Refund and Cancellation Policy

This Refund and Cancellation Policy applies to all paid services provided by Tributaries Educational Consulting (“Tributaries EC,” “we,” “us,” or “our”). This policy is incorporated by reference into the Membership Agreement and applies to all clients enrolled in subscription plans, individual sessions, lessons, and group lessons.

1. General Principles

Tributaries EC operates on a time-reserved and capacity-limited service model.
Payments secure access to consultant time, instructor time, scheduling availability, and educational resources.
As a result, some fees are non-refundable once time has been reserved or access has been provided, subject to the refund provisions below.
Not all service types described in this policy may be available at all times.

2. Subscription Services

2.1 Subscription Billing

Subscription plans are billed monthly or annually, as selected at enrollment. Annual subscriptions are subject to availability and may not be offered at all times.
Subscriptions may auto-renew unless canceled in accordance with this policy.
Clients are responsible for managing their subscription status through their account or by contacting Tributaries EC.

2.2 30-Day New Client Refund Guarantee

All new clients are eligible for a full, no-questions-asked refund within the first 30 calendar days of their initial enrollment with Tributaries EC.
This guarantee applies once per client and applies to all subscription plans, including monthly and annual plans.
The 30-day refund guarantee does not apply to renewals, extensions, or subsequent subscription terms, even if there is a break between subscriptions.
Upon issuance of a full refund, access to all services, sessions, lessons, group lessons, messaging, and resources will terminate immediately

2.3 Monthly Subscription Cancellations

Monthly subscriptions may be canceled at any time after the initial 30-day guarantee period.
Cancellations take effect at the end of the current billing period.
No prorated refunds are issued for partially used billing periods after the first 30 days.

2.4 Annual Subscription Cancellations and Partial Refunds

Annual subscriptions may be canceled at any time.
Initial Annual Subscription (First Year Only)
Days 0 through 30 from the initial enrollment date: eligible for a full refund under the 30-day new client refund guarantee.
Days 31 through 180 from the initial enrollment date: eligible for a refund equal to 25 percent of the annual subscription fee paid.
After day 180: no refund.
Renewed Annual Subscriptions (Year Two and Beyond)
Renewals are considered a continuation of services and are not eligible for the 30-day new client refund guarantee.
If a renewed annual subscription is canceled between day 1 and day 180 of the renewal term, the client is eligible for a refund equal to 25 percent of the annual renewal fee paid.
No refunds are issued for renewed annual subscriptions canceled after day 180.
Any refund issued terminates access to services immediately.

3. Individual Services and Custom Projects

3.1 Definitions

Sessions refer to one-on-one meetings with educational consultants and are typically part of a subscription.
Lessons refer to one-on-one instructional meetings with tutors or instructors.
Group Lessons refer to instructor-led group classes.
Custom Projects refer to individually scoped engagements outside of standard subscription tiers, such as emergency placements or short-term admissions support.

3.2 Individual Sessions and Lessons

Individual sessions and lessons must be paid in advance.
Sessions and lessons may be canceled or rescheduled with at least 24 hours notice.
Sessions or lessons canceled with less than 24 hours notice, or missed without notice, are subject to the rescheduling terms outlined below.

3.3 Custom Projects
Refund terms for custom projects are specified in the individual project agreement provided at the time of engagement.

4. Cancellations and Rescheduling

Tributaries EC recognizes that scheduling conflicts occur and aims to balance reasonable flexibility with fair use of reserved instructional time.

For clarity, the following terms are used throughout this section:

Sessions refer to one-on-one meetings with educational consultants and are typically included as part of a subscription.
Lessons refer to one-on-one instructional meetings with tutors or instructors.
Group Lessons refer to instructor-led group classes.

A subscription year begins on the client’s original subscription start date and renews annually from that date. Tributaries Educational Consulting operates on a strict time-reserved capacity model. When a consulting session or lesson is scheduled, that specific block of professional time is removed from our available inventory and cannot be booked by other clients. Because the exact financial loss caused by a late cancellation or no-show is very difficult to calculate accurately, the parties agree that the administrative rescheduling fees ($50 for lessons and $100 for consulting sessions) represent a reasonable, mutually agreed-upon forecast of the damages incurred by the business, including unrecoverable instructor wages, lost scheduling capacity, and administrative burdens. These fees constitute liquidated damages designed to justly compensate the business, and are not intended as a penalty.

4.1 One-on-One Consultant Sessions

Clients must provide at least 24 hours notice to cancel or reschedule a scheduled session.
Sessions canceled with less than 24 hours notice or missed without notice are considered late cancellations or no-call no-shows.
Rescheduling of late-canceled or missed sessions is not guaranteed and depends on consultant availability, though reasonable efforts will be made to accommodate when possible.

Late Cancellations and No-Shows
Foundations and Comprehensive subscriptions:

Up to two late cancellations or no-call no-shows per subscription year may be rescheduled without charge.
After the second incident, additional missed sessions may be rescheduled for a $100 administrative rescheduling fee per occurrence.
Complete subscriptions:
Up to five late cancellations or no-call no-shows per subscription year may be rescheduled without charge.
After the fifth incident, additional missed sessions may be rescheduled for a $100 administrative rescheduling fee per occurrence.

When the rescheduling fee is paid, the rescheduled session does not count against the client’s session allocation.

Missed sessions that are not rescheduled count against the session allocation.
Administrative rescheduling fees are charged to the payment method on file.

4.2 One-on-One Lessons

Clients must provide at least 24 hours notice to cancel or reschedule a scheduled lesson.
Lessons canceled with less than 24 hours notice or missed without notice are considered late cancellations or no-call no-shows.
Rescheduling of late-canceled or missed lessons is not guaranteed and depends on instructor availability.
Late cancellation and no-show allowances mirror Section 4.1, except the administrative rescheduling fee for lessons is $50 per occurrence.

Administrative rescheduling fees are charged to the payment method on file.

4.3 Group Lessons
All group lessons are recorded and made available to enrolled participants.

Single-Session Group Lessons

Single-session group lessons follow the same rescheduling and refund eligibility rules as one-on-one lessons.
If a single-session group lesson is repeated, a missed session may be rescheduled into a future occurrence when space permits.
Rescheduling is not guaranteed and depends on instructor capacity and enrollment limits.
An administrative rescheduling fee of $50 applies once the applicable free reschedule allowance has been exceeded. Administrative rescheduling fees are charged to the payment method on file.

Ongoing Group Classes

Ongoing group classes cannot be rescheduled on an individual basis.
Students who miss a session should rely on the recording to review the material.

4.4 Technical Issues

Clients are responsible for reliable internet access and functioning technology.
Client-side technical issues are treated as missed sessions or lessons and are subject to the rescheduling rules above.
If a session, lesson, or group lesson cannot occur due to Tributaries EC technical issues, reasonable efforts will be made to reschedule at no additional cost.

4.5 Exceptions and Extenuating Circumstances

Tributaries EC may, at its discretion, make exceptions to rescheduling or refund rules for documented emergencies or extenuating circumstances.
Exceptions are not guaranteed and do not establish precedent.

4.6 Service Interruptions and Program Changes

Tributaries EC reserves the right to modify schedules, instructors, or delivery methods as needed.
Reasonable efforts will be made to reschedule services interrupted by Tributaries EC.

5. Non-Payment

Failure to maintain current payment status may result in suspension or termination of services.
Outstanding balances remain the responsibility of the client.

6. Relationship to Other Policies

This policy summarizes and governs client-facing rules related to cancellations, rescheduling, missed sessions, and no-call no-show situations.

Internal enforcement procedures, including attendance tracking, waiting periods, documentation, and staff responsibilities, are governed by Tributaries Educational Consulting operational SOPs.

In the event of a conflict, the Membership Agreement controls.

7. Policy Acceptance

By enrolling in services or continuing participation, clients acknowledge that they have read, understood, and agree to this Refund and Cancellation Policy.