New Student Intake Process

 

Enrollment Forms and Overview.
Once you complete and submit your student’s enrollment forms, we will review the information and prepare for the Evaluation Meeting (an extended interview) with you and your child. Within 1 business day of receiving your completed enrollment forms, you will receive an email with instructions for your child to complete the required EF Assessment.

Please schedule your Evaluation Meeting at least 48 hours after submitting your enrollment forms to allow enough time for your child to complete the assessment and for us to receive the results. This meeting must include one or more parents/guardians and the child we will work with. You will have the option to schedule this meeting as part of the enrollment process.

Our EF Assessment Powered by MindPrint®. 
As discussed during your consultation call, we use this assessment—developed through a grant from the NIH to the University of Pennsylvania Medical Center and the Children’s Hospital of Philadelphia—to evaluate the cognitive skills of children ages 8–21. A similar version is even used by NASA to evaluate adults. You can Learn More Here. 

The resulting report provides a detailed understanding of how your child learns best. The Academic Profile identifies areas where support might be needed, explains why, and outlines evidence-based strategies to help your child succeed. These insights benefit you and your child (if you choose to share the results) and enable us to tailor our program to your child’s needs. All students are required to complete this assessment.

For students taking the SAT or ACT soon, our Learning Assessment can indicate which test to take and accurately predict scoring for sections and subsections based on the student’s Learner Profile. The cost is provided in your onboarding paperwork.

The assessment cost is outlined in your onboarding paperwork and detailed in the New Student Enrollment Information email (referred to as the “Enrollment email”). This includes a personalized Learner Profile review and a consultation to discuss the results and how they inform your child’s curriculum customization.

Our Evaluation Meeting.
As part of the onboarding process, a specialist from our team will meet with you and your child via video conference for an extended interview lasting approximately 60–90 minutes. During this session, we will explore topics such as your child’s goals, strengths, challenges, study habits, hobbies, classes, teachers, and friendships, as well as your own goals, challenges, and definition of success for your child.

This meeting aims to understand your child’s personality, learning experiences, and unique needs while building a connection with your family. Together with the Learner Profile and other onboarding documents, this information allows us to craft the most effective coaching plan and match your child with the ideal coach from our team.

Coach Matching.
After the Evaluation Meeting, we will begin the thoughtful process of selecting the best Coach from our team for your child. While we aim to match students within 5–7 business days, the process may take up to 3 weeks or longer during busy seasons (typically August–October and January–March).

Once we’ve matched your family with a Coach, you will receive an email—referred to as the “Coach Match email”—containing your new Coach’s biography, background, and hourly rate. Various factors determine hourly rates, including the Coach’s background, experience, tenure, and other relevant qualifications.

Your First Session. The Coach Match email will also include the format, date, time, and location of your child’s first session or two.

Payment Terms 

 

GENERAL TERMS

Visa® and MasterCard® are our preferred payment methods. American Express® is also accepted, but please note that we add a 5% service fee to each invoice before processing American Express® cards. Cash or check payments are not accepted.

Credit cards on file will be charged after services are rendered or upon the date of the student's first session if any package pricing is involved unless otherwise agreed to in writing. If a payment transaction is not approved, we will notify you via email. 

Communications outside of scheduled session time will be billed in 15-minute increments at the coach’s hourly rate.

If you have any questions or concerns regarding your account, please contact Accounting at accounting@illuminos.co or by calling (571) 347-1244.

To update your card on file, please click here: Update My Credit Card

CREDIT CARD DECLINES. We understand that credit cards may be declined from time to time for any number of reasons. If your card has declined for any reason, you will receive an email notification with a link to provide a new credit card. You will have up to 14 days to update your credit card before we may elect to suspend services. If any invoice remains unpaid for more than 14 days, we reserve the right to charge 18% compounded interest for any balance due. If your credit card declines two billing periods in a row, we reserve the right to require a monthly retainer or upfront payment. You can update your credit card at any time by emailing accounting@illuminos.co or clicking Update My Credit Card.

NEW STUDENT ONBOARDING FEE. This fee is set forth in the Enrollment email. This fee covers administrative costs associated with our process of getting to know your family and understanding the unique needs of your student. More specifically, it includes the time to review all of the information provided in the Enrollment paperwork, the 60-90 extended interview (Evaluation), and our personalized coach matching process. 

Upon receipt of your enrollment paperwork, a portion of the New Student Onboarding fee will be charged to your card on file. Following the completion of the Evaluation, the balance will be charged. The amounts of these charges are set forth in the Enrollment email.

OUR EF ASSESSMENT COST. We require that your child take our EF Assessment to enable our coaches to customize services based on the results. Your card on file will be charged when the unique link is emailed to you for your child to take the assessment online. Fees may vary for the EF assessments. Please refer to your Enrollment email for specific costs.

SESSION COSTS. We bill based on coach time spent with students and/or parents or those in the student's circle of support. Each In-Person session is billed with a 1-hour minimum, and thereafter, in 15-minute increments through the end of the session. Virtual Sessions are billed in 15-minute increments through the end of the session. Your Illuminos Billing Statement will include a breakdown of the format and time for each session, as well as any one-time fees disclosed in our Onboarding email. Your credit card will be billed automatically every 2 weeks for the minimum sessions required over the following 2 weeks. Additional coach time accrued beyond the 2 hour minimum will be charged on the invoice that follows the 2 weeks in which the time was accrued. You will receive your Billing Statement via email with these charges. We reserve the right to modify our frequency, dates of billing, and coach hourly rates with notice. To update your credit card on file, please click here: Update My Credit Card

CANCELLATIONS. To cancel or reschedule your session, contact your coach directly. Your Coach’s contact information is on the Coach bio provided in your Coach Match email. Please take a moment to add your Coach’s contact information to your contacts when you receive this email.

Cancellations made less than 24 hours in advance will be subject to a charge of the greater of: (a) the time period that the session was scheduled that is being canceled or (b) 1-hour of time at the coach’s hourly rate. Our coaches are in high demand and we understand that things come up from time to time, however, if more than 2 sessions are canceled in a row, we reserve the right to reassign the coach to a different student. We require a minimum of 2-sessions per week in order to matriculate through our program in 9-12 months. Missing sessions lead to students failing to build the necessary routines and habits to ultimately be independent of our support. 

All cancellations must come from or include a parent with the notification. For example, texts, emails, or phone calls must include the parent and coach when cancellation is provided by the student.

MANAGING EXPECTATIONS

Results. Keep in mind there are no overnight, magic fixes to “fix” students’ struggles. You should see some improvements quickly after sessions begin, but the modification of established routines and patterns occurs over time. Our goal is to undo old routines, build new routines that become habits, and eventually develop new neural pathways in the brain that create automaticity.  This is also why we require 2 hours of sessions per week for consistency.

Student Commitment. You have engaged us for our expertise in teaching your child the executive function skills needed for success in school and life. Our Coaches are trained and certified in our research-driven, scientifically proven, and proprietary Executive Function Curriculum. Students in 3rd grade and above are expected to meet with their coach a minimum of twice weekly for no less than a total of 2-hours per week to progress appropriately through our program. The majority of students who meet the minimum time requirements consistently each week graduate from our program within 9-12 months.  

Coach-Student Relationship. Coaches work to build healthy, supportive, trusting, and mentoring relationships with each student. As explained during your consultation call, coaches may use portions of a coaching session to get to know your child, as well as work on social-emotional skills. This is part of our research-driven and proven process to achieve success.  

Student Responsibility. We believe students should take ownership of their coaching experience and recognize both successes and missteps in the process. This builds the confidence, autonomy, and independence necessary for success in school and beyond. We do not permit parents or other adults to sit in on coaching sessions as it impedes the student’s progress. Coaches are happy to talk with parents before, after, or between sessions. 

Unless otherwise requested, Coaches may depart from sessions directly after finishing with their students. If you wish to meet with your child’s coach, please let the coach know at the beginning of the session.

The primary focus of each Coach is to help their students build and refine the life skills critical to success now in school and later in the working world. As tutoring needs arise for help with homework, subject-specific material, and/or standardized test preparation, our Coaches can help with that, too! 

Coaches may contact professionals and teachers to coordinate efforts and ensure a comprehensive support system for their students. During the enrollment process, you are asked to provide contact information and your consent for such communications.

Coaches and staff should always be courteous and respectful. If coaches do not meet this expectation, please contact us so that we can address the issue immediately 

Illuminos coaches are not clinical professionals, college counselors, or therapists. However, should the need arise for any of these services, please call the Illuminos office and an appropriate referral can be made.

Client Testimonials

 

From time to time, we may ask you or your child to provide feedback about our services or permission to highlight your child for their successes and accomplishments on social media with a picture (collectively, a “Testimonial”). We are greatly appreciative of your Testimonial detailing the experience you have had working with Illuminos. These testimonials will only be used for company development and promotional purposes in various print, electronic, or other advertising or informational material. We will ONLY reference you or your child in a Testimonial using your (parent) first name, last initial, and age or grade of your student. We will not include your child’s full name without additional consent from you. We will never use the image of your child that you provide as part of your enrollment paperwork as a Testimonial, and that image falls outside of this Testimonial Release Agreement. When we want to use your child’s image for the first time, we will request a picture from you of your child. 

Client Testimonial Release & Consent

By signing below, I, and on behalf of those listed below, including the minor child or children receiving Illuminos services, hereby irrevocably grant Illuminos Academic Coaching & Tutoring and its licensees, successors, employees, assigns, or agents (collectively “Illuminos et al.”) a perpetual right and license to use, reproduce, print, publish and republish, broadcast and rebroadcast as well as to copyright, use my first name and last initial, testimonial statement, voice, picture, and likeness (hereafter “Testimonial”) in internal company development materials and all media and types of advertising and promotion (collectively referred to as “Advertising”) in connection with its services and products. All right, title, and interest in my testimonial statement covered by this Consent and Release, including all copyrights therein, will be the sole property of Illuminos, free from any claims whatsoever by me. I, or any minor child indicated below (hereafter “I”, “we”, “me” or “my”), hereby (1) waive any right to review any Advertising and agree that no advertisement or other material need be submitted to me for any further approval, (2) understand that we will not have any right to compensation in connection with Illuminos et al.’s use of my Testimonial. I hereby release Illuminos from any and all claims arising out of their use of my Testimonial as agreed to in this document, including without limitation any claims based on the right of publicity or privacy. The statements attributed to me in my testimonial reflect my actual experience with Company and my honest opinions about Company and/or its products.  I am of the age of 18 or older and have the right to contract in my own name and, if applicable, on behalf of my employer with respect to this Consent and Release.  I understand that this Consent and Release does not obligate Illuminos et al. to make any use of any of the rights granted herein.