Fee Refund & Return Policy

📅 Effective Date: June 1, 2025 | Academic Session: 2025–26 onwards

⚠️ Please Read Before Submitting Admission

Mahar Children Academy's fee and return policies are aligned with CBSE guidelines and Madhya Pradesh state regulations. All parents and guardians are requested to carefully review these policies before applying for admission or making any payments. Fees once paid are generally non-refundable except under the specific conditions listed below.

1 Scope of This Policy

This policy applies to:

Admission/registration fees collected for session 2025–26 onwards.
Tuition and other academic fees paid through the school office or authorized payment channels.
School materials such as books, uniforms, stationery, and ID cards where purchased through the school.
Any fees collected for extracurricular activities, events, or excursions.

2 Fee Refund Schedule

Refund eligibility depends on the category of fee and the timing of the withdrawal request:

Fee Type	Condition	Refund Status
Registration/Admission Fee	Withdrawal before session commencement	Partial (50%)
Registration/Admission Fee	Withdrawal after session commencement	Non-Refundable
Tuition Fee (Quarterly)	Withdrawal within 15 days of quarter start	Proportional Refund
Tuition Fee (Quarterly)	Withdrawal after 15 days of quarter start	Non-Refundable
Annual / Development Fee	Any withdrawal after admission	Non-Refundable
Exam Fee / Activity Fee	Exam/activity not attended (with valid reason)	Case-by-Case
Duplicate Documents	Fee paid for TC, certificate, marksheet copies	Non-Refundable
Excess Fee Paid (Overpayment)	Documented overpayment verified by accounts	Full Refund

⚠️ In all cases, refunds will be processed only after submission of the completed withdrawal form and clearance of any outstanding dues.

3 Return of School Materials

Books, uniforms, stationery, and other materials purchased through the school are generally non-returnable once issued. However:

Unused/sealed items: Books or stationery that are completely unused and in original condition may be returned within 7 days of purchase for credit or exchange.
Defective items: If a purchased item (e.g., uniform, book) is found to be defective at the time of issue, it must be reported within 48 hours for replacement.
Uniforms: Uniforms are non-returnable once washed or worn. Size exchanges for manufacturing defects will be considered within 7 days of purchase.
Library books: Students are responsible for library books issued to them. Lost or damaged library books must be replaced or the cost will be charged to the student account.

4 Withdrawal & Transfer Certificate Process

For students withdrawing from MCA and seeking a Transfer Certificate (TC), the following process applies:

Submit Written Application

Parent/guardian must submit a written withdrawal application to the school office with the reason for withdrawal and intended new school.

Clearance of Dues

All outstanding fees, library dues, and pending payments must be cleared before a TC is issued.

Return of School Property

All school-issued items (library books, identity card, etc.) must be returned at the time of withdrawal.

TC Issuance

The Transfer Certificate will be issued within 7 working days of completing the above steps, as per CBSE regulations.

Refund Processing

Any applicable refund (as per Section 2) will be processed within 15 working days of TC issuance via the original payment method or cash at the school office.

5 Online Payment Failures & Disputes

If a fee payment made through an online channel fails or is debited twice:

Report the issue to the school accounts office within 3 working days with your bank transaction reference number.
The school will verify with its payment service provider and process a correction or refund within 10 working days.
For failed transactions where money was debited but payment not confirmed, the bank typically reverses the amount within 5–7 working days automatically.

✅ Always collect a physical or digital receipt for every fee payment. Receipts are required for all refund or dispute requests.

6 Extracurricular & Event Fees

Fees collected for specific events (Annual Day, excursions, sports tournaments, competitions) are generally non-refundable once arrangements have been confirmed. If an event is cancelled by the school, fees will be fully refunded or adjusted against future dues.

7 Exceptions & Special Circumstances

The school management may, at its sole discretion, consider refund requests outside of the above schedule in exceptional circumstances such as:

Prolonged medical illness (documented) requiring withdrawal from school.
Family relocation outside Sagar district.
Death of the student or a primary earning parent/guardian.

Such requests must be submitted in writing to the Principal with supporting documentation. The decision of the management shall be final.

8 How to Submit a Refund Request

To request a refund or raise a fee-related concern:

Visit the school office during working hours (Monday–Saturday, 8:00 AM – 2:00 PM).
Submit a written request addressed to the Principal with your name, ward's name, class, and payment receipt.
Alternatively, email your request to maharchildrenacademy2018@gmail.com with the subject line: Refund Request – [Student Name] – [Class].
You will receive an acknowledgment within 3 working days.