Refund Policy

At Optimus Robotics Academy, we are committed to delivering exceptional educational experiences. We understand that circumstances may change, and we have established this Refund Policy to provide clear guidelines regarding cancellations and refunds for our programs and services.

1. General Refund Policy

1.1 Eligibility for Refunds

Refund eligibility depends on the timing of your cancellation request relative to the program start date and the type of program in which you are enrolled. We encourage students to carefully review program details, prerequisites, and schedules before enrolling to make informed decisions.

1.2 Non-Refundable Items

Certain fees and items are non-refundable under all circumstances, including:

• Application fees and registration processing fees
• Materials, kits, or equipment that have been shipped or delivered
• Digital course materials that have been accessed or downloaded
• Certification exam fees paid to third-party organizations
• Administrative fees associated with payment plans or financial arrangements

2. Standard Program Refund Schedule

2.1 Full Refund Period

If you cancel your enrollment more than 14 days before the program start date, you are eligible for a full refund of tuition fees paid, minus any non-refundable application or registration fees. Refunds will be processed within 10 business days of receiving your written cancellation request.

2.2 Partial Refund Period

If you cancel your enrollment between 7 and 14 days before the program start date, you are eligible for a 50 percent refund of tuition fees paid. Non-refundable fees and any materials already shipped will not be refunded. Partial refunds will be processed within 10 business days of approval.

2.3 No Refund Period

Cancellations made less than 7 days before the program start date, or after the program has commenced, are not eligible for refunds. This policy ensures we can effectively manage class sizes, instructor assignments, and resource allocation.

3. Bootcamp and Intensive Program Refunds

Our intensive bootcamp programs, including Robot Programming Bootcamps and specialized short-term courses, have different refund timelines due to their compressed format and limited enrollment:

• Cancellations made more than 21 days before the start date: Full refund minus registration fees
• Cancellations made 14-21 days before start: 50 percent refund of tuition
• Cancellations made less than 14 days before start or after commencement: No refund

4. Corporate and Custom Program Refunds

Corporate Education programs and customized training solutions are subject to specific refund terms outlined in individual service agreements. Due to the significant preparation, customization, and resource allocation required for these programs, refund policies are negotiated on a case-by-case basis and documented in the signed contract.

Generally, deposits paid for corporate programs are non-refundable once curriculum development has begun. Cancellations with adequate notice may be eligible for partial refunds or rescheduling options as specified in the agreement.

5. Program Postponement or Rescheduling

5.1 Student-Initiated Changes

If you need to postpone your enrollment due to personal circumstances, we may allow you to transfer your enrollment to a future session of the same program, subject to availability and the following conditions:

• Postponement requests must be made at least 7 days before the program start date
• You may transfer to a session starting within 12 months of your original start date
• Transfer is permitted once per enrollment; subsequent changes will be treated as cancellations
• A rescheduling fee may apply depending on program type and timing
• Price differences between sessions may apply if tuition rates have changed

5.2 Academy-Initiated Changes

Optimus Robotics Academy reserves the right to postpone, reschedule, or cancel programs due to insufficient enrollment, instructor unavailability, facility issues, or other unforeseen circumstances. In such cases:

• We will provide as much advance notice as possible
• You will have the option to transfer to an alternative session at no additional cost
• If no suitable alternative is available or acceptable, you will receive a full refund of all fees paid
• We are not responsible for travel, accommodation, or other incidental expenses you may have incurred

6. Withdrawal After Program Commencement

6.1 Voluntary Withdrawal

If you voluntarily withdraw after a program has started, refunds will not be issued. This applies regardless of the reason for withdrawal or the amount of content completed. You will retain access to any materials provided up to the point of withdrawal but will not receive ongoing instruction or support.

6.2 Dismissal for Policy Violations

Students dismissed from programs due to violations of our Code of Conduct, academic dishonesty, safety violations, or other policy breaches are not eligible for any refunds. Dismissal decisions are made at the sole discretion of Optimus Robotics Academy and are final.

7. Medical and Emergency Withdrawals

We understand that unexpected medical emergencies or significant life events may prevent program completion. Students who must withdraw due to documented medical reasons, military deployment, or other extraordinary circumstances may request special consideration for a partial refund or program transfer.

Such requests must be submitted in writing with supporting documentation within 30 days of the withdrawal. Each case will be reviewed individually, and decisions will be made at the discretion of academy administration. Approved partial refunds will be prorated based on the portion of the program completed.

8. Refund Request Process

8.1 How to Request a Refund

To request a refund, you must submit a written cancellation request via email to info@optimusroboticsacademy.com. Your request should include:

• Your full name and contact information
• Program name and scheduled start date
• Date of enrollment and payment confirmation number
• Reason for cancellation (optional but helpful)
• Preferred refund method (original payment method, bank transfer, etc.)

8.2 Processing Timeline

Once we receive your refund request, we will review it and send you a confirmation within 3 business days. Approved refunds will be processed within 10 business days of approval. Refunds are issued to the original payment method whenever possible. Please allow additional time for your financial institution to process the credit to your account.

9. Payment Plan Refunds

If you are enrolled in a payment plan and request a refund, the refund amount will be calculated based on payments already made, minus any applicable non-refundable fees. Any scheduled future payments will be canceled. If you have received more in services than you have paid, you may be responsible for the balance owed before withdrawal is finalized.

10. Technology and Platform Issues

We strive to maintain reliable online platforms and technical infrastructure. However, if technical issues significantly impact your ability to access course content or participate in online sessions, and we are unable to resolve the issues within a reasonable timeframe, you may request a prorated refund or program transfer based on the extent of the disruption.

Technical issues originating from your own equipment, internet service provider, or user error are not grounds for refunds.

11. Satisfaction Guarantee (Where Applicable)

For select introductory and trial programs, we may offer a satisfaction guarantee allowing you to withdraw within the first week of the program for a full refund if you are not satisfied with the course quality. This guarantee applies only to programs explicitly marketed with this offer and is subject to specific terms communicated at the time of enrollment.

12. Modifications to Refund Policy

Optimus Robotics Academy reserves the right to modify this Refund Policy at any time. Changes will be effective immediately upon posting to our website. However, any changes will not affect refund terms for students who have already enrolled prior to the policy change. Your enrollment is governed by the refund policy in effect at the time of registration.

13. Contact Us

If you have questions about our Refund Policy or need assistance with a cancellation or refund request, please contact us. Our team is here to help you navigate the process.