Effective Date: 11/06/2024

At Sarvodaya Group of Institutions (“the Institution”), we strive to provide clear and fair guidelines for the cancellation of admissions, courses, and services. This Cancellation Policy outlines the terms and conditions under which cancellations will be processed and any associated fees or procedures.

1. General Principles

1.1. Scope: This policy applies to the cancellation of:

  • Admissions: Withdrawal of acceptance into any program or course.
  • Course Enrollment: Cancellation of registration in individual courses or modules.
  • Services: Cancellation of services such as hostel accommodation, transportation, and mess services.

1.2. Notice Requirements: Cancellations must be communicated in writing and submitted to the relevant department. The date of receipt of the cancellation request will be used to determine eligibility for refunds or other considerations.

2. Cancellation of Admissions

2.1. Before Program Commencement:

  • Full Refund: If an applicant cancels their admission before the start date of the program, and the cancellation is communicated [X] days before the commencement date, a full refund of the tuition fees (minus any non-refundable application or administrative fees) will be granted.
  • Partial Refund: If the cancellation is communicated less than [X] days before the start date but before the commencement, a partial refund may be provided, subject to a deduction of [Y]% of the tuition fees as a cancellation fee.

2.2. After Program Commencement:

  • No Refund: No refund will be provided if the cancellation request is made after the program has started, except under exceptional circumstances (e.g., medical emergencies, as detailed below).

2.3. Exceptional Circumstances:

  • Medical Reasons: If a student withdraws due to serious medical reasons documented by a certified medical professional, a prorated refund may be considered, depending on the period of attendance and other individual factors.
  • Other Extenuating Circumstances: Cases involving significant personal hardship may be reviewed on a discretionary basis.

3. Cancellation of Course Enrollment

3.1. Before Course Start:

  • Full Refund: A full refund of the course fees will be provided if the student cancels their enrollment before the course start date, and the request is made at least [X] days in advance.
  • Partial Refund: If the cancellation request is made less than [X] days before the course start date, a partial refund will be provided after deducting [Y]% of the course fees as a cancellation fee.

3.2. After Course Start:

  • Prorated Refund: A prorated refund based on the duration of attendance will be granted if the cancellation is made within [Z] days of the course start date. Beyond this period, no refund will be provided.

3.3. Special Courses: For short-term or intensive courses, specific cancellation terms will be outlined at the time of registration. These terms may vary from the general policy based on the nature and duration of the course.

4. Cancellation of Services

4.1. Hostel Accommodation:

  • Before Occupation: A full refund of hostel fees will be provided if the cancellation request is made before the student occupies the room, and at least [X] days in advance of the start date.
  • After Occupation: A prorated refund will be granted if the cancellation is made within [Y] days of occupying the hostel. No refund will be provided for cancellations made after this period.

4.2. Transportation Services:

  • Before Start Date: A full refund will be provided if transportation services are canceled before the start date, and the request is made at least [X] days in advance.
  • After Start Date: A prorated refund based on the usage period will be provided if the service is canceled mid-term.

4.3. Mess Services:

  • Before Start Date: A full refund of mess fees will be provided if the cancellation request is made before the start date, and at least [X] days in advance.
  • After Start Date: A prorated refund based on the period of use will be provided if the service is canceled after commencement.

5. Procedure for Requesting a Cancellation

5.1. Submission: Submit a written cancellation request to the relevant department (e.g., Admissions, Course Coordinator, Hostel Administration) including:

  • Full Name: As registered with the Institution.
  • Student ID: If applicable.
  • Program/Course/Service Details: Name and details of the program, course, or service.
  • Reason for Cancellation: Detailed explanation and any supporting documents.

5.2. Review and Decision: The cancellation request will be reviewed by the relevant department, and a decision will be communicated within [X] business days. Any applicable refund will be processed according to the terms outlined in this policy.

5.3. Confirmation: Written confirmation of the cancellation and any refund due will be provided to the applicant.

6. Administrative Fees and Penalties

6.1. Application Fees: Application fees are non-refundable and will not be refunded in case of cancellation.

6.2. Administrative Fees: A standard administrative fee may be deducted from refunds for processing cancellation requests. The fee amount will be specified at the time of cancellation.

6.3. Penalties: Penalties for late cancellation or breach of contract terms will be deducted from any refundable amount, as specified in the agreement or contract.

7. Force Majeure

In cases of force majeure events (e.g., natural disasters, pandemics, governmental regulations) that affect the Institution’s ability to operate, cancellations and refunds will be managed on a case-by-case basis, considering the specific circumstances and the impact on the Institution’s operations.

8. Changes to This Policy

The Institution reserves the right to modify this Cancellation Policy at any time. Any changes will be effective immediately upon posting the updated policy on our website. We encourage you to review this policy periodically for any updates.

9. Contact Information

For any questions or concerns regarding this Cancellation Policy or to submit a cancellation request, please contact:

  • Admissions Office: [Insert Contact Details]
  • Course Coordinator: [Insert Contact Details]
  • Hostel Administration: [Insert Contact Details]

By enrolling in a program, course, or service at Sarvodaya Group of Institutions, you acknowledge and agree to the terms outlined in this Cancellation Policy.