Dojo Policies and T&C

Membership Terms & Conditions

To maintain the high standards of JKA Shotokan Karate, all members agree to our Academy Policies. These terms are designed to protect your financial investment, ensure the safety of our students on the mat, and uphold the discipline of our martial arts tradition. By enrolling, you join a community built on mutual respect, clear communication, and the pursuit of character.

Financial & Administrative Terms

Immediate Enrollment Fee: A one-time, non-refundable administrative fee is due upon signing to cover insurance, registration, and student file setup.
First Month’s Tuition: The full first month’s fee must be cleared before the student is permitted to step onto the mat for their first session.
Recurring Billing Cycle: All monthly dues are processed on the 1st of each month. It is the payer's responsibility to ensure funds are available to avoid service interruption.
Automatic Payment Authorization: By enrolling, you authorize the academy to charge your stored payment method (Card/Bank/Mobile Money) for recurring monthly tuition.
30-Day Cancellation Notice: To stop future billings, a written cancellation must be submitted 30 days in advance. Verbal notice to instructors is not accepted.
Late Payment Penalty: Payments received after the 5th of the month will incur an automatic 10% late fee to cover administrative recovery costs.
No-Refund Policy: The academy operates on a fixed-cost basis. No refunds or "make-good" credits are issued for missed classes or mid-month withdrawals.
Annual Affiliation Fees: Every January, a separate JKA affiliation fee is due to maintain the student’s international rank recognition and "Karate Passport."
Equipment Responsibility: Parents are responsible for purchasing the required white Gi and safety gear through the academy shop or approved vendors.
Grading Fees: Belt examinations are separate from monthly tuition. Grading fees must be paid in full one week prior to the examination date.
Family Discount Eligibility: Discounts apply only when all family members are on the same billing account; splitting payments voids the discount.
Medical Credit Policy: In cases of documented long-term illness (3+ weeks), a tuition credit may be applied to the following month upon receipt of a doctor’s note.
Waitlist Deposits: To hold a spot in a high-demand class, a non-refundable deposit is required, which will be applied to the first month's tuition once a spot opens.
Declined Transaction Fee: A small administrative fee may be applied for every failed payment attempt to cover bank or processing platform charges.
Price Adjustments: The academy reserves the right to adjust annual tuition with a 60-day notice to all parents and guardians.

Student Code of Conduct & Training Standards

The Dojo Kun: Every student is expected to memorize and live by the five principles: Character, Sincerity, Effort, Etiquette, and Self-Control.
Bowing Protocol (Rei): You must bow when entering and leaving the dojo, and to your Sensei and training partners, as a sign of mutual respect.
Punctuality: You must be on the mat, dressed and ready, 5 minutes before class starts. Late students must wait for the Sensei's permission to join.
Uniform Pride (Gi): Your Gi must be pure white, clean, and neatly pressed. Your belt must be tied correctly with ends of equal length.
Personal Hygiene: For the safety of others, fingernails and toenails must be kept short. Hands and feet must be clean before stepping on the mat.
Respect for Rank: Students must follow the instructions of senior belts (Sempai) and always address the head instructor as "Sensei."
Silent Effort: No talking is permitted during training. All focus should be on the technique and the instructor's commands.
No Jewelry Policy: For safety, all rings, watches, earrings, and necklaces must be removed before training.
Attendance Requirements: Consistent attendance (minimum 1 class per week) is required to be considered for belt promotion.
Safety & Control (Sunome): During sparring (Kumite), you must demonstrate control. Reckless behavior or intent to harm a partner will result in immediate removal.
Injury Reporting: You are obligated to tell the Sensei immediately if you feel pain, dizziness, or sustain any injury during a drill.
Mat Duties: Higher-ranking students are expected to help keep the dojo clean and assist junior students with their basic techniques.
Off-Mat Behavior: You represent the academy everywhere. Bullying or using karate techniques outside the dojo (except for self-defense) is strictly forbidden.
Electronic Devices: Phones must be silenced and stored in bags. No recording of classes is allowed without the Sensei’s express permission.
Spirit of "Kime": Every movement should be performed with maximum focus and spirit. Laziness on the mat is disrespectful to the art and your fellow students.
Social Media Integrity: As a representative of the academy, students must not post videos or photos in uniform that involve profanity, bullying, or disrespectful behavior. Any digital content featuring the academy’s logo or curriculum must uphold the values of Shotokan Karate.
Conduct in Places of Worship & Schools: Students are expected to carry the discipline learned in the dojo to their churches, schools, and community gatherings. Disrespectful behavior in these sacred or educational spaces is considered a violation of the Dojo Kun (Etiquette).
Non-Aggression Policy: Karate is for self-defense only. Using martial arts techniques to intimidate, bully, or initiate conflict in public or private settings will result in immediate permanent expulsion from the academy.
Ambassadorship: Whether at a local event in John Laing or traveling for a seminar, students should act as ambassadors of the academy, showing humility, helpfulness, and "Rei" (respect) to all community members, regardless of their status.
Online Conflict & Cyber-Bullying: Engaging in online "wars," posting derogatory comments about other martial arts schools, or participating in cyber-bullying is strictly prohibited. A true martial artist remains calm and composed, both in person and behind a screen.

Refund & Cancellation Policy

To maintain our high standard of instruction and small class sizes, we operate on a fixed-cost basis. This policy ensures financial clarity for parents regarding notice periods and sets clear behavioral expectations for students. By enrolling, you acknowledge that membership is a commitment to the full billing cycle, allowing us to provide consistent, quality training for every practitioner.

Payer

30-Day Written Notice: To cancel a membership, the Payer must provide a written notice 30 days in advance via the official academy email or Odoo portal.
Final Billing Cycle: If a cancellation notice is provided mid-month, the Payer is responsible for the following month’s full tuition as the final payment.
Non-Refundable Initial Fees: The registration/enrollment fee and the first month’s tuition are strictly non-refundable once the student has attended their first class.
No Partial Refunds: No refunds or "pro-rated" credits will be issued for missed classes, personal travel, or a student’s decision to stop training mid-month.
Equipment Return Policy: Karate-gis and sparring gear can only be refunded if returned in original, unopened packaging within 48 hours of purchase. Used gear is non-refundable.
Grading Fee Deadlines: Once a student is registered for a belt exam and the fee is paid, it is non-refundable as it covers the cost of diplomas and external examiners.
Seminar & Event Deposits: Deposits for specialized training camps or guest Sensei seminars are non-refundable unless the academy cancels the event.
Automatic Billing Stop: The academy will only stop automatic billing once the 30-day notice period has concluded and all outstanding balances are cleared.
"No-Show" Liability: Failure of the student to attend class does not constitute a cancellation. Payments will continue until the Payer submits formal notice.
Medical Credit Clause: If a student cannot train due to a major medical emergency (with a doctor's note), a credit may be applied to future months, but no cash refund will be issued.
Failed Payment Fees: Any administrative costs incurred by the academy due to declined cards or reversed transfers are the responsibility of the Payer and are non-refundable.
Annual Dues: International affiliation fees (JKA) paid annually are non-refundable as they are immediately remitted to the governing bodies.
Refund Processing Time: In the rare event a refund is approved (e.g., overpayment), it will be processed within 14 business days via the original payment method.
Third-Party Fees: Fees for tournaments or external workshops are subject to the host's refund policy; the academy cannot refund money paid to third parties.
Agreement of Terms: By making the first payment, the Payer acknowledges they have read and accepted this 15-point refund and cancellation framework.

Student-Driven Termination & Refund Forfeiture

Behavioral violations and conduct that lead to expulsion without refund.
Expulsion for Misconduct: If a student is expelled for violating the Dojo Kun or safety rules, no refund will be issued for the remaining days of the month.
Bullying & Harassment: Proven instances of bullying, either inside the dojo or online, result in immediate termination of membership with zero refund eligibility.
Misuse of Technique: Any student caught using karate techniques to initiate fights or intimidate others at school or in public will be expelled immediately without refund.
Social Media Defamation: Posting content that brings the academy or the Sensei into disrepute on Facebook, TikTok, or other platforms is grounds for cancellation without a refund.
Respect for Sacred Spaces: Reports of a student being disruptive or disrespectful in church or community gatherings may lead to suspension; tuition for the suspension period is non-refundable.
Safety Non-Compliance: Repeated refusal to wear required safety gear (mouthguards, mitts) during Kumite will result in the student being sent home without a credit for the class.
Unauthorized Filming: Distributing videos of "secret" academy drills or syllabus techniques without permission results in immediate membership termination.
Dishonesty in Rank: Falsifying rank or claiming to represent the academy at unauthorized tournaments is a breach of contract leading to expulsion and forfeiture of fees.
Vandalism: Any student found damaging dojo property, tatami mats, or equipment will have their membership canceled, and the Payer will be billed for repairs.
Persistent Disruption: A student who consistently interrupts the flow of class and ignores the Sensei’s warnings will be removed from the program without a refund.
Substance Abuse: Any student found under the influence of illegal substances or engaging in illegal activities outside the dojo will be terminated immediately.
Breach of "Rei" (Etiquette): Severe or repeated disrespect toward a Sensei or Sempai (senior student) is a violation of the membership agreement and may lead to cancellation.
Aggressive Sparring: Intentional injury caused to a training partner through "dirty" fighting or uncontrolled contact results in immediate removal from the session and potential expulsion.
Theft: Taking equipment, uniforms, or personal items belonging to other students will lead to permanent banning from the academy with no refund for the current term.
Representing Other Schools: A student found training at a rival school or competing under another academy’s name without permission may have their membership revoked.