About PrepMatters

Policies and Procedures

PrepMatters Policies and Procedures 

Welcome to PrepMatters! We invite parents and their students to familiarize themselves with our policies and procedures before registering. 

Registration: PrepMatters requires pre-service registration of students. A separate registration is required for each student, even for a sibling of a current or former client. A one-time registration fee of $95 is assessed to student clients at the time they first become a PrepMatters client. Registration for all PrepMatters services is accomplished by accepting these policies and procedures, completing speaking to a PrepMatters staff to setup your client account with demographic and billing information and paying the registration fee. . 

Fees: The Educational Planning and Tutoring divisions have their own fee structures. In all cases, students work in one-on-one sessions with a tutor, counselor or essay specialist. Our pricing structure reflects our commitment to hiring and keeping the best in the business, as well as the value of the one-on-one approach. 

Educational Planning Fees: Educational Planning is personal and individualized. High school students and their families who seek educational planning support engage in a counseling assessment with a counselor to establish themselves as clients. (The counseling assessment is not required for students who seek only academic tutoring or test preparation.) The counseling assessment gives the counselor an opportunity to thoroughly review students’ academic records and supporting documentation (e.g., transcripts, tests, reports) and to understand the interests and goals of students and their families as a preface to establishing an educational strategy plan for pursuing college admissions. The fee for the assessment—which includes two sessions (approximately 90-minutes and 60-minutes), review of records and development of an educational strategy plan—is $2,250 for 11th and 12th grade students and $1,750 for 9th and 10th grade students. 

In order to best meet the specific needs for supplemental services or assistance in further developing each student client’s educational strategy plan beyond the counseling assessment, we provide our services à la carte. This structure is designed to give our clients the freedom to use our services as much or as little as needed. Counselors charge for all of the time they dedicate to each client and bill at an hourly rate in 15-minute increments. The fee for educational counseling is $325 an hour. Fees for reviewing and making recommendations for essays, résumés and applications range from $250 an hour to $325 an hour. Rates are determined by the respective levels of expertise and experience of our counselors and essay specialists. 

Our counseling services for graduate school admissions, private high school and boarding school admissions, transfer admissions, gap year planning, interview preparation, and exclusive review of résumés or essays are generally billed at the à la carte hourly rate. The intake counselor will discuss the fee structure with each client concerning his or her particular situation. April 2016 

Billable services include: 

  • In-office and phone/Skype appointments
  • In-office essay, résumé, and application creation, or draft review sessions
  • In-office mock interviews

Additional billable services provided outside of office and phone appointments: 

  • Review and preparation of substantive email correspondence (does not include emails relating only to scheduling)
  • Review of academic records and any educational testing
  • Review of essay topics, outlines or drafts
  • Review of applications, résumés and letters
  • Contacting an institution official on a client’s behalf Research specific to a client’s situation or performed on his/her behalf 

Essay Development Assistance: Clients may elect to either work solely with an essay specialist and receive support for the conceptualization, writing and review of essays, applications and résumés, or may opt to work with the essay specialist in conjunction with a counselor and receive guidance in other aspects of the admissions process. The intake counselor will discuss the fee structure for essay development so that the expectations of clients and essay specialists are appropriately managed. All clients working with essay specialists should anticipate an additional time charge for a final read (15-30 minutes) for each essay by our final read editor before work products are released. 

Testing Accommodations Assistance: PrepMatters also offers individualized support for students with learning differences or mental or physical health issues who wish to apply for testing accommodations when taking standardized tests (e.g., SAT, PSAT, ACT). The process for obtaining accommodations can be difficult to navigate, and students often benefit from the support of our educational counselors to assess and plan an advocacy strategy. The initial testing accommodations assessment is $600 and includes review of the student’s records and a one-hour meeting to discuss strategy. Payment is due prior to the student record review. The hourly fee for testing accommodations assistance, after payment of the initial $600 fee, is $325 an hour, billed in increments of 15 minutes. Clients who wish to engage PrepMatters for a counseling assessment subsequent to the initial testing accommodations assessment will be credited $600 toward the counseling assessment fee. 

Tutoring & Test Preparation Fees: The Tutoring and Test Preparation division provides tutoring for test preparation for entrance examinations as well as academic tutoring in special subjects at the elementary through college level. Fees for test preparation range from $200 an hour to $400 an hour. Fees for test preparation for all graduate and professional exams are $250 an hour, with the exception of Sunhee Hong ($300 an hour), Aaron Golumbfskie ($300 an hour), and Ned Johnson ($400 an hour). Fees for academic tutoring in special subjects range from $175 an hour to $400 an hour. An hour of tutoring is 50 minutes in duration. The additional 10 minutes of each hour is used by tutors to compile notes from the session and to correspond with parents, as needed. Our tutors’ rates are determined by their respective levels of expertise and experience. 

Test Preparation Hourly Rates:        Academic Tutoring Hourly Rates: 
  $200 – Professional tutors               $175 – Professional tutors
  $250 – Senior tutors                        $250 – Senior tutors
  $300 – Sunhee Hong                       $300 – Sunhee Hong
  $300 – Aaron Golumbfskie              $300 – Aaron Golumbfskie 
  $400 – Ned Johnson                       $400 – Ned Johnson 

Tutoring Parent Consultations: Extended consultations with a student’s parents about the student’s progress can be scheduled and will be billed in 15-minute increments at the tutor’s current hourly rate. June 2016 

Test Preparation Homework: At the end of each tutoring session, tutors will assign homework to reinforce the lessons in that session. The homework assignment should be written in the front of the student’s workbook or in the session note that is emailed at the end of each tutoring session. PrepMatters is aware that students have other responsibilities, and the homework assigned is not an onerous amount. We ask students to complete the assigned homework session prior to the next tutoring session. We do not encourage completion of homework in the car on the way to the tutoring session or in the PrepMatters waiting area. Parents can help by reminding students of their homework assignment. 

Payment for Services: PrepMatters requests that clients pay by credit card for all test preparation, educational planning and academic tutoring. Clients make payment for services through a secure, PCI-compliant online credit card processing system. PrepMatters placements, educational planning, or accounts team members assist clients in setting up a client account, including payment information. Payments for services are processed the day after services are rendered, except that payment for the counseling assessment for educational planning is processed when the appointment for the counseling assessment is made. Payment for classes offered through schools is due prior to the commencement of the class series. Billing questions should be directed to the accounts manager at 301-951-0350 (x 102). 

Payment by Check: Clients who are unable to pay by credit card or debit card may prefund services with check payment. Please call the accounts manager at 301-951-0350 (x 102) to make arrangements to pay by check. 

Cancellation Policy: PrepMatters is flexible in adjusting to the hectic schedules of our clients, but only if notice of cancellation is received at least 24-hours in advance of the scheduled appointment or tutoring session. The best way to give notice is by email, but notice may also be given by telephone. 

(301) 951-0350 (Bethesda) or (703) 356-6390 (McLean) or (202) 758-2073 (Tenley). All email addresses for PrepMatters employees are available on the PrepMatters web site. If a student cancels three times without notice, the student’s appointment slot may be given to another client. 

Cancellations with less than 24-hours advance notice will result in a charge of the full amount of the scheduled time. In the case of inclement weather (e.g., snow storms) and emergencies, this policy may be waived. PrepMatters accounts manager will make a determination on fee waivers for late cancellations due to emergencies. Clients engaged in the fixed price counseling assessment with the Educational Planning division must also give notice of cancellation at least 24-hours in advance of the scheduled appointment or risk being charged the full amount of the scheduled time billed at the counselor’s hourly rate. 

Privacy Policy: PrepMatters respects the privacy of its student clients and their families and will not at any time share the fact of your status as a PrepMatters client, your demographics (e.g., address, phone number, email), information about the services you engage (e.g., academic tutoring, test preparation or educational planning), test scores, college lists or work product with high schools, colleges or testing organizations. Students should be aware that parents will be kept abreast of their student’s progress by tutors. 

PrepMatters appreciates your patronage and we look forward to working with you! 

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