Refund & Withdrawal Policy
Canadian Students and International Students
Effective Date: January 10, 2024
This policy applies to refund and withdrawal requests submitted on or after the Effective Date. Where an enrollment agreement contains specific refund terms applicable to a student, those terms should be read together with this Policy.
This Refund & Withdrawal Policy explains when tuition and other fees paid to Royal Crown School ("RCS" or the "School") may be refundable, how a withdrawal becomes effective, what documentation is required, and how an approved refund is calculated.
The policy applies from the time fees are paid for a student’s enrollment until the student has completed, withdrawn from, or otherwise ceased participation in the applicable program. Separate rules apply to Canadian Students and International Students as set out below.
1. Purpose and Scope
2. Definitions
Canadian Student: a student charged RCS domestic tuition rates, including a Canadian citizen or permanent resident, unless RCS has confirmed a different fee classification in writing.
International Student: a student charged RCS international tuition rates and/or whose enrollment is supported by immigration documentation such as a study permit.
Program Start Date: the first scheduled day of the student’s academic program or term as stated by RCS.
Written Notice of Withdrawal: a written notice submitted by the parent/guardian, or by the student if the student is legally entitled to act on their own behalf, clearly stating the intention to withdraw.
Effective Withdrawal Date: the date on which RCS receives the Written Notice of Withdrawal. Non-attendance, verbal notice, or communication to a coach, teacher, agent, or other third party does not by itself constitute formal withdrawal.
Non-Refundable Fees: fees identified by RCS as non-refundable, including the Application Fee and Tuition Deposit, except where this Policy expressly provides otherwise.
3. General Refund Principles
• All refund requests must be submitted in writing using the RCS refund request process and must include all required supporting documents.
• Except where this Policy expressly provides otherwise, the Application Fee and Tuition Deposit for new and returning students are non-refundable.
• Refund eligibility is determined by the Effective Withdrawal Date, not the student’s last day of attendance.
• RCS may deduct any unpaid amounts, chargebacks, non-refundable fees, and eligible ancillary or third-party costs from an otherwise payable refund.
• Where the amount RCS is entitled to retain exceeds the amount already paid, no refund is due, and the remaining balance may continue to be payable under the applicable enrollment agreement.
• Approved refunds will normally be returned to the original payer and, where reasonably practicable, through the original payment method. Bank, wire-transfer, foreign-exchange, or payment-platform charges that RCS cannot recover may be deducted from the refund.
• Refunds are calculated in Canadian dollars. RCS is not responsible for gains or losses caused by exchange-rate movements.
A refund request, together with the documentation reasonably required to assess it, must be submitted to RCS within 60 calendar days after the event that gave rise to the refund request. For a study permit refusal, the 60-day period begins on the date shown on the official refusal letter issued by Immigration, Refugees and Citizenship Canada (IRCC).
A request received after the 60-day period may be declined, except where RCS determines that exceptional circumstances justify an extension or where applicable law requires otherwise.
For voluntary withdrawal, the student must still provide Written Notice of Withdrawal when the decision to withdraw is made. The 60-day rule does not delay or change the Effective Withdrawal Date.
4. Refund Request Deadline - 60 Calendar Days
5. Canadian Students
5.1 Withdrawal Before the Program Start Date
If RCS receives Written Notice of Withdrawal before the Program Start Date, RCS will refund tuition amounts paid for the applicable program, less the Application Fee, Tuition Deposit, and any non-refundable or already incurred ancillary or third-party charges.
5.2 Withdrawal After the Program Has Started
Once the program has started, the refundable portion of annual tuition is determined by the number of calendar weeks elapsed from the Program Start Date to the Effective Withdrawal Date. For this purpose, a week means a consecutive seven-calendar-day period beginning on the Program Start Date; school holidays, professional activity days, closures, or student absences do not pause or extend the calculation.
Effective Withdrawal Date
Maximum Tuition Refund
50% of annual tuition
20% of annual tuition
0%
Program Start Date through end of Week 2
After Week 2 through end of Week 6
After Week 6
The percentages above establish the maximum tuition amount eligible for return. A refund cannot exceed the amount actually paid to RCS after applicable deductions.
For clarity, a withdrawal effective after Week 2 through the end of Week 10 is subject to a maximum tuition refund of 25% of annual tuition. After the end of Week 10, no tuition refund is available, subject to applicable law and any expressly stated exception in this Policy.
Less Non-Refundable Fees and eligible ancillary/third-party charges.
Less Non-Refundable Fees and eligible ancillary/third-party charges.
No tuition refund; any separate refundable ancillary balance is assessed under Section 7.
Notes
6. International Students
6.1 General Rule
International enrollment requires RCS to reserve a place, issue enrollment documentation, plan staffing and services, and in some cases make commitments for residence, athletics, insurance, transportation, or other services. Accordingly, international student refunds are limited to the circumstances described below.
6.2 Study Permit Refusal
If IRCC refuses a student’s study permit application before the student begins the applicable program, the student may request a refund by submitting the complete request within 60 calendar days from the date shown on the official IRCC refusal letter.
The request must include:
• the official IRCC refusal letter;
• the applicable RCS Letter of Acceptance or enrollment document;
• proof of payment, if requested by RCS;
• a completed RCS refund request/application; and
• any additional information reasonably required by RCS to verify the refusal and payment.
For an approved study permit refusal refund, RCS will refund tuition and the Tuition Deposit paid for the applicable enrollment, less the non-refundable Application Fee, a CAD $200 administration fee, and any non-refundable third-party charges already incurred on the student’s behalf.
RCS may deny a study permit refusal refund if the refusal results from fraud, misrepresentation, the use of false or altered documents, or material information knowingly withheld from RCS or immigration authorities. RCS may verify the authenticity of documents submitted with a refund request.
6.3 Study Permit Delay / Deferral
A delay in receiving a study permit does not automatically create a right to a refund. Where feasible, RCS may permit the student to defer enrollment to a later intake. Any deferral is subject to RCS approval, space availability, the terms communicated at the time of deferral, and any updated fees or policies applicable to the new intake.
6.4 Voluntary Withdrawal or Change of School
Except where RCS approves an exception in writing or where otherwise required by applicable law, tuition and the Application Fee are generally non-refundable where an International Student voluntarily withdraws, does not attend for personal reasons, or chooses to enroll at another institution.
6.5 After the International Student Begins the Program
After an International Student begins the program, tuition is generally non-refundable, subject to applicable law and any expressly stated exception in this Policy.
7. Ancillary, Residence, Athletic and Third-Party Fees
Fees for residence, meal plans, transportation, uniforms, medical insurance, athletic programs, camps, trips, external examinations, third-party programs, equipment, extra-curricular programs, custodianship, tutoring services, or other ancillary services are generally non-refundable. RCS may, at its discretion and subject to applicable law, consider a refund where the relevant service has not been delivered and RCS has not incurred or committed the associated cost. RCS may retain amounts for services already delivered and for non-cancellable or non-refundable commitments made to third parties on the student’s behalf.
9. Refund Calculation and Payment
Any refund will be calculated based on the applicable refund entitlement under this Policy, less Non-Refundable Fees, amounts for services already provided, outstanding balances, and other eligible deductions.
A refund cannot exceed the amount actually paid to RCS for the applicable enrollment after all permitted deductions.
RCS will aim to process a complete, approved refund request within 60 business days after receiving and verifying all required documentation and payment information. Complex international transfers, document verification, chargebacks, or third-party payment platforms may require additional time.
8. Dismissal, Expulsion, Non-Attendance and Abandonment
Non-attendance does not constitute withdrawal. A student remains enrolled and financially responsible until RCS receives formal Written Notice of Withdrawal or RCS ends the enrollment in writing.
Where a student is suspended, dismissed, or expelled for academic, conduct, safety, or other reasons permitted under RCS policies or the enrollment agreement, refund eligibility, if any, will be determined under the applicable enrollment agreement, this Policy, services already provided, and applicable law.
10. How to Submit a Refund Request
1. Submit the request in writing through RCS Admissions at admissions@royalcrownschool.com.
2. Include the student’s full legal name, student number (if applicable), program/term, reason for the request, payer information, and requested refund details.
3. Attach all supporting documentation applicable to the request. For a study permit refusal, this includes the official IRCC refusal letter, the applicable RCS Letter of Acceptance or enrollment document, and proof of payment if requested.
4. Keep confirmation showing the date the request was submitted.
A request is not considered complete until RCS has received the information reasonably required to assess and process it.