Transformational International Education Consultant
General Terms of Reference for Coaching in HEI
1. Introduction
These Transformational International Education Consultant General Terms of Reference for Coaching in HEI and all services deriving hereto are managed by legal entity Katja Žibert Kamšek s.p., Brodarjev trg 11, 1000 Ljubljana, registration number: 8606366000, tax number: 13550608, registered at AJPES, Ljubljana, Slovenia (hereinafter: TIEC).
Purpose: These Terms of Reference (ToR) establish the framework for the relationship between the coach, the higher educational institution (HEI), and the individual client. The purpose of these ToR is to define the roles, responsibilities, and operational procedures necessary for the provision of coaching services to the individual client. The HEI acts as a partner and financier of the coaching program. The coach will deliver coaching services directly to the individual client in accordance with the terms set forth herein, ensuring clarity and mutual understanding among all parties involved.
All coaching services are provided online within the agreed scope based on selected services. Description of the services is available at: https://www.katjakamsek.com/
2. Definitions
ToR - these General Terms of Reference for HEI
Coaching Service Agreement - a document concluded between the Coach and the HEI, that together with these ToR form a legally binding contract
The Coach - Katja Žibert Kamšek
HEI - Higher Education Institution
Individual Client - natural person for whom the HEI is concluding the Coaching Service Agreement
3. Kick-off Meeting
The collaboration shall commence with a preparatory meeting prior to the start of coaching sessions. This meeting will involve the representative of the HEI, the coach, and the individual client. The purpose of the meeting is to clarify roles and responsibilities, address any questions, and ensure that all parties are aligned before coaching begins.
4. Role and Responsibilities of the Coach
Ethical Standards: The coach hereby affirms that they adhere to the ethical standards in the field of coaching and related services. The coach shall conduct all coaching activities in a professional, responsible, and ethical manner, respecting confidentiality, boundaries, and the dignity of the client at all times.
Duties and Tasks: In the course of this cooperation, the coach shall provide individual, one-on-one coaching sessions to the client. These sessions will be conducted in accordance with the specific coaching package selected in the corresponding Coaching Service Agreement. The coach commits to delivering personalized support tailored to the client's needs throughout the duration of the coaching engagement.
Non-recording of Sessions: To maintain confidentiality and ensure open, honest conversations, sessions may not be recorded in any form (audio, video, or otherwise) without prior written agreement concluded between the coach and the individual client. This includes use of tools with automatic recording or transcription functions such as Zoom AI or similar services. This policy is in place to protect both parties and the integrity of the coaching process.
Coaching Objectives: To facilitate personal or professional development of the individual client by enhancing self-awareness, identifying goals, and supporting the client in developing actionable strategies to achieve their objectives.
5. Role and Responsibilities of the HEI
The HEI shall be responsible for the payment of all invoices related to the coaching services as per the agreed terms and conditions. The HEI shall also inform the individual client of the terms and conditions outlined in these ToR and ensure that the client is aware of their rights, including the right to discontinue the coaching services at any time if they choose not to continue.
6. Responsibility of the Individual Client
Any change to the scheduled appointment shall be communicated at least 24 hours in advance.
Clients retain full responsibility for all decisions and actions in their personal or professional life. While the coach provides guidance and support, no liability is accepted for any failure to achieve specific goals, outcomes, or improvements.
Action Points Between Sessions: The coach and the client will agree on action steps, tasks or reflections between sessions. While the client is under no obligation to complete these, doing so plays an important part in the client's growth and achieving the desired outcomes.
7. Refunds and Rescheduling Due to Unforeseen Circumstances
In the event that, due to unforeseen circumstances (such as health-related reasons), the individual is unable to utilize all prepaid sessions, refunds shall not be provided. Instead, an agreement will be made to establish a new time frame within which the individual has the opportunity to utilize the remaining sessions.
This period may generally be extended for an additional 12 months.
8. Reporting and Confidentiality
The coach may report to the HEI solely on the dates when meetings with the individual client took place. The coach will not disclose or report any details regarding the subject matter discussed during the coaching sessions, maintaining the confidentiality of all communications between the coach and the client.
No content will be shared with the institution or any third party without the Individual client’s informed and written consent, except in cases of legal obligation or risk of harm.
9. Data Protection
TIEC respects your privacy and is committed to protecting your personal data. All personal data is protected in accordance with TIEC’s Privacy Policy available at: https://www.katjakamsek.com/privacypolicy.
10. Duration and Scheduling
Agreement Period: These ToR shall apply for the period as determined in the Coaching Service Agreement in accordance with the selected offer.
11. Compensation and Fees
The HEI agrees to pay the coach for the services rendered as per the applicable set price list available at https://www.katjakamsek.com/. The total fee for the selected coaching package shall be paid in the following manner:
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Option 1 - Full Payment in Advance: The Client shall have the option to pay the total amount due in a single, upfront payment. Such payment shall be made prior to the commencement of the services. For a coaching package with a total duration of up to 3 months, this is the sole accepted payment option.
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Option 2 - Payment in Installments: Alternatively, for coaching packages with a total duration of 6 to 12 months, the Client may choose to pay in four (4) consecutive monthly installments. First installment shall be equal to half (½) of the total amount due. Each consecutive installment shall be equal to one-third (1/3) of the remaining amount due. The first installment shall be payable prior to the commencement of the services, and subsequent installments shall be due on the same day of each consecutive month thereafter.
Payments should be made via Stripe Payment Gateway using major credit or debit cards supported by Stripe or via Direct Bank Transfer, and all invoices will be issued accordingly. All payments shall be addressed to Katja Žibert Kamšek s.p., Brodarjev trg 11, 1000 Ljubljana. Failure to adhere to the scheduled payments may result in suspension or termination of coaching services until the outstanding balance is settled.
12. Termination Clause
The coach reserves the right to terminate the Coaching Service Agreement under these ToR, if it is deemed that the coaching relationship is not a suitable fit for the intended purpose. In such cases, the coach will refund any fees paid by the client, provided that coaching services have not yet been delivered.
Both the individual client and the HEI may terminate this agreement at any time. In the event of termination by the client or HEI, all fees paid shall be non-refundable, regardless of whether services have been rendered or not.
13. Governing Law
These ToR, together with the Coaching Service Agreement, shall be governed by the laws of the Republic of Slovenia.
Any disputes arising out of or in connection with these ToR shall first attempt to be resolved amicably. If an amicable resolution cannot be reached, the dispute shall be exclusively settled by the competent court in Ljubljana, Slovenia, without regard to any principles of conflict of law.
14. Amendments
The coach reserves the right to amend these ToR at its own discretion. Any amendments will be published on the website: https://www.katjakamsek.com.
These ToR shall come into effect on the date of their publication.
Published on: 29. 8. 2025