Refund Policy

General Refund Policy

Our refund policy is designed to be fair and transparent for all students and parents. We understand that circumstances may change, and we strive to accommodate legitimate refund requests while maintaining the financial stability of the institution.

Key Principles

• Timeliness: Refund requests must be submitted within specified timeframes
• Documentation: All requests require proper documentation and justification
• Processing Time: Approved refunds are processed within 30-45 business days
• Proportionality: Refund amounts depend on the timing of withdrawal and services utilized

Eligibility for Refunds

Refunds may be considered in the following cases:

• Voluntary withdrawal before commencement of classes
• Medical emergencies preventing continuation (with documentation)
• Relocation due to parent/guardian job transfer (with proof)
• Duplicate or erroneous payments
• Institutional inability to provide services

Tuition Fee Refunds

Tuition fee refunds are calculated based on the timing of withdrawal and the portion of the academic term completed.

Refund Schedule

Withdrawal Timing	Refund Percentage	Deductions
Before session starts	90% refund	10% admin fee
Within first 2 weeks	75% refund	25% deduction
Within first month	50% refund	50% deduction
After first month	25% refund	75% deduction
After mid-term	No refund	Full amount retained

Pro-Rata Calculation

For withdrawals during an ongoing term, refunds are calculated on a pro-rata basis considering:

• Number of days attended vs. total days in term
• Classes and resources utilized
• Examination fees (if applicable)
• Administrative processing charges

Admission Fee Refunds

Admission and registration fees are generally non-refundable as they cover administrative costs incurred during the admission process.

Limited Refund Scenarios

Admission fees may be partially refunded only in the following exceptional cases:

• Before Admission Confirmation: 100% refund if admission is not confirmed
• Institutional Error: Full refund if admission was granted in error
• Document Issues: Refund if admission cannot proceed due to document verification failure not caused by applicant

Security Deposits

Security deposits paid at the time of admission are refundable upon:

• Successful completion of the academic program
• Clearance of all dues and obligations
• Return of institutional property (books, equipment, ID cards)
• No outstanding disciplinary issues

Processing Time: Security deposit refunds are processed within 60 days of course completion or withdrawal clearance.

Withdrawal Refunds

Students withdrawing from the institution must follow the proper withdrawal procedure to be eligible for any applicable refunds.

Withdrawal Process Timeline

Required Documentation

The following documents must be submitted for withdrawal refund processing:

• Written withdrawal application signed by parent/guardian (for minors)
• Original fee receipts and payment proof
• Student ID card and library card
• No Dues Certificate from all departments
• Transfer certificate request (if applicable)
• Bank account details (account holder name, bank name, account number, IFSC code)

Refund Process

All refund requests are processed systematically to ensure accuracy and transparency. Follow these steps to initiate your refund claim.

Step-by-Step Procedure

1. Download Application Form: Obtain the prescribed refund application form from the school/college office or official website
2. Complete Application: Fill in all required details including student information, fee details, refund amount, and bank account information
3. Attach Documents: Submit all supporting documents including payment receipts, bank statement, and clearance certificates
4. Submit to Office: Submit completed application to the administration/finance office during working hours
5. Verification Process: Administration verifies eligibility and documentation (5-7 business days)
6. Approval: Principal/Director approves refund after verification
7. Finance Processing: Finance department processes approved refunds on 15th and 30th of each month
8. Disbursement: Refund amount transferred directly to provided bank account via NEFT/RTGS

Processing Timeline

Stage	Duration	Responsibility
Application submission	1 day	Student/Parent
Initial verification	5-7 days	Administration
Clearance process	7-10 days	Various departments
Approval	3-5 days	Principal/Director
Financial processing	15-20 days	Finance department
Total estimated time	30-45 days	End-to-end

Mode of Refund

All refunds are processed through electronic bank transfer only. Cash refunds are not provided under any circumstances.

• Bank Transfer: Direct credit to student/parent bank account via NEFT/RTGS
• Account Requirements: Account must be in the name of student or parent/guardian
• Verification: Bank details verified through submitted documents before processing
• Confirmation: SMS and email notification sent upon successful refund transfer

Non-Refundable Items

Certain fees and charges are non-refundable under any circumstances as they cover services already rendered or administrative costs incurred.

Completely Non-Refundable Fees

• Application Fee: Charged for processing admission applications
• Registration Fee: One-time fee for enrollment in the institution
• Entrance Examination Fee: Fee for entrance tests and assessments
• Processing Charges: Administrative costs for documentation and verification
• Late Payment Penalty: Any penalties or fines charged for delayed payments
• Re-examination Fees: Fees paid for supplementary or re-evaluation examinations
• Certificate Fees: Charges for issuance of certificates, mark sheets, or transcripts
• Library Fines: Penalties for late return or damage of library materials

Partially Non-Refundable Items

• Uniform Charges: Non-refundable once uniforms are issued or tailored
• Books and Stationery: Non-refundable for books already issued or used
• Laboratory Fees: Proportionate charges for materials used in practicals
• Sports Equipment: Non-refundable if equipment has been issued or personalized
• Identity Card: Non-refundable once ID card is issued
• Study Material: Digital or printed materials already accessed or received

Services Already Utilized

Fees for the following services cannot be refunded if already availed:

• Transportation services (bus fees for months already used)
• Hostel accommodation (for period already occupied)
• Meals and catering services (for period already consumed)
• Field trips, excursions, or educational tours already attended
• Workshop or seminar participation fees
• Co-curricular and extracurricular activity charges
• Medical check-up or health insurance fees

Special Circumstances

The institution recognizes that exceptional situations may warrant special consideration for refunds beyond standard policy guidelines .

Qualifying Special Circumstances

Refund requests may be considered favorably in the following situations:

1. Medical Emergencies

• Serious illness or injury preventing continuation of studies
• Hospitalization requiring extended absence
• Mental health conditions certified by qualified medical professionals
• Chronic medical conditions requiring relocation for treatment

Required Documentation: Medical certificate from registered practitioner, hospitalization records, doctor's recommendation for withdrawal

2. Family Circumstances

• Death or critical illness of immediate family member
• Parent/guardian job transfer to another city or country
• Financial hardship due to sudden loss of family income
• Family relocation due to natural disasters or emergencies

Required Documentation: Transfer letter from employer, death certificate, income proof, disaster relief documents as applicable .

3. Institutional Circumstances

• Institution unable to provide promised courses or facilities
• Significant changes to course structure or curriculum not disclosed at admission
• Faculty or infrastructure unavailable for extended periods
• Class cancellation or course discontinuation

Refund Policy: 100% refund of all fees if the institution fails to deliver promised services .

4. Legal and Administrative

• Military service or mandatory government service
• Legal commitments requiring student's presence elsewhere
• Visa rejection or immigration issues (for international students)
• Court orders or legal restrictions

Required Documentation: Official government orders, court documents, visa rejection letters, legal notices .

What Does NOT Qualify

The following situations do not constitute special circumstances for refund consideration :

• Lack of knowledge or understanding of the refund policy
• Failure to follow correct withdrawal procedures
• Academic performance below expectations
• Change of mind about course or career choice
• Finding better opportunities elsewhere
• Personal preferences or convenience
• Minor financial difficulties or temporary employment changes

Special Circumstances Review Process

1. Written Application: Submit detailed explanation of circumstances with supporting evidence
2. Documentation Review: Committee reviews all submitted documents for authenticity
3. Committee Evaluation: Special review committee meets to assess the case
4. Decision Communication: Written decision communicated within 15 business days
5. Appeal Process: One appeal allowed within 7 days of decision notification

Queries and Grievances

For any questions regarding the refund policy or to address grievances related to refund processing, please contact our administration office.

Refund Inquiry Process

• Status Check: Visit the finance office or check your application status online using reference number
• Email Inquiry: Send detailed query to the finance department email address
• Phone Support: Contact during office hours for immediate assistance
• In-Person Visit: Schedule appointment with finance officer for detailed discussion

Grievance Redressal

If you are not satisfied with the refund decision or process, follow the grievance mechanism:

1. Level 1: Submit written complaint to Head of Finance Department
2. Level 2: If unresolved, escalate to Principal/Director within 7 days
3. Level 3: Appeal to Grievance Redressal Committee as final internal authority
4. External Recourse: Approach consumer forum or regulatory authorities if needed ]

Important Reminders

• Keep copies of all submitted documents and receipts for your records
• Ensure bank account details are accurate to avoid refund delays
• Check email and mobile regularly for refund status updates
• Submit applications well before semester end to ensure timely processing
• Maintain communication with the administration throughout the process