RAAC Academy
Enrollment, Safety, Participation & Refund Policies

Effective Date: July 26, 2026

Applies to classes, signature programs, camps, workshops, events, field trips, online instruction, and other services offered by RAAC Academy.

1. Agreement, Scope, and Acceptance

These Enrollment, Safety, Participation & Refund Policies (the “Policies”) form part of the agreement between the enrolling parent or legal guardian (“Parent”), the participating student (“Student”), and Rachna’s Art & Academic Club, doing business as RAAC Academy (“RAAC”).

By registering, paying a deposit or tuition, submitting a charter-school purchase order, signing an enrollment form, attending a class or event, or allowing a Student to participate, the Parent confirms that the Parent has read, understands, and agrees to these Policies and has authority to enroll the Student.

Program-specific registration pages, written proposals, invoices, handbooks, releases, field-trip forms, medical forms, and posted rules are incorporated into these Policies. When a program-specific written term conflicts with a general term here, the more specific written term controls.

RAAC may reasonably update these Policies for future enrollments. Material changes will not retroactively reduce a refund or other right already earned under the version accepted at registration, unless required by law or necessary to address an immediate health or safety concern.

2. Nature of RAAC Programs

RAAC provides educational enrichment, project-based instruction, academic courses, camps, workshops, events, and related learning experiences. Unless RAAC expressly states otherwise in writing, RAAC is not a child-care center, medical provider, therapy provider, special-education school, transportation provider, or substitute for a Student’s primary school.

Parents are responsible for determining whether a program meets their educational, supervision, funding, accessibility, and scheduling needs. No particular academic result, competition outcome, publication result, award, grade, credential, admission, transfer credit, UC approval outcome, business result, or financial gain is guaranteed.

RAAC may use instructors, assistants, volunteers, vendors, guest speakers, contractors, partner organizations, rented facilities, online platforms, and third-party services when reasonably appropriate.

3. Enrollment Eligibility and Accurate Information

Parents must provide complete and accurate contact, emergency, medical, allergy, behavioral, accessibility, custody, authorized-pickup, and funding information before participation. Parents must promptly update RAAC when information changes.

RAAC may request a conversation, assessment, records, or additional forms before confirming enrollment. Enrollment is not final until RAAC confirms acceptance and required payment or funding documentation is received.

RAAC may decline or condition enrollment when RAAC reasonably concludes that the program cannot safely or appropriately meet a Student’s needs with available staffing, facilities, equipment, supervision, or accommodations. RAAC will not discriminate unlawfully.

4. Tuition, Deposits, Fees, and Payment

Tuition, deposits, supply fees, materials fees, field-trip charges, publication costs, competition expenses, technology fees, late fees, and other required charges will be disclosed before purchase or in a written program description. All mandatory charges should be included in the advertised total price except lawful taxes, shipping, or truly optional add-ons.

Unless RAAC confirms otherwise in writing, full payment is due before the first meeting. A seat may be released when payment, a signed agreement, or required funding authorization is not received by the stated deadline.

Deposits and registration fees are nonrefundable only when clearly identified as nonrefundable before payment and only to the extent permitted by law. Any nonrefundable amount may be applied to administrative work, reserved staffing, blocked capacity, planning, supplies, merchant fees, and other costs incurred in reliance on the enrollment.

Returned payments, chargebacks, or failed transactions may result in suspension of participation and collection of the unpaid balance plus lawful processing costs. A good-faith billing dispute must first be submitted to RAAC in writing so RAAC has a reasonable opportunity to investigate.

5. Charter School, Purchase Order, and Third-Party Funding

Parents remain responsible for understanding their charter school, employer, scholarship, grant, reimbursement, or other third-party funding rules. RAAC does not guarantee that a funding source will approve or pay any charge.

The Parent is responsible for all tuition and fees not paid by the funding source, including denied, reduced, expired, delayed, canceled, or reversed purchase orders. The Parent must promptly pay any uncovered balance after notice.

Charter-funded enrollment is subject to RAAC’s attendance, withdrawal, refund, and cancellation rules unless the charter’s written requirements legally control. Any refund owed to a funding source will be returned to that funding source rather than directly to the Parent.

6. General Withdrawal and Refund Policy

All withdrawal requests must be sent in writing to kidsfuture@raac360.com. The effective withdrawal date is the date RAAC receives the written request, not the last date attended.

Fourteen or more calendar days before the program begins: 100% of tuition paid will be refunded, less any clearly disclosed nonrefundable registration fee, custom-ordered item, personalized material, nonrecoverable third-party charge, or merchant processing fee to the extent permitted by law.

Seven to thirteen calendar days before the program begins: 75% of tuition paid will be refunded. The remaining 25% is retained to offset reserved capacity, staffing, planning, supplies, and administrative costs.

One to six calendar days before the program begins: 50% of tuition paid will be refunded. The remaining 50% is retained for the same reliance costs.

On or after the program start date: refunds are calculated under the program-specific rules below. Absence, late arrival, early departure, schedule conflicts, transportation issues, change of mind, or failure to use services does not create a refund right.

Approved refunds will normally be issued to the original payment method or funding source within 15 business days after approval. Processing times imposed by banks, card networks, charter schools, or payment platforms are outside RAAC’s control.

7. Multiweek Classes and Signature Programs

Withdrawal after the first meeting but before the second scheduled meeting: 50% of tuition paid will be refunded, less nonrecoverable or personalized costs.

Withdrawal on or after the second scheduled meeting: no refund or credit is owed, except when required by law or expressly approved by RAAC in writing due to extraordinary circumstances.

Missing one or more meetings does not reduce tuition. RAAC may, but is not required to, offer a recording, alternate assignment, limited make-up opportunity, or transfer when practical.

Programs involving competitions, publication, custom products, kits, outside registrations, specialized materials, or team commitments may have stricter written deadlines because costs and team reliance arise early.

8. Camps, Intensives, and Short Programs

Because camps and intensives require advance staffing, supplies, capacity planning, and minimum enrollment, the following policy applies unless a program page states stricter terms:

Fourteen or more calendar days before the first camp day: refund under Section 6.

Seven to thirteen calendar days before the first camp day: 75% refund.

One to six calendar days before the first camp day: 50% refund.

After 12:01 a.m. on the first camp day, including a last-minute cancellation, no-show, voluntary early withdrawal, or decision not to attend a remaining week: no refund, credit, or prorated adjustment.

For a multiweek camp package, each reserved week is treated as part of one package. Once the package begins, unused future weeks are nonrefundable unless RAAC cancels them. RAAC may voluntarily permit a transfer to another eligible Student if requested before the affected week begins, space and safety requirements permit, and any administrative difference is paid.

Illness does not automatically create a refund. RAAC may consider a documented serious medical emergency for a partial credit, but any credit is discretionary, noncash, nontransferable, and may exclude supplies, staffing, processing, and third-party costs.

9. Workshops, Events, Field Trips, and One-Day Activities

Fees for one-day workshops, special events, field trips, maker activities, parties, and limited-capacity experiences are nonrefundable within seven calendar days of the event unless RAAC cancels.

Tickets or registrations may be transferable to another eligible participant with advance written approval. The substitute participant must complete all required forms before participating.

Third-party admission, travel, lodging, meal, shipping, competition, publication, or vendor charges are nonrefundable once committed unless the third party provides a refund to RAAC.

10. Transfers and Credits

Transfers are not guaranteed. RAAC may approve one transfer when requested before the original program begins, the new program has space, the Student is eligible, and the transfer does not disrupt staffing or team commitments.

Any approved credit expires twelve months after issuance unless RAAC states a shorter lawful period in writing. Credits have no cash value, are not refundable, and may be limited to the same Student or household.

If the replacement program costs more, the Parent must pay the difference. If it costs less, the remaining balance will be handled according to the written transfer approval.

11. RAAC Cancellation, Schedule Changes, and Minimum Enrollment

RAAC may cancel, combine, relocate, reschedule, substitute an instructor, modify activities, shorten a session, or move instruction online when reasonably necessary due to low enrollment, instructor illness, facility issues, safety, weather, public-health guidance, equipment failure, transportation disruption, emergencies, or circumstances outside RAAC’s reasonable control.

If RAAC cancels an entire program before it begins, RAAC will provide a full refund of amounts paid directly to RAAC for that program, excluding nonrefundable third-party charges already disclosed and delivered.

If RAAC cancels one or more meetings after a program begins, RAAC may provide a make-up meeting, substitute activity, online session, reasonable credit, or prorated refund for the canceled instructional portion. RAAC is not responsible for consequential expenses such as transportation, missed work, lodging, child care, or purchases made by a family.

Minimum-enrollment decisions may be made close to the start date. Families should avoid nonrefundable travel or related commitments unless they accept that risk.

12. Attendance, Punctuality, Drop-Off, and Pickup

Students must arrive on time, prepared, and appropriately dressed for the activity. Parents must follow posted arrival, parking, check-in, and dismissal procedures.

A minor Student may be released only to an authorized adult unless RAAC has written permission for self-release. RAAC may request identification. Custody restrictions must be supported by current legal documentation provided to RAAC.

Parents must pick up promptly. RAAC may charge a clearly disclosed late-pickup fee when staff must remain beyond the scheduled dismissal. Repeated late pickup may result in termination of enrollment.

RAAC is not responsible for a Student before official check-in or after release to an authorized person.

13. Student Conduct, Safety, and Discipline

Students must follow instructor directions; use respectful language; protect people, animals, property, equipment, and materials; remain within designated areas; and refrain from harassment, bullying, threats, fighting, theft, vandalism, unsafe conduct, weapons, alcohol, nicotine, cannabis, illegal drugs, or misuse of technology.

RAAC may use reasonable progressive interventions, including redirection, parent contact, separation from an activity, behavior plan, early pickup, suspension, or dismissal. Serious or unsafe conduct may result in immediate removal without prior warning.

A Parent must remain reachable during in-person programs. When RAAC requests early pickup for illness, behavior, safety, or emergency reasons, the Parent or authorized adult must retrieve the Student promptly.

Dismissal for conduct, safety, repeated disruption, nonpayment, dishonesty, harassment, threats, damage, or failure to follow Policies does not entitle the family to a refund.

14. Parent and Visitor Conduct

Parents and visitors must communicate respectfully with students, staff, contractors, families, landlords, and partner organizations. Harassment, threats, intimidation, abusive language, disruption, unauthorized recording, unsafe conduct, or interference with instruction is prohibited.

Concerns should be raised privately and through RAAC’s designated communication channels rather than during instruction or in front of students.

RAAC may restrict access, require a different authorized pickup person, end participation, or contact law enforcement when reasonably necessary to protect safety and operations.

15. Health, Illness, Communicable Disease, and Exclusion

Parents must not send a Student who has a fever, vomiting, diarrhea, a potentially contagious condition, uncontrolled coughing, significant lethargy, unexplained rash, or any condition that prevents safe participation. RAAC may use reasonable health-screening or exclusion standards based on current public-health guidance and program needs.

If a Student becomes ill or injured, RAAC may separate the Student, contact the Parent, request prompt pickup, call emergency services, and take reasonable first-aid measures within staff training.

RAAC may require medical clearance before return when reasonably necessary for safety. Missed time due to illness is subject to the refund and attendance rules above.

Parents must disclose relevant allergies, medical conditions, mobility limitations, seizure plans, asthma, diabetes, behavioral safety risks, and other information needed for safe participation. Failure to disclose material information may result in suspension or dismissal.

16. Medication and Medical Support

RAAC staff do not diagnose conditions and are not required to administer medication unless RAAC separately agrees in writing and applicable law, insurance, training, storage, labeling, and authorization requirements are satisfied.

Students may carry and self-administer emergency medication only when legally permitted, developmentally appropriate, disclosed in advance, and supported by written parent and medical authorization when requested.

Medication must be in its original labeled container and must not be placed in a backpack without RAAC’s knowledge. Parents are responsible for expiration dates, dosing instructions, replacement, and retrieval.

17. Emergency Authorization

When a Parent cannot be reached, the Parent authorizes RAAC to obtain reasonable emergency evaluation, first aid, ambulance transport, and medical treatment for the Student when RAAC believes delay could threaten health or safety.

The Parent is responsible for all resulting medical, transportation, and related costs. This authorization does not require RAAC staff to provide treatment beyond their training or to transport a Student in a personal vehicle.

18. Allergies, Food, and Personal Items

RAAC cannot guarantee an allergen-free environment. Food, shared equipment, art materials, plants, animals, latex, adhesives, fragrances, or other potential allergens may be present.

Parents must provide written allergy information, emergency plans, and required medication. Students must not share food unless an instructor expressly permits it.

RAAC is not responsible for lost, stolen, damaged, or misplaced personal items. Valuable or unnecessary items should remain at home.

19. Hands-On Activities and Assumption of Ordinary Risks

RAAC programs may involve ordinary risks associated with art, cooking, sewing, crafts, resin, adhesives, paint, tools, electronics, robotics, 3D printing, laser or fabrication demonstrations, science experiments, dissections, outdoor activities, physical games, field trips, food, small parts, sharp objects, heat, chemicals used as directed, and other hands-on learning.

The Parent understands that even with reasonable supervision and precautions, minor injuries and other harm may occur, including cuts, burns, allergic reactions, falls, strains, splinters, eye irritation, property damage, and exposure to contagious illness.

The Parent voluntarily permits participation in activities described for the enrolled program, subject to the right to disclose restrictions in writing before participation. RAAC may exclude a Student from an activity when required forms, protective equipment, maturity, or safety prerequisites are not satisfied.

20. Release and Limitation of Liability

To the fullest extent permitted by California law, the Parent, on behalf of the Parent and Student, releases RAAC and its owners, directors, employees, instructors, volunteers, contractors, landlords, partners, and agents from claims arising from the ordinary inherent risks of voluntary participation or the ordinary negligence of released parties.

This release does not apply to gross negligence, reckless or willful misconduct, fraud, unlawful acts, or rights that cannot legally be waived.

To the fullest extent permitted by law, RAAC will not be liable for indirect, incidental, special, exemplary, punitive, or consequential damages, including lost income, travel costs, substitute care, lost opportunities, or loss of data. Any monetary liability that may legally be limited will not exceed the amount paid directly to RAAC for the specific program giving rise to the claim.

Because enforceability of releases involving minors and particular activities can be fact-specific, RAAC should use a separately signed, California-attorney-reviewed participation and medical release in addition to this website policy.

21. Property Damage and Financial Responsibility

The Parent is financially responsible for intentional, reckless, or prohibited damage caused by the Student to facilities, furnishings, technology, tools, equipment, materials, vehicles, or another person’s property.

RAAC may charge the reasonable repair, replacement, cleanup, or third-party cost after providing an explanation and supporting information. Ordinary wear and accidental damage not caused by misuse will not be charged.

22. Field Trips, Off-Site Activities, and Transportation

Field trips and off-site activities may require a separate permission form, fee, medical information, conduct agreement, and liability release.

Unless RAAC expressly agrees in writing to provide transportation, Parents are responsible for transportation to and from the activity. Carpooling arranged by families is private and is not operated, supervised, insured, or endorsed by RAAC.

When RAAC arranges transportation through a third party, separate carrier terms and safety requirements may apply.

23. Online Learning, Technology, and Recording

Parents are responsible for a suitable device, internet connection, software, camera, microphone, workspace, and adult supervision appropriate to the Student’s age during online instruction.

Students must not share meeting links, passwords, class recordings, private messages, student work, or personal information. Unauthorized screenshots, recordings, distribution, or disruptive access is prohibited.

RAAC may record an online session only when disclosed and permitted by applicable consent requirements. If a Parent does not consent to an optional recording, the Parent must notify RAAC before the session so RAAC can determine whether an alternative is practical.

RAAC is not responsible for outages, platform failures, cybersecurity incidents outside RAAC’s reasonable control, incompatible devices, or a family’s inability to access technology.

24. Artificial Intelligence and Acceptable Use

RAAC may teach or permit age-appropriate use of artificial-intelligence tools. Students must follow instructor rules, protect personal information, verify outputs, cite assistance when required, and avoid submitting AI-generated work as wholly original when that would be misleading.

Students may not use technology to create harmful, sexual, discriminatory, threatening, deceptive, infringing, or privacy-invasive content; impersonate others; bypass safeguards; or access another person’s account.

Third-party AI and technology tools may collect data under their own terms. RAAC will seek parent authorization when required for a Student account or service.

25. Student Work, Intellectual Property, and Competition Materials

Students retain ownership of their original work, subject to licenses granted in these Policies and any separate publishing, competition, platform, or team agreement.

The Parent grants RAAC a nonexclusive, worldwide, royalty-free license to display, reproduce, adapt for formatting, and share Student work for instruction, portfolios, exhibitions, competitions, accreditation, documentation, and promotion, unless the Parent opts out in writing before the work is used publicly.

RAAC retains ownership of its curriculum, lesson plans, worksheets, templates, branding, videos, processes, and instructional materials. Families may use materials for the enrolled Student’s personal educational use only and may not resell, publish, copy for others, upload, or create competing courses from them.

Team projects may include shared contributions. RAAC cannot guarantee individual ownership, publication, prizes, licensing, or control over a team submission once it is submitted under third-party competition rules.

26. Photography, Video, Testimonials, and Media Choice

RAAC may photograph or record programs for safety documentation, internal training, family updates, student portfolios, and promotional use only with the level of consent selected by the Parent on RAAC’s enrollment or media form.

Parents should be offered clear choices, such as: (a) internal/classroom use only; (b) public use without the Student’s full name; or (c) no identifiable public use.

A Parent may revoke future promotional consent in writing. Revocation does not require RAAC to recall materials already printed, published, submitted, or lawfully distributed before RAAC received the revocation.

Testimonials may be edited for length or clarity without changing their meaning. RAAC will not knowingly disclose sensitive health or education information in promotional materials without specific permission.

27. Privacy and Student Information

RAAC collects information reasonably needed for enrollment, payment, safety, communication, instruction, funding, legal compliance, and program improvement.

RAAC may share necessary information with staff, instructors, contractors, emergency providers, charter schools, payment processors, technology vendors, competition organizers, publishers, insurers, attorneys, regulators, and others with a legitimate operational or legal need.

RAAC will use reasonable safeguards but cannot guarantee absolute security. Parents should not send highly sensitive information through ordinary email unless requested and appropriate.

Website analytics, cookies, forms, newsletter tools, e-commerce tools, and embedded services may be governed by a separate Privacy Policy. RAAC should publish a standalone website Privacy Policy and, if applicable, a California consumer privacy notice.

28. Mandated Reporting and Safety Disclosures

RAAC personnel who are mandated reporters must report suspected child abuse or neglect as required by law. RAAC cannot promise confidentiality when a report, emergency disclosure, or safety communication is legally required.

RAAC may contact law enforcement, child-protection authorities, emergency services, a funding school, or another appropriate authority when reasonably required for safety or law.

29. Accessibility and Individual Support

RAAC welcomes requests for reasonable modifications. Parents should submit requests sufficiently in advance and provide information needed to evaluate safety, staffing, program integrity, and available alternatives.

RAAC does not guarantee that every requested modification can be provided. RAAC may discuss effective alternatives and may require a Parent-provided aide or other support when lawful, appropriate, and agreed in writing.

RAAC does not provide medical, behavioral therapy, one-to-one care, or special-education services unless expressly agreed in writing.

30. Severe Weather, Disaster, Public Health, and Force Majeure

RAAC is not responsible for delay, modification, or inability to perform caused by events beyond its reasonable control, including wildfire, smoke, earthquake, flood, storm, extreme heat, utility or internet failure, government order, public-health emergency, epidemic, labor disruption, facility closure, civil disturbance, terrorism, transportation failure, or supplier interruption.

RAAC may relocate, reschedule, substitute online instruction, modify activities, pause services, provide a credit, or cancel. Refunds, if any, will be determined under Section 11 after accounting for services delivered and nonrecoverable commitments, subject to applicable law.

31. Termination of Enrollment

RAAC may suspend or terminate enrollment for nonpayment, repeated absence, unsafe conduct, harassment, threats, dishonesty, property damage, failure to disclose material safety information, refusal to follow policies, or conduct that materially disrupts the program or harms the RAAC community.

Except in urgent or serious cases, RAAC will attempt to communicate the concern and offer a reasonable opportunity to correct it. No refund is owed when termination results from a material violation by the Student or Parent.

32. Complaints and Dispute Resolution

Parents should first submit concerns in writing to the Director at kidsfuture@raac360.com and allow ten business days for a response. The parties agree to attempt good-faith informal resolution before filing a lawsuit, except for emergencies, small-claims matters, collection, protective orders, or claims that cannot lawfully be delayed.

These Policies are governed by California law. Unless another venue is legally required, any court proceeding shall be filed in a court of competent jurisdiction in Santa Clara County, California.

RAAC has intentionally not included a mandatory arbitration or class-action waiver in this draft. Such provisions should be added only after individualized advice from California counsel.

33. Miscellaneous Legal Terms

If any provision is found unenforceable, it will be narrowed or removed only to the minimum extent necessary, and the remaining provisions will continue in effect.

RAAC’s delay or failure to enforce a provision is not a waiver. A waiver must be in writing and applies only to the specific instance stated.

These Policies, together with incorporated enrollment materials, are the entire agreement on the subjects addressed and replace prior oral statements. Changes for a particular family must be in writing and approved by the Director.

Electronic signatures, online checkboxes, email acceptance, and electronic records may be used to the extent permitted by law.

34. Contact Information

RAAC Academy

San Jose, California

Phone: (501) 944-0780

Email: kidsfuture@raac360.com

Website: www.raac360.com

Parent/Guardian Acknowledgment

This acknowledgment is recommended as a separate signed or electronically accepted enrollment form. It should not replace program-specific emergency, medical, field-trip, media, or liability forms.

☐ I certify that I am the Student’s parent or legal guardian, or that I otherwise have legal authority to enroll the Student.

☐ I have read and agree to the RAAC Academy Enrollment, Safety, Participation & Refund Policies effective July 26, 2026.

☐ I understand the refund deadlines, including that camp and short-program fees become nonrefundable after the program begins and that unused future weeks in a multiweek camp package are generally nonrefundable.

☐ I have provided accurate emergency, medical, allergy, custody, authorized-pickup, and support information and will update RAAC promptly.

☐ I authorize reasonable emergency action as stated in the Policies.

☐ I understand that hands-on educational activities involve ordinary risks and that a separate liability and medical release may be required.

☐ I understand that RAAC does not guarantee academic, competition, publication, business, or financial outcomes.

Student Name: ______________________________________________

Parent/Guardian Name: ______________________________________

Parent/Guardian Signature: __________________________________

Date: _______________________   Program: ______________________

Internal Implementation Checklist for RAAC

• Have California counsel review the final policy and a separate minor participation/medical release.

• Confirm whether each in-person format is licensed, license-exempt, or otherwise regulated; document the basis before advertising supervision or care.

• Publish the refund policy at checkout and require affirmative acceptance before payment.

• Use separate forms for emergency contacts, health/allergy disclosures, medication, authorized pickup, custody restrictions, media consent, field trips, and online-platform consent.

• Ensure advertised prices include all mandatory fees, apart from permitted taxes or shipping.

• Align insurance coverage with camps, off-site activities, tools, transportation, volunteers, rented facilities, and online instruction.

• Train staff on mandated reporting, emergency response, incident documentation, pickup, medication boundaries, and privacy.

• Keep dated copies of every policy version and the acceptance record tied to each enrollment.

Drafting Notes and Public Sources

This draft was informed by RAAC’s prior posted terms and refund policy and by current California public guidance on disclosed refund policies, price transparency, child-care licensing, and the limits of contractual releases. It is intentionally written to avoid promising that every clause will be enforceable in every circumstance.

Public sources to review with counsel:

• California Department of Justice, Refund Policies.

• California Department of Justice, SB 478 – Hidden Fees / Honest Pricing Law.

• California Department of Social Services, Child Care Licensing – Do I Need a License? and applicable Title 22 regulations.

• California Civil Code sections 1668 and 1714, and applicable California case law concerning releases and minors.