Cancellation & Rescheduling Policy
We know families are busy, so our policy balances flexibility with consistent learning for your child.
These policies are designed to protect your child’s learning routine, give your family helpful flexibility, and ensure our tutors can deliver the highest-quality educational experience every week.
Quick Summary:
✔ More than 48 hours' notice
No charge — and no loss of your lesson credit.
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✔ One free late cancellation each term (Package Benefit)
Your package includes one complimentary cancellation (2–48 hours before the lesson) to give you peace of mind when unexpected things come up.
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✔ After using the free cancellation (Package Clients)
Cancellations 2–48 hours before the lesson can be rescheduled within 7 days, helping your child stay on track without extra fees.
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✔ Fortnightly Billing Clients
A $20 late cancellation fee applies for 2–48 hour cancellations, or you can reschedule within 7 days instead.
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✔ Within 2 hours / No-shows
Full lesson fee applies, as the tutor has already reserved and prepared for the lesson.
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✔ Emergency flexibility
For genuine emergencies (illness, accidents, etc.), we can waive or reduce fees at our discretion.
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Cancelling or Rescheduling?
At Better Tuition Academy, our goal is to provide every student with consistent, high-quality learning support.
This policy ensures fairness for families, protects our tutors’ time, and helps maintain dependable weekly routines — which are essential for strong academic progress.
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By outlining clear expectations, we can minimise disruptions and keep your child’s learning on track.
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1. Approved Ways to Cancel or Reschedule
To avoid miscommunication and ensure lessons are managed properly, all cancellations or rescheduling must go through one of the following channels:
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Parent Portal (Via logging into your account here)
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SMS to BTA Operations (+61 456 380 051)
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Phone call to 1800 002 085
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Email: contact@thebta.au
NEW AND IMPORTANT
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Tutors cannot approve cancellations, reschedules, or changes on behalf of BTA.​
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Our Operations Team manages all scheduling to ensure clear communication and consistent support for your child.
All notice periods are calculated using Sydney time.
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2. Cancellations Made More Than 48 Hours Before the Lesson
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Cancellations made more than 48 hours before the scheduled lesson time will not incur any fee.
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Depending on your billing arrangement:
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Package Clients:
The cancelled lesson will not count toward your package lesson credits.
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Fortnightly Billing Clients:
You will not be invoiced for the cancelled lesson.
Families may also choose to reschedule the lesson to another time.
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3. Cancellations Within 48 Hours of the Lesson
3.1. Package Clients — One Free Late Cancellation Per Term
Families on a Lesson Package receive one (1) free late cancellation per term, provided the cancellation is made between 2–48 hours before the scheduled lesson.
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This free late cancellation does not roll over if unused.
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After the free late cancellation is used, all further cancellations within 2–48 hours must follow the Reschedule Only rules below.
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This perk is included as part of your package benefits and is designed to provide flexibility while protecting tutor time.
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3.2. After the Free Cancellation Is Used — Reschedule Required (Package Clients)
For any additional 2–48 hour cancellations after the free one has been used:
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The lesson must be rescheduled within 7 days of the original session time,
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Subject to tutor and timetable availability.
If no suitable times are available within 7 days, BTA may, at our discretion, offer the nearest available alternative or waive/reduce the applicable fee.
Rescheduled lessons cannot be rescheduled again. If the rescheduled lesson is missed or cancelled, the full lesson fee applies.
There is no $20 fee for package clients, ever.
Reschedules should be occasional and not used as a regular scheduling method. Frequent rescheduling may lead to loss of preferred time or tutor availability.
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3.3. Fortnightly Billing Clients — $20 Late Cancellation Fee (2–48 Hours)
For families on fortnightly billing:
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A $20 late cancellation fee applies for cancellations made within 2–48 hours of the lesson.
Alternatively, you may choose to reschedule the lesson within 7 days (subject to availability), either with your child’s usual tutor or another tutor who is suitable, instead of paying the fee.
Rescheduled lessons cannot be rescheduled again, and if they are cancelled, the full lesson fee applies.
Reschedules should be occasional and not used as a regular scheduling method. Frequent rescheduling may lead to loss of preferred time or tutor availability.
4. Cancellations Within 2 Hours & No-Shows
Cancellations made within 2 hours of the scheduled start time, or no-shows, are charged at the full lesson fee.
This reflects tutor preparation, time reserved exclusively for your child, and (where relevant) travel commitments.
4.1. Emergency Discretion
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We understand that genuine emergencies occur.
In situations such as sudden illness, accidents, or bereavement, BTA may waive or reduce fees at our discretion.
Evidence may be requested.
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5. Cancellations Made by BTA or the Tutor
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If your tutor needs to cancel or BTA must adjust your lesson:
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You are not charged
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Full credit remains on your account (if you pre-purchase through our package option)
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You may reschedule at your convenience
6. Ceasing Lessons
Families may cease lessons at any time by contacting BTA Operations. If you are a package holder, any remaining lesson credit will be processed according to our Refund Policy.
A brief phone call with our Success Team is recommended to ensure a smooth transition, but refunds are not dependent on completing this call.
See our Refund Policy for more information. ​​
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