Sample policy templates for your school

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

A note on adaptation

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

• Refund and cancellation policies.
• Waiver language.
• Anything about children, photos or medical information.

Laws vary by state and country.

What QuickKicks does and doesn't do automatically

• QuickKicks does not give make-up credits when you cancel a class or add a closure. If your policy promises credits for cancellations, staff issue them from the student's profile (Attendance tab, Make-up credits).
• Limits like "credits expire after 60 days" or "no more than 4 credits at a time" are your policy. Only promise what your staff will track.

Tuition policy

> Tuition is charged automatically on your billing date to the card on file. By enrolling, you authorize these recurring charges. > > If a charge fails, we will try the card again and contact you. Please keep your card on file up to date in the parent portal. > > Tuition is not prorated for missed classes. We offer make-up credits for some absences (see our make-up policy). > > We will give at least 30 days written notice before a tuition increase.

Make-up policy

> If your child misses a class, you may be eligible for a make-up credit. > > We may issue make-up credits for: > > - Absences when you tell us in advance. > - Classes we cancel (weather, holidays and so on). > - Illness with notice (no doctor's note needed). > > We do not issue credits for no-shows without notice, or for holidays on our published calendar. > > Make-up credits expire 60 days after they are issued and can be used in any class your child is eligible for. Each student can hold up to 4 credits at a time.

Refund policy

> Tuition is non-refundable once it has been charged for the current period. > > You may cancel at any time. Cancellation takes effect at the end of the current paid period. You won't be charged again, but tuition already paid is not refunded. > > Events and parties: > > - Full refund if canceled 14 or more days before. > - Partial refund if canceled 7 to 14 days before. > - No refund within 7 days. > > Gift cards are non-refundable. > > In rare cases such as a medical emergency or a move, we may offer a partial refund. Contact the office to discuss.

Attendance policy

> We encourage students to attend at least 80 percent of their scheduled classes. > > If your child can't attend, please tell us by message in the parent portal or by phone. Notice helps us plan and may qualify for a make-up credit. > > If a student often misses class without notice, we may reach out to talk about whether the program is the right fit. > > If a student doesn't attend for 30 days, we may pause the membership. We will contact you first.

Conduct policy (students)

> We expect every student to treat instructors and classmates with respect, follow class rules, arrive on time in proper uniform, and try their best. > > Disruptive behavior may lead to: > > 1. A reminder from the instructor. > 2. A talk with the head instructor. > 3. A talk with the family. > 4. A suspension from class for a set time. > 5. In extreme cases, ending the membership. > > We will always talk with the family before any step beyond a reminder.

Conduct policy (families)

> Please speak respectfully to and about other families, instructors and students; bring disagreements to us directly rather than to social media; pay tuition on time; and tell us early when something comes up. > > In rare, serious cases (harassment, abuse, repeated disruption) we may end a membership.

Photo and media policy

> We may take photos and videos of classes, events and promotions for our marketing, social media and parent portal. > > You can opt out at any time by turning off photo consent for your child on your Profile page in the parent portal. We will not include opted-out students in photos or videos.

Privacy policy

> We use QuickKicks (operated by Trixy LLC) to manage our school. Card payments are processed by Stripe. We do not store full card numbers. > > We use your contact details to send class updates, receipts, school announcements and event invitations. You can unsubscribe from marketing messages at any time. > > You can ask for a copy of your family's data, or ask us to delete your account, at any time. Email us at {school-email}.

How to publish these

• Upload them in Communications › Documents so families can read them in the parent portal.
• Mention them in your waiver.
• When a policy changes, send families a short summary of what is different.
• Link them in your welcome email to new families.