Membership Agreement & Policy

By enrolling your student in our robotics club, you agree to the following legally binding financial and behavioral terms:

1. Non-Refundable Onboarding & Fixed Setup Costs

Upon registration, a portion of your membership fee is immediately spent on external fees, equipment, and structural costs required to secure your student's spot. The following fees are strictly non-refundable from day one, regardless of early withdrawal or termination:

• Team Registration Fees (paid directly to the league)
• Game Set & Robot Field Equipment Shares
• Facility Insurance Allocations
• Specialized Robot Parts and Accessories ordered for the team

2. Early Withdrawal & Refund Policy

• Written Notice Required: To withdraw a student, a parent must submit a written request via Email or WeChat or WhatsApp
• Refund Calculation: Any approved refund will be calculated strictly by taking the Total Membership Paid and subtracting the Non-Refundable Onboarding Costs (listed in Section 1) and the cost of any sessions/months already attended
• Finality: Once a refund is processed and accepted, the membership is permanently closed, and no further claims or financial adjustments will be entertained

3. Tournament Cost-Sharing & Absence Policy

Robotics is a team sport. Club operating budgets and tournament registrations are calculated based on full team participation.

• Shared Financial Responsibility: Tournament registration fees, game set expenses, and operational overhead are divided equally among all registered team members.
• Absence Clause: If a student is absent from a scheduled tournament for any reason (including vacation, illness, or quitting the team mid-season), the family remains strictly responsible for their share of the following costs:
  • Tournament Registration Fees
  • Team Engineering Notebook Printing and Submission Costs
  • Pro-rated Coach Travel, Accommodation, and Logistics Expenses
• Unpaid Balances: Failure to pay a tournament cost-share within [14] days of invoicing will result in the immediate suspension of the student's participation in club sessions.

4. Parent & Student Code of Conduct

We maintain a safe, respectful, and educational environment for students, coaches, and volunteers.

• Zero Tolerance for Harassment: Harsh tones, hostile language, personal insults, or threats directed at coaches, staff, or other club families via phone, text, WeChat, or in person will not be tolerated
• Immediate Termination: Any violation of this conduct policy by a parent or student will result in the immediate termination of membership without a refund. The club reserves the right to trespass individuals who disrupt our facility

5. Internal Records & Governance

Proprietary Financials: The club provides itemized final breakdown totals for membership accounts. We do not distribute internal vendor invoices, private store receipts, or proprietary club financial logs to individual past or current members. ivities. Open communication between the team and families is essential for the success of each member.