Utah STEM and Arts Academy LLC Policies
Definitions
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"The Academy"
Refers to Utah STEM & Arts Academy LLC, including all its officers, employees, agents, and representatives. -
"Direct Payment"
Refers to payments made directly by parents or legal guardians to the Academy for tuition or fees, without the use of third-party reimbursement or financial assistance programs. -
"Invoice"
Refers to an itemized statement issued by the Academy to parents or legal guardians, or applicable third-party payors, detailing tuition or fees owed for services rendered. -
"Parents or Legal Guardians"
Refers to individuals with legal authority and responsibility for the care and decision-making of a student enrolled at the Academy. -
"UEFA"
Refers to the Utah Education Fits All program, a financial assistance program available to qualifying families for tuition reimbursement. -
"Harmony"
Refers to Harmony Educational Services, a third-party organization that provides funding for educational expenses for eligible families. -
"OpenEd" (also known as "My Tech High")
Refers to OpenEd, a direct reimbursement program allowing parents or legal guardians to pay tuition and fees upfront and subsequently seek reimbursement for qualifying expenses. -
"Children First Education Fund"
Refers to a scholarship program designed to provide financial assistance to qualifying families for educational purposes. -
"Class Wallet"
Refers to the financial processing system provided by the Utah Education Fits All program for managing and processing tuition and fee payments. -
"30 Days"
Refers to a period of 30 calendar days, including weekends and holidays, unless otherwise explicitly stated in this document.
1. General Liability Waiver
All parents/guardians and adult learners must sign a general liability waiver before their first day of class. This waiver releases the academy from responsibility for injuries or accidents that may occur on the premises during classes or events, except in cases of gross negligence.
2. Health and Safety Policy
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Medical Emergencies: Parents/guardians must provide emergency contact information and disclose any medical conditions or allergies. In severe cases, emergency services will be contacted immediately.
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Sick Policy: Students or staff showing symptoms of illness (fever, vomiting, contagious diseases) are not allowed to attend until they are symptom-free for 24 hours.
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Safety Measures: Emergency evacuation plans and regular fire drills. Equipment is inspected regularly for hazards.
3. Behavioral Policy
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Clear behavior expectations are communicated to students and parents. Bullying, violence, or any disruptive behavior will result in warnings, parental notification, and potential removal from the academy without a refund.
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A zero-tolerance policy for weapons or dangerous objects on the premises is strictly enforced.
4. Enrollment and Tuition Policy
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Registration Fees: We do not charge a registration fee. However, once your child is registered for classes, it is your responsibility to notify the academy staff via email or text if there are any changes to your schedule.
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If a student does not attend their scheduled classes and no prior notice is given, the academy will issue an invoice for the first month of classes. This invoice must be paid within 30 days of the first day of classes.
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If a student does not attend their scheduled classes and no prior notice is given, they will be withdrawn from their classes at the end of the month of initial enrollment and invoice start date.
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Tuition Payments: Tuition must be paid in advance according to the academy's billing cycle (e.g., monthly, semester, yearly). Late payments incur a late fee.
5. Tuition Payments Policy
Tuition must be paid in advance according to the academy's billing cycle (e.g., monthly, semester, yearly). Payments are required to be made on time to ensure your student’s continued enrollment. Late payments will incur a late fee of 10% of the total monthly invoice.
6. Payment Types and Specific Terms
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Utah Education Fits All (UEFA):
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All invoices for UEFA participants must be uploaded into Class Wallet within 30 days of the first day of the student's classes.
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The Academy acknowledges that processing times may vary. Therefore, we only require an "in progress" status in Class Wallet as proof of submission.
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A 3% Class Wallet processing fee will be added to all invoices for Utah Education Fits All classes.
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If invoices are not uploaded into Class Wallet within 30 days after being sent, the Academy reserves the right to invoice parents directly, requiring payment via direct payment.
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Parents paying via direct payment for UEFA classes retain the right to seek reimbursement through Class Wallet after payment is made.
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Harmony Third-Party Reimbursements:
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Harmony reimbursements must be received by the Academy within 60 days of the first day of the student's classes.
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If the reimbursement is not received within this time frame, the Academy reserves the right to issue invoices directly to parents, who will be responsible for paying both any past-due amounts and future tuition via direct payment.
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OpenEd Program:
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OpenEd participants will be invoiced directly, and parents are responsible for making payments. OpenEd is a direct reimbursement program, meaning parents must pay tuition via direct payment first and then request reimbursement directly from OpenEd.
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Direct Payment:
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Families paying via direct payment have the following options:
Auto Payment:
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The Academy will process tuition payments automatically each month.
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Families are required to set up their payment details through the family portal, which will be provided upon registration.
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The Academy guarantees that no charges beyond the agreed-upon tuition amount will be made. Parents will receive a paid invoice monthly for their records.
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Send Invoice:
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Parents will receive an invoice via email for each billing cycle. Payment is due within 7 days of the invoice being sent.
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Any unpaid invoices will be considered past due, and a late payment fee of 10% of the total monthly invoice will be applied to balances not paid by the due date.
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7. Refund and Attendance Policy
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Refunds Due to Academy or Teacher Absences:
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Refunds will not be issued in the event of Academy closure due to extreme weather conditions. In such cases, classes will transition to an online forum to ensure continuity of instruction.
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If a teacher is unavailable due to illness, the Academy will provide a qualified substitute teacher. Refunds will not be issued for these substitutions.
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Refunds for Student Absences:
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Refunds will not be issued if a student is unable to attend classes due to illness or other non-illness-related absences.
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Parents and students are encouraged to contact their teacher to request an online version of the missed lessons to stay on track.
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Refunds for Withdrawals:
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A full refund will be issued if a written request for withdrawal is received by the Academy at least 30 days prior to the start date of the class.
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Withdrawal requests received within 30 days of the class start date will not be eligible for a refund.
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Scholarships: Scholarships or discounts, if offered, must have clear terms and conditions including but not limited to Children First Education Fund.
8. Class Cancellations
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The academy reserves the right to cancel or reschedule classes due to low enrollment or unforeseen circumstances. In such cases, affected participants will receive a refund or credit.
9. Media Release Policy
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A media release form must be signed to grant or deny permission for the Academy to use photos/videos of students in promotional materials. Without consent, no student’s likeness will be used publicly.
10. Code of Conduct for Staff and Volunteers
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All staff and volunteers must undergo background checks and sign a code of conduct agreeing to uphold professional behavior and protect the welfare of students.
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Staff must adhere to a no-contact policy, meaning any physical assistance with students must be appropriate, necessary, and explained clearly.
11. Equipment and Materials Usage
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Students must handle Academy equipment and materials with care. Parents/guardians are financially responsible for damages caused by misuse or negligence.
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Personal devices (e.g., laptops, tablets) brought by students must adhere to Academy guidelines, including cybersecurity protocols.
12. Drop-Off and Pick-Up Policy
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Parents/guardians are responsible for timely drop-off and pick-up. Note: We have adults in the building from 10:00 AM - 7:00 PM. We do not provide direct child care supervision for students.
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Only authorized individuals listed on the student’s registration form may pick them up. Identification may be required.
13. Emergency Closure Policy
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In the event of severe weather, natural disasters, or other emergencies including but not limited to a zombie apocalypse, alien invasions and/or world wide power outages, the academy will follow local school district closures. In such cases, an online learning protocol will be put into place immediately.
14. Privacy and Data Protection Policy
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The Academy collects personal information only for registration and communication purposes. Data will not be shared or sold to third parties.
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Digital platforms used for online classes must comply with privacy standards to protect student information.
15. Intellectual Property Policy
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Any projects, curricula, or materials created by the Academy remain the intellectual property of the Academy and cannot be reproduced or shared without permission.
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Students retain ownership of their personal projects unless stated otherwise in the course terms.
16. COVID-19 or Health-Specific Policy (if applicable)
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Masks and Sanitization: Mask mandates and sanitization protocols are implemented based on public health guidelines.
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Quarantine Policy: Students exposed to or testing positive for contagious diseases must follow CDC or local health department guidelines before returning.
17. Complaint and Dispute Resolution Policy
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Parents and students are encouraged to address concerns directly with Academy staff. If unresolved, a formal written complaint can be submitted for administrative review.
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Mediation is required before pursuing legal action.
18. Facility Use and Third-Party Events
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Rentals of Academy space for third-party events must include a signed agreement with proof of insurance and adherence to academy safety policies.
19. Inclusion and Anti-Discrimination Policy
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The academy is an inclusive space. Discrimination or harassment based on race, religion, gender, sexual orientation, or disability is strictly prohibited.
20. Program-Specific Policies
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Field Trips: Signed consent forms are required for all off-site activities. Parents are responsible for transportation unless otherwise specified.
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Student Online Gaming Permission and Liability Release Form: This is required for students to participate in supervised online gaming activities with Academy teachers as part of an educational or extracurricular program offered by the Academy.
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High-Risk Activities: Classes involving tools, robotics, or other potentially hazardous equipment require an additional waiver acknowledging the risks.