Refund, Cancellation and Course Transfer Policy

Medcity International Academy

Last updated: June 2026

1. Purpose of this Policy

At Medcity International Academy, we aim to provide students with clear, reliable and professionally delivered educational services. This Refund, Cancellation and Course Transfer Policy is designed to ensure transparency, fairness and consistency in handling student cancellation, refund and course-transfer requests.

Students, parents, guardians and applicants are requested to read this policy carefully before making any payment towards admission, registration, course enrolment, examination booking, study materials, online classes, offline classes, recorded courses or any other service offered by Medcity International Academy.

By completing registration, making payment, accessing course services, attending classes or using any service provided by Medcity International Academy, the student confirms that they have read, understood and accepted the terms of this policy.

2. Scope of this Policy

This policy applies to all services offered by Medcity International Academy, including but not limited to:

1. Offline classroom courses.
2. Online live courses.
3. Hybrid courses.
4. Recorded video courses.
5. IELTS, OET, PTE, German and other language-training programmes.
6. Certificate courses and professional-development courses.
7. Mock tests, test series and practice programmes.
8. Study materials, books, worksheets and digital resources.
9. Exam booking assistance.
10. Application, documentation, counselling, immigration-related guidance and support services, wherever applicable.
11. Webinars, workshops, bridge courses, crash courses and short-term training programmes.
12. Any other academic, training or support service provided by Medcity International Academy.

Separate rules may apply where a course or service is governed by a third-party examination body, embassy, university, payment gateway, technology platform or external service provider.

3. General Policy Statement

Medcity International Academy invests resources in student counselling, admission processing, batch allocation, trainer allocation, learning material preparation, digital access, administrative support and academic planning immediately after a student completes enrolment.

Therefore, cancellation and refund requests will not be treated as automatic. Each request will be reviewed based on the nature of the course, date of payment, batch commencement status, services already provided, materials issued, digital access granted and any third-party payments already made.

Medcity International Academy reserves the right to offer any of the following remedies, depending on the situation:

1. Course transfer.
2. Batch transfer.
3. Branch transfer.
4. Online-to-offline or offline-to-online mode change.
5. Course extension.
6. Credit adjustment against another eligible course.
7. Partial refund.
8. Full refund only in clearly eligible cases.
9. Rejection of refund where services have already been substantially provided or where the request is not valid under this policy.

4. Official Mode of Cancellation Request

All cancellation, refund or course-transfer requests must be submitted in writing through the official communication channel prescribed by Medcity International Academy.

A valid request must include:

1. Full name of the student.
2. Registered mobile number.
3. Course name.
4. Branch or mode of study, online/offline/hybrid.
5. Date of admission or payment.
6. Fee receipt or payment proof.
7. Reason for cancellation or refund request.
8. Supporting documents, wherever applicable.
9. Bank details for refund, if approved.
10. Front page of passbook and cancelled cheque.

Verbal requests, informal WhatsApp messages, social media messages or phone conversations alone will not be considered official cancellation or refund requests unless specifically acknowledged in writing by Medcity International Academy.

The date on which Medcity International Academy receives the complete written request with required documents will be treated as the official request date for refund calculation.

5. Cancellation Before Course Commencement

A student may request cancellation before the commencement of the batch or before access to the course/service is provided.

Refund eligibility in such cases will depend on:

1. Whether the batch has already been allotted.
2. Whether trainer allocation has been completed.
3. Whether study materials have been issued.
4. Whether digital access has been activated.
5. Whether examination/application/third-party payments have been initiated.
6. Whether administrative or admission processing work has already been completed.

If the request is approved, Medcity International Academy may deduct applicable non-refundable charges before processing the refund.

6. Cancellation After Course Commencement

Once the course has commenced, cancellation requests will be reviewed more strictly.

A course will be considered as commenced if any one or more of the following has taken place:

1. The student has attended at least one class.
2. The student has been allotted to a batch.
3. Login credentials or digital access have been issued.
4. Recorded classes or online learning resources have been accessed.
5. Study materials have been issued, collected, couriered or downloaded.
6. A trainer has been assigned.
7. Mock tests, practice tests or test series have been activated.
8. Academic counselling or module-specific guidance has been provided.
9. Exam booking, application processing or documentation support has started.
10. Any third-party payment has been made on behalf of the student.

After course commencement, refund requests will generally not be approved unless there is a genuine exceptional reason or a clear service failure from Medcity International Academy’s side.

7. Refund Eligibility

Refunds may be considered in the following cases, subject to verification and approval:

8. Non-Refundable Components

The following components are non-refundable unless otherwise decided by Medcity International Academy in exceptional cases:

1. Registration fee.
2. Admission fee.
3. Administrative or processing fee.
4. GST, taxes or statutory charges, where applicable.
5. Payment gateway charges or bank transaction charges.
6. Counselling or documentation charges.
7. Study material cost.
8. Book cost.
9. Printing, courier or delivery charges.
10. Digital platform or app access charges.
11. Recorded video access charges.
12. Mock test or test-series charges once activated.
13. Short-term course, crash-course or workshop fee once commenced.
14. Examination booking fee paid to third parties.
15. Application fee paid to third parties.
16. Any fee already paid to an external agency, examination body, university, embassy, partner institution or service provider.
17. Charges for services already delivered.

9. No Refund Cases

Refunds will not be provided in the following cases:

1. The student discontinues the course without submitting a written request.
2. The student stops attending classes due to personal reasons after course commencement.
3. The student fails to attend classes regularly.
4. The student is dissatisfied due to personal learning preferences after attending classes.
5. The student has accessed recorded videos, digital content, test series or online resources.
6. Study materials have been issued, collected, couriered or downloaded.
7. The student changes their mind after admission.
8. The student is unable to continue due to personal schedule conflicts after batch allotment.
9. The student fails to achieve the expected score or result, unless Medcity International Academy has given a specific written guarantee.
10. The student violates academy rules, discipline guidelines or code of conduct.
11. The student is removed from the course due to misconduct, misbehaviour, malpractice, abusive communication or policy violation.
12. The student requests refund after completion of the course duration.
13. The student delays submission of required documents or fails to cooperate with the academic or administrative process.
14. The student claims refund based on verbal promises that are not supported by official written communication from Medcity International Academy.

10. Course Transfer, Batch Transfer and Mode Change

Medcity International Academy may, wherever practical, offer course transfer or batch transfer as an alternative to refund.

The following transfer options may be considered:

1. Transfer to another batch.
2. Transfer to another branch.
3. Transfer from offline mode to online mode.
4. Transfer from online mode to offline mode.
5. Transfer from one course module to another eligible module.
6. Transfer from IELTS Academic to IELTS General Training or vice versa, where applicable.
7. Course extension for a defined period.
8. Temporary hold and rejoining in a future batch.
9. Credit adjustment against another eligible course.

Approval of transfer requests will depend on seat availability, course structure, fee difference, trainer availability, academic feasibility and administrative approval.

Any fee difference, transfer charge, material cost or administrative charge must be paid by the student before the transfer is confirmed.

Course transfer cannot be claimed as a matter of right after substantial completion of the original course.

11. Cancellation or Rescheduling by Medcity International Academy

Medcity International Academy reserves the right to cancel, postpone, reschedule, merge or modify a batch due to unavoidable circumstances, including but not limited to:

1. Insufficient enrolment.
2. Trainer unavailability.
3. Technical issues.
4. Administrative reasons.
5. Public holidays or government restrictions.
6. Natural calamities.
7. Operational requirements.
8. Any situation beyond reasonable control.

In such cases, Medcity International Academy may offer:

1. Alternative batch.
2. Alternative trainer.
3. Online/offline mode change.
4. Course extension.
5. Credit adjustment.
6. Refund, if no suitable alternative can be provided.

A refund will not be automatic if a reasonable alternative batch, mode or course continuation option is provided.

12. Third-Party Examination, Application and External Service Fees

For services connected with external bodies such as IELTS, OET, PTE, German language examinations, embassy-related services, university applications, visa-related processes or any other third-party service, Medcity International Academy acts only as a facilitator, wherever applicable.

The following rules apply:

1. Third-party fees are governed by the refund and cancellation rules of the respective third-party organisation.
2. Once the amount is paid to a third party, Medcity International Academy cannot guarantee refund.
3. Exam slot availability, exam dates, result outcomes, visa outcomes, application approval or external processing timelines are not controlled by Medcity International Academy.
4. Medcity International Academy will not be liable for rejection, delay, rescheduling or non-availability caused by third-party bodies.
5. Service charges collected by Medcity International Academy for assistance already provided are non-refundable.
6. Any refund received from a third party, if applicable, will be transferred to the student after deduction of applicable charges, if any.

13. Study Materials, Books and Digital Resources

Study materials, books, printed resources, worksheets, mock-test access, digital content, recorded classes, mobile app access and online platform access are considered academic resources.

Once issued, activated, dispatched, downloaded, accessed or used, these components are non-refundable.

If a student cancels admission after receiving study materials or digital access, the applicable cost of such materials/resources will be deducted from any approved refund.

Materials must not be copied, shared, reproduced, sold, circulated or distributed without written permission from Medcity International Academy.

14. Refund Calculation

Refund calculation will be based on the following factors:

1. Date of payment.
2. Date of official written cancellation request.
3. Course commencement date.
4. Number of classes attended.
5. Number of classes made available.
6. Batch allocation status.
7. Trainer allocation status.
8. Study materials issued.
9. Digital access activated.
10. Mock tests or test series activated.
11. Services already delivered.
12. Third-party payments made.
13. Administrative and processing costs incurred.

Where a partial refund is approved, Medcity International Academy may deduct all applicable charges before releasing the balance amount.

The decision of Medcity International Academy management regarding refund calculation will be final, subject to applicable law.

15. Exceptional Refund Cases

Medcity International Academy may consider exceptional refund requests in genuine and serious cases, including:

1. Serious medical emergency of the student.
2. Death or serious medical emergency in the immediate family.
3. Duplicate payment.
4. Payment made due to clear technical error.
5. Course cancelled by Medcity International Academy without a suitable alternative.
6. Clear service failure from Medcity International Academy’s side.

The student must submit valid proof to support the claim. Medical reasons must be supported by a valid medical certificate from a registered medical practitioner or hospital.

Approval of exceptional refunds will be at the discretion of Medcity International Academy after verification of facts, documents and service status.

16. Documents Required for Refund Processing

If a refund request is accepted for review, the student must submit the following documents:

1. Written refund request.
2. Fee receipt or payment proof.
3. Student admission details.
4. Registered mobile number and email ID.
5. Valid reason for refund.
6. Supporting proof, where applicable.
7. Front page of passbook.
8. Cancelled cheque.
9. Account holder name.
10. Bank account number.
11. IFSC code.
12. Branch name.
13. ID proof, if requested.
14. Parent/guardian authorisation, where the payment was made by parent/guardian.

Refund processing will not begin until all required documents are submitted correctly.

Medcity International Academy will not be responsible for delay or failure of refund caused by incorrect bank details provided by the student, parent or guardian.

17. Refund Mode and Timeline

Approved refunds will be processed only through bank transfer, original payment mode or any other official mode approved by Medcity International Academy.

Cash refunds will not be encouraged and will be permitted only in exceptional cases approved by management.

Approved refunds will normally be processed within 15 to 30 working days from the date of final approval and receipt of complete documents.

The refund timeline may be extended in cases involving:

1. Incomplete documents.
2. Incorrect bank details.
3. Third-party refund dependency.
4. Payment gateway delay.
5. Bank holidays.
6. Verification requirements.
7. Management review.

Submission of a refund request does not guarantee approval of refund.

18. Absence, Non-Attendance and Discontinuation

Students are expected to attend classes regularly and follow the academic schedule.

Refund will not be provided merely because:

1. The student was absent.
2. The student did not use the service after enrolment.
3. The student did not attend classes after batch allotment.
4. The student failed to inform the branch or coordinator about discontinuation.
5. The student was unable to manage personal or professional commitments.
6. The student did not complete assignments, mock tests or practice work.
7. The student did not follow trainer instructions or academic guidance.

Non-attendance does not cancel admission automatically. A written cancellation request is mandatory.

19. Result, Score and Outcome Disclaimer

Medcity International Academy provides training, academic support, learning resources and guidance. However, final results depend on the student’s attendance, effort, practice, language level, examination performance, consistency and external examination standards.

No refund will be provided solely because:

1. The student did not achieve the desired score.
2. The student failed an examination.
3. The student was dissatisfied with their own performance.
4. The student did not follow the study plan.
5. The student did not complete practice tasks.
6. The examination body changed test pattern, result process or evaluation standards.

Any score guarantee, result assurance or special commitment will be valid only if provided in official written communication by authorised management of Medcity International Academy.

20. Misconduct and Policy Violation

Medcity International Academy reserves the right to suspend or terminate the admission of a student for misconduct or violation of academy rules.

Misconduct includes but is not limited to:

1. Abusive behaviour towards staff, trainers or students.
2. Threatening communication.
3. Harassment.
4. Sharing login credentials.
5. Unauthorised recording of classes.
6. Circulation of academy materials without permission.
7. Academic malpractice.
8. Damage to academy property.
9. Violation of classroom or online-class rules.
10. False claims or forged documents.
11. Defamatory or misleading public statements.
12. Any behaviour that disrupts academic or administrative functioning.

In such cases, the student will not be eligible for refund.

21. Fee Adjustment and Credit Note

In suitable cases, Medcity International Academy may issue a fee adjustment or credit note instead of refund.

Such credit may be used for:

1. Another course.
2. Future batch.
3. Course extension.
4. Family member enrolment, if approved.
5. Additional module or support service.

The validity period, transferability and conditions of the credit note will be decided by Medcity International Academy at the time of approval.

Credit notes cannot be converted into cash unless specifically approved in writing.

22. Refund Request Review Process

Refund requests will normally go through the following review process:

1. Submission of written request by student.
2. Verification by branch/online coordinator.
3. Academic status review.
4. Accounts verification.
5. Review of materials, digital access and third-party payments.
6. Management approval or rejection.
7. Communication of final decision to the student.
8. Collection of bank documents, if refund is approved.
9. Refund processing by accounts department.

Medcity International Academy may contact the student for additional clarification or documents during the review process.

23. Grievance Escalation

If a student is dissatisfied with the decision regarding cancellation, refund or course transfer, they may submit a written grievance through the official communication channel.

The grievance must include:

1. Student name.
2. Course details.
3. Branch/mode of study.
4. Payment details.
5. Original refund request.
6. Reason for disagreement.
7. Supporting documents.

The matter will be reviewed by the authorised management team. The final decision will be communicated after review.

Repeated complaints without new information, abusive communication or pressure tactics will not alter the refund decision.

24. Force Majeure

Medcity International Academy will not be liable for cancellation, delay, interruption or modification of services caused by circumstances beyond its reasonable control, including but not limited to:

1. Natural disasters.
2. Pandemic or epidemic situations.
3. Government restrictions.
4. Strikes or public disturbances.
5. Internet or technology failures.
6. Power failure.
7. Transport disruptions.
8. Examination-body changes.
9. Third-party service disruption.
10. Any unavoidable operational emergency.

In such cases, Medcity International Academy may provide alternative arrangements, rescheduling, online delivery, course extension or credit adjustment, depending on feasibility.

25. Policy Updates

Medcity International Academy reserves the right to modify, update or revise this Refund, Cancellation and Course Transfer Policy at any time.

The policy applicable on the date of payment/admission will generally apply to that student’s transaction, unless a change is required by law or regulatory direction.

Students are advised to review the latest version of this policy before making payment.

26. Important Notice

Students and parents are strongly advised not to make payment based on verbal information, assumptions or informal commitments. Only official written communication, published policy terms and authorised receipts will be considered valid.

Before enrolment, students must clarify all doubts regarding:

1. Course duration.
2. Course fee.
3. Batch timing.
4. Mode of class.
5. Trainer availability.
6. Study materials.
7. Exam booking support.
8. Refund eligibility.
9. Transfer options.
10. Any special commitments.

Payment once made will be governed strictly by this policy.

27. Contact for Cancellation and Refund Requests

For cancellation, refund or course-transfer requests, students must contact the authorised branch/online coordinator or the official support channel of Medcity International Academy.

The request must be submitted in writing along with all required documents.

Medcity International Academy will review the request and communicate the decision after internal verification.

End of Policy
Medcity International Academy
Refund, Cancellation and Course Transfer Policy