are blessings designed to facilitate your learning. We kindly request that all students utilize these tools responsibly, appropriately, and respectfully, ensuring they serve the primary purpose of academic growth and a positive learning environment.

2. Absence and Scheduling Protocols

2.1 Student Absence Protocol

While we understand that unforeseen circumstances may arise, timely notification is crucial for managing our schedules effectively.

• Notification Requirement for Absences: It is imperative that our Support Team is notified of any anticipated absence at least 5 hours prior to the scheduled class time. This allows us to make necessary arrangements and facilitate scheduling.
• Notification for Delays/Cancellations: For scheduled tutoring sessions, a minimum of five (5) hours’ advance notice is required for any student-initiated delay or cancellation.
• Excused Absences: Absences may be formally excused for the following valid reasons, provided the minimum 5-hour prior notification before the class time is strictly observed:
  • Illness: Personal illness preventing class attendance.
  • Bereavement: The passing of a family member (May Allah grant them Jannah).
  • Essential Appointments: Crucial medical, legal, or governmental appointments.
  • Academic/Professional Conflicts: Unavoidable conflicts with school or work commitments, with prior notification.
  • Recognized Holidays: Official national or religious holidays.
  • Technical Issues: Unforeseen and insurmountable technical difficulties (e.g., internet outage, platform malfunction) that prevent access to the class.
• Resolution for Excused Absences: Upon an approved excused absence, students are presented with two options to ensure fairness and continuity:
  • Full Refund: A complete refund for the missed session(s) will be processed promptly via PayPal’s partial refund service. You will receive the exact amount paid, free from any deductions or hidden charges.
  • Rescheduling: We will endeavor to reschedule the missed class to an alternative available slot within one week of the original session, at your convenience. Your subscription renewal date will remain unchanged.
• Maximum Excused Absences: To maintain program integrity, the maximum number of classes eligible for an excused status is capped at 25% of the total classes within your current subscription cycle.
  • Example 1: For a 4-hour per month subscription, a maximum of 1 hour per month can be excused.
  • Example 2: For a 10-hour per month subscription, a maximum of 2.5 hours per month can be excused.
  • Example 3: For a 20-hour per month subscription, a maximum of 5 hours per month can be excused.
• Unexcused Absences: Any absence not explicitly listed under “Excused Absences,” or those without the mandatory 12-hour prior notification, will be categorized as an unexcused absence.
  • Consequence: For unexcused absences (or delays/cancellations without 5 hours notice), neither rescheduling nor refunds will be offered. We kindly seek your understanding and cooperation in adhering to this policy, which is essential for maintaining fairness and consistency across all our programs.
• Teacher’s Commencement: Your teacher will begin the class promptly at the scheduled time. Should a student not be present, the teacher will wait for 15 minutes. If the student does not join within this period, it will be marked as an unexcused absence, and the class will not be rescheduled.
• Late Student Arrival: If a class begins late due to a student’s late attendance, the teacher is not obligated to extend the class to compensate for the missed time. We seek your cooperation in ensuring that learning time is maximized for the benefit of all.

2.2 Teacher Absence Protocol: Our Commitment to Uninterrupted Learning

In the rare event that a teacher is unable to conduct a scheduled class for any reason, we are fully committed to ensuring minimal disruption to your educational progress.

Resolution for Teacher Absences:

1. Rescheduling: The missed class will be promptly rescheduled within one week to a time that is mutually convenient for both the student and the teacher, at no additional charge.
2. Refund Option: Should a mutually agreeable rescheduling time not be identified within the designated one-week period, a full refund for the missed class will be processed via PayPal, ensuring you receive the exact amount paid without any deductions.

3. Operational and Financial Guidelines

3.1 Temporary Suspension of Classes (Vacation/Pause)

We understand that students may require a temporary pause in their studies for vacations or other personal commitments. We offer two options based on your preference for maintaining your schedule:

• Maintaining Enrollment & Time Slot: If you wish to retain your current, pre-booked class time and ensure your continuous enrollment without interruption, your billing cycle will continue normally throughout the period of absence. This option guarantees your specific slot remains reserved for your return.
• Pausing Billing Cycle: Should you choose to temporarily halt your billing cycle, please be aware that your current class time cannot be guaranteed upon your return. In such instances, you will be treated as a new student enrollment for scheduling purposes, and a new suitable time slot will need to be arranged based on current availability.

3.2 Observed Holidays

In observance of significant Islamic occasions, our classes will be paused to allow students and teachers to partake in these blessed times. Please note that these days are considered scheduled breaks within the academic calendar, and as such, tuition fees will continue to be applicable during these periods.

• Eid Al-Fitr: We will observe a break of three (3) days for Eid Al-Fitr. May Allah accept our fasts and prayers, and may you have a blessed Eid.
• Eid Al-Adha: Similarly, we will observe a break of four (4) days for Eid Al-Adha. May Allah grant us a blessed Eid Al-Adha.

3.3 Payment Procedures

• Automatic Payments: Payments are processed either automatically or the invoice is sent automatically, depending on the student’s selected subscription plan as detailed on the official website, www.learnwithayman.com, unless a customized payment arrangement has been established.
• Controlling Your Subscription: Although subscription payments are processed automatically, you retain full control over your subscription. You may pause or cancel your subscription at any time.

4. Policy Adherence and Rights

4.1 Policy Compliance

Strict adherence to these policies is mandatory for all students participating in Learn With Ayman tutoring services.

4.2 Violation Consequences

Violation of any of these policies may result in a review of tutoring privileges, which may include suspension or termination of access to Learn With Ayman’s online tutoring services.

4.3 Learn With Ayman’s Rights

Learn with Ayman reserves the right to modify these policies at any time. Students will be notified of any changes.