Refund Policy

At AI Mind Hub, we are committed to providing exceptional educational experiences. We understand that circumstances may arise requiring course cancellation or withdrawal. This Refund Policy outlines our procedures for refunds, cancellations, and withdrawals for all courses and programs offered by AI Mind Hub.

1. Cancellation by Student Before Course Start

1.1 Full Refund Period

Students who cancel their enrollment 14 or more calendar days before the scheduled course start date are eligible for a full refund of tuition paid, minus a non-refundable administrative processing fee of $50.

1.2 Partial Refund Period

Students who cancel between 7 and 13 calendar days before the course start date are eligible for a refund of 50% of the total tuition paid, minus the $50 administrative processing fee.

1.3 No Refund Period

Cancellations made less than 7 calendar days before the course start date are not eligible for refunds. The full tuition amount will be forfeited. However, students may request to transfer their enrollment to a future session of the same course, subject to availability and approval.

1.4 Cancellation Process

To cancel before the course starts, students must:

• Submit a written cancellation request via email to [email protected]
• Include student name, course name, enrollment date, and reason for cancellation
• Receive written confirmation of cancellation from AI Mind Hub

The cancellation date is determined by the date we receive your written request, not the date you decide to cancel.

2. Withdrawal After Course Commencement

2.1 Within First Week of Course

Students who withdraw within the first 7 calendar days after the course start date and have attended no more than one class session are eligible for a refund of 75% of tuition paid, minus the $50 administrative fee.

2.2 After First Week Through 25% Course Completion

Students who withdraw after the first week but before completing 25% of the course are eligible for a refund of 50% of tuition paid, minus the $50 administrative fee.

2.3 After 25% Course Completion

Students who withdraw after completing more than 25% of the course are not eligible for any refund. This applies regardless of the reason for withdrawal.

2.4 Course Completion Calculation

Course completion percentage is calculated based on:

• Number of class sessions attended
• Elapsed time since course start date
• Access to course materials and resources
• Completion of assignments and assessments

2.5 Withdrawal Process

To withdraw from an active course, students must:

• Submit a written withdrawal notice via email to [email protected]
• Include student name, course name, and detailed reason for withdrawal
• Cease attending classes and accessing course materials immediately upon submission
• Receive written confirmation of withdrawal from AI Mind Hub

3. Refund Schedule Summary

Timing of Cancellation/Withdrawal	Refund Percentage	Administrative Fee
14+ days before course start	100% refund	$50 deducted
7-13 days before course start	50% refund	$50 deducted
Less than 7 days before start	No refund	N/A
Within first 7 days after start (≤1 class attended)	75% refund	$50 deducted
After first week, before 25% completion	50% refund	$50 deducted
After 25% course completion	No refund	N/A

4. Cancellation by AI Mind Hub

4.1 Course Cancellation

AI Mind Hub reserves the right to cancel or postpone any course due to:

• Insufficient enrollment
• Instructor unavailability
• Facility issues or emergencies
• Natural disasters or force majeure events
• Public health emergencies
• Technical difficulties preventing course delivery

4.2 Refund for Company-Initiated Cancellation

If AI Mind Hub cancels a course, students will receive:

• Option 1: A full refund of all tuition and fees paid, processed within 14 business days
• Option 2: Transfer to the next available session of the same course at no additional cost
• Option 3: Credit toward any other AI Mind Hub course of equal or lesser value

4.3 Schedule Changes

If we make significant changes to course dates, times, or format (such as changing from in-person to online), enrolled students may:

• Accept the changes and continue with enrollment
• Withdraw and receive a full refund within 7 days of notification
• Transfer to a different course session without penalty

5. Special Circumstances and Exceptions

5.1 Medical Emergencies

Students who withdraw due to documented medical emergencies or serious illness may be eligible for special consideration. Requests must include:

• Written documentation from a licensed healthcare provider
• Detailed explanation of circumstances
• Request submitted within 30 days of the medical event

Medical withdrawals are evaluated on a case-by-case basis and may result in partial or full refunds at AI Mind Hub's discretion.

5.2 Military Deployment

Active military personnel who receive deployment orders after enrollment may be eligible for:

• Full refund of tuition regardless of course progress
• Course credit for future enrollment (valid for 24 months)
• Transfer to online format if available and compatible with deployment

Requests must be accompanied by official deployment orders or military documentation.

5.3 Death of Student

In the event of a student's death during enrollment, a full refund of tuition will be provided to the estate or designated family member upon receipt of a death certificate.

5.4 Extreme Hardship

Students experiencing extreme financial hardship, family emergencies, or other extraordinary circumstances may petition for special refund consideration by submitting:

• Written explanation of circumstances
• Supporting documentation
• Financial information (if applicable)

Decisions are made at the sole discretion of AI Mind Hub management and are not guaranteed.

6. Non-Refundable Items and Fees

The following items are non-refundable under all circumstances:

• Application fees and assessment charges
• Administrative processing fees ($50)
• Technology fees and platform access fees
• Course materials, textbooks, or software already distributed
• Certification examination fees paid to third-party providers
• Late payment fees or collection costs
• Career services or counseling session fees
• Special event or workshop fees

7. Payment Plan Considerations

7.1 Refunds with Payment Plans

Students enrolled in payment plans who cancel or withdraw will:

• Receive refunds calculated based on total course cost, not amounts paid to date
• Remain responsible for any outstanding balance according to the payment agreement
• Have future scheduled payments cancelled only after refund processing is complete

7.2 Example Calculation

Student enrolls in a $3,000 course with a payment plan. After paying $1,000, they withdraw when eligible for a 50% refund. Calculation: $3,000 × 50% = $1,500 refund, minus $50 fee = $1,450 refund. Since student paid $1,000, they receive $1,450 refund and have no further payment obligations.

8. Processing Time and Method

8.1 Refund Processing Timeline

Approved refunds will be processed according to the following schedule:

• Refund approval decision: Within 7 business days of receiving complete written request
• Refund processing: Within 14 business days after approval
• Funds availability: 3-10 business days after processing, depending on payment method and financial institution

8.2 Refund Method

Refunds are issued using the original payment method whenever possible:

• Credit/Debit Cards: Credited to the original card (3-10 business days)
• Electronic Bank Transfers: Returned to originating account (5-7 business days)
• Checks: Mailed to address on file (allow 2-3 weeks for delivery and clearing)
• Third-Party Payment Services: Credited to original payment account

8.3 Alternative Payment Methods

If the original payment method is no longer available, refunds may be issued via:

• Check mailed to the address on file
• Electronic transfer to a verified bank account
• Other method agreed upon in writing

9. Transfer Policy

9.1 Course Transfers

As an alternative to refunds, students may request to transfer enrollment to:

• A future session of the same course
• A different course of equal or lesser value

9.2 Transfer Conditions

Transfers are subject to the following conditions:

• Transfer requests must be made in writing before course completion
• Transfers are subject to seat availability in the desired course
• Students may transfer once without penalty; additional transfers incur a $100 fee
• Transfer credits are valid for 12 months from the original enrollment date
• Prerequisites for the new course must be met
• Price differences for more expensive courses must be paid before transfer

9.3 No-Show Transfer Option

Students who fail to attend the first class without prior notice may request a one-time transfer to a future session within 48 hours, subject to a $150 transfer fee.

10. Refund Request Procedures

10.1 Required Information

All refund requests must include:

• Full name as it appears on enrollment records
• Email address and phone number
• Course name and enrollment date
• Student ID or enrollment number
• Detailed reason for cancellation or withdrawal
• Preferred refund method
• Supporting documentation (if applicable)
• Electronic signature or scanned signed document

10.2 Submission Methods

Refund requests must be submitted via:

• Email: [email protected] (preferred method)
• Mail: AI Mind Hub, 7246 Cruickshank Keys Suite 722, South Germaine, ID 18269
• In-Person: During office hours at our South Germaine location

10.3 Confirmation and Review

Upon receipt of your refund request, we will:

• Send email confirmation of receipt within 2 business days
• Review your request and verify eligibility
• Request additional information if needed
• Notify you of approval or denial within 7 business days
• Provide explanation if request is denied

11. Denied Refund Requests

11.1 Grounds for Denial

Refund requests may be denied if:

• Request is submitted outside the eligible timeframe
• Student has completed more than 25% of the course
• Required documentation is not provided
• Student violated Terms and Conditions or Code of Conduct
• Student was expelled for disciplinary reasons
• Request does not meet eligibility criteria

11.2 Appeal Process

If your refund request is denied, you may appeal by:

• Submitting a written appeal within 10 business days of denial notice
• Providing additional documentation or explanation
• Requesting review by senior management

Appeal decisions are final and not subject to further review.

12. Institutional Accreditation and Compliance

AI Mind Hub complies with all applicable state and federal regulations governing educational institutions and refund policies. Our refund practices meet or exceed requirements established by:

• Idaho State Board of Education
• U.S. Department of Education (where applicable)
• Accrediting bodies and professional organizations

13. Dispute Resolution

If you have concerns about our refund decision or process, we encourage you to:

1. Contact our Student Services team to discuss your concerns
2. Request a review by management if issues remain unresolved
3. File a formal complaint in writing if necessary

Unresolved disputes may be subject to the dispute resolution procedures outlined in our Terms and Conditions.

14. Changes to Refund Policy

AI Mind Hub reserves the right to modify this Refund Policy at any time. Changes will be effective immediately upon posting to our website with an updated "Last Updated" date. Students enrolled prior to policy changes will be subject to the policy in effect at the time of their enrollment, unless otherwise notified.

Material changes affecting current students will be communicated via email at least 30 days before taking effect.

15. Contact Information

16. Acknowledgment

By enrolling in AI Mind Hub courses, you acknowledge that you have read, understood, and agree to this Refund Policy. You understand that refund eligibility is time-sensitive and that you are responsible for submitting requests within the specified timeframes.

If you have questions about this policy before enrolling, please contact us for clarification. We are committed to transparent policies and excellent student service.