Operational Policies & Procedures.

Please read the following policies carefully. By enrolling a Student in any STEMForce Academy membership, camp, class, workshop, club, event, or related activity (“Programs”), the Parent or Legal Guardian agrees to all terms outlined below.

For questions, please contact STEMForce Academy at (304) 314-4086 or email info@stemforceacademy.com.

1. Programs and Educational Services

STEMForce Academy provides educational enrichment programs focused on science, technology, engineering, mathematics, robotics, coding, and creative problem solving using approved curricula and instructional materials.

STEMForce Academy is not a licensed childcare, daycare, or after-school care provider under West Virginia law. All Programs are educational enrichment experiences and are not classified as childcare services.

STEMForce Academy reserves the right to remove any Student who does not comply with Academy policies, safety rules, or the Code of Conduct. Removal for misconduct does not entitle the Parent to a refund.

2. Staff Screening and Student Safety

Student safety is a top priority.

• All instructional staff, camp counselors, and administrative personnel (“Level 7 Command Staff”) undergo criminal background checks utilizing FBI fingerprint-based screening.
• High school assistants (“Command Cadets”) undergo age-appropriate screening and reference checks consistent with their role.
• Video surveillance is utilized throughout the facility for safety purposes, excluding restrooms.

3. Enrollment, Memberships, and Payments

Payments are processed through the Academy’s designated registration and billing platform.

Membership Programs

• Memberships renew automatically every 30 days unless canceled with at least 30 days written notice.
• Memberships may be frozen for up to two months per calendar year with 30 days written notice.
• No refunds are issued once services have been rendered.

Camps and Special Programs

• Camp registrations are session-based and do not auto-renew.
• Camp cancellations must be submitted at least 7 days before the start date and incur a cancellation fee.
• Cancellations within 6 days of the camp start date are nonrefundable.
• Transfers are permitted based on availability and may incur a transfer fee if requested within 7 days of the start date.

If STEMForce Academy cancels a Program due to weather or unforeseen circumstances and a make-up session cannot be provided, a full or prorated refund will be issued.

Late payments may incur fees up to the maximum allowed by law. Parents are responsible for any collection costs, including administrative or legal fees if applicable.

Refunds, when applicable, may take up to two weeks to process.

4. Attendance and Supervision

• Students may arrive no earlier than 5 minutes before their scheduled session.
• AM and PM camps are independent Programs.
• An authorized adult must complete all student check-in and check-out procedures.
• A government-issued photo ID is required for authorized pick-up individuals.
• Parents/Guardians are responsible for adhering to all drop-off and pick-up times.

5. Code of Conduct

All Students are expected to:

• Treat peers and staff with respect
• Follow instructions and safety procedures
• Use appropriate language and behavior
• Refrain from bullying, fighting, teasing, or disruptive conduct
• Avoid prohibited items, including weapons, drugs, vaping devices, or alcohol
• Use personal electronic devices only when permitted

STEMForce Academy reserves the right to search student belongings if safety concerns arise.

Violations of the Code of Conduct may result in disciplinary action, including suspension or dismissal without refund. Immediate removal may occur if a Student deliberately harms another participant or staff member or damages property. Parents are financially responsible for the repair or replacement of damaged property.

6. Assumption of Risk and Liability Release

Participation in STEMForce Academy Programs involves inherent risks. By enrolling a Student, the Parent voluntarily assumes all risks associated with participation and agrees to release and hold harmless STEMForce Academy, its staff, contractors, affiliates, and representatives from any claims arising from participation, including transportation, activities, or emergency response.

This release applies to known and unknown risks and remains effective for all periods of enrollment.

7. Medical Authorization

• A completed Medical Release Form is required before participation.
• All medical conditions, allergies, and medications must be disclosed in writing.
• STEMForce Academy staff cannot administer medication.
• Students showing symptoms of illness must remain home until symptom-free for at least 24 hours.
• In the event of an emergency, STEMForce Academy is authorized to obtain medical treatment.
• Parents are responsible for all medical expenses incurred.

8. Food and Allergy Policy

STEMForce Academy is a nut-free facility.

• Lunch is not provided.
• Full-day students must bring a nut-free lunch and a labeled water bottle.
• Pre-packaged snacks may be provided with parental permission.
• Parents must disclose all food allergies and dietary restrictions in writing before participation.

9. Technology and Equipment Policy

STEMForce Academy provides all required computers and software.

Students should not bring personal laptops or gaming systems unless specifically authorized. Personal accessories such as headphones, keyboards, or mice are permitted.

10. Media and Photo Release

By enrolling, the Parent grants permission for STEMForce Academy to photograph, record, and use the Student’s image, voice, and likeness in any media for educational or promotional purposes without compensation.

All materials remain the property of STEMForce Academy.

Parents wishing to opt out must notify the Academy in writing prior to participation.

11. ADA Compliance

STEMForce Academy complies with the Americans with Disabilities Act and does not discriminate in its services, programs, or activities. Reasonable accommodations will be provided when possible. Not all specialized medical or learning needs may be supported.

12. Communications Consent

Parents may opt in to receive communications via email or text message regarding schedules, reminders, updates, and program information. Standard messaging rates may apply. Opt-out options are available at any time.

13. Platform and Account Management

STEMForce Academy utilizes a designated registration and scheduling platform for payments and enrollment management. Parents are responsible for maintaining accurate account information and monitoring program schedules.

14. Entire Agreement and Governing Law

These Operational Policies and Procedures constitute the entire agreement between the Parent and STEMForce Academy and supersede any prior understandings.

These policies are governed by the laws of the State of West Virginia. If any provision is deemed unenforceable, the remaining provisions shall remain in full force and effect.