Policies & Guidelines

This statement was last updated on July 1, 2026 and is effective thereafter.

Guiding Principles

Butterfly Behavior and Inclusion Consulting is guided by the principles of behavior science, evidence-based practice, and the ethical standards established by the Behavior Analyst Certification Board (BACB). Consultation services are informed by Applied Behavior Analysis (ABA), developmental science, and research-supported practices designed to promote meaningful and individualized outcomes for children and families.

At Butterfly Behavior and Inclusion Consulting, effective behavior change begins with respect for the individual. Assent, collaboration, and honoring each child's autonomy are foundational to creating meaningful and ethical support. We believe that children are active participants in their own learning and that motivation, connection, and reinforcement are essential components of effective skill development. By understanding what is meaningful to each child and building strategies around their strengths, interests, and needs, we create opportunities for positive growth while preserving dignity and fostering genuine engagement. Butterfly Behavior does not provide guidance on punishment, coercion, or conformity training.

All services and recommendations are provided in accordance with the BACB Ethics Code for Behavior Analysts and the professional responsibilities that guide ethical, compassionate, and effective behavior analytic practice. Clients are encouraged to review the BACB Ethics Code to better understand the standards that guide behavior analytic services. For more information about the ethical standards that guide behavior analysts, clients may refer to the BACB Ethics Code for Behavior Analysts: https://www.bacb.com/ethics-code/

Recommendations provided through this practice are based on observable information, clinical judgment, and established behavioral principles. Any discussion, practices, or resources provided that are not specifically related to "evidence-based behavioral practices" should be understood as non-behavior analytic in nature and are considered outside the scope of ABA services provided by Butterfly Behavior.

The goal of consultation is to support families through practical, respectful, and scientifically informed strategies while honoring the whole human experience.

Payment Terms

Butterfly Behavior and Inclusion Services is a private-pay practice and does not bill insurance or accept third-party reimbursement directly. Clients are responsible for the full cost of all services. This is to ensure that behavior consulting is accessible to all individuals and communities who can benefit from these services regardless of insurance requirements for a diagnosis.

Payment is securely processed through Stripe and is required in full prior to each scheduled appointment. Appointments are not confirmed until payment has been received.

Services that have already been provided are non-refundable. This includes completed consultations, assessments, coaching sessions, and any other professional services rendered.

Clients are encouraged to discuss any questions regarding fees or payment before scheduling services. Current fees are available on the practice's website and may be updated periodically. Fees in effect at the time of booking will apply unless otherwise agreed upon in writing.

Payment Plans

For families seeking additional flexibility, payment plans may be available through Stripe, subject to Stripe's eligibility requirements and approval process. Any financing agreement is made directly between the client and Stripe and does not alter the practice's cancellation, attendance, or refund policies. If you are needing further assistance with payment agreements or refunds, please contact Strip directly: https://support.stripe.com/

Clients who utilize a payment plan offered through Stripe remain responsible for the full terms of the financing agreement. Payment plans do not change the practice's cancellation or refund policies. Any questions regarding financing, billing schedules, or payment obligations should be directed to Stripe.

Processing Refunds

For cancellations made at least 72 hours in advance, a refund will be manually initiated by Butterfly Behavior within three business days of your request through Stripe. The refunded amount will take approximately 5-10 business days to receive in your account. Refund processing times may vary depending on your financial institution and Stripe's processing procedures. Approved refunds will be issued to the original payment method whenever possible. For refunds not received within 10 business days of initiation, please contact Stripe or your financial institution. See below for more details.

Fee Changes

Fees are subject to periodic review. Existing clients will receive at least 30 days' written notice before any fee changes take effect. Fee changes will not affect appointments that have already been paid for or coaching packages that have already been purchased unless otherwise specified in writing.

Refund Policies & Managing Appointments

Butterfly Behavior and Inclusion Consulting strives to provide clear expectations regarding payments and refunds. To provide consistent availability for all families, appointments are reserved specifically for you. Please review the following policy before scheduling services.

To Reschedule or Cancel or your appointment, log in to your Client Portal and click on "Appointments" to get started.

Scheduling

Appointments are scheduled and paid for in advance.
Give as much advanced notice of cancellations and reschedules as possible.
Please arrive on time. Late arrivals may result in shortened sessions and may affect the quality of recommendations.
If you are late to a session, we will wait up to 15 minutes for your arrival. Please send a direct message or email if you expect to be late. After 15 minutes, your session may be cancelled with no refund.
No shows are not refundable. Services may be discontinued after three no shows.
Repeated cancellations may affect progress and/or warrant discontinuation of services.
See Rescheduling and Cancellation sections for more details.

Rescheduling

Appointments may be rescheduled in your client portal without charge when at least 12 hours' notice is provided. Rescheduling may occur within two weeks of your original appointment. You may reschedule three times before appointments are cancelled without a refund. You will need to create a new appointment.

Cancellations

You may cancel your appointment and a refund will be issued if the cancellation is made with at minimum 72 hours' notice of your appointment. Please EMAIL hello@butterflybehavior.net in addition to cancelling your appointment to ensure that your refund is initiated promptly, as it is a manual process. Refunds will be initiated within 3 business days by Butterfly Behavior, and will be returned to your bank account via Strip within 5 business days. If you have not received your refund within 5 business days of initiation, please contact Stripe directly.

Cancellations made with less than 72 hours' notice, missed appointments ("no-shows"), or appointments where the client is unavailable at the scheduled time will be charged the full appointment fee.

If an emergency, serious illness, or other unforeseen circumstance prevents you from attending your appointment, please contact Butterfly Behavior and Inclusion Consulting as soon as possible. Exceptions to the cancellation policy may be made at the clinician's discretion.

If the clinician must cancel or reschedule an appointment, every effort will be made to provide as much notice as possible and offer the earliest available alternative appointment.

Completed Services

Professional services become non-refundable once they have been provided. This includes, but is not limited to:

Initial consultations
Coaching sessions
Telehealth consultations
Observation sessions
Written recommendations
Comprehensive Assessments
Behavior support plans
Reports or other individualized written materials

Refunds are not provided based on dissatisfaction with recommendations, differences in expected outcomes, or the amount of progress achieved, as behavioral outcomes depend on many factors outside the clinician's control, including consistency of implementation and individual differences.

Important Limitations

Services are educational and consultative in nature. This service does not replace direct clinical or medical treatment for your child.

Recommendations are based on information provided by caregivers and observations completed during scheduled sessions. This is different from clinical treatment, in which your child is directly assessed with comprehensive analysis, norm-referenced evaluations, and ongoing data collection.

Families remain responsible for implementing recommendations between appointments. Failure to do so may result in limited outcomes.

Success depends on many factors, including consistency, family participation, child health, developmental profile, and environmental variables. Therefore, specific outcomes cannot be guaranteed.

Privacy & Confidentiality

Your privacy is of the utmost importance to us!

Information will be maintained in accordance with applicable federal and California privacy laws. Information may only be released with your written authorization unless otherwise required or permitted by law. See HIPAA Notice of Privacy Policies form for more information.

Per BACB regulations, your records will be stored securely for seven years. Authorization is required for Butterfly Behavior to share your records with a third party unless required by law. You may request a copy of your records at any time at hello@butterflybehavior.net.

All communication and virtual services will be delivered through the Zanda client portal and SMS messaging services, a HIPAA compliant platform. All written communication will exclude the full name of your child and will instead use their acronym.

Butterfly Behavior and Inclusion Consulting will not photograph, audio record, or video record you or your child without your prior written consent. Likewise, no identifying information, photographs, videos, or details about your child or family will be shared on social media or used for marketing, educational, or promotional purposes without your explicit written authorization. Any consent provided may be withdrawn at any time, except where materials have already been lawfully used or distributed

Mandated Reporting

As a Board Certified Behavior Analyst (BCBA) and Licensed Behavior Analyst (LBA), I am a mandated reporter under California law. This means I am legally required to report any reasonable suspicion of child abuse or neglect, abuse of a dependent adult or elder, or situations in which an individual may be at imminent risk of serious harm, as required by law. These reporting obligations are intended to protect the safety and well-being of vulnerable individuals and are an exception to the confidentiality of our professional relationship.

If you have any questions about mandated reporting or the limits of confidentiality, please feel free to ask at any time. See more information California Department of Social Services (CDSS) or review resources provided by the California Department of Justice regarding child abuse reporting laws.

Service Locations

In-Person services are provided on-site in the surrounding Grass Valley, CA region. Approved locations include the following incorporated and associated unincorporated areas:

Grass Valley
Nevada City
North San Juan
Penn Valley
Alta Sierra

Requests for services outside of these areas is at the discretion of Butterfly Behavior and may include additional travel expenses. Please email hello@butterflybehavior.net for inquiries.

BUTTERFLY

behavior & inclusion consulting