Refund Form

Refund Policy:

Refunds will not be applied to future programming.
Student Y member fees are non-refundable for individuals, schools, and organizations.
Refunds for Need-Based Scholarship given after payment has been processed will be at the discretion of the Y-Staff.
Refunds for KYA and KUNA paid for with a school check will ONLY be issued back to the school and distributed to participants from there.
If a student pays individually online to the Kentucky YMCA Youth Association, then a refund may be distributed back to the individual, if they meet the terms of our refund policy. The processing fee of $3 will not be returned.
If payment has not yet been received, the refund policy will be implemented as outlined to determine an amount owed and an updated invoice will be provided.
Those with extenuating circumstances (e.g. doctor's note, documented Covid-19 exposure/test, or death in the family) can email danielle@kyymca.org to explain their request for a larger refund. These requests will be handled on a case-by-case basis, factoring in incurred costs and potential attendance to another conference.
Individual refunds may take up to 30 days to process and are only processed following the conclusion of a conference.
School-based refunds may take up to 30 days to process and are only processed following the conclusion of a conference. They will be prioritized over individual refund processing.
No refunds will be granted if requested more than 30 days after the conclusion of the conference.

Cancellation and Notification Timeline:
This refund policy will be in effect for student, school, KY YMCA, and/or venue cancellations.

For in-person conferences the following amounts will be kept covering administrative costs and incurred charges.

More than four weeks prior: $20
More than two weeks prior: $70
Less than two weeks prior: $140
If a student has arrived at a conference and must leave, they will be charged the full cost of the conference.
Switching from in-person to virtual programming will fall under this same timeline for our refund fees, but the cost to register for the virtual program will be reduced to $20.
Advisor refunds will be 50% of the amount paid if less than four weeks prior to the conference.
Please confer with your advisor and ONLY send one email to danielle@kyymca.org to let her know that you will not be there, so they can remove you from our registration documents. They will not be able to discuss the status of your refund.
"Submitting a refund request does not automatically notify us that you are not attending. Failure to notify us via email, if prior to the conference, means we will hold you to the refund policy as it stands on the date your refund request is reviewed. This could result in a lower refund amount."

For virtual conferences the following amounts will be kept covering administrative costs and incurred charges.

More than two weeks prior: $20 administrative and incurred costs fee. This is true for any student who does not complete their online paperwork by this time and is forcibly dropped by the KY YMCA.
Less than two weeks prior: No refunds will be offered.
Please confer with your advisor and ONLY send one email to danielle@kyymca.org to let her know that you will not be there, so they can remove you from our registration documents. They will not be able to discuss the status of your refund.
"Submitting a refund request does not automatically notify us that you are not attending. Failure to notify us via email, if prior to the conference, means we will hold you to the refund policy as it stands on the date your refund request is reviewed. This could result in a lower refund amount."

KY YMCA Cancellation
If an in-person conference is cancelled by the KY YMCA or program venue due to weather, pandemic, low registration numbers, or other unforeseen circumstances, the KY YMCA will call advisors to receive feedback and determine the best course of action between creating a virtual program over the same dates, moving their registration to the already scheduled virtual conference, or if space and logistics allow, to join a later in-person conference.

The KY YMCA will make every effort to provide any changes to programming as soon as possible. If a change to programming is required, the KY YMCA will review the refund policy as stated above, work with vendors to reduce incurred costs to the organization and make every effort to maximize the amount possible to be refunded. The time to make the determination of this amount may cause a short delay in refunds being processed.

IF THE KY YMCA MOVES THE ENTIRE CONFERENCE VIRTUAL ALL STUDENTS WILL AUTOMATICALLY BE REGISTERED FOR THE VIRTUAL PROGRAM. Any drops from the virtual program must be submitted BY THE ADVISOR within the timeline given in the announcement.

Basic Information

Student First Name:

Student Last Name:

Preferred First Name:

If Different Than First Name

Student Email:

County: Which county is your school in?

School Name:

Refund Request

Which program are you requesting a refund for?

Program ID

Which conference are you requesting a refund form?

Advisor Name:

Street Address:

City:

State:

Zip Code:

SCHOOL Mailing Address: KYA and KUNA refunds are sent directly back to the school. If you're able, providing the school address here helps us out. Use commas to separate the lines of the address.

Amount Paid: Please note we are unable to refund any additional fees a school might have charged, payment processing fees, need-based scholarship amounts that were given after the payment was made, or Student Y membership fees. This amount will be confirmed during the refund process.

How did you pay us?

Reason for Refund Request:

If your request can be verified via a document, please submit that here. This is optional.

Submitted By: By typing my name below, I understand the refund policy as it is explained above. I also affirm that, if applicable, the advisor is aware of this refund request being submitted and the participants absence at conference. I understand that this form does not drop me from the conference. I or my advisor must do so to maximize the potential refund amount.

Refund Amount - Per Starla

Contact Information