Refunds and Other Policies

You can enroll in our courses by paying a non-refundable registration fee up front and you can then make payments on the balance. You can make the payments any way you choose at any time you choose as long as the course is paid before the course start date.

For scheduled courses, balances must be paid in full prior to the course start date. If payment in full has not been received, you will be taken out of the course. You will forfeit your Registration Fee.

For open enrollment courses, you must pay the full amount to be admitted to the classroom. If a payment has not been made within 30 days of enrollment you will be taken out of the course. You will forfeit your Registration Fee.

For hybrid courses like the Certified Nurse Aide and Medication Aide,  Full payment will need to be made the day before the course begins or if the course becomes full, whichever comes first.  Staff will contact you if the course becomes full to discuss full payment.  

We Care Online courses and programs are exempt from the requirement to issue 1098-T statements since our courses and programs are non-credit. We do not have to file Form 1098-T.  Additionally, our courses are not deductible for the “qualified tuition payments” deduction. However, we do not provide legal or tax advice, and suggest consulting your own legal or tax professional

We Care Online is approved by the Kansas Board of Regents. You can see our listing here: 

 http://www.kansasregents.org/academic_affairs/private_out_of_state/private_and_out_of_state_institutions

By enrolling in your course you are giving We Care Online permission to the following:

• The information supplied in the form is accurate and complete to the best of your knowledge.
• You have basic knowledge in computer usage or have someone willing to assist you with this course and obtaining your assignments. You understand, if you have computer difficulties, the help section in Canvas is available should you need assistance. If you need help with the content of the course, your instructor will be available via email or phone number that has been supplied in the course syllabus.
• You will be responsible for your own work with this on-line course. You will treat this course as a serious learning adventure as well as an addition to your education in Health Care.
• You give permission to We Care Online, LLC to run a background check on the information provided in the form, as needed by the clinical facility.
• You give permission to We Care Online to use your photographic likeness in all forms and media for advertising, trade, and any other lawful purposes.
• You know private patient information such as state of health, finances, and relationships will be shared with you during lab/clinical sessions.  You know ethically and legally, you must protect the confidentiality of this information and should not tell anyone except  the members of your health care team with whom you work. You will follow HIPPA (Health Insurance Portability and Accountability Act) and you understand that if you break the rules that protect patient privacy, you can be fined and/or imprisoned.

Please read these important FREQUENTLY ASKED QUESTIONS. Click here.

This policy aims to ensure that students are treated justly and fairly, by providing a straightforward process for dealing with complaints of discrimination, sexual harassment and vilification.

The process for dealing with complaints or grievances is as follows:

• A complaint can be made to any Instructor, Teacher Assistant or Employee of We Care Online. The complaint does not have to be in writing. It can be made via telephone by calling 888-932-2501.
• The complaint will be dealt with fairly and in good faith: there will be no victimization as a result of making a complaint The complaint will be dealt with confidentially.
• The complaint will be dealt with as a matter of priority.  The official complaint will be investigated within 24 hours (excluding weekends and holidays) of the complaint being lodged, and the complaint process will be completed within 7 working days.
• If the outcome is not acceptable to the parties, an appeal can be made to Cindy Gray, CEO to review the complaint. She can be reached via email: Cindy@wecareonlineclasses.com.
• This policy is in place per K.S.A. 74-32,169. Grievances may also be directed to Kansas Board of Regents.
• We Care Online will review this policy and process every twelve months.

• The assignments must be 100% complete for each unit.
• A grade average of 70% must be maintained in order to complete the class. (Some course may require a different percentage. Please check your course syllabus.)  In some cases, the course may be Pass/Fail.
• The student must participate on the Discussion Board.
• When deadlines are posted, they must be adhered to.
• Students must complete their own assignments.

Grades are submitted and tracked via the online classroom.  Assignment and testing grades are automatically calculated and immediately available to both the student and the instructor.   The instructor is available if the student has questions regarding questions missed.  In some cases, feedback is immediately available within the assignment.

Course must be completed in its entirety, by the end of the course, to receive a Certificate of Completion from We Care Online. Certificates will be emailed at the end of the course.

You may order a duplicate or replacement Certificate of Completion. Click Here

We Care Online reserves the right to reschedule or extend your course in the event of power failure, technical issues or when the number of students enrolled is too small.

In very rare circumstances, We Care Online may need to adjust or cancel a posted schedule. While this is uncommon, all schedules are subject to change if unexpected issues arise.

Back up instructors for the online portion of the class are available in the event the online course instructor becomes unavailable.

At We Care Online, we understand that circumstances may change. Please review our refund policy carefully before enrolling.

Refund Eligibility

• Students may cancel enrollment and obtain a refund prior to the course start date (except CNA, CNA Refresher, Paid Nutrition Assistant, and CMA courses — see note below).
• Refunds are granted according to the following schedule:
  • 0–25% of course or 3 days complete (whichever comes first): 100% refund of tuition.
  • 26–100% complete: No refund of tuition.
• Course completion is determined by the number of days since the official course start date, not by the student’s progress.
• Important: For CNA, CNA Refresher, Paid Nutrition Assistant, and CMA courses, refunds are only available if the request is made before the course start date. Once the course begins, no refunds or transfers are allowed for these courses.
• All refunds will be processed within 60 days of the last day of attendance or from the receipt of payment (whichever is later).

• The Registration Fee is non-refundable. One course transfer may be requested without paying the Registration Fee again. A second transfer will require repayment of the Registration Fee.

Student Responsibilities

• Access to your course begins on the official start date, regardless of participation.
• Instructor time, course setup, and course access are considered services rendered once the course begins.
• Failure to provide prerequisites, required documents, or textbooks does not qualify for a refund.

Dispute Resolution

• We ask that all students contact We Care Online directly to resolve any billing concerns before initiating a chargeback with their card issuer.
• Refund eligibility is governed by this posted policy. Once a course has begun, course access and instructor allocation constitute delivery of services.
• In the event of a chargeback, We Care Online will provide signed agreements, login records, and communications as evidence of services delivered.
• Students who file chargebacks outside the terms of this policy may be denied future enrollment with We Care Online.

REFUND REQUEST FORM: CLICK HERE

Your course may require proof of certain licenses or identity.  Please email or upload the required items.  Failure to provide items needed may result in a non-passing grade for the course. Please check the syllabus for any additional items needed for your course.

We Care Online reserves the right to refuse service or cancel this order at any time. No refund will be given in the event the student fails to comply with academic, attendance or financial requirements.  In the event We Care Online cancels this order due to student misconduct, a refund will be made to the buyer based on the time line below. The Registration Fee is non-refundable.

If course is cancelled by We Care Online after the course begins:

• 0 – 25% complete…………………. 100% refund of tuition
• 25 -50% complete………………… 50% refund of tuition
• 50 – 100% complete……………… No refund of tuition

Our organization maintains a formal Privacy and Data Protection Program that governs how we collect, use, and safeguard Personal Information. This program is guided by internal policies aligned with applicable laws, including FERPA (as an educational institution managing student records) and HIPAA (as we work in healthcare training contexts where health-related data may be involved).

Internal Policy and Governance:
We have a written privacy policy that regulates the processing of Personal Information. Access to data is role-based, limited to only what is required for job duties, and monitored for compliance. Employees and contractors are required to complete regular training on privacy, security, and data protection.

Incident Reporting and Violations:
In the event of a suspected or actual violation of data protection laws or our privacy program, staff are required to notify leadership immediately. Incidents are formally documented, investigated, and escalated to management. If legally required, impacted parties and/or regulators are notified without delay, following FERPA/HIPAA guidelines.

Monitoring Legal and Regulatory Changes:
We actively monitor updates to federal and state privacy regulations through compliance resources, legal advisories, and industry associations. When laws or standards change, our policies and practices are updated accordingly, and employees are informed of changes to ensure adherence.

Our commitment is to protect the privacy, confidentiality, and integrity of all Personal Information entrusted to us, with strong alignment to both education and healthcare data protection standards.