Cancellation and Refund Policy

1. Purpose

To standardize the procedure governing cancellation, refund processing, and levy of late fees for Short and Long Duration STCW Courses conducted by MTI, Powai under SCILAL.

2. Scope

Applicable to all trainees enrolled in:

Short Duration STCW Courses (less than one month), and
Long Duration STCW Courses (more than one month) conducted at MTI, Powai or any other SCILAL-approved Centre.

This policy shall be made available to all trainees at the time of admission and published on the website of MTI.

3. Definitions

Short Duration Course: Course with duration of less than one (01) month.
Long Duration Course: Course with duration exceeding one (01) month.
Course Commencement Date: Official start date of the course as notified by MTI.
Working Day: A day on which MTI (SCILAL) administrative offices are operational.
Date of Intimation: Date on which written/e-mail cancellation request is received by MTI
Grace Period: Up to Two (02) months from date of admission for long duration courses.

4. Mode of Cancellation of Course

Cancellation shall be accepted only through:
- Official e-mail from the trainee/candidate, or
- Signed written application.
The Date of Intimation shall be the date of receipt by MTI
Verbal or telephonic requests shall not be considered valid.

5. Cancellation Charges

5.1 Short Duration STCW Courses (Less than One Month)

Cancellation charges shall be determined as follows:

Timing of Receipt of Cancellation Request	Cancellation Charges
More than Seven (07) days prior to the Course Commencement Date (> 07 days)	₹ 500.00
Within Seven (07) days prior to the Course Commencement Date (≤ 07 days)	₹ 1,000.00
On or after the Course Commencement Date	No refund shall be admissible

5.2 Long Duration STCW Courses (More than One Month)

Cancellation charges shall be determined as follows:

Timing of Receipt of Cancellation Request	Cancellation Charges
At least Seven (07) days prior to the Course Commencement Date (≥ 7 days)	₹ 10,000.00 or 10% of Course Fee, whichever is less
Less than Seven (07) days prior to the Course Commencement Date (< 7 days)	50% of the Course Booking Fee
On or after the Course Commencement Date	No refund shall be admissible

5.3 No-Show Policy

A “No-Show” is defined as a trainee who fails to report for training on the Course Commencement Date without submitting a formal cancellation request as prescribed in Section 4 (Mode of Cancellation).
In the event of a No-Show for either Short Duration or Long Duration Courses, the trainee shall forfeit 100% of the paid course fee.
No refund or batch transfer requests shall be admissible for No-Show cases.

6. Late Fee Provisions

6.1 Short Duration Courses

Full course fee must be deposited latest by the Course Commencement Date;
No late fee structure shall apply.
Non-payment of course fee before commencement may result in disqualification from participation;
Exception may be considered only upon written justification recorded at the time of admission.

6.2 Long Duration Courses

Course fee shall be payable as per SCILAL (MTI) norms.
Late fee shall be levied at 18% per annum on the outstanding amount from the date of commencement of the Course/Semester.
The trainee shall be granted a period of two (02) months from the date of admission to complete payment.
Failure to pay within the stipulated period, including grace period, shall render the trainee liable for termination of training, unless justified in writing.

7. Refund Processing Procedure

Step 1 – Receipt and Registration

All cancellation requests shall be entered in the Cancellation/Refund Register/File.

Step 2 – Eligibility Verification

MTI shall verify the Date of Intimation vis-à-vis the Course Commencement Date.

Step 3 – Calculation

MTI Accounts Department shall compute applicable deductions.

Step 4 – Approval

Principal, MTI shall approve the refund note.

Step 5 – Disbursement

Refund shall be processed within fifteen (15) working days from date of approval after receipt of all necessary documents and shall be credited to the original remitting bank account.

Any bank transaction charges, processing fees, payment gateway deductions, or foreign exchange differences incurred during the disbursement of the refund shall be borne entirely by the trainee.

Step 6 – Record Maintenance

All documents shall be retained in physical electronic form.

8. Accounting Control

Refund entries shall be recorded under designated accounting heads.
Quarterly reconciliation shall be conducted by Accounts Department.

9. Discretionary Provision

9.1 Extension: The Principal, MTI may grant extension of up to five (05) working days beyond the grace period in exceptional cases subject to:

Written request from trainee;
Documentary justification;
Recording of reasons in writing;
Maintenance of Exception Register/File.

This provision shall not apply to cancellation after course commencement where refund is declared non-admissible.

9.2 Force Majeure and Compassionate Grounds: Notwithstanding the standard cancellation charges, the Principal, MTI may exercise discretion to authorize a batch transfer on or after the Course Commencement Date strictly on the below mentioned grounds:

severe medical incapacitation of the trainee; or
bereavement in the trainee’s immediate family; or
unable to sign off from the vessel as per the vessel’s original voyage schedule

The Candidate/trainee must submit a written request accompanied by valid documentary justification (e.g. medical certificates, hospitalization records, death certificates or certification for the change in vessel’s voyage schedule from the Master/Company.

The reasons for granting this exception must be recorded in writing and maintained in the Cancellation/Refund Register/File.

10. Record Retention

All records relating to cancellations, refunds, and late fee approvals shall be preserved for a minimum of five (05) years or as per statutory requirement.

11. Review

This SOP shall be reviewed as and when required.

Amendments shall require approval of Principal (MTI).

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