Treat three cases differently. If the academy cancels, always give a make-up or a credit. If a student misses, offer one make-up a month, valid for 30 days, when a seat is free. For a planned break, pause the plan with a resume date and charge no fee while it is paused. Share the policy at admission.
1. Treat three situations differently
| Situation | Suggested default | Fee impact |
|---|---|---|
| Academy cancelled the class | Make-up always given, or a credit | None to the parent |
| Student missed the class | One make-up per month, valid 30 days, if a seat is free | Full fee; the make-up is the remedy |
| Planned break (exams, travel, health) | Pause the plan with a resume date | No fee for full billing cycles while paused |
These are starting points. Adjust them to your academy, but decide them before the first exception.
2. Write the policy at admission, not after a complaint
A policy written after a parent complains feels personal. The same policy shared on joining feels normal. Cover: how many make-ups, how long they're valid, whether students can attend another batch, what happens when you cancel, and how breaks and fees work.
3. Put an expiry on every make-up
"Take it whenever you want" creates a liability you can't see. Make-up valid for 30 days tells both of you exactly what's owed.
4. Pause, don't drop
A planned break should end with a resume date, not a vague "we'll come back after exams." A date gives the family a clear way back, and gives you a reason to get in touch. Send a message a few days before the resume date.
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5. Remember make-ups take seats
A make-up student fills a seat in someone else's batch. Offer make-ups only in batches below capacity (Guide 5), or they quietly overcrowd your best slots.
6. Track the exception against the student
Don't leave it in WhatsApp. Keep one record per missed class:
| Missed | Reason | Make-up | Valid until | Used |
|---|---|---|---|---|
| 7 Oct | Student absent | Yes | 6 Nov | 21 Oct, Wednesday 4:30 batch |
The goal isn't to be strict. It's to be consistently fair without depending on memory.
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