Terms & Conditions

Privacy Policy for AAA Learning Institute

Last Updated: November 23, 2024

This page outlines our policies regarding the collection, use, and disclosure of personal data when you use our Services. By using the Services, you agree to the collection and use of information in accordance with this policy. We use your data to provide and improve your experience with our Services.

Data Controller and Owner

AAA Learning Institute
admin@aaalearninginstitute.com
541-525-0103

Types of Data Collected

Our Service collects the following data either directly or through third-party tools:

Personal Data: Name, Email, Location
Usage Data: Cookies and other tracking information
Remarketing Data: Across platforms such as Facebook, Instagram, Google, YouTube, and Twitter

Failure to provide certain Personal Data may limit the Service’s ability to deliver its programs effectively.

Method of Processing

The Data Controller processes User data securely to prevent unauthorized access, disclosure, or destruction. Data may be accessed by authorized personnel or third-party service providers, including IT services and communication platforms.

Conservation Time

Personal Data is retained only as long as required to fulfill the purposes outlined or as requested by the User for deletion.

The Use of Collected Data

Collected data is used for:

Analytics
Newsletter registration
Remarketing

Your Data Protection Rights

Users in the European Economic Area (EEA) have the following rights:

Access, update, or delete data
Rectification of inaccuracies
Restriction or objection to data processing
Withdrawal of consent for data use

Legal Action

AAA Learning Institute may use User data for legal purposes in cases of misuse of the Services.

Refund and Cancellation Policy

Refund Policy for Continuing Education Courses

At AAA Learning Institute, we are committed to providing exceptional learning experiences. To ensure transparency and fairness, we have outlined the following refund policy for our continuing education courses.

Eligibility for Refunds

Refunds for continuing education courses are available under the following conditions:

Refund Request Timeframe: Refund requests must be submitted within 14 calendar days of purchase.
Course Progress Limit: To be eligible for a refund, no more than 10% of the course content must have been accessed or completed. This ensures that refunds are not requested after significant course participation.
Reason for Refund: A valid reason for the refund must be provided, such as technical difficulties that prevented course access or dissatisfaction with the course content.

Refund Request Process

To request a refund, follow these steps:

Submit a Written Request: Email admin@aaalearninginstitute.com with the subject line “Refund Request – [Course Name]”.
Include Supporting Information:
- Your full name and email address used at the time of enrollment.
- The course name and purchase date.
- A detailed explanation of the reason for the refund.
Await Confirmation: Our team will review your request and respond within 5 business days.

Refund Conditions

Refunds will not be issued under the following circumstances:

The refund request is submitted after the 14-day refund period.
More than 10% of the course content has been accessed or completed.
The course materials have been downloaded, copied, or otherwise retained.

Processing Time

If a refund request is approved, the refund will be processed within 10 business days from the date of approval. Refunds will be issued to the original payment method.

Course Cancellation

If AAA Learning Institute cancels a course for any reason, students will be eligible for a full refund of the course fee or may choose to transfer their enrollment to a future course of equal value.

Additional Notes

This refund policy applies only to non-regulated continuing education courses and does not cover programs governed by the Oregon Higher Education Coordinating Commission (HECC).
For assistance, please contact us at admin@aaalearninginstitute.com or call 541-525-0103.

By enrolling in a continuing education course with AAA Learning Institute, you acknowledge and agree to this refund policy.

Facilitator Programs Refund Policy

At AAA Learning Institute, we are committed to providing transparency and fairness in all our financial transactions, including cancellations and refunds of tuition, fees, and other charges. This policy is designed to align with the regulations.

Enrollment agreement is legally binding on both the school and the student. The student gets a copy of the agreement and the school keeps the original copy.

Advanced Deposits:
Advanced Deposits, “Prior to the beginning of classes, no private career school shall require from an enrollee an advance deposit in excess of twenty (20) percent of the total tuition and fees. This limitation shall not apply to federal and state financial aid payments received by the school.

Schools that offer short-term programs designed to be completed in one (1) term or four (4) months, whichever is less, can require payment of all tuition and fees on the first day instruction begins.

For programs designed to be four (4) months or longer, a school cannot require more than one (1) term or four (4) months of advanced payment of tuition at a time. When fifty (50) percent of the program has been offered, the school can require payment of all tuition.

Cancellation and Refund Schedule:

Cancellation and Refund Policies: Distance Learning Instruction
(1) A student may cancel enrollment by giving written notice to the school. Unless the school has discontinued the program of instruction, the student is financially obligated to the school according to the following:
(a) If cancellation occurs within 5 business days of the date of enrollment and lesson materials have not been delivered, all monies related to the enrollment agreement shall be refunded;
(b) If cancellation occurs within 5 business days of the date of enrollment and lesson materials have been delivered, all monies related to the enrollment agreement shall be refunded with the exception of the cost of unreturned lesson materials or the cost of replacement for returned materials that are damaged or marked;
(c) If cancellation occurs after five business days of the date of enrollment and the lesson materials have been shipped but not delivered to the student:
(A) The school may charge an amount equal to 15 percent of the tuition cost, or $150, whichever is less; that being established as its registration fee;
(B) If the student returns the unopened books and supplies to the school within five days of receipt, the school will refund the total cost of lesson materials.
(d) If cancellation occurs after five business days of the date of enrollment and the lesson materials have been delivered to the student but not returned within five days of receipt, and before the completion of the first lesson assignment, the school may charge:
(A) An amount equal to 15 percent of the tuition cost, or $150, whichever is less; that being established as its registration fee; and
(B) The total cost of books and supplies.
(e) If withdrawal or termination occurs after the completion of the first lesson assignment and before 50 percent of the total lesson assignments are completed, the student shall be entitled to a pro rata refund of the tuition when the amount paid for the instructional program exceeds the charges owed to the school. In addition to the pro rated tuition charge, the school may retain the registration fee, book and supply fees, and any other legitimate charges owed by the student;
(f) If withdrawal or termination occurs after completion of 50 percent or more of the total lesson assignments, the student shall be obligated for the tuition charged for the entire instructional program and shall not be entitled to any refund;
(2) For cancellation under subsection (1) of this rule, the “date of enrollment” will be determined:
(a) When enrollment occurs by a document exchange through a mail delivery service, the enrollment date shall be the date the enrollment agreement is signed by both the student and the authorized school official, whichever is later;
(b) When the enrollment occurs online, the date of enrollment will be the date the school receives:
(A) A copy of the enrollment agreement signed by the student and the student is granted access to the program; or
(B) Submission of student enrollment information through a secured website. The website must have a registration process that includes, but is not limited to, statements detailing the legal and financial obligations related to enrollment in a school. The student must verify that he/she has read and understands the enrollment agreement. A copy of the student enrollment agreement information that includes “a declaration by the student acknowledging the reading, understanding and acceptance of the enrollment obligations” shall be placed in the student file in lieu of a signed enrollment agreement.
(3) When a program is measured in lesson assignments, the portion of tuition cost for which the student will be charged is determined by dividing the number of lesson assignments completed by the total number of lesson assignments for the program.
(4) A program that includes both distance learning and resident instruction must state separately on the enrollment agreement the costs for the distance learning portion of the program and the costs for the resident portion. The appropriate refund policies for distance learning and resident instruction will apply for each portion of the program.
(5) Resident instruction dates must be scheduled by the time the student completes 50 percent of the distance learning portion of the program.
(a) For the resident portion, charges can be assessed only after a student attends the first resident class session;
(b) Maximum charges shall be calculated by applying the pro rata refund requirements established under subsection (1) of this rule; and
(c) In the event that a school denies a student entrance in the residence portion of the program because of scheduling delays exceeding 30 days between completion of the distance learning portion and commencement of the residence portion, or other changes in contract conditions, all tuition paid for both the distance learning and scheduled residence portions must be refunded.
(6) “Withdrawal or Termination” is acknowledged to have occurred when:
(a) Written notice of same is provided to the school by the student; or
(b) The student has failed to submit completed lesson assignments and/or to otherwise maintain the school’s published standards of satisfactory progress; or
(c) In the instance of a resident portion of a program, the student has failed to attend classes and/or to otherwise maintain the school’s published standards for satisfactory progress.
(7) The term “tuition cost” means the charges for instruction including any lab fees. Tuition cost does not include application fees, registration fees, or other identified program fees and costs. The school shall adopt and publish policies regarding the return of resalable books and supplies and/or the prorating of user fees, other than lab fees.
(8) The term “Pro rata refund” means a refund of tuition paid for that portion of the program not completed by the student.
(9) The school shall not charge a withdrawal fee of more than $25.
(10) The school may adopt and apply refund calculations more favorable to the student than those described under this policy.
(11) When a cancellation, withdrawal, termination, or completion occurs, a calculation of all allowable charges under this rule shall be made. If such calculations evidence that the school received total payments greater than its allowable charges:
(a) Within 40 days after notification of such cancellation, withdrawal, termination, or completion, a written statement showing allowable charges and total payments received shall be delivered to the student by the school, together with a refund equal in amount to monies paid to the school in excess of those allowable charges;
(b) In the event payments to a student account are derived from federal and/or state tuition assistance program(s), a sponsoring public agency, private agency, or any source other than the student, the statement of charges and payments received together with an appropriate refund described under paragraph (a) of this subsection may be delivered instead to such party(ies) in interest, but only with respect to the covered portions thereof.
(12) In case of disabling illness or accident, death in the immediate family, or other circumstances beyond the control of the student that causes the student to leave school, the school shall arrange a prorated tuition settlement that is reasonable and fair to both parties.
(13) A school shall be considered in default of the enrollment agreement when a functioning course or program is discontinued or canceled or the school closes prior to completion of contracted services. When a school is in default, student tuition may be refunded by the school on a pro rata basis. The pro rata refund shall be allowed only if the Superintendent determines that the school has made provision for students enrolled at the time of default to complete a comparable program at another institution. The provision for program completion shall be at no additional cost to the student in excess of the original contract with the defaulting school. If the school does not make such provision, a refund of all tuition and fees shall be made by the school to the students.
Statutory/Other Authority: ORS 345.115
Statutes/Other Implemented: ORS 345.115
History:
Renumbered from 581-045-0037 by HECC 2-2014, f. & cert. ef. 4-23-14
Renumbered from 581-045-0027, ODE 15-2006, f. 12-11-06, cert. ef. 1-1-07
ODE 32-2000, f. 12-11-00 cert. ef. 1-1-01
EB 13-1996, f. & cert. ef. 7-26-96
EB 41-1990, f. & cert. ef. 7-10-90
EB 11-1990, f. & cert. ef. 2-1-90
1EB 31-1986, f. & ef. 7-23-86
715-045-0038
Cancellation and Refund Policy: Self-Directed Instruction (Clock Hour Program/Lesson Based)
(1) A student may cancel enrollment by giving written notice to the school. Unless the school has discontinued the program of instruction, the student is financially obligated to the school according to the following:
(a) If cancellation occurs within five business days of the date of enrollment, and lesson materials have not been delivered, all monies specific to the enrollment agreement shall be refunded;
(b) If cancellation occurs within 5 business days of the date of enrollment and lesson materials have been delivered, all monies related to the enrollment agreement shall be refunded with the exception of the cost of unreturned lesson materials or the cost of replacement for returned materials that are damaged or marked;
(c) If cancellation occurs after five business days of the date of enrollment and the lesson materials have been shipped but not delivered to the student:
(A) The school may charge an amount equal to 15 percent of the tuition cost, or $150, whichever is less; that being established as its registration fee;
(B) If the student returns the unopened books and supplies to the school within five days of receipt, the school will refund the total cost of lesson materials.
(d) If cancellation occurs after five business days of the date of enrollment and lesson materials have been delivered to the student but not returned within five days of receipt, and before the commencement of the accrual of clock-hours or the completion of the first lesson, the school may charge:
(A) An amount equal to 15 percent of the tuition cost, or $150, whichever is less; that being established as its registration fee; and
(B) The total cost of books and supplies.
(e) If withdrawal or termination occurs after the commencement of the accrual of clock-hours or the completion of the first lesson assignment and before either 50 percent of the program has been offered, or before 50 percent of the program clock-hours or lesson assignments are completed, the student shall be entitled to a pro rata refund of the tuition when the amount paid exceeds the charges owed to the school. In addition to the pro rated tuition charge, the school may retain the registration fee, book and supply fees, and any other legitimate charges owed by the student;
(f) If withdrawal or termination occurs after completion of 50 percent or more of the program has been offered or after completion of 50 percent or more of the program clock-hours or lesson assignments, whichever occurs first, the student shall be obligated for the tuition charged for the entire instructional program and shall not be entitled to any refund.
(2) For cancellation under subsections (1) of this rule, the “date of enrollment” will be determined:
(a) When enrollment occurs in the school setting, the enrollment date shall be the date the enrollment agreement is signed by both the student and the authorized school official, whichever is later;
(b) When enrollment occurs online, the date of enrollment will be the date the school receives:
(A) A copy of the enrollment agreement signed by the student, and the student is granted access to the program, or
(B) Submission of student enrollment information through a secured website. The website must have a registration process that includes, but is not limited to, statements detailing the legal and financial obligations related to enrollment in a school. The student must verify that he/she has read and understands the enrollment agreement. A copy of the student enrollment agreement information that includes “a declaration by the student acknowledging the reading, understanding and acceptance of the enrollment obligations” shall be placed in the student file in lieu of a signed enrollment agreement.
(3) Under subsection (1) of this rule, the term “offered” means the period of time between the beginning date and ending date of the program as identified on the enrollment agreement.
(4) Under subsection (1) of this rule, the portion of tuition cost for which the student shall be charged is determined by dividing the total clock hours into the number of clock hours accrued by the student, or the total number of lessons into the number of lessons completed by the student.
(5) The term “tuition cost” means the charges for instruction including any lab fees. Tuition cost does not include application fees, registration fees, or other identified program fees and costs. The school shall adopt and publish policies regarding the return of resalable books and supplies and/or the prorating of user fees, other than lab fees.
(6) The term “Pro rata refund” means a refund of tuition paid for that portion of the program not completed by the student.
(7) The school shall not charge a withdrawal fee of more that $25;
(8) The school may adopt and apply refund calculations more favorable to the student than those described under this policy.
(9) When a cancellation, withdrawal, termination, or completion occurs, a calculation of all allowable charges under this rule shall be made. If such calculations evidence that the school received total payments greater than its allowable charges:
(a) Within 40 days after notification of such cancellation, withdrawal, termination, or completion, a written statement showing allowable charges and total payments received shall be delivered to the student by the school, together with a refund equal in amount to monies paid to the school in excess of those allowable charges;
(b) In the event payments to a student account are derived from federal and/or state tuition assistance program(s), including student loan programs, regulations governing refund notification and awarding within respective program(s) shall prevail in lieu of paragraph (a) of this subsection, but only with respect to the covered portions thereof; and
(c) In the event payments to a student account are derived from a sponsoring public agency, private agency, or any source other than the student, the statement of charges and payments received together with an appropriate refund described under section (9)(a) of this rule may be delivered instead to such party(ies) in interest, but only with respect to the covered portions thereof.
(10) In case of disabling illness or accident, death in the immediate family, or other circumstances beyond the control of the student that causes the student to leave school, the school shall arrange a prorated tuition settlement that is reasonable and fair to both parties.
(11) A school shall be considered in default of the enrollment agreement when a course or program is discontinued or canceled or the school closes prior to completion of contracted services. When a school is in default, student tuition may be refunded by the school on a pro rata basis. The pro rata refund shall be allowed only if the Superintendent determines that the school has made provision for students enrolled at the time of default to complete a comparable program at another institution. The provision for program completion shall be at no additional cost to the student in excess of the original contract with the defaulting school. If the school does not make such provision, a refund of all tuition and fees shall be made by the school to the students.

Refund Procedure:

Notification:

Students must notify the administration office in writing of their intent to withdraw from a program or course.
Notification should include the reason for withdrawal and any relevant supporting documentation.

Refund Calculation:

Refunds will be calculated based on the official withdrawal date as documented by the administration office.
Refunds will be processed within 30 days of the official withdrawal date.

Exceptions:

In cases of documented medical emergencies or extenuating circumstances, exceptions to this policy may be granted at the discretion of the administration. Examples of extenuating circumstances include:

Severe illness or injury requiring extended hospitalization or recovery
Mandatory military service or deployment
Natural disasters impacting the student’s residence

All requests for exceptions must be accompanied by appropriate documentation.

Appeals Process:

Appeal Submission:

Students who wish to appeal a decision regarding their refund eligibility may submit a written appeal to the administration office within 14 days of receiving notification of the refund decision.

Review Process:

Appeals will be reviewed by a designated committee within 30 days of receipt.
The committee may request additional information or documentation from the student if necessary.

Appeal Decision:

The decision of the appeals committee will be final and binding.
Students will be notified of the appeal decision in writing within 14 days of the committee’s decision.

Policy Review:

This policy will be reviewed annually to ensure compliance with relevant state regulations and to make any necessary updates or revisions.

Conclusion:

AAA Learning Institute is dedicated to fostering a supportive learning environment while maintaining financial integrity. This policy on cancellations and refunds aims to provide clarity and fairness to our students while upholding regulatory standards set forth by the HECC and Oregon Health Authority. If you have any questions or concerns regarding this policy, please contact the administration office for assistance.

Changes to the Policy

We may update this policy at any time. Users will be notified of significant changes.

For questions, contact us at admin@aaalearninginstitute.com or call 541-525-0103.