Program Fees, Refund & Makeup Class Policy

At GEM Academy & Center, we strive to provide the highest quality programs and services. We understand that circumstances may arise, and we have established the following refund & maekup class policy to ensure fairness and clarity:

Program Withdrawl & Refund Policy

1. Full Refund:
   
   • Participants who notify us of their withdrawal ≥14 days before the program start date are eligible for a full refund of their payment.
     
     
2. Partial Refund:
   
   • Participants who notify us of their withdrawal less than 14 days but more than 7 days before the program start date are eligible for a 50% refund of their payment.
     
     
3. No Refund:
   
   • No refunds will be provided for withdrawals made within 7 days of the start of the program or after the program begins.
     
     
4. Special Circumstances:
   
   • In cases of medical emergencies, refund requests may be considered on a case-by-case basis. Documentation may be required to support the request.
     
     
5. How to Request a Refund:
   
   • To request a refund, please contact our administrative office by emailing admin@gemcenters.org. Include your name, and reason for withdrawal in your communication.
   • Confirmation of your refund request will be sent within 5-7 business days.
     
     
6. Processing Time:
   
   • Approved refunds will be processed within 10 business days of receiving the request.

‍

Makeup Class Policy

• There are no makeup classes for student absences.
• In case of planned vacations or holidays, students may coordinate with their classroom teacher to receive homework or class materials.
• No one-on-one makeup sessions will be provided for any unannounced absences, regardless of reason.
• GEM will offer a makeup class only if a session is canceled by the organization (e.g., instructor absence, facility closure, or other operational reasons).

‍

Tuition Fee Policy

At GEM Academy & Center, monthly tuition is not based on a 52-week calendar or per-class billing. Instead, tuition is structured around our academic operating calendar, aligned with Plano ISD (PISD),

How Monthly Tuition Is Calculated

• Plano ISD (PISD) includes 36 instructional weeks from August through May. This calendar already excludes seasonal breaks and federal holidays.
• Tuition is averaged across the academic season, not billed per individual class.
• This allows families to pay a consistent monthly rate, rather than fluctuating charges based on holidays or school breaks.
  
  

Federal Holidays & Seasonal Breaks

• Federal holidays and seasonal breaks are already built into the annual tuition calculation.
• No refunds, credits, or makeup classes are offered because these days are planned and already accounted for in advance. 

Classes During Long Weekends

While we follow the PISD academic calendar, we try to minimize days off as much as we can do not cancel classes at the start of long weekends unless explicitly stated.

For example:

• Classes will be held on December 20, 2025, even though schools may close on December 19 for winter break camp
• Classes will be held on January 17, 2026, even though it is a long weekend for the MLK Holiday. 

What This Means for Families

• You are not paying for missed classes due to federal holidays or seasonal breaks.
• Tuition reflects the total instructional time delivered over the academic year, averaged into a monthly payment.
• Ensures program consistency and instructional continuity
• Avoids confusion caused by variable weekly billing
  
  

Frequently Asked Questions (FAQs)

• Q: Why am I charged the same monthly tuition during months with holidays?
  A: Tuition is averaged across the academic year. Some months have more instructional days, and others have fewer, but the total instructional time remains the same.
  ‍
• Q: Are we paying for classes that fall on federal holidays?
  A: No. Federal holidays are already excluded from the academic calendar and factored into tuition.
  ‍
• Q: Can we receive a refund or a makeup class for a holiday or long weekend?
  A: No. Since holidays and breaks are pre-planned and included in tuition calculations, refunds, credits, or makeup classes are not offered for these dates.
  ‍
• Q: What happens if a class is held on a long weekend?
  A: Classes will be held unless otherwise communicated. Long weekends do not automatically mean class cancellation.

• Q: Is this billing model standard?
  A: Yes. Most academic enrichment programs use an averaged monthly tuition model to ensure fairness and consistency for all families.

‍

‍Note: GEM Academy reserves the right to cancel or reschedule any program due to low enrollment or unforeseen circumstances. In such cases, families will receive a full refund or program credit.

We appreciate your understanding and cooperation. If you have any questions or concerns regarding this policy, please do not hesitate to contact us at admin@gemcenters.org.