Refund Policy for Non KYA/KUNA Programs

• • Student Y member fees are non-refundable (this applies to individual and group registrations)
  • For all non KYA/KUNA registrations including but not limited to GFI and LTC, the following amounts are non-refundable: 
    • If paid online and more than 14 days before program starts:  $20
    • Between 14 to seven days before program starts:  $70
    • Within seven days of program start $140
    • If a student has arrived at a conference and must leave, no refund will be awarded.

• For those who do not attend at all and who can show that they have endured extenuating circumstances(e.g. doctor's note, documented Covid-19 exposure/test, or death in the family) may request a refund up to 30 days after a program ends. These requests will be handled on a case-by-case basis, factoring in incurred costs.

• No refunds will be granted if requested more than 30 days after the conclusion of the conference.

• Refunds may take up to 30 days to process and are only processed following the conclusion of LTC, GFI and other conferences excluding KYA and KUNA.

Refund Policy for KYA and KUNA Programs Only

Schools are responsible for collecting or raising sufficient funds to cover the registration costs associated with their delegation’s participation in KYA and/or KUNA. The Kentucky YMCA Youth Association is not responsible for reducing registration fees or issuing refunds when a school has not collected or raised the necessary funds in a timely manner.

Refunds for KYA and KUNA will ONLY be issued back to the school. It is the school’s responsibility to handle any individual reimbursements. If you are a parent requesting a refund, please make your student’s advisor aware of the request so they can look for your refund check.

Invoices must be paid when the invoice is received. Refunds checks will only be sent out to the school if formal refunds have been requested through the online portal and processed by our staff as follows: d.

• KYA and KUNA refunds may take up to 30 days to process and are only processed following:
  • The conclusion of the KYA Conference Seasons (all sessions)
  • The conclusion of KUNA Conference Season (all sessions)
• The following amounts will be deducted from approved refunds:
  • If a school must drop a student, no fees will charged if a new student can replace the one who cannot attend and the new student meets the following requirements: 
    • The switch is officially approved and completed by a staff member in advance of arriving at the conference. 
    • The student must be the same sex as the student who cannot attend so that they can fill their hotel room spot.
    • All student forms (info, health and Code of Conduct) must be submitted through our online portal prior to arrival at the conference. 
    • Depending on when the switch occurs, the new student understands that they may not be listed in the session’s Bill Book and may be required to have a name tag printed upon arrival to the conference.

• Adults from your delegation who must cancel their own registration (not the group) and who submit a formal request for refund via our online portal less than four weeks prior to the conference will be refunded 50% of the amount paid.
• Students from your delegation other than advisors who can no longer attend the conference and who formerly submit a refund request through our online portal between 14 to seven days before the program starts:  $70 per individual
• Chaperones and Students who request refunds within seven days of program start $140 per individual
• If an individual has arrived at a conference and must leave, no refund will be awarded.
• Registration fees are also non-refundable when a registered student does not attend the program, regardless of the reason for the student’s absence.
• No refunds will be granted if requested more than 30 days after the conclusion of the conference or if a formal refund request through our online portal is not submitted within the allotted times noted above. Email cancellations will not be accepted as refund requests.

Grant and Scholarship Recipients for all programs

• If your registration fees are fully covered by a grant or scholarship, no fees will be charged but we ask that you let us know as soon as possible to release space for another student to use those funds.
• If your registration is partially covered by a grant or scholarship, the refund policy remains in place for the portion that was paid.

KY YMCA Cancellation

• If an in-person conference is cancelled by KY YMCA or program venue due to weather, illness, 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.
• KY YMCA will make every effort to provide any changes to programming as soon as possible. If a change to programming is required, 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. Full refunds are not promised, even if KY YMCA has to cancel due to weather, venue, illness, low registration numbers or other unforeseen circumstances. The time to make the determination of this amount may cause a short delay in refunds being processed.
• IF 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.