Policies

Grey Matter Prep keeps policies clear and practical so families know what to expect before registering.

These policies help protect students, families, instructors, and the quality of our programs.

Payment | Cancellation / Refunds | Privacy & Confidentiality | Independence & Professional Boundaries | Scope of Service

Payment

Registration is confirmed once payment has been received.

Program fees are due at the time of registration unless a payment plan or alternate arrangement has been agreed upon in advance.

Spaces in small-group programs are limited. A spot is not held until payment is complete.

For multi-session programs, payment may be required in full before the program begins unless otherwise stated on the program page.

Grey Matter Prep reserves the right to cancel or postpone a program if minimum enrolment is not met. If Grey Matter Prep cancels a program, families will receive a full refund or the option to transfer to another available program.

Cancellation / Refunds

Single-Session Programs

For single-session programs such as Launch, Edge, Ace, Tune, or similar workshops, cancellations made more than 14 days before the program date are eligible for a refund, less a small administrative fee.

Cancellations made within 14 days of the program date are non-refundable unless the spot can be filled from a waitlist.

Because these programs have limited spaces and materials may be purchased in advance, missed attendance is not refunded.

Multi-Session Programs

For multi-session programs, families are expected to commit to the full program. Missed sessions are not refunded and may not be made up individually.

Where possible, general materials from a missed session may be shared.

If a student needs to withdraw from a multi-session program due to exceptional circumstances, Grey Matter Prep will review the situation individually.

Consultations

Consultations may be rescheduled with at least 48 hours’ notice.

Cancellations or missed appointments with less than 48 hours’ notice may be charged in full.

Privacy & Confidentiality

Grey Matter Prep respects the privacy of students and families.

Information collected during registration or service delivery is used only to provide the service requested, communicate with families, and support student participation in Grey Matter Prep programs.

Grey Matter Prep may collect information such as:

  • parent/guardian contact information;

  • student name and grade;

  • current or future school, where relevant;

  • learning goals or areas of concern;

  • parent-provided school documents, where applicable.

Grey Matter Prep does not access school-board systems, internal school records, or confidential school-board information.

Documents provided by parents/guardians are treated as confidential and are used only for the purpose of the service requested.

Student and family information will not be shared with schools, school boards, other families, or outside parties unless authorized by the parent/guardian or required by law.

Independence & Professional Boundaries

Grey Matter Prep operates independently and is not affiliated with, endorsed by, sponsored by, or formally connected to any school board, school, or Ministry of Education program.

Grey Matter Prep services are private educational supports arranged directly between Grey Matter Prep and the parent/guardian or adult client.

Grey Matter Prep does not use school-board email, devices, software, printers, photocopiers, classrooms, offices, mailing lists, newsletters, parent contact lists, or other school-board resources.

Grey Matter Prep does not advertise through school-board channels or solicit students or families through school-based roles.

Group programs such as Launch, Edge, Ace, Tune, and similar workshops provide general skill-building support. They do not include individualized tutoring, IEP review, accommodation planning, school-specific advice, or consultation about a student’s school file.

Students with IEPs or formal accommodations may participate in group programs, provided the program remains general and does not involve individualized IEP implementation, accommodation planning, or school-specific support.

IEP reviews and parent consultations are based only on documents and information provided directly by the parent/guardian.

Grey Matter Prep may reassign or decline a service where an actual, potential, or perceived conflict of interest or professional-boundary concern may exist.

Scope of Service

Grey Matter Prep provides educational support, skill-building programs, parent education, document review, and meeting preparation.

Grey Matter Prep does not provide:

  • legal advice;

  • psychological assessment;

  • medical advice;

  • diagnosis;

  • therapy or counselling;

  • formal advocacy or legal representation;

  • guaranteed school-board outcomes.

IEP reviews and parent consultations are designed to help families better understand documents, organize questions, identify areas for clarification, and prepare for respectful school conversations.

Grey Matter Prep may help families understand educational language and consider possible next steps, but decisions about school programming, accommodations, placement, assessment, and support remain with the family and the appropriate school or school board team.

Grey Matter Prep services do not replace school-based supports, professional assessments, legal advice, medical advice, or board processes.