Policy

Kavosh AI & Robotics Academy – Parent Policy Agreement

• This document outlines the policies and expectations for parents whose children are enrolled in programs at Kavosh AI & Robotics Academy or its partnered hubs. By enrolling your child, you agree to the following terms and conditions:

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• 1. Class Attendance & Makeup Sessions

• 1.1. Students are expected to attend all scheduled classes on time.
• 1.2. Missed classes will not have a makeup session, and no refunds will be provided.
• 1.3. Parents may request to reschedule a class only if more than 60% of the enrolled class agrees to the change.
• 1.4. All rescheduling requests must be made in the designated class group (e.g., WeChat) at least 24 hours before the scheduled class time.
• 1.5. Kavosh and the hub will review the request to determine whether rescheduling is possible. Approval is not guaranteed.

2. Payment & Refund Policies

• 2.1. All payments must be made in advance before the start of the term or session.
• 2.2. Payments are non-refundable after the first month of the program (maximum of 4 sessions), except under the conditions listed in this section.
• 2.3. If a student withdraws within the first month:
• a. The material cost (typically $999, depending on the course) is non-refundable and will be deducted from the total payment.
• b. Kavosh will calculate the number of sessions the student attended and charge $60 per hour, regardless of any discounted rate the parent may have originally received.
• c. Refunds will be calculated using the following formula:

  Total Paid – Material Fee – (Number of Attended Hours × $60 per hour) = Refundable Balance

Example:

If a parent paid $7,999 in advance:

• The $999 material fee is non-refundable.
• If the student attended 100 hours, the class value is 100 × $60 = $6,000.
• Remaining balance = $7,999 – $999 – $6,000 = $1,000 refundable.
• 2.4. If the actual value of attended sessions exceeds the amount paid after deducting the material fee, no refund will be issued, and the parent may be invoiced for the difference.
• 2.5. After the first month of enrollment, no refunds will be issued under any circumstances, including personal scheduling conflicts, relocation, or loss of interest.
• 2.6. Any discounts applied at the time of registration will not be considered when calculating refunds. All refund calculations are based on the standard hourly rate of $60.
• 2.7. Trip, competition, and travel-related fees are non-refundable. Once a student is registered for a trip or competition, Kavosh incurs costs for registration, planning, bookings, and team coordination. Therefore, no portion of these costs can be returned, even in the event of cancellation or withdrawal.
• 2.8. In the rare case of class cancellation by Kavosh or the hub due to weather, emergencies, or operational issues, a makeup session will be scheduled or a tuition credit may be issued toward future sessions.
• 2.9. Students who miss class for personal reasons (vacation, illness, etc.) are not entitled to refunds, credits, or makeup sessions, except where outlined in Clause 1.
• 2.10. Any payment-related concerns or refund requests must be submitted in writing to both Kavosh and the hub for review. Final decisions will be made jointly by Kavosh and the hub.

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• 3. Communication

• 3.1. All communications (scheduling, announcements, cancellations) will occur in the designated class group (e.g., WeChat).
• 3.2. Parents must check this group regularly and stay updated on all program-related matters.
• 3.3. Rescheduling requests must follow the procedures in Clause 1.4.
• 3.4. Urgent matters should be addressed to the hub representative, who may escalate to Kavosh if necessary.
• 3.5. Kavosh will not respond to personal or informal requests sent outside the official channels unless in emergency cases.
• 3.6. Kavosh and the hub have the final authority on all scheduling, policy, and operational decisions.

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• 4. Class Cancellations – Parent-Specific Policies

• By the Student (Parent’s Responsibility):
• 4.1. Parents must notify the class group at least 24 hours in advance if their child cannot attend.
• 4.2. No makeup sessions or refunds are offered for cancellations made within 24 hours.
• 4.3. Individual cancellations will not result in class rescheduling or tuition credit.
• Rescheduling Requests by Parents:
• 4.4. Must be supported by 60% or more of the class.
• 4.5. Must be submitted to the class group at least 24 hours in advance.
• 4.6. Kavosh and the hub will determine feasibility and communicate the final decision.
• Exceptional Circumstances (e.g., Weather, Emergencies):
• 4.7. If classes are canceled due to weather/emergency, parents will be notified promptly.
• 4.8. Kavosh will arrange makeup sessions or credit tuition toward future sessions.
• Failure to Follow Procedures:
• 4.9. Improper or last-minute cancellations will result in forfeiture of that session.
• 4.10. Repeated policy violations may lead to enrollment review or termination.

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• 5. Behavior Expectations – Parent & Student Conduct

• 5.1. Parents and students must maintain respectful communication with teachers and staff.
• 5.2. Students must behave appropriately in class—this includes focus, cooperation, and kindness toward others.
• 5.3. In hybrid or online classes, students are expected to follow standard virtual etiquette.
• 5.4. Disruptive behavior may result in suspension or termination without a refund.
• 5.5. Parents are expected to support their child’s behavior and learning experience.
• 5.6. Kavosh will initiate conversations with parents if behavioral issues persist.
• 5.7. The classroom environment must remain safe and respectful for all; parents may be contacted if their conduct negatively impacts this.

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• 6. Class Scheduling & Term Dates

• 6.1. Class schedules are set in advance and shared through the official class group.
• 6.2. Term durations vary by age group:
•   a. Ages 5–7: 20 hours per term
•   b. FIRA U10: 27 hours per term (81 hours in total)
•   c. FIRA U14 & U19: 48 hours per term (144 hours in total)
• 6.3. All sessions must be completed before national or World Cup competitions.
• 6.4. Personalized student progress reports are issued at the end of each term.
• 6.5. Schedule changes must comply with the rescheduling policy in Clause 1.
• 6.6. Kavosh may adjust the calendar in response to holidays, emergencies, or other disruptions.

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• 7. Photography and Media

• 7.1. Photos/videos may be taken during classes for documentation, progress reports, and marketing.
• 7.2. By enrolling, parents grant permission for their child to appear in class-related media unless otherwise specified.
• 7.3. Media may be used internally for teacher training, reporting, or quality control.
• 7.4. For promotional purposes (social media, websites), Kavosh will use media content responsibly.
• 7.5. Parents wishing to opt out must submit a written request at the time of registration.

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• 8. Termination of Enrollment

• By Kavosh or the Hub:
• 8.1. Kavosh may terminate enrollment if a student or parent violates behavior, attendance, or payment policies.
• 8.2. Disruptive or aggressive behavior that affects others will not be tolerated.
• 8.3. Termination decisions are final and will be documented formally.
• By the Parent:
• 8.4. Parents may withdraw a student from the program:
•   a. Within the first month, partial refunds may apply (see Clause 2).
•   b. After one month, no refunds are provided.
•   c. Notice must be submitted in writing to both Kavosh and the hub.
• Final Reports & Restrictions:
• 8.5. Final progress reports are issued if a student completes one full term.
• 8.6. Parents agree not to transfer their child to a competing program using Kavosh teachers, curriculum, or materials for 12 months after termination.

This document was last updated on April 11th, 2025.