Georgetown University Outdoor Education Refund Policy
Spirit of the Policy
Georgetown University Outdoor Education seeks to make its outings available to as many people as possible, and to make these outings as economic as possible.
The way that a person concretely reserves a place on a trip is by placing a Deposit. In placing a Deposit, the person is effectively preventing anyone else from occupying that spot. Therefore, IN PLACING A DEPOSIT, YOU ARE COMMITTING TO GOING ON THE TRIP.
As the trip approaches (usually within 2 weeks of the trip), they are asked to pay for the Remainder of the Trip Fee. Trip Leaders use this information/money to plan meals, equipment, and transportation for the trip. For certain outings, Trip Leaders also may ask participants to attend Pre-Trip Meetings. Attendance at these meetings is vital to ensuring a safe and enjoyable outing for all participants.
Recognizing these considerations, Georgetown University Outdoor Education institutes the following guidelines regarding Refunds and Payments on outings.
Definitions of Types of Outings
1. Standard Outings: Are those planned and staffed solely by OE personnel, lasting 3 or less days (e.g., day hikes, backpacking, orienteering, etc).
2. Extended Outings: Are those outings lasting more than 3 days (e.g., winter/spring break, etc).
3. Outfitted Outings: Are those outings in which any/all portion(s) of the trip are outsourced to contracted agency (e.g., rafting outings, GO-POP, etc).
Refunds on Deposits
1. Standard Outings: Refunds of deposits will be issued up to 30 days prior to the trip. After the 30 day point has passed, the Deposit is non-refundable; however, up until 10 days prior to the trip, this Deposit may be put toward another trip, based on the discretion of the Director. The Director of Outdoor Education may review requests for monetary refunds after the 30 day point in the event that:
· The request is based on a doctor documented medical condition.
· The person will be graduating/studying abroad/leaving the University in the coming year and no trip substitutes exist in the remaining semester.
2. Extended Outings: Refunds of deposits will be issued only if there is another person available to fill the spot vacated. Persons who have placed deposits may find a person to fill their spot, in which case the deposit will be transferred.
3. Outfitted Outings: Refunds of deposits will be issued only if there is another person available to fill the spot vacated. Persons who have placed deposits may find a person to fill their spot, in which case the deposit will be transferred. If no substitute is found, refunds of deposits will be issued according to debt incurred by GUOE to the outfitter in canceling the reserved space.
Refunds on Remainder of the Trip Fee
Refunds on the Remainder will be offered up until the point that monies have been put toward items necessary for that person to participate on the trip (Examples include, but are not limited to, food, fuel, equipment, and vehicle rentals). After that point, the Remainder will be forfeited in total. Outfitted outings will follow the policy of the contracted outfitter. In all cases, if the Remainder is not paid by the deadline, persons may forfeit any and all Deposit and Trip Fees paid to date, and may not be permitted on the trip.
General Policies Regarding Refunds on Deposits and Remainders of the Trip Fee
· A receipt is necessary.
· To ensure the safety and enjoyment of all participants, for certain outings it is necessary to hold pre-trip meetings and to collect various pieces of paperwork/information in advance of the outing.
· Persons who miss these meetings, for any reason, and persons who do not submit the requested paperwork/information by the requested deadlines, risk the forfeiture of all money paid and forfeiture of the ability to participate in the outing.
· The above policies are in effect for any and all outings.
Methods for Refund
For refunds of $25 or less, reimbursement may be made by Russ Watts in 316 Leavey Center, from monies in the “Cash Out” box. For refunds of more than $25.00, it may be necessary to refund money through an Expense Authorization. Using this method, a check will be issued to the person, available for pick-up within two weeks of being submitted.
For any and all matters related to Refunds, the Director—in consultation with Outdoor Education Staff—retains the right to review individual requests and approve or dismiss them.