Course Cancellation & Rescheduling Policy

1. Scope of This Policy

This policy applies to scheduled learning activities provided by [INSERT LEGAL ENTITY / ACADEMY NAME], including live sessions, practical workshops, optional clinical training, mentoring appointments, institutional training and other time-specific activities.

Self-paced recorded learning that remains available within the learner's normal course access period is generally not considered a scheduled session unless expressly stated otherwise.

2. Changes to Course Schedules

The Academy may occasionally need to adjust dates, session times, delivery format, teaching sequence or venue because of faculty availability, operational requirements, institutional coordination, learner safety or other reasonable circumstances.

Where a material change affects a scheduled learner activity, the Academy should communicate the updated information through an appropriate channel such as email, learner dashboard, SMS/WhatsApp, or another verified contact method.

3. Learner-Requested Rescheduling

If a learner cannot attend a scheduled live or practical session, they should contact the Academy as early as possible.

Approval may depend on seat availability, faculty schedule, facility capacity, institutional permissions, learner eligibility and the nature of the session.

4. Missed Sessions & No-Shows

A learner who misses a scheduled session without the required notice may be recorded as a no-show. The Academy's final no-show rule should specify whether the session can be rebooked, whether an additional fee applies, and whether the missed activity affects course completion.

Final no-show rule: [INSERT POLICY].

Where a learner misses a session because of a documented emergency or exceptional circumstance, the Academy may review the case individually.

5. Practical Workshops & Skills Sessions

Practical workshops may have limited places, equipment requirements, faculty ratios or venue restrictions. For that reason, rescheduling may be more limited than for an online live session.

• Attendance instructions should be communicated before the session.
• Learners must meet any stated eligibility or prerequisite requirements.
• Health, safety, dress, identification or equipment requirements may apply.
• Late arrival may reduce the time available for participation.
• Completion credit may depend on attendance or required competency checks.

Practical workshop rescheduling window: [INSERT RULE].

6. Clinical, Hospital or Institutional Sessions

Optional clinical training, observership-style experiences, hospital-based activities or institutional sessions may depend on third-party site availability, local policies, capacity, permissions and safety rules.

A date communicated in advance may need to change if the host institution changes its schedule or operating requirements. Where that happens, the Academy should provide the next available option or another appropriate remedy where reasonably possible.

Travel, visa, accommodation and personal expenses remain the learner's responsibility unless they are expressly included in a written package.

7. If the Academy Cancels a Scheduled Session

If the Academy cancels a paid scheduled activity, affected learners should be offered a reasonable alternative based on the circumstances.

Possible options may include:

• a replacement date;
• transfer to another equivalent session;
• an alternative delivery format where educationally appropriate;
• credit toward a future session; or
• a refund for the affected undelivered element where applicable under the Refund & Cancellation Policy.

8. Faculty or Trainer Changes

The Academy may substitute a faculty member, trainer, mentor or facilitator where necessary. A faculty change does not automatically mean that the course or session has been cancelled, provided the learning activity continues to meet the stated educational purpose.

If a specific named faculty member is an essential, expressly purchased feature of a separate event, the Academy should communicate any material substitution and available options.

9. Events Outside Reasonable Control

Sessions may occasionally be affected by events outside the reasonable control of the Academy, such as severe weather, public emergencies, transport disruption, venue closure, institutional restrictions, widespread internet/platform failure or other force-majeure circumstances.

In those situations, the Academy should make reasonable efforts to reschedule or provide an alternative, but cannot guarantee that the original date, venue, faculty or delivery method will remain available.

10. Course Transfers, Deferrals & Access Extensions

A request to move an entire enrolment to another intake, defer a course, transfer to another program or extend access is different from rescheduling a single session.

11. Fees, Credits & Refunds

Rescheduling does not automatically create a right to a refund. Any refund, cancellation, credit or fee adjustment should be handled under the Academy's Refund & Cancellation Policy and the specific conditions communicated for the relevant activity.

If a learner changes to a more expensive program or session, any additional fee should be confirmed before the transfer is processed. If a lower-cost alternative is approved, the treatment of the fee difference should follow the Academy's final commercial rules.

12. How to Request a Schedule Change

Requests should be submitted through the Academy's authorised support channel: [INSERT EMAIL / FORM / SUPPORT LINK].

13. Contact & Administration

For schedule or cancellation support, contact:

• Legal entity: [INSERT LEGAL ENTITY]
• Support email: [INSERT EMAIL]
• Phone / WhatsApp: [INSERT IF USED]
• Registered address: [INSERT ADDRESS]