Cancellations, Extensions & Withdrawals

The refund policies for each of the four steps are detailed below. Depending on where a program is in the four (4) steps of the accreditation process, it may cancel or withdraw, with varying options.  The program may also apply for an extension, although it should be noted that extensions are granted for only very specific reasons and needs.

• General Refund Procedures
• Cancellation and Withdrawal Procedures
• The NAEYC Academy Appeal Process
• Extensions

General Refund Procedures

To be used for the cancellation or withdrawal of a program during the four (4) steps of the accreditation process.

• Step 1 Enrollment in Self-Study:  The Enrollment Fee is nonrefundable and Self-Study Kits, once shipped, are not returnable.

• Step 2 Application:  The Application Fee is non-refundable. (An Application will not be processed until the applicable fee is received by NAEYC.)

• Steps 3 and 4:  Candidacy and Meeting and Maintaining the Standards

• If the program cancels/withdraws after the Candidacy Materials are reviewed but before the visit has begun to be scheduled they will be refunded minus the review fee.
• If the program cancels/withdraws after the visit is scheduled, the candidacy fee minus the review fee ($200 - $275) and the cancellation fee ($250) will be refunded.
• If the program cancels/withdraws after the visit occurs, the candidacy fee will not be refunded.

Cancellation and Withdrawal Procedures

The terms cancellation and withdrawal are defined as:

• Cancellation – occurs when a program cancels the scheduling or scheduled on-site visit.
• Withdrawal - occurs when a program leaves the accreditation process.

Unannounced Visits

Unannounced visits due to complaints or random visits can not be cancelled. The assessor should contact the Quality Management staff at the Academy for guidance. Cancellation (i. e., the program’s refusal of the visit) may result in revocation of accreditation.

Cancellations

When a program stops the scheduling process or cancels a confirmed site visit, the following procedures apply :

• All programs will be charged a $250 cancellation fee.

• For On-site Visits and Verification Visits (deferrals, annual reports, program changes, and so forth.):
  • The program has the option to withdraw from the process rather than reschedule within the same 15-day window.
  • The program will receive acknowledgement of the cancellation from NAEYC by email or fax.
• If the program chooses to reschedule:
  • The Academy will attempt to reschedule the visit within the same 15-day window.
  • If no assessor is able to reschedule a visit within the same 15-day window, then a new 15-day window will be set within the original 3-month calendar.
  • If the visit cannot be rescheduled due to assessor non-availability within the original 3-month calendar, the program will be notified that one additional month with 2 exclusion dates will be added to their original calendar.
  • Programs that have not paid their cancellation fee and review fee, if applicable, after their rescheduled visit, will not receive a decision until the fees have been paid. If the fees remain outstanding, no decision is granted and the program’s status will be changed to “withdrawn”.
  • If the program is currently accredited when they withdraw, the program’s accreditation status will be changed to “expired”.
  • If the program wants to continue to pursue accreditation, at that time they must return to Step 2 and Apply again in the future.

Second Cancellations

The following procedures apply if a program cancels a confirmed visit a second time:

• If the program is currently accredited, its NAEYC Accreditation will expire.
• The program will receive acknowledgement of the 2nd cancellation from NAEYC by email or fax.
• The Program will be invoiced an additional $250 cancellation fee.
• If the program wants to continue to pursue accreditation, it must return to Step 2 and Apply to continue the accreditation process.
• A refund (minus cancellation and review fees) of any remaining balance of the Candidacy fee will then be sent to the program.

Withdrawals

The following procedures apply if a program withdraws from the NAEYC Accreditation process:

• If the program is currently accredited, its NAEYC Accreditation will expire at the time of the withdrawal.
• The program will receive acknowledgement of the withdrawal from NAEYC by email or fax.
• If the program wants to continue to pursue accreditation, it must return to Step 2 and Apply to continue the accreditation process.
• A refund (minus review fee and any applicable cancellation fee) of any remaining balance of the Candidacy fee will then be sent to the program.

The NAEYC Academy Appeals Process

The Council for NAEYC Accreditation provides a formal appeal process for programs that receive the following decisions from the NAEYC Academy:

• Deferral, Denial, or Revocation of Accreditation
• Denial of Candidacy
• Denial of Extension Request
• Required Verification Visit

The appeal process is available to currently accredited programs or programs seeking accreditation. The Council only reviews appeals that meet the guidelines established in this document.

NOTE: Dissatisfaction with the decision is not sufficient grounds for an appeal.

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