Refund and Withdrawal Policy

The Refund and Withdrawal Policy ensures that AIES Approved Centers handle student withdrawals and refund requests in a fair, transparent, and timely manner. This policy outlines the procedures for students to withdraw from programs and the conditions under which refunds are granted.

Key Principles:

1. Student Withdrawal Process
   Centers must provide a clear and accessible process for students who wish to withdraw from a program. This includes:

   • Withdrawal Request: Students must submit a formal withdrawal request in writing, either through the center’s online platform or in person.
   • Confirmation of Withdrawal: Centers must confirm receipt of the withdrawal request and provide the student with information regarding the implications of the withdrawal, including financial and academic consequences.
   • Deadline for Withdrawal: Centers must clearly communicate the deadline for withdrawal requests for each term or program, including any deadlines that affect refund eligibility.

2. Refund Eligibility
   Refund eligibility is based on the timing of the student’s withdrawal request. Centers must provide students with a clear refund schedule, which may include:

   • Full Refund: Students who withdraw before the program start date are typically eligible for a full refund of tuition and fees.
   • Partial Refund: Students who withdraw after the program has started but within a specified timeframe (e.g., during the first week or month) may be eligible for a partial refund.
   • No Refund: Students who withdraw after the specified refund period (e.g., after the first month) are not eligible for a refund.
   • Non-Refundable Fees: Centers must clearly specify any non-refundable fees, such as registration fees, material costs, or administrative fees.

3. Exceptional Circumstances
   In some cases, students may request a refund due to exceptional circumstances beyond their control. Centers must evaluate these requests on a case-by-case basis and may grant refunds in the following situations:

   • Medical or Family Emergencies: Students who experience serious medical issues or family emergencies that prevent them from continuing their studies may be eligible for a partial or full refund.
   • Center-Specific Issues: If a center cancels a course or program, or if there are significant disruptions to the program delivery, students are eligible for a full refund.
   • Other Exceptional Cases: Centers should consider other valid reasons for withdrawal, such as relocation or unforeseen personal challenges, and determine whether a refund is appropriate.

4. Withdrawal from Individual Courses
   In addition to full program withdrawals, students may withdraw from individual courses. Centers must:

   • Course Withdrawal Requests: Allow students to submit withdrawal requests for individual courses in writing, before a specified deadline.
   • Refund for Course Withdrawals: Provide a partial refund for students withdrawing from individual courses within the refund eligibility period.
   • Impact on Program Progress: Clearly communicate how withdrawing from individual courses will affect the student’s overall progress and ability to complete the program.

5. Processing Refunds
   Refunds must be processed in a timely and efficient manner. Centers must:

   • Processing Time: Ensure that all refunds are processed within a reasonable timeframe (e.g., 14 to 30 business days) after the withdrawal request is approved.
   • Method of Refund: Refunds should be issued using the original payment method unless otherwise requested by the student and approved by the center.
   • Refund Documentation: Provide students with a detailed breakdown of the refund, including any deductions for non-refundable fees or partial refunds based on the withdrawal timing.

6. Communication and Transparency
   Centers must provide clear, accessible information regarding the withdrawal and refund process to all students. This includes:

   • Refund Policy in Enrollment Materials: Clearly outlining the refund and withdrawal policy in all enrollment and registration materials, including program brochures and websites.
   • Student Awareness: Ensuring that students are informed of their withdrawal rights and the conditions for refunds before enrolling in any program.

7. Appeals Process
   Students who are dissatisfied with the outcome of their withdrawal or refund request may appeal the decision. Centers must:

   • Appeals Submission: Allow students to submit a written appeal with supporting documentation explaining why they believe they are entitled to a refund or why their withdrawal should be reconsidered.
   • Review of Appeals: Assign a designated administrator or committee to review the appeal and make a final decision.
   • Final Decision: Communicate the outcome of the appeal to the student in a timely manner, and ensure that the decision is final and cannot be appealed further.

8. Non-Payment of Fees
   In cases where students fail to pay their fees, centers may take appropriate action, including:

   • Withholding Services: Centers may withhold services, such as access to classes, exams, or transcripts, until outstanding fees are paid.
   • Cancellation of Enrollment: For students who fail to pay fees or set up a payment plan, centers may cancel the student’s enrollment and prevent re-enrollment until payment is made.

Consequences of Non-Compliance:

Centers that fail to comply with the Refund and Withdrawal Policy may face penalties from AIES, including sanctions or loss of approved center status. Centers must ensure that refunds and withdrawals are handled fairly and in accordance with the policy.