REFUND POLICY -
TRC Classes, Camps and COmpetition teams
TRC Education, LLC (Tennessee Robotics Center)
Murfreesboro, Tennessee
Effective Date: Oct 1, 2025
OUR COMMITMENT TO YOU
At Tennessee Robotics Center, we're dedicated to providing exceptional STEM education experiences. We understand that plans change, and we've designed this policy to be fair to families while ensuring we can deliver quality programs. Please read this policy carefully before registering for any TRC program.
POLICY OVERVIEW BY PROGRAM TYPE
Different programs have different cancellation policies due to their unique structure, duration, and costs:
PROGRAM TYPE | CANCELLATION DEADLINE FOR FULL REFUND | PARTIAL REFUND PERIOD
Camps (Week-long) | 30 days before start date | 15-29 days before start
Classes (Semester/Session) | 14 days before start date | 7-13 days before start
Drop-In/Mission Nights | 48 hours before session | No refunds after 48 hours
Competitions (FTC/FRC) | See Section 6 | See Section 6
Birthday Parties | 14 days before party date | 7-13 days before party
Private Programs | Per contract agreement | Per contract agreement
1. REGISTRATION AND PAYMENT
1.1 Registration Confirmation
Registration is not complete until:
Registration form is submitted AND
Payment is received in full (or payment plan is established)
1.2 Payment Options
Full Payment: Pay in full at registration
Payment Plans: Available for select programs (see individual program details)
Deposits: Some programs require non-refundable deposits to hold your spot
1.3 Registration Deadlines
Programs may close when full or by the registration deadline, whichever comes first. We recommend registering early to secure your spot.
2. CAMPS REFUND POLICY
2.1 Full Refund (100%)
30+ days before camp start date:
Full refund minus $25 administrative fee
Refund processed within 7-10 business days
2.2 Partial Refund (50%)
15-29 days before camp start date:
50% refund of camp tuition
Administrative fee applies
Allows us to attempt to fill the spot and cover planning costs
2.3 No Refund
Less than 15 days before camp start date OR after camp begins:
No refunds issued
Transfer to another session may be available (see Section 8)
Store credit may be offered at TRC's discretion
2.4 Multi-Week Camp Registrations
If you register for multiple weeks:
Each week is treated separately for refund purposes
Cancelling one week does not affect other weeks
Discounts for multi-week registration are forfeited if weeks are cancelled
3. CLASSES REFUND POLICY
3.1 Full Refund (100%)
14+ days before class session start date:
Full refund minus $25 administrative fee
Applies to semester-long or multi-week class sessions
3.2 Partial Refund (50%)
7-13 days before class session start date:
50% refund of tuition
Administrative fee applies
3.3 After Classes Begin
Less than 7 days before start OR after first class:
No refunds issued for semester/session fees
Pro-rated credit may be available for medical emergencies (see Section 7)
Transfers not available once classes begin
3.4 Ongoing Classes
For classes with rolling enrollment or monthly payments:
Must provide 14 days notice to cancel
Refunds/credits only for unused future classes
Current month is non-refundable
4. DROP-IN PROGRAMS & MISSION NIGHTS
4.1 Cancellation Policy
48+ hours before program:
Full refund or credit toward future session
No administrative fee
Less than 48 hours before program:
No refunds issued
May transfer to another available date (subject to availability)
4.2 No-Shows
Failure to attend without cancellation notice results in forfeiture of payment. No refunds or credits issued.
5. TRCELEBRATIONS - BIRTHDAY PARTIES
5.1 Full Refund
14+ days before party date:
Full refund of party package minus $50 non-refundable deposit
Deposit holds the date and covers initial planning
5.2 Partial Refund
7-13 days before party date:
50% refund of party package (deposit is non-refundable)
5.3 No Refund
Less than 7 days before party date:
No refunds issued
Rescheduling may be available for one-time fee (see Section 8.3)
5.4 Guest Count Changes
Final guest count must be confirmed 48 hours before party
Additional guests can be added (at per-guest rate) up to maximum capacity
Reducing guest count does not reduce the package price
6. COMPETITION TEAMS (FTC/FRC)
Competition team participation involves unique commitments and costs. This policy reflects the serious nature of team-based competitive robotics.
6.1 Registration Fees
Before team commitment deadline (typically early September):
Full refund minus $100 administrative fee
Must notify coaching staff in writing
After team commitment deadline:
No refunds on registration fees
Registration fees cover competition registrations, field elements, and team materials that cannot be recovered
6.2 Team Dues and Monthly Payments
Before season start (typically October):
Unused monthly payments will not be charged
Any paid dues are non-refundable after season begins
After season begins:
Monthly dues are non-refundable
Covers coaching, facility use, materials, and team operational costs
Commitment expected through competition season
6.3 Team Materials and Robot Parts
Custom robot parts, team shirts, and materials are non-refundable
Once ordered for your student, these items cannot be returned
Student may keep purchased items if they leave the team
6.4 Competition Registration Fees
Once TRC registers the team for competitions, those fees are non-refundable
Competition registration deadlines are set by FIRST Robotics
If a student leaves after registration, family is still responsible for their portion
6.5 Special Circumstances for Competition Teams
We understand that emergencies happen. For competition teams:
Medical emergencies with documentation: Prorated credit for unused portion of season
Family relocation: Case-by-case review; partial credit may be available
Team conflicts: No refunds; coaching staff will work to resolve issues
6.6 Team Expectations
By registering for a competition team, families commit to:
Full season participation (through final competition)
Required practice schedules
Team collaboration and gracious professionalism
Financial commitment regardless of participation level
Failure to meet team expectations does not qualify for a refund.
7. MEDICAL & EMERGENCY EXCEPTIONS
We recognize that true emergencies occur. The following situations may qualify for special consideration:
7.1 Medical Emergencies
Qualifying circumstances:
Serious illness or injury requiring hospitalization or extended recovery
Doctor-ordered restriction from activities
Contagious illness preventing attendance
Required documentation:
Doctor's note on official letterhead
Specific dates of inability to participate
Must be submitted within 7 days of incident
Resolution options:
Pro-rated credit for remaining unused sessions
Transfer to future session (if available)
Partial refund at TRC's discretion (minus administrative fees)
7.2 Family Emergencies
Qualifying circumstances:
Death in immediate family
Family relocation more than 50 miles from Murfreesboro
Military deployment or relocation
Required documentation:
Appropriate documentation (obituary, relocation orders, etc.)
Must be submitted within 14 days of incident
Resolution options:
Pro-rated credit or refund for unused portion
Case-by-case evaluation by TRC management
7.3 What Does NOT Qualify
The following do NOT qualify for emergency exceptions:
Schedule conflicts (sports, vacations, school events)
Change of mind or interest
Transportation issues
Minor illnesses (colds, headaches, etc.)
Dissatisfaction with program or instructors (see Section 10)
8. TRANSFERS AND RESCHEDULING
8.1 Camp Transfers
Transfer between sessions:
Allowed once for $25 transfer fee
Must be requested at least 15 days before original camp start date
Subject to availability in requested session
Cannot transfer after camp begins
8.2 Class Transfers
Transfer between class times or sessions:
Allowed once for $25 transfer fee
Must be requested before current session begins
Subject to availability
Cannot transfer after classes begin
8.3 Birthday Party Rescheduling
One-time reschedule:
$75 rescheduling fee
Must be requested at least 7 days before original party date
Subject to facility availability
Only one reschedule permitted
8.4 Mission Night Transfers
May transfer to another available date up to 48 hours before
No transfer fee
Subject to availability
9. TRC-INITIATED CANCELLATIONS
9.1 Program Cancellations
If TRC cancels a program due to:
Low enrollment
Instructor unavailability
Facility issues
Weather or safety concerns
You will receive:
Full refund (including all fees) OR
Transfer to another program OR
Store credit for future programs (with bonus 10% added)
We will notify you as soon as possible (typically 5-7 days before start date for enrollment issues, or immediately for emergencies).
9.2 Individual Session Cancellations
If TRC must cancel individual class sessions or camp days:
Make-up session will be scheduled OR
Pro-rated credit for missed session
We are not responsible for your travel costs or schedule changes due to TRC-initiated cancellations.
9.3 Weather-Related Closures
TRC follows Rutherford County Schools for weather closures
Make-up sessions will be scheduled when possible
For camps: may extend camp by one day or provide credit
For classes: make-up class will be added to session
10. PROGRAM DISSATISFACTION
10.1 First Class/Day Guarantee
If your student attends the first day of a camp or first class of a session and you're not satisfied:
Contact us within 24 hours
We'll work with you to address concerns
If unresolved, you may withdraw with full refund (minus administrative fee)
This guarantee only applies to the first day/class
10.2 After First Day
No refunds for dissatisfaction after first day
We encourage open communication with instructors and staff
Transfers may be available if an alternative program is better suited
10.3 Behavioral Issues
If a student is removed from a program due to:
Violations of TRC Code of Conduct
Disruptive or dangerous behavior
Failure to follow safety rules
No refunds will be issued. We take the safety and learning environment of all students seriously.
11. REFUND PROCESSING
11.1 Timeline
Refund requests processed within 5-7 business days
Funds returned within 7-14 business days (depending on payment method)
11.2 Refund Method
Refunded to original payment method used for registration
Credit card refunds: 7-14 business days
Check refunds: 10-14 business days
Store credit: Immediate
11.3 Administrative Fees
Administrative fees cover processing costs and are non-refundable:
Standard cancellations: $25
Transfers: $25
Party rescheduling: $75
12. STORE CREDIT OPTION
As an alternative to refunds, you may choose TRC Store Credit:
Full value of your refund (no administrative fees deducted)
Never expires
Transferable to another family
Usable for any TRC program (camps, classes, competitions, gear shop, parties)
Bonus: Receive an additional 5% credit value
13. MEMBERSHIP PROGRAMS
13.1 Mercury/Apollo/Artemis Tiers
Membership refund policies:
Monthly memberships: 30-day cancellation notice required
Annual memberships: Pro-rated refund available in first 90 days
After 90 days: No refunds, but may pause membership once for up to 60 days
13.2 Membership Benefits
Cancelling membership forfeits remaining benefits
Discount rates on programs only apply to active members
Must maintain active membership to receive member pricing
14. SPECIAL SITUATIONS
14.1 Sibling Discounts
If one sibling withdraws, the other maintains registration
Sibling discount may be recalculated or removed
No refund for lost discount on remaining sibling
14.2 Group Registrations
Group discounts forfeit if group size changes
Each participant subject to individual refund policy
Discount recalculated if below minimum group size
14.3 Scholarship Recipients
Special cancellation terms may apply
Consult scholarship agreement
May require repayment of scholarship funds if withdrawn early
15. HOW TO REQUEST A REFUND OR CANCELLATION
Step 1: Submit Written Notice
Email us at: [Insert Email]
Include:
Student name
Program name and dates
Reason for cancellation
Preferred resolution (refund, credit, or transfer)
Supporting documentation (if applicable)
Step 2: Confirmation
We'll confirm receipt within 1-2 business days and review your request.
Step 3: Resolution
We'll respond with approval or denial within 3-5 business days and process accordingly.
Do not assume cancellation until you receive written confirmation from TRC.
16. CONTACT INFORMATION
TRC Education, LLC
Tennessee Robotics Center
[Insert Address]
Murfreesboro, Tennessee
Email: [Insert Email]
Phone: [Insert Phone]
Office Hours: [Insert Hours]
17. ACKNOWLEDGMENT
By registering for any TRC program, you acknowledge that you have read, understood, and agree to this Refund & Cancellation Policy. This policy is subject to change, and the most current version will always be available on our website and provided at registration.
Registration constitutes acceptance of these terms.
QUICK REFERENCE CHART
WHEN YOU CANCEL | CAMPS | CLASSES | DROP-IN | COMPETITIONS | PARTIES
30+ days before | 100% minus $25 | 100% minus $25 | Full refund | 100% minus $100 | 100% minus $50
15-29 days before | 50% refund | 50% refund | Full refund | No refund* | 100% minus $50
7-14 days before | No refund | 50% refund | Full refund | No refund* | 50% refund
Under 7 days | No refund | No refund | No refund | No refund | No refund
After start | No refund | No refund | No refund | No refund | No refund
*Competition team policies vary by season stage - see Section 6
Thank you for being part of the TRC community! We look forward to helping your student Dare Mighty Things!RetryClaude can make mistakes. Please double-check responses. Sonnet 4.5
1. RETURN TIMEFRAME
You may return eligible items within 30 days of the purchase date or delivery date (whichever is later) for a full refund or exchange.
Important Dates:
- In-Store Purchases: 30 days from the date on your receipt
- Online Purchases: 30 days from the date of delivery
- Local Pickup Orders: 30 days from the date of pickup
2. ELIGIBILITY REQUIREMENTS
To be eligible for a refund, items must meet ALL of the following conditions:
✓
Unused and Unworn – Items must not have been worn, washed, or used
✓
Original Condition – Items must be in the same condition as received
✓
Tags Attached – All original tags, labels, and packaging must be intact
✓
Proof of Purchase – Original receipt or order confirmation required
✓
Within Timeframe – Returned within 30 days of purchase/delivery
3. NON-REFUNDABLE ITEMS
The following items CANNOT be returned or refunded:
❌
Custom or Personalized Items – Items with custom names, numbers, or designs
❌
Final Sale Items – Products marked as "final sale," "clearance," or "as-is"
❌
Worn or Washed Items – Any items showing signs of wear or washing
❌
Items Without Tags – Products with removed or damaged tags
❌
Gift Cards – Gift cards and store credit are non-refundable
4. HOW TO REQUEST A REFUND
For Online Purchases:
Step 1: Contact us to initiate your return
- Email: [Insert Email]
- Phone: [Insert Phone]
- Include your order number and reason for return
Step 2: We'll provide you with return instructions and a return address
Step 3: Ship the item back to us using a trackable shipping method
- You are responsible for return shipping costs unless the return is due to our error or a defective product
- We recommend using a shipping service that provides tracking and insurance
- TRC is not responsible for items lost or damaged during return shipping
Step 4: We'll process your refund once we receive and inspect the item
For In-Store Purchases:
Bring your item(s) and original receipt to our Murfreesboro location during regular business hours. Our staff will inspect the item and process your refund on the spot if eligible.
TRC Location:
Tennessee Robotics Center
2231 NW Broad St, Ste D
Murfreesboro, TN
Mon 12-6, Thu 12-6
5. REFUND PROCESSING TIME
Once we receive your returned item, we will:
- Inspect the item (within 2-3 business days)
- Approve or deny the refund based on our policy criteria
- Process approved refunds within 5-7 business days
Refund Method:
Refunds will be issued to the
original payment method used for the purchase.
Timeline to Receive Funds:
- Credit/Debit Cards: 7-14 business days (depending on your bank)
- PayPal: 3-5 business days
- Other Payment Methods: 7-10 business days
6. WHAT IS REFUNDED
✓
Product Cost: Full purchase price of the returned item
✓
Original Shipping (if applicable): Refunded only if the return is due to our error or a defective product
❌
Return Shipping Costs: Not refunded (unless return is due to our error)
❌
Gift Wrapping or Special Services: Non-refundable
7. EXCHANGES
We're happy to exchange items for a different size, color, or style subject to availability.
How to Request an Exchange:
- Contact us using the information in Section 4
- Let us know what you'd like to exchange and what you'd like instead
- We'll check availability and provide instructions
- Ship your item back to us (or visit our store)
- We'll send your new item once we receive the original
Exchange Shipping Costs:
- Size/Color Exchanges: You pay return shipping; we pay shipping for the new item
- Our Error/Defective Product: We cover all shipping costs
Important: If the replacement item is a different price, we'll either:
- Refund the difference (if the new item costs less)
- Request payment for the difference (if the new item costs more)
8. DAMAGED, DEFECTIVE, OR INCORRECT ITEMS
We inspect all products before shipping, but mistakes can happen. If you receive an item that is:
- Damaged in transit
- Defective or flawed
- Wrong item or wrong size
Please contact us within 7 days of delivery so we can make it right!
We will: ✓ Provide a full refund OR free replacement
✓ Cover all return and replacement shipping costs
✓ Expedite processing for damaged/defective items
What We Need:
- Photos of the damaged, defective, or incorrect item
- Your order number
- Description of the issue
Contact Us Immediately:
Email: admin@trceducation.com
Phone: 615-796-4632
9. LOST OR STOLEN PACKAGES
Before Delivery:
If tracking shows your package is lost in transit, contact us within 30 days of the order date. We'll work with the shipping carrier to locate your package or issue a refund/replacement.
After Delivery:
Once a package is marked as "delivered" by the carrier, TRC is not responsible for lost or stolen packages. We recommend:
- Using a secure delivery location
- Adding signature confirmation at checkout (if available)
- Contacting your local post office or shipping carrier
For high-value orders, consider purchasing shipping insurance at checkout.
10. CANCELLED ORDERS
Before Shipment:
If you need to cancel your order, contact us immediately. If we haven't shipped your order yet, we'll cancel it and issue a full refund within 3-5 business days.
After Shipment:
Once your order has shipped, it cannot be cancelled. You may return it according to our standard return policy once you receive it.
11. PARTIAL REFUNDS
In certain situations, we may issue a partial refund:
- Items returned after 30 days but within 60 days (20% restocking fee may apply)
- Items with minor damage or missing non-essential packaging
- Items returned without prior authorization
We will contact you before processing any partial refund to explain the reason and amount.
12. STORE CREDIT
As an alternative to a refund, you may choose to receive store credit for the full value of your return (no deductions). Store credit:
✓ Never expires
✓ Can be used for any TRC Gear Shop purchase
✓ Can be applied online or in-store
✓ Is transferable (you can gift it to someone else)
13. SPECIAL CIRCUMSTANCES
Holiday Orders
Items purchased during holiday promotions (November-December) may have an extended return window. Check your order confirmation for specific return deadlines.
Promotional Items and Discounts
If you return part of an order that qualified for a promotion or discount:
- The refund will reflect the price you actually paid for the item
- If returning items causes your order to fall below a promotion threshold, promotional discounts may be deducted from your refund
TRC Students and Families
All TRC students and families are subject to the same refund policy. No special exceptions apply to gear purchases (separate from program enrollment policies).
14. REFUND DENIALS
We reserve the right to deny refunds for:
- Items returned after 30 days without prior approval
- Items that do not meet our eligibility requirements (Section 2)
- Suspected fraudulent returns or abuse of our return policy
- Items that are worn, washed, damaged, or altered
- Non-refundable items (Section 3)
If your refund is denied, we'll contact you to explain why and discuss possible alternatives.
15. CONTACT US
Questions about returns or refunds? We're here to help!
TRC Education, LLC
Tennessee Robotics Center
2231 NW Broad St, Ste D
Murfreesboro, Tennessee
Email: Admin@trceducation.com
Phone: 615-796-4632
Store Hours: Mon 12-6, Thu 12-6
Please include your order number and a detailed description of your issue when contacting us.
16. POLICY CHANGES
We reserve the right to update this Refund Policy at any time. Changes will be effective immediately upon posting. The most current version will always be available on our website and in our store.
Last Updated: Oct 1, 2025
QUICK REFERENCE GUIDE
Situation: What Happens:
Standard return within 30 days Full refund to original payment method
Exchange for different size/color Free exchange (you pay return shipping)
Damaged or defective item Full refund or free replacement + we cover shipping
Wrong item shipped Full refund or free replacement + we cover shipping
Custom/personalized item Non-refundable
Return without tags or worn Not eligible for refund
Return after 30 days Contact us – partial credit may be available
Want store credit instead Full value store credit, no deductions
I'll create a comprehensive refund policy for your TRC educational programs that balances fairness to families with the business realities of planning camps, classes, and competitions.
---
# **REFUND & CANCELLATION POLICY**
# **TRC CAMPS, CLASSES & COMPETITIONS**
**TRC Education, LLC (Tennessee Robotics Center)**
Murfreesboro, Tennessee
**Effective Date:** [Insert Date]
---
## OUR COMMITMENT
At Tennessee Robotics Center, we're dedicated to providing exceptional STEM education experiences. We understand that plans change, and we've designed this policy to be fair to families while ensuring we can deliver quality programs. Please read this policy carefully before registering for any TRC program.
---
## POLICY OVERVIEW BY PROGRAM TYPE
Different programs have different cancellation policies due to their unique structure, duration, and costs:
| **Program Type** | **Cancellation Deadline for Full Refund** | **Partial Refund Period** |
|------------------|-------------------------------------------|---------------------------|
| **Camps** (Week-long) | 30 days before start date | 15-29 days before start |
| **Classes** (Semester/Session) | 14 days before start date | 7-13 days before start |
| **Drop-In/Mission Nights** | 48 hours before session | No refunds after 48 hours |
| **Competitions** (FTC/FRC) | See Section 6 | See Section 6 |
| **Birthday Parties** | 14 days before party date | 7-13 days before party |
| **Private Programs** | Per contract agreement | Per contract agreement |
---
## 1. REGISTRATION AND PAYMENT
### 1.1 Registration Confirmation
Registration is not complete until:
- Registration form is submitted AND
- Payment is received in full (or payment plan is established)
### 1.2 Payment Options
- **Full Payment:** Pay in full at registration
- **Payment Plans:** Available for select programs (see individual program details)
- **Deposits:** Some programs require non-refundable deposits to hold your spot
### 1.3 Registration Deadlines
Programs may close when full or by the registration deadline, whichever comes first. We recommend registering early to secure your spot.
---
## 2. CAMPS REFUND POLICY
### 2.1 Full Refund (100%)
**30+ days before camp start date:**
- Full refund minus $25 administrative fee
- Refund processed within 7-10 business days
### 2.2 Partial Refund (50%)
**15-29 days before camp start date:**
- 50% refund of camp tuition
- Administrative fee applies
- Allows us to attempt to fill the spot and cover planning costs
### 2.3 No Refund
**Less than 15 days before camp start date OR after camp begins:**
- No refunds issued
- Transfer to another session may be available (see Section 8)
- Store credit may be offered at TRC's discretion
### 2.4 Multi-Week Camp Registrations
If you register for multiple weeks:
- Each week is treated separately for refund purposes
- Cancelling one week does not affect other weeks
- Discounts for multi-week registration are forfeited if weeks are cancelled
---
## 3. CLASSES REFUND POLICY
### 3.1 Full Refund (100%)
**14+ days before class session start date:**
- Full refund minus $25 administrative fee
- Applies to semester-long or multi-week class sessions
### 3.2 Partial Refund (50%)
**7-13 days before class session start date:**
- 50% refund of tuition
- Administrative fee applies
### 3.3 After Classes Begin
**Less than 7 days before start OR after first class:**
- No refunds issued for semester/session fees
- Pro-rated credit may be available for medical emergencies (see Section 7)
- Transfers not available once classes begin
### 3.4 Ongoing Classes
For classes with rolling enrollment or monthly payments:
- Must provide 14 days notice to cancel
- Refunds/credits only for unused future classes
- Current month is non-refundable
---
## 4. DROP-IN PROGRAMS & MISSION NIGHTS
### 4.1 Cancellation Policy
**48+ hours before program:**
- Full refund or credit toward future session
- No administrative fee
**Less than 48 hours before program:**
- No refunds issued
- May transfer to another available date (subject to availability)
### 4.2 No-Shows
Failure to attend without cancellation notice results in forfeiture of payment. No refunds or credits issued.
---
## 5. TRCELEBRATIONS - BIRTHDAY PARTIES
### 5.1 Full Refund
**14+ days before party date:**
- Full refund of party package minus $50 non-refundable deposit
- Deposit holds the date and covers initial planning
### 5.2 Partial Refund
**7-13 days before party date:**
- 50% refund of party package (deposit is non-refundable)
### 5.3 No Refund
**Less than 7 days before party date:**
- No refunds issued
- Rescheduling may be available for one-time fee (see Section 8.3)
### 5.4 Guest Count Changes
- Final guest count must be confirmed 48 hours before party
- Additional guests can be added (at per-guest rate) up to maximum capacity
- Reducing guest count does not reduce the package price
---
## 6. COMPETITION TEAMS (FTC/FRC)
Competition team participation involves unique commitments and costs. This policy reflects the serious nature of team-based competitive robotics.
### 6.1 Registration Fees
**Before team commitment deadline (typically early September):**
- Full refund minus $100 administrative fee
- Must notify coaching staff in writing
**After team commitment deadline:**
- No refunds on registration fees
- Registration fees cover competition registrations, field elements, and team materials that cannot be recovered
### 6.2 Team Dues and Monthly Payments
**Before season start (typically October):**
- Unused monthly payments will not be charged
- Any paid dues are non-refundable after season begins
**After season begins:**
- Monthly dues are non-refundable
- Covers coaching, facility use, materials, and team operational costs
- Commitment expected through competition season
### 6.3 Team Materials and Robot Parts
- Custom robot parts, team shirts, and materials are **non-refundable**
- Once ordered for your student, these items cannot be returned
- Student may keep purchased items if they leave the team
### 6.4 Competition Registration Fees
- Once TRC registers the team for competitions, those fees are **non-refundable**
- Competition registration deadlines are set by FIRST® Robotics
- If a student leaves after registration, family is still responsible for their portion
### 6.5 Special Circumstances for Competition Teams
We understand that emergencies happen. For competition teams:
- **Medical emergencies with documentation:** Prorated credit for unused portion of season
- **Family relocation:** Case-by-case review; partial credit may be available
- **Team conflicts:** No refunds; coaching staff will work to resolve issues
### 6.6 Team Expectations
By registering for a competition team, families commit to:
- Full season participation (through final competition)
- Required practice schedules
- Team collaboration and gracious professionalism
- Financial commitment regardless of participation level
**Failure to meet team expectations does not qualify for a refund.**
---
## 7. MEDICAL & EMERGENCY EXCEPTIONS
We recognize that true emergencies occur. The following situations may qualify for special consideration:
### 7.1 Medical Emergencies
**Qualifying circumstances:**
- Serious illness or injury requiring hospitalization or extended recovery
- Doctor-ordered restriction from activities
- Contagious illness preventing attendance
**Required documentation:**
- Doctor's note on official letterhead
- Specific dates of inability to participate
- Must be submitted within 7 days of incident
**Resolution options:**
- Pro-rated credit for remaining unused sessions
- Transfer to future session (if available)
- Partial refund at TRC's discretion (minus administrative fees)
### 7.2 Family Emergencies
**Qualifying circumstances:**
- Death in immediate family
- Family relocation more than 50 miles from Murfreesboro
- Military deployment or relocation
**Required documentation:**
- Appropriate documentation (obituary, relocation orders, etc.)
- Must be submitted within 14 days of incident
**Resolution options:**
- Pro-rated credit or refund for unused portion
- Case-by-case evaluation by TRC management
### 7.3 What Does NOT Qualify
The following do NOT qualify for emergency exceptions:
- Schedule conflicts (sports, vacations, school events)
- Change of mind or interest
- Transportation issues
- Minor illnesses (colds, headaches, etc.)
- Dissatisfaction with program or instructors (see Section 10)
---
## 8. TRANSFERS AND RESCHEDULING
### 8.1 Camp Transfers
**Transfer between sessions:**
- Allowed once for $25 transfer fee
- Must be requested at least 15 days before original camp start date
- Subject to availability in requested session
- Cannot transfer after camp begins
### 8.2 Class Transfers
**Transfer between class times or sessions:**
- Allowed once for $25 transfer fee
- Must be requested before current session begins
- Subject to availability
- Cannot transfer after classes begin
### 8.3 Birthday Party Rescheduling
**One-time reschedule:**
- $75 rescheduling fee
- Must be requested at least 7 days before original party date
- Subject to facility availability
- Only one reschedule permitted
### 8.4 Mission Night Transfers
- May transfer to another available date up to 48 hours before
- No transfer fee
- Subject to availability
---
## 9. TRC-INITIATED CANCELLATIONS
### 9.1 Program Cancellations
If TRC cancels a program due to:
- Low enrollment
- Instructor unavailability
- Facility issues
- Weather or safety concerns
**You will receive:**
✓ **Full refund** (including all fees) OR
✓ **Transfer** to another program OR
✓ **Store credit** for future programs (with bonus 10% added)
We will notify you as soon as possible (typically 5-7 days before start date for enrollment issues, or immediately for emergencies).
### 9.2 Individual Session Cancellations
If TRC must cancel individual class sessions or camp days:
- **Make-up session** will be scheduled OR
- **Pro-rated credit** for missed session
We are not responsible for your travel costs or schedule changes due to TRC-initiated cancellations.
### 9.3 Weather-Related Closures
- TRC follows Rutherford County Schools for weather closures
- Make-up sessions will be scheduled when possible
- For camps: may extend camp by one day or provide credit
- For classes: make-up class will be added to session
---
## 10. PROGRAM DISSATISFACTION
### 10.1 First Class/Day Guarantee
If your student attends the first day of a camp or first class of a session and you're not satisfied:
- Contact us within 24 hours
- We'll work with you to address concerns
- If unresolved, you may withdraw with full refund (minus administrative fee)
- **This guarantee only applies to the first day/class**
### 10.2 After First Day
- No refunds for dissatisfaction after first day
- We encourage open communication with instructors and staff
- Transfers may be available if an alternative program is better suited
### 10.3 Behavioral Issues
If a student is removed from a program due to:
- Violations of TRC Code of Conduct
- Disruptive or dangerous behavior
- Failure to follow safety rules
**No refunds will be issued.** We take the safety and learning environment of all students seriously.
---
## 11. REFUND PROCESSING
### 11.1 Timeline
- Refund requests processed within 5-7 business days
- Funds returned within 7-14 business days (depending on payment method)
### 11.2 Refund Method
- Refunded to **original payment method** used for registration
- Credit card refunds: 7-14 business days
- Check refunds: 10-14 business days
- Store credit: Immediate
### 11.3 Administrative Fees
Administrative fees cover processing costs and are non-refundable:
- Standard cancellations: $25
- Transfers: $25
- Party rescheduling: $75
---
## 12. STORE CREDIT OPTION
As an alternative to refunds, you may choose **TRC Store Credit**:
✓ **Full value** of your refund (no administrative fees deducted)
✓ **Never expires**
✓ **Transferable** to another family
✓ **Usable for any TRC program** (camps, classes, competitions, gear shop, parties)
✓ **Bonus:** Receive an additional 5% credit value
---
## 13. MEMBERSHIP PROGRAMS
### 13.1 Mercury/Apollo/Artemis Tiers
Membership refund policies:
- Monthly memberships: 30-day cancellation notice required
- Annual memberships: Pro-rated refund available in first 90 days
- After 90 days: No refunds, but may pause membership once for up to 60 days
### 13.2 Membership Benefits
- Cancelling membership forfeits remaining benefits
- Discount rates on programs only apply to active members
- Must maintain active membership to receive member pricing
---
## 14. SPECIAL SITUATIONS
### 14.1 Sibling Discounts
- If one sibling withdraws, the other maintains registration
- Sibling discount may be recalculated or removed
- No refund for lost discount on remaining sibling
### 14.2 Group Registrations
- Group discounts forfeit if group size changes
- Each participant subject to individual refund policy
- Discount recalculated if below minimum group size
### 14.3 Scholarship Recipients
- Special cancellation terms may apply
- Consult scholarship agreement
- May require repayment of scholarship funds if withdrawn early
---
## 15. HOW TO REQUEST A REFUND OR CANCELLATION
### Step 1: Submit Written Notice
Email us at: [Insert Email]
**Include:**
- Student name
- Program name and dates
- Reason for cancellation
- Preferred resolution (refund, credit, or transfer)
- Supporting documentation (if applicable)
### Step 2: Confirmation
We'll confirm receipt within 1-2 business days and review your request.
### Step 3: Resolution
We'll respond with approval or denial within 3-5 business days and process accordingly.
**Do not assume cancellation until you receive written confirmation from TRC.**
---
## 16. CONTACT INFORMATION
**TRC Education, LLC**
Tennessee Robotics Center
[Insert Address]
Murfreesboro, Tennessee
**Email:** [Insert Email]
**Phone:** [Insert Phone]
**Office Hours:** [Insert Hours]
---
## 17. ACKNOWLEDGMENT
By registering for any TRC program, you acknowledge that you have read, understood, and agree to this Refund & Cancellation Policy. This policy is subject to change, and the most current version will always be available on our website and provided at registration.
REFUND & CANCELLATION POLICY
TRC CAMPS, CLASSES & COMPETITIONS
TRC Education, LLC (Tennessee Robotics Center) Murfreesboro, Tennessee
Effective Date: [Insert Date]
OUR COMMITMENT
At Tennessee Robotics Center, we're dedicated to providing exceptional STEM education experiences. We understand that plans change, and we've designed this policy to be fair to families while ensuring we can deliver quality programs. Please read this policy carefully before registering for any TRC program.
POLICY OVERVIEW BY PROGRAM TYPE
Different programs have different cancellation policies due to their unique structure, duration, and costs:
PROGRAM TYPE | CANCELLATION DEADLINE FOR FULL REFUND | PARTIAL REFUND PERIOD Camps (Week-long) | 30 days before start date | 15-29 days before start Classes (Semester/Session) | 14 days before start date | 7-13 days before start Drop-In/Mission Nights | 48 hours before session | No refunds after 48 hours Competitions (FTC/FRC) | See Section 6 | See Section 6 Birthday Parties | 14 days before party date | 7-13 days before party Private Programs | Per contract agreement | Per contract agreement
