How Our Application Process Has Evolved

Because our courses are intentionally small and deeply hands-on, each seat represents a real commitment—from you, from us, and from fellow clinicians planning around the same dates. Our application and cancellation policies are designed to protect that shared investment while remaining fair, flexible, and transparent.

The Process (2 Simple Steps)

Step 1: Apply and Reserve Your Seat

Complete the online application and submit tuition by credit card. This places your application in priority review for the course you’ve selected. Once received, we’ll contact you by phone or email to confirm details and temporarily hold your seat. Credit card transactions may take up to 48 hours to post.

Step 2: Confirm Your Travel Plans

We recommend reserving your room at our Class Site Hotel as soon as possible. This property often fills well in advance, and special discounted rates are available for the duration of your stay. You’re welcome to stay elsewhere if you prefer, provided you’re able to arrive on time and fully participate in the course schedule.

Before arriving, we encourage you to visit our Arrival & Welcome page to preview the learning environment and prepare for your time with us.

Cancellations, Refunds & Tuition Credit

We understand that professional and personal circumstances can change. Because many of our courses maintain waiting lists, timely communication helps us extend opportunities to other clinicians and preserve the quality of the small-group experience.

Please review the policy below before applying.

Written Notice

To ensure clarity and protect your security, cancellation or rescheduling requests must be submitted in writing. Written notice may be provided via:

• A signed document (PDF or scanned), or

• An email sent from the address used during registration.

Telephone-only cancellations cannot be accepted.

21-Day Notice Window

Written notice must be received at least 21 calendar days prior to the course start date.

Refunds (21+ Days’ Notice)

If written notice is received at least 21 days before the course begins, your tuition will be refunded minus a 20% administrative and planning fee, which reflects costs already incurred in preparing for your participation.

Rescheduling & Tuition Credit (Less Than 21 Days)

If cancellation occurs within 21 days of the course start date, tuition is not refundable. However, the full tuition amount may be applied as a credit toward a future course held within the next 12 months.

Tuition Credit Terms

• Tuition credits may be applied to any eligible course offered within 12 months.

• Credits retain the same terms as the original registration.

• Once tuition has been converted to a credit, it is no longer eligible for refund.

• Unused credits expire after 12 months.

Fully Booked Courses

If a course is fully booked and no longer accepting applications, we will work with you to reschedule into the next available offering while retaining your tuition or credit.

Because of faculty commitments, course materials, and limited enrollment, we’re unable to extend refunds or tuition credit without the required written notice.

Good-Faith Review

In cases of serious illness or unexpected emergency, please contact us directly. While we cannot guarantee exceptions, we commit to reviewing such circumstances thoughtfully and in good faith.

Course Changes or Cancellations by KMA

On rare occasions, we may substitute faculty with equally qualified instructors to ensure continuity and educational quality.

In exceptional circumstances—such as natural disasters or other events beyond our control—we may need to cancel a course. If this occurs, we will assist with documentation related to airline or lodging policies whenever possible. However, we cannot assume responsibility for external costs or losses incurred.

Policy In Brief

Tuition, Cancellations & Credits — At a Glance

Small-group courses with limited seats.

Waiting lists are common.

Your Options if Plans Change

21+ days before course

Refund minus 20% administrative & planning fee.

Within 21 days of course start

Tuition converts to a 12-month course credit.

Rescheduling

Credits may be applied to any eligible course within 12 month.

How to Notify Us

Email from your registration address or signed written notice.

Unexpected Emergency?

Contact us—we review circumstances thoughtfully and in good faith.

Our Promise

We recognize that choosing to step away from your patients, your family, and your daily responsibilities is not a casual decision. When you apply to one of our courses, you’re placing trust in us—not just financially, but professionally.

Our promise is simple:

We will steward your time, your investment, and your learning experience with the same care and seriousness we ask of you at the bedside. Our policies exist to protect the integrity of our small, hands-on courses and to be fair to every clinician planning alongside you—while remaining human, transparent, and reasonable when life intervenes.

Our Application Process and Terms

FAQ

Why is there a cancellation policy?

Our courses are intentionally small and often have waiting lists. The policy helps us protect the experience for every clinician planning around the same dates.

What happens if I cancel more than 21 days before the course?

You’ll receive a refund minus a 20% administrative and planning fee.

What if I need to cancel closer to the course date?

Your tuition can be applied as a credit toward another course within the next 12 months.

How do I cancel or reschedule?

Just send us written notice—either a signed document or an email from your registration address.

What if something serious or unexpected happens?

Reach out to us directly. While we can’t promise exceptions, we will always review your situation thoughtfully.

Can I transfer my credit to another course?

Yes, as long as it’s used within 12 months and applied under the same terms.

If anything comes up, just let us know—we’re very glad to talk it through.