Payments and Refunds Policy St. Xavier’s English School (Governed by MD Foundation)
Effective Date: October 16, 2025
This document establishes the binding terms and conditions concerning the payment of all School fees and the strictly non-refundable nature of those payments. This policy is aligned with the School’s operational requirements and its commitment to the social and educational objectives of the MD Foundation. By making any payment to the School, you acknowledge and accept these rigid clauses.
1. Fee Payment Requirements
1.1 Mandatory Payment
All financial obligations, including the Registration Fee, Admission Fee, Annual Charges, Tuition Fees, Transportation Fees, and any other notified charges, must be cleared by the due dates specified in the official Fee Circular issued at the start of each academic year or session.
1.2 Accepted Payment Methods
Parents/Guardians may remit fees through the following official channels:
- Online Payment Gateway: Available via the School’s official website or designated application.
- Electronic Transfer: Direct NEFT/RTGS to the officially designated School bank account.
- In-Person: Cash or Cheque/Demand Draft payable at the administrative office of the respective branch (Simri or Bharwara).
1.3 Consequences of Default
Failure to comply with the stipulated payment deadlines will result in immediate penalties:
- Late Payment Fine: A daily or weekly penalty fee will be levied automatically on the outstanding balance.
- Suspension of Services: The student may be barred from attending classes, taking internal or final examinations, utilizing transportation services, or receiving academic reports until all dues are cleared.
- Cancellation of Admission: In cases of chronic non-payment or if fees remain overdue beyond the final grace period, the School reserves the absolute right to cancel the student’s admission, forfeiting all previously paid amounts.
2. Strict Non-Refundable Policy Rationale
2.1 Commitment to MD Foundation and Social Cause
St. Xavier’s English School operates under the umbrella of the MD Foundation, which is deeply committed to charitable and social upliftment initiatives, particularly in education.
The rationale for the non-refundable policy is paramount: Upon receipt, a significant portion of the fees is immediately allocated and designated to:
- Fixed Operational Costs: Securing resources, faculty salaries, infrastructural commitments, and licenses for the entire academic year.
- Commitment to the MD Foundation: A defined percentage of the non-tuition fees is directed towards funding the Foundation’s ongoing social and educational welfare projects.
Once funds are deployed for these fixed obligations and social causes, it becomes administratively and fiscally impossible to reverse the allocation and process a refund.
2.2 Specific Non-Refundable Fee Categories
| Fee Category | Status | Clause Detail |
| Registration/Application Fee | STRICTLY NON-REFUNDABLE | This covers administrative costs of processing the application and is non-refundable regardless of whether the application is successful, rejected, or withdrawn. |
| Admission Fee (One-Time) | STRICTLY NON-REFUNDABLE | This one-time charge secures the seat, covers initial capital expenditure, and is non-refundable under any circumstance, including withdrawal before the session begins. |
| Annual Charges | NON-REFUNDABLE | Allocated to fixed yearly expenses (e.g., insurance, technology infrastructure, curriculum licensing, maintenance). No refund is available once paid. |
3. Policy on Tuition Fee Withdrawal
3.1 Withdrawal Before Academic Session Begins
If a student withdraws their confirmed admission before the official first day of the academic session, a refund request may be considered, subject to the following mandatory deductions:
- A minimum of 25% of the Tuition Fee paid will be forfeited toward administrative overheads and the revenue loss from blocking the seat.
3.2 Withdrawal After Academic Session Begins
If a student withdraws on or after the official start date of the academic session (regardless of the student’s actual attendance):
- Tuition Fees: No refund will be granted for the fees paid for the current academic quarter or semester. The full amount for the period must be settled.
- All other Annual and Admission Charges remain NON-REFUNDABLE as per Clause 2.2.
4. Exceptional Circumstances and Processing
4.1 Limited Exceptions
Refunds are only considered in the event of:
- Verifiable Duplicate Payment: Where a clear, evidenced error results in an overpayment of fees.
- Internal Administrative Error: If the School is demonstrably unable to provide the admitted seat due to its own internal operational fault.
Note: Circumstances related to relocation, parent job transfer, or student dissatisfaction are not considered grounds for a fee refund.
4.2 Refund Processing Steps
- Formal Request: A refund request must be submitted to the Principal/Director on official letterhead, detailing the reason and attaching all payment proof.
- Administrative Charges: Any refund approved will be subject to a 10% mandatory deduction of the refundable amount to cover administrative and processing costs.
- Timeline: Approved refunds will be processed via electronic transfer (NEFT/RTGS) to the original payer’s bank account within a period of 90 to 120 working days from the date of final approval.
5. Acceptance of Policy
By proceeding with the payment of any fee to St. Xavier’s English School, the parent/guardian formally acknowledges, understands, and agrees to the entirety of this Payments and Refunds Policy, fully accepting the severe limitations on refunds due to the financial commitment to the School’s operations and the MD Foundation’s social cause objectives.