Minutes of the Parent Meeting held on Oct 25, 2009

• PARENT MEETING – MINUTES
  
  Date: 25.10.2009 Time: 4 pm
  
  
  1. Information about Shifting of Shrishti, Address and Route Map were given to the clients.
  
  2. Initiatives taken by Shrishti include:
  Documentation of every session will be done. All the parents are asked to bring an 80-page short sized ruled notebook. The document will be called ‘Progress Record’. The activities given and the child’s performance on the given day will be recorded. The parents are encouraged to take the notebook home. Alternately, the notebook can also be kept in the Centre.
  2 min from session to be taken for recording in the notebook.
  Attendance Card will be signed at the time of entry not after the end of the session. Time of entry will be noted to gauge punctuality. Punctual clients for 5 successive sessions will be rewarded with a 10 minute additional session (given as a token). Parents can accumulate this 5 times (10 x 5 = 50 min) and can get one additional session completely free of cost. Parents can also use this for individual sessions (additional 10 minutes). If the parents wish to use it for individual sessions, it has to be informed at least two days before to ensure that other sessions are not affected.
  
  3. Every payment made will have a Validity period. The expiry date will be decided based on the frequency of sessions chosen by the parents.
  
  Number of Session Grace Period
  5 sessions + 1 additional session day
  10 sessions + 2 days
  15 sessions + 3 days
  20 sessions + 4 days
  
  If the sessions are not completed within the expiry day, the fee paid will be lapsed. Sick leave exempted when a ‘Medical Certificate/Doctor’s Prescription’ is produced.
  Parent can choose to pay a minimum of 5 treatment sessions (currently it is 10 sessions)
  Parents are advised to choose the slot wisely keeping their upcoming events e.g. exams, festivals, vacations etc.
  Compensatory sessions can be given other than the session days, subject to availability.
  If sessions are completed before the Expiry Date, additional session can be availed at 75% of the session fee. Note the concession will be given only for the regular slot allotted to the child and only if it falls within the validity period.
  This is to improve regularity of sessions and achieve faster progress.
  
  Please ensure that the expiry date is mentioned at the time of payment.
  
  For postpaid clients: the maximum duration for payment is 5 sessions. The validity period will be given to them too and sessions must be completed within the validity period. If not completed, a fine of Rs.50/-* will be collected for renewal of service.
  
  For Daily Paying clients, they must complete a specific number of sessions per month, if not, they will lose their status from ‘Regular’ to a ‘Visitor’.
  
  A ‘Regular’ status is one in which the client has a fixed slot and will be informed about their appointments by a ‘Reminder – SMS’. A ‘Visitor’ status does not have a confirmed appointment and the client has to confirm with the therapist or special educator regarding every appointment before coming for session. Reminders will not be sent. The status will remain for a period of one month.
  
  4. Last minute cancellations by clients
  One cancellation allowed with warning for a month. More than one cancellation at the last minute will entitle a change of status of the client from ‘Regular’ to ‘Visiting’ client and the sessions will not be confirmed for the rest of the month. Parents must call/sms to confirm every session.
  
  Cancellations to be intimated two hours before the time of beginning of the appointment.
  
  5. Last minute cancellations by Shrishti
  In the event of last minute cancellations by Shrishti, the client will receive 50% off on the next session. An entry will be made in the attendance card. It can be adjusted in the next payment.
  
  6. Late coming policy
  Parents are requested to report on time. One excuse will be given beyond which parents will lose time from their session. The sessions will not be extended to accommodate late coming. Extended sessions can be given if the therapist has the next slot available. The 15 minute policy is withdrawn.
  Sessions started late by therapist will be calculated on a minute-to-minute basis and the fee will be adjusted with the same/next payment.
  
  7. Parent Guided Sessions
  Parent doing therapy for their own child, guided by the therapist.
  Optional
  No additional charges for training the parents.
  
  8. Absence for two sessions without any intimation will result in Client Suspension. A penalty of Rs.100/- * will be charged to resume services.
  
  
  Other issues:
  Parents will be informed which therapist will handle the session before hand. Mr. Karthik’s sessions to be informed two days before the session.
• The same therapist will see the child everytime.
  Mr. Karthik to see every child on a routine basis at a frequency that is practically possible, may be once in 2 weeks (to cover all the children attending the centre)
  Review session will be conducted once in 3 months at the child’s appointed time for every child. Special Review sessions can be held at any time on the request of the parents.
  If the parents cannot commit to a given frequency of sessions, they can avail ‘Visitor - Out of Choice’ Status and pay per session. They will not pay any penalty.
  Concession of fees is given only to clients who pay for 5-20 sessions in advance. No concession is given for postpaid or daily payment clients.
• A window period of 5 minutes will be given between sessions to interact with the parents.
  
  * Money collected as fine/penalty will be utilized for children attending the Centre from lower economic groups. Depending on the number of children identified, it will be distributed equally i.e., they will receive a concession from the actual fee.
  
  
  End of Meeting
  
  Attended by parents of: Sharavathy, Sajith, Anirudh, Krithika, Neeraj, Yokitha, Aravind VS, Haran, Annapoorani and Dhakshinamoorthy. We thank the parents for taking time and providing valuable feedbacks and suggestions!
  
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