Document ID
USQC-POL-05
Revision
E
Effective Date
February 2026
Status
Approved
Owner
Quality Manager
Classification
Public
Approved By
USQC Management Board
Organization
USQC
1. Purpose and Scope
The purpose of this Return, Refund, and Exchange Policy is to establish clear and transparent guidelines governing refund requests, service exchanges, and cancellations for all services provided by the United Safety and Quality Council (USQC). This policy applies to all USQC services, including but not limited to certification programs (ISO 17024, ISO 17065), training and educational courses (classroom and distance learning), laboratory testing and calibration services (ISO 17025), and management system auditing and certification services (ISO 17021). This policy is designed to ensure fairness, accountability, and consistency in accordance with USQC's Integrated Management System (IMS) and Environmental, Social, and Governance (ESG) commitments.
2. General Principles
USQC is committed to delivering services of the highest quality. We recognize, however, that circumstances may arise where a client or candidate needs to cancel, request a refund, or exchange a service. All requests will be handled with fairness, transparency, and in a timely manner. USQC will evaluate each request on its individual merits while adhering to the guidelines set forth in this policy. Our approach to returns and refunds reflects our ESG commitment to social responsibility and ethical governance.
3. Training and Educational Courses
Cancellation by the Client or Candidate: Cancellations received more than fourteen (14) calendar days prior to the course start date are eligible for a full refund or transfer to an alternative course date at no additional charge. Cancellations received between seven (7) and fourteen (14) calendar days prior to the course start date are eligible for a 50% refund or a one-time transfer to an alternative course date. Cancellations received less than seven (7) calendar days prior to the course start date are not eligible for a refund; however, a one-time transfer to an alternative course date may be granted at the discretion of the Quality Manager. No-shows on the day of the course are not eligible for a refund or transfer.
Cancellation by USQC: In the event that USQC cancels a scheduled course for any reason, all enrolled participants will be offered a full refund or the option to transfer to the next available course date at no additional charge. USQC will not be liable for any incidental costs incurred by participants, such as travel or accommodation expenses.
Course Exchanges: Participants may request to exchange enrollment from one course to another of equal or greater value. If the replacement course is of greater value, the participant must pay the difference. If the replacement course is of lesser value, the difference will be refunded. Exchange requests must be submitted at least seven (7) calendar days prior to the original course start date.
4. Certification Services
Certification Application Fees: Application and registration fees for certification programs under ISO 17024 and ISO 17065 are non-refundable once the application has been processed and the evaluation process has commenced. If a candidate withdraws their application before processing begins, a full refund will be issued minus a 10% administrative fee.
Examination Fees: Examination fees are non-refundable once the candidate has been scheduled for an examination. If a candidate is unable to attend a scheduled examination due to documented extenuating circumstances (e.g., medical emergency, bereavement), USQC may, at its discretion, allow the candidate to reschedule the examination one time at no additional charge. Requests for rescheduling must be submitted in writing with supporting documentation to admin@usqc.us.
Certification Renewal Fees: Renewal fees are non-refundable once the renewal process has been initiated. Candidates who fail to complete the renewal requirements within the specified timeframe will need to reapply and pay the applicable fees.
5. Laboratory Testing and Calibration Services
Cancellation Before Testing Begins: Clients who cancel testing or calibration requests before work has commenced are eligible for a full refund minus a 10% administrative fee to cover sample handling and documentation costs.
Cancellation After Testing Has Commenced: Once laboratory testing or calibration work has commenced under ISO 17025, refunds are not available for work already performed. If only a portion of the requested testing has been completed, the client will be charged for the completed work and any remaining balance will be refunded.
Retesting: If a client disputes the results of a test or calibration, USQC will review the dispute in accordance with the Complaints and Appeals Procedure (USQC-PRO-01). If USQC determines that an error occurred on its part, the testing or calibration will be repeated at no additional charge, or a full refund will be issued at the client's preference.
6. Management System Auditing and Certification Services
Audit Cancellation by the Client: Cancellations received more than thirty (30) calendar days prior to the scheduled audit date are eligible for a full refund minus a 15% administrative fee. Cancellations received between fifteen (15) and thirty (30) calendar days prior to the scheduled audit date are eligible for a 50% refund. Cancellations received less than fifteen (15) calendar days prior to the scheduled audit date are not eligible for a refund, as auditor resources and travel arrangements will have been committed.
Audit Cancellation by USQC: In the event that USQC cancels or reschedules an audit, the client will be offered a full refund or the option to reschedule at a mutually convenient date at no additional charge.
7. Method of Refund
All approved refunds will be processed within thirty (30) business days of approval. Refunds will be issued using the original method of payment. If the original payment method is no longer available, USQC will work with the client to arrange an alternative refund method. Refunds are issued in U.S. Dollars (USD) only.
8. ESG and Governance
This Return, Refund, and Exchange Policy reflects USQC's commitment to its Environmental, Social, and Governance (ESG) framework. We believe that a transparent and fair refund process is a key social and governance responsibility. Our policy is designed to minimize waste and unnecessary administrative burden (Environmental), treat all clients and candidates with fairness and respect (Social), and maintain accountability and transparency in financial transactions (Governance).
9. Dispute Resolution
If a client or candidate is dissatisfied with the outcome of a refund or exchange request, they may escalate the matter through the USQC Complaints and Appeals Procedure (USQC-PRO-01). All disputes will be handled impartially and in accordance with the principles of our Integrated Management System.
10. Contact Information
All refund, return, and exchange requests must be submitted in writing to the USQC Quality Manager at admin@usqc.us or by calling +1 732-354-1094. Requests should include the client or candidate name, the service or course in question, the reason for the request, and any supporting documentation.
| Approved By USQC Management Board |
Date February 2026 |
Revision History Rev E - Updated for Full Name and Website Alignment. |
