Note: This policy applies exclusively to the MCS Afterschool Program, which is billed on a recurring monthly cycle. Other MCS programs (such as camps, workshops, or specialized sessions) are not billed monthly and are governed by their respective enrollment policies.​

​

Enrollment in the Menlo Chinese School Afterschool Program is an annual commitment. We staff our classes, secure our facilities, and purchase curriculum based on this commitment. To ensure operational stability and fairness to all families, the following financial, cancellation, and freeze policies apply uniformly and without exception.

 

1. The Non-Refundable Tuition Deposit

Upon enrollment, a one-month tuition deposit is required to secure your student's placement.

• Strictly Non-Refundable: This deposit is strictly non-refundable and non-transferable under any circumstances.

• Application of Funds: It is held on file and will be used exclusively to cover the tuition for your student's final billing cycle upon withdrawal. It cannot be converted to cash, refunded to a credit card, or applied to a sibling’s tuition.

​

2. Understanding Your Billing vs. Service Period

To understand your financial timeline, it is important to note that our billing date precedes our actual service period:

• Billing Date: Tuition is automatically charged to the payment method on file on the 1st of every month.

• Service Period: That payment covers the upcoming service period from the 20th of the current month to the 19th of the following month.

 

3. Cancellation and Final Day Determination

Because of the offset between billing and service periods, cancellations are processed strictly by the billing cycle, not by a day-to-day countdown. To withdraw your student, you must submit a formal written request to the administration. Your final day and financial obligations are determined by the date we receive this notice:

• Notice Received BEFORE the 1st of the month: No further monthly tuition charges will be processed. Your non-refundable deposit will automatically be applied to the immediate upcoming service period (the 20th to the 19th). This period will be your student's final month.

• Notice Received ON or AFTER the 1st of the month: The tuition charge processed on the 1st is non-refundable and will cover the immediate upcoming service period. Your non-refundable deposit will then be applied to the following full service period. Your student's final day will be at the end of that second period.

Examples for Clarity:

• Example A (Notice before the 1st): You submit written cancellation on October 25. No charge occurs on November 1. Your deposit is applied to the November 20 – December 19 service period. The student's final day is December 19.

• Example B (Notice after the 1st): You submit written cancellation on March 5. The tuition that was processed on March 1 covers the March 20 – April 19 service period. Your deposit is then applied to the final April 20 – May 19 period. The student's final day is May 19.

 

4. Enrollment Freeze Policy

Families who need to temporarily pause attendance without losing their student's guaranteed spot may request an Enrollment Freeze.

• Maximum Duration: Enrollment may be frozen for a maximum of two (2) billing cycles per school year.

• Notice Requirement: Written notice must be provided before the 1st of the month to freeze the upcoming billing cycle. Standard tuition processed before notice is given cannot be retroactively converted to a freeze holding fee.

• Holding Fees: To hold the student's spot, the following fee structure applies:

  • Month 1 of Freeze: A holding fee equal to 50% of your regular monthly tuition will be charged on the 1st of the month.

  • Month 2 of Freeze: A $0.00 balance will be applied for the second consecutive frozen month.

• Resuming: Regular full tuition billing will automatically resume on the 1st of the month following the end of your requested freeze period.

​

5. Unused Services and Absences

Operating costs remain constant regardless of individual student attendance. Therefore, the monthly tuition rate remains consistent and will not be prorated, credited, or refunded for school holidays, closures, family vacations, student behavioral resistance, student absences, or a decision to stop attending prior to your formal final date or outside of an approved freeze period.

​

Please contact info@menlocs.com with questions.