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Payment and Cancellation Policies

Read carefully the Policies Applicable to All Programs, and the individual class/camp policy linked further below. Policies differ from program to program. Please email registrar@heartwoodnp.org if you are unsure which policy listed below applies to your program.

 

Withdraw: To withdraw from a program, read the policies associated with your program then notify us by emailing registrar@heartwoodnp.org

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Receipts: Click here to print your receipts

Receipts

POLICIES APPLICABLE TO ALL PROGRAMS

Policy Purpose:

Our payment, withdrawal, cancellation, credit, and refund policies are based on our investment in our staff to provide quality outdoor enrichment programming. Our staff are the heart and soul of our program. We believe they deserve to have a predictable, dependable paycheck and we thank you for helping make that happen. Heartwood is a non-profit organization with a mission to keep prices as low as possible. Please reach out to us if you have any questions. 

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Late Pick-Up Policy:​

The pickup window for a class is 5 minutes before the end of the class to 5 minutes after the class is over.  Caregivers arriving 5 minutes after class are considered late and will be charged $10 for the first 5 minutes late, and then $10 for the next 5 minutes, and so on.  Late pick up fees will be charged and must be paid prior to the participant's next day of class.

Example: If the class is over at 3pm, the pick up window is 2:55pm-3:05pm. Caregiver arrivals after 3:05pm are considered late and will be charged $10 for pickups 3:05-3:10; $20 for pickups 3:10-3:15; $30 for pickups 3:15-3:20, etc.

Please plan accordingly to allow for possible delays from construction in and out of the park, and notify ALL caregivers of this policy. Thank you for your help & please drive safely!

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Deposit (Non-Refundable):

  • Forest School Classes: There is a deposit required for each class day. This deposit is non-refundable. If you sign up for one class per week, you will pay one deposit. If you sign up for two classes per week, you will pay two deposits, and so on. Deposits are standard operating procedures for programs that offer development classes for children. The deposit functions to hold your space in each individual class day and is set up to ensure that only families that are truly ready to commit to the full year enroll, otherwise our program would potentially fill up with families that may drop at the last minute.

  • Break Camps and Summer Camps: There is a deposit required for each week of camp. Deposits are non-refundable. If you register for one week of camp, you will pay one deposit; if you sign up for two weeks of camp, you will pay two deposits. And so on.

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Covid cancellations

Heartwood Nature Programs is a non-profit organization and we cannot offer refunds for in-person programs that get canceled due to a COVID19 illness or exposure and continue to pay our staff. Heartwood Nature Programs refers to Washington State Department of Health COVID10 Guidance for Childcare, Youth Development and Day Camps. These guidelines update and change based on the most current information known about the spread of COVID 19. Heartwood does not provide refunds for withdrawals based on updates to the guidance provided by the Washington State Department of Health in the above-referenced document. Masking requirements may change in consideration of up-to-date local, state, and federal guidelines, as well as regional school districts. We are unable to offer refunds in the event of a changing COVID19 Policy or mask requirements. 

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Weather, Smoke, and Unsafe Conditions Beyond Our Control Cancellation Policy:

If we find it necessary to cancel due to inclement weather, smoke, unsafe conditions, or circumstances out of our control, we are unable to offer refunds.  If we cancel a class 2 hours or more prior to the start of a class, programs will move online via zoom when feasible. The online portion will be modeled on a typical circle time and may include activities such as games, yoga, themed activities, meditation, and sharing. Staff will also email camp activities children can do at home. We are unable to offer make-up days.

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Smoke/Air Pollution Cancellation Policy:

  • When wildfires are affecting air quality, Heartwood will monitor air pollution levels using the data posted on airnow.gov. According to the EPA, AQI levels of 101 to 150 are considered to be unhealthy for sensitive groups. In this range, people with heart or lung disease, older adults, children, people with diabetes, and people of lower SES are advised to reduce prolonged or heavy exertion.

  • Canceling and/or Postponing Camps/Classes/Programs Due to Smoke/Air Pollution:

    • At/before 8am:

      • If the Air Quality Index is up to 120 by 8:00 a.m., camp hours will be reduced from 7 hours (8:30-3:30) down to 3 hours (8:30-11:30). Educators will eliminate running games and the daily hike will be canceled. Calmer, quieter activities will be offered and participants are encouraged to wear N95 masks to filter out air pollution particles. 

      • If, on a shortened camp day, any individual participant experiences any of the following symptoms, a caregiver will be called and the participant will be sent home: Burning eyes, headache, runny nose, cough, phlegm, wheezing, difficulty breathing, chest pains, shortness of breath, fatigue, anything out of the ordinary.

      • If the AQI is 121 or over by 8:00 a.m., classes/camps/programs will be canceled.

      • If we cancel classes/camps/programs  2 hours or more prior to the start of a class, classes/camps/programs will move online via zoom when feasible. The online portion will be modeled on typical classes/camps/program circle time and may include activities such as games, yoga, themed activities, meditation, and sharing. Staff will also email camp activities children can do at home.

    • During the course of the day:

      • If the AQI reaches 150 during the course of the day, classes will be canceled and caregivers will be texted and asked to pick up participants right away.

    • ​If we find it necessary to cancel due to smoke or other unsafe conditions and/or circumstances out of our control, we are unable to offer refunds. We are unable to offer make-up days. 

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Excessive Heat Cancellation Policy:

  • When an Excessive Heat Warning or Advisory is predicted for the area, Heartwood will monitor the temperature outside using the National Oceanic and Atmospheric Administration's National Weather Service. 

  • An Excessive Heat Warning is issued when the temperatures outside reach 105 degrees Fahrenheit or greater for 2 hours or more.

  • Canceling and/or Postponing Camps/Classes/Programs Due to Excessive Heat Warnings/Advisories:

    • At/before 8am:

      • If the temperature is 100 degrees or higher, camps/classes/programs will be canceled.

      • If the forecast from NOAA predicts the temperature to reach 100 degrees during camp hours, camps/classes/programs will start as scheduled and end 4 hours early to avoid the hottest part of the day.

    • During the course of the day:

      • If the temperature reaches 104 degrees Fahrenheit or higher, camps will be immediately canceled and caregivers will be called or texted to pick children up right away.

  • Heartwood reserves the right to cancel camps/classes/programs at any temperature if the staff feels it is unsafe or unhealthy for children to remain outdoors.​

  • If we find it necessary to cancel due to excessive heat or other unsafe conditions and/or circumstances out of our control, we are unable to offer refunds. We are unable to offer make-up days. 

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Medical Reason for Withdrawal or Cancellation:

We understand that medical issues may arise unexpectedly and at any time. Please email us at registrar@heartwoodnp.org as soon as possible to inform us of your need to cancel, and submit a written excuse from your child's physician. We will make our best effort to transfer the participant into another comparable program within the same year. If we are unable to transfer the participant, and we have received your request to cancel more than 1 week prior to the start of the program, tuition will be refunded, minus the non-refundable deposit, and for classes without a deposit, 75% of tuition will be refunded. If we receive notice of cancellation within 1 week of the program start date, or the program has already started, we are unable to offer refunds on tuition already paid. We are unable to offer make-up days.

 

Dismissal from Heartwood:

  • Heartwood is committed to maintaining a safe environment that allows children the freedom to play, learn, explore, and create.

  • If we believe a child is unable to adhere to our rules and safety guidelines, they will be denied admission.

  • If a child exhibits behavior that is unsafe or interferes with the rights of others, they will be dismissed from the program. 

  • Heartwood reserves the right at its sole discretion to refuse an application or dismiss a child from the program.

  • No refund will be given if a child is dismissed from the program under these circumstances.

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Receipts

Heartwood Nature Programs

16904 Juanita Dr NE, #106 Kenmore 98028

Tax ID/EIN #85-2065167

To see your receipts:​

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Enrollsy:

  1. Log into your Heartwood Enrollsy account.

  2. Select Transaction History - from this page you can print your receipts!​

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6crickets (classes spring 2023 and earlier)

  1. Log into your 6crickets account from the 6crickets homepage and click on the account icon at the upper right corner of the page.

  2. From the dropdown menu that appears, click "Order history".

Forest School September-June Programs

(Huckleberries, Salmonberries, & Wildlings)

 

Payment Methods

We accept both Electronic Check (ACH) and Credit/Debit Cards through the registration portal

  • Credit/Debit Cards have a 2.8% processing fee, credit card processing fees are not refundable

  • Electronic Checks (ACH) have no processing fee, however, there is a $5 NSF fee for entering incorrect account numbers or having insufficient funds 

    • Late fees apply if payment is not received within 7 days of the invoice

    • Where to find your checking account numbers on your check?​
      • The routing number is the first 9 digits on your check​
      • ​The account number is the 10 digits to the right of the routing number

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Payment

  • The class price is for attending 1 day per week. If attending 2 days a week, it will be 2 times the price, and so on.

  • The class price is based on a September-June commitment and is divided into 9 equal payments.

  • The first of the 9 payments is the non-refundable deposit to hold your spot in the class, then there are 8 subsequent payments billed on the 1st of each month, starting August 1st with the last payment on March 1st​​​

    • The 9 payments are made on the following dates:​

      • #1: Made at the time of registration​

      • #2: August 1st

      • #3: September 1st

      • #4: October 1st

      • #5: November 1st

      • #6: December 1st

      • #7: January 1st

      • #8: February 1st

      • #9: March 1st

  • If a student joins partway through the school year, the class price will be prorated to reflect the days they missed from the start of classes. Please email us at registrar@heartwoodnp.org for the prorated price and payment schedule.

  • The non-refundable deposit is not transferable to programs in the future, though you can transfer to another class if there is space available.

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Late Payments

To ensure the smooth operation of our programs and to provide the best possible experience for all our students, our late payment policy is as follows:

Due Date: Payments are due the 1st of each month. Enrollsy automatically charges the account on file. You will receive a notice if your payment declines.

Late Fee: If payment is not received within 5 days of the notice, a late fee of 10% will be applied to your account unless prior arrangements have been made with our office.

Unenrollment: If payment is not received and no arrangements have been made within 7 days of the notice, the student will be unenrolled from the program without a refund.
 

Financial Hardship: We understand that circumstances can change. If your family is experiencing financial hardship, please contact our office as soon as possible to discuss possible arrangements.

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Deposit (Non-Refundable)

  • The non-refundable deposit is included in the listed price of the class.

  • There is a non-refundable deposit required for each class day of the week enrolled.

  • If you sign up for one class per week, you will pay one non-refundable deposit. If you sign up for two classes per week, you will pay two non-refundable deposits. And so on.

  • Non-refundable deposits are standard operating procedures for programs that offer development classes for children. This deposit functions to hold your space in each individual class day and is set up to ensure that only families that are truly ready to commit to the full year enroll, otherwise our program would potentially fill up with families that may drop at the last minute. It is difficult to fill spots that open up due to last-minute or mid-year withdrawals. 

 

Withdrawal, Cancellation, and Refunds:

  • To withdraw from the program or for a change in enrollment (such as reducing the number of days attending): One month or more of notice is required, however, we do not accept withdrawal requests on the last 4 days of the month to ensure we have time to credit your account if a credit is due. Example: If you give your notice on the 28th of the month, you will have another payment due on the first 1st of the next month.

    • Examples

      •  If you would like your last day to be December 15th, we need to receive notice by November 15th, otherwise, you will be charged the December 1st payment.  

      • If you would like your last day to be March 31st, we need to receive notice by February 24th, otherwise, you will be charged the March 1st payment.  

    • The last day in the year to withdraw from your class, and receive a credit on your account, is February 25th.

  • When withdrawing, there are no refunds. Credit card processing fees are not refundable

  • Heartwood is designed to be a year-long commitment to foster a deep sense of community and belonging. Our withdrawal, cancellation, credit, and refund policies are based on our investment in our staff and time spent on program design, planning, registration, teacher training, and equipment.

  • Heartwood is a non-profit organization with a mission to keep tuition as low as possible.

  • If any duration of a program is canceled by Heartwood due to inclement weather, unsafe conditions, or circumstances out of our control, we are unable to offer refunds.

  • To withdraw, email us at registrar@heartwoodnp.org

 

School Year September-June Programs Trial Period:

  • Your child's adjustment is important to all of us. The first 2 weeks of enrollment are a trial period.  

  • If you decide the program is not a good fit for your child, please email your request to withdraw to registrar@heartwoodnp.org within 2 weeks from your class start date. We will offer you a credit for class fees less the non-refundable deposit and less the prorated days.

  • If the teachers and program directors decide the program is not a good fit for your child within the first 2 weeks, we will email you and your child will be withdrawn from the program. We will credit your class fees paid less the deposit and less the prorated days. Please see Program Readiness and Program Policies for more details on behavior and readiness.

Forest School

Summer Camp

(Bigleaf, Heronswood, and Wildwood)

Payment Methods:

  • We accept both Electronic Check (ACH) and Credit/Debit Cards through the registration portal

    • Credit/Debit Cards have a 2.8% processing fee, credit card processing fees are not refundable

    • Electronic Checks (ACH) have no processing fee, however, there is a $5 NSF fee for entering incorrect account numbers or having insufficient funds 

      • Late fees apply if your payment is not received within 7 days of the invoice (see below)

      • Where to find your checking account numbers on your check?​
        • The routing number is the first 9 digits on your check​
        • ​The account number is the 10 digits to the right of the routing number

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Deposit (Non-Refundable):

The deposit is included in the camp price listed on the Summer Camp page. The deposit is $100 and holds your spot in 1 week of camp, it is paid upon registration. There is a deposit required for each week of camp enrollment. Deposits are non-refundable. If you register for one week of camp, you will pay one deposit; if you sign up for two weeks of camp, you will pay two deposits. And so on. Deposits are standard operating procedures for programs that offer development classes for children. The deposit functions to hold your space in each camp week and is set up to ensure that only families that are truly ready to commit to the camp week enroll, otherwise, programs would potentially fill up with families that may drop as we get closer to summer. It is difficult to fill spots from our waitlist as these families have likely already found alternative camps.

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Payment & Invoices

If Registering Before April 1st: The remaining balance of the camp price will be charged or drafted on April 25th

If Registering On or After April 1st: Full payment for camp is charged or drafted at enrollment

 

Late Payments:

Any late payments will be charged at 5% per day after the 4th day late.  After 7 days late, your child will be withdrawn from camp and the spot will be given to the next person on the waitlist.  The deposit is non-refundable or transferable.

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Policy Purpose:

Our withdrawal, cancellation, credit, and refund policies are based on our investment in our staff and time spent on program design, planning, registration, teacher training, and equipment. These expenses are not fully recoverable even when we are able to fill spots that open due to cancellations. Heartwood is a non-profit organization with a mission to keep prices as low as possible. Camper turnover has a negative impact on the financial sustainability of our pricing model.

 

Withdrawal, Cancellation, and Refunds:

  • Withdrawing more than 28 days before the camp start date, you are entitled to a refund, minus the non-refundable deposit.

  • Withdrawing 28-15 days before the camp start date, you are entitled to a refund of 50% of the program cost.

  • Withdrawing 14 days or less before the camp start date, no refunds will be given.

  • Credit card processing fees are not refundable.

  • To withdraw, email us at registrar@heartwoodnp.org

Summer Camp

Break Camps, Short Term & Quarterly Classes 

(Thimbleberries, Family Class, After-School, Winter, Mid-Winter & Spring Break Camps, Wildings 6 Week Programs)

 

Non-Refundable Deposit and Payment:

  • All deposits for all programs are non-refundable. The deposit is 25% of the program price.

  • Payment varies depending on the program, please see program webpages for detailed information.

 

Withdrawal, Cancellation, and Refunds:

  • Withdrawing more than 21 days prior to the program start date, you are entitled to a refund of 75% of the program price, if you have only paid the deposit, no refund is given and your remaining balance is cleared.

  • Withdrawing 15-21 days prior to the program start date, you are entitled to a refund of 50% of the program price.

  • Withdrawing 14 days and less prior to the program start date, no refunds will be given.

  • If any duration of a program is canceled due to inclement weather, unsafe conditions, or circumstances out of our control, we are unable to offer refunds.

  • Credit card processing fees are not refundable.

  • To withdraw, email us at registrar@heartwoodnp.org

Seasonal Classes & Break Camps
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