Absences, Collections & Withdrawals
Suggested contact content will be presented in this format.
1. STUDENT SKIPS CLASS
If Student Contacts Professor
(and their skipping is an exception)
(and their skipping is an exception)
No worries. Thanks for letting me know. I'll submit an excused absence to Admin on your behalf, and we'll see you next week :
You do not actually have to submit anything to Admin, but you want students to take class attendance seriously.
If Student Skips without Contacting Professor
If Student Skips without Contacting Professor
[Student First Name], it's [Ms.Mr. Professor Last Name] :) We missed you in class! ARE YOU OK??!!
***TEXT BACK TO CONFIRM YOU'VE RECEIVED THIS MESSAGE
2. COLLECTIONS
If Student's Tuition Fails
1. Ms. Gill in Admin will email any Collection Notices to you.
2. Move Student to "Collections" section of Student Spreadsheet
See more about Student Spreadsheets in the section "Getting Organized"
3. Contact Student:
It's [Ms.Mr. Professor Last Name] :) Your tuition failed, and your Grant Funding has been flagged!
Click on this link to CREATE A LOGIN to your Student Account and resolve your past-due:
https://addiction-recovery-counseling-services.mypaysimple.com/myaccount
***TEXT ME BACK AFTER YOU'VE TAKEN CARE OF THIS, SO I CAN GET YOU INTO CLASS!
4. Ms. Gill will email you receipt, when your Student pays.
Payment Plans: Only if Student is paid for current week but owes for previous weeks
We can create a payment plan for your past-due students, if you want to negotiate one with them.
Example: A Grant Discount student who has a past-due total of 30.00 might pay 20.00 per week (i.e. 15.00 grant discount + 5.00 extra) until the outstanding 30 is paid.
If you choose to negotiate a payment plan with your students, you must:
• send Ms. Gill a screenshot which documents the details of the plan and your Student's consent to it
• email Ms. Gill with reminders for when to initiate and stop the payment plan
(once Student is paid up, Ms. Gill will have to manually return their tuition to its regular amount)
If Student is Chronically in Collections
Unfortunately, some Students may sometimes be in collections as a "regular thing". As much as we have compassion for wanting to help someone with economic difficulty, the Board cannot reserve funding indefinitely for someone who is does not pay their small portion of tuition:
• Grant Fast-Track Program: Board Grants + ARCS Waivers offset 90% of standard tuition (250.00 per week, without Grant Funding)
• Grant Discount Program: Board Grants + ARCS Waivers offset 94% of standard tuition (250.00 per week, without Grant Funding)
FIRST TIME IN COLLECTIONS
It's [Ms.Mr. Professor Last Name] :) Your tuition failed, and your Grant Funding has been flagged!
Click on this link to CREATE A LOGIN to your Student Account and resolve your past-due:
https://addiction-recovery-counseling-services.mypaysimple.com/myaccount
***TEXT ME BACK AFTER YOU'VE TAKEN CARE OF THIS, SO I CAN GET YOU INTO CLASS!
SECOND TIME IN COLLECTIONS
1. Send your Student the "Standard Collection Text" (listed above, in this section)
It's [Ms.Mr. Professor Last Name] :) Your tuition failed, and your Grant Funding has been flagged!
Click on this link to CREATE A LOGIN to your Student Account and resolve your past-due:
https://addiction-recovery-counseling-services.mypaysimple.com/myaccount
***TEXT ME BACK AFTER YOU'VE TAKEN CARE OF THIS, SO I CAN GET YOU INTO CLASS!
2. After your Student pays their past-due, take the extra time to send them these texts
It's [Ms./Mr. Professor Last Name] :) I just received confirmation from Admin that your past-due has been resolved, but YOUR GRANT FUNDING CAN BE REVOKED FOR TOO MANY PAST-DUES! So, would paying on a different day of the week, or monthly, or bimonthly work better for you?
***LET ME KNOW HOW I CAN HELP YOU TO STAY OUT OF COLLECTIONS AND RETAIN YOUR FUNDING!
This may take a few extra moments in the short-run, but it will save you tons of time and energy, if they are able to stay out of collections because they now have a tuition schedule that actually works for them ;)
3. If your Student wishes to change their tuition schedule in any way, email a screenshot of their request to Ms. Gill at f.gill@arcstofreedom.com
THIRD TIME IN COLLECTIONS
1. Ask them if they have anyone else who may be able to help them with their tuition for a while.
• If they do, you may wish to speak with that person.
• Email Ms. Gill at f.gill@arcstofreedom.com to let her know if there is a third-party payer.
2. If you've run out of options, ask them if they need to take a Leave of Absence.
Do you need a Leave of Absence? I can apply for a leave of absence on your behalf, and the Grant Board will hold your funding until you resume tuition and classes ;)
• If your Student requests a leave of absence, ask them how long they need.
• If they ask for more than 30 days, let them know that only 30 days will be pre-approved.
(As their Professor, you can make an exception to this, but we recommend against more than 60 days)
• ARCS is accepting longer than usual Leaves of Absence requests, during Coronavirus.
• Email a screenshot of their Leave Request to Ms. Gill at f.gill@arcstofreedom.com
• If they ask for more than 30 days, let them know that only 30 days will be pre-approved.
(As their Professor, you can make an exception to this, but we recommend against more than 60 days)
• ARCS is accepting longer than usual Leaves of Absence requests, during Coronavirus.
• Email a screenshot of their Leave Request to Ms. Gill at f.gill@arcstofreedom.com
FOURTH TIME IN COLLETIONS
You can send your Student this "48-Hour Notice", on behalf of Admin:
Admin just sent me this! [Ms./Mr. Student Last Name] you will be formally withdrawn from the CARC Coaching Certification Program in 48 hours. Once you are permanently withdrawn you will not be eligible for Grant Funding in the future, and the program is not affordable without it!
You can take a Leave of Absence, instead of being permanently withdrawn. During a Leave, your tuition stops, you don't attend classes and you don't access your coursework, but your Grant Funding is held in reserve for your return :)
ARCS is dedicated to students' emotional and financial empowerment.
***LET ME KNOW ASAP, IF YOU WANT TO WANT TO STAY IN THE PROGRAM!
• If or when you send these texts is up to you.
• You should always send 48-hour notice texts (and wait 48 hours for reply) before requesting withdrawal of a Student,
without their consent.
• You should always send 48-hour notice texts (and wait 48 hours for reply) before requesting withdrawal of a Student,
without their consent.
3. STUDENT REQUESTS TO WITHDRAW
The student may actually wish to continue, not realizing that they have options like a "Leave of Absence".
We don't "twist anyone's arm" to stay --- we don't have to --- but it's important to apprise students of all of their options.
We don't "twist anyone's arm" to stay --- we don't have to --- but it's important to apprise students of all of their options.
I’m so sorry to hear that, but I will support you in whatever you choose to do :) There are a few things I need to inform you about, so you’re aware of the repercussions if your permanently withdraw:
1. If you withdraw from the program, your tuition will stop but you will lose any eligibility for Grant Funding in the future!
2. You can also take a Leave of Absence. During a Leave, your tuition stops, you don't attend classes and you don't access your coursework, but your Grant Funding is held in reserve for your return :)
***WHICH OPTION WORKS BEST FOR YOU?
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If Student wants to Take Leave
• If your Student requests a leave of absence, ask them how long they need. • If they ask for more than 30 days, let them know that only 30 days will be pre-approved. (As their Professor, you can make an exception to this, but we recommend against more than 60 days) • ARCS is accepting longer than usual Leaves of Absence requests, during Coronavirus. • Email a screenshot of their Leave Request to Ms. Gill at f.gill@arcstofreedom.com |
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If Student wants to Withdraw
We'll miss you [Student First Name], but I wish you well in all of your endeavors :) |