Policy DocumentThis Refund & Cancellation Policy explains the terms governing HBIMS-NAF&SA facilitation fee payments, refund eligibility, non-refundable components, refund processing, medical-disqualification review, Code of Conduct violations, MTI fee separation and dispute-resolution process.
Important Fee Separation Note
The HBIMS-NAF&SA facilitation fee is separate from any DGMA / DG Shipping-approved Maritime Training Institute course fee.
HBIMS-NAF&SA does not control refund of MTI course fees. Any fee paid directly to a selected MTI is governed strictly by that MTI's own refund policy, rules, schedule, accounting process and applicable regulatory requirements.
Candidates and parents must understand this separation before making any payment.
1Cancellation and Refund Schedule
Refund eligibility for HBIMS-NAF&SA facilitation fee depends on the candidate's stage in the documented framework and the cost already incurred.
| Stage | Condition | Indicative Refund |
|---|---|---|
| Before Stage 3: Aptitude / Readiness Screening | Withdrawal within 7 days of application and before aptitude / readiness screening is attended. | Up to 90% of refundable facilitation component. |
StageBetween Stage 3 and After aptitude / Up to 70% of refundable Stage 5 readiness screening but facilitation component. before counselling / parent briefing completion.
Between Stage 5 and After counselling / Up to 50% of refundable Stage 7 parent briefing but facilitation component. before dossier lock.
Between Stage 7 and After dossier lock but Up to 30% of refundable Stage 9 before joining briefing facilitation component. / reporting-stage support.
After Stage 10: MTI Candidate has completed No refund. Handover / Process HBIMS-NAF&SA process Completion stage, MTI handover / reporting support or equivalent documented closure. ———————————————————————--
The final refund amount may vary depending on the actual fee paid, non-refundable components already incurred, third-party costs, taxes, payment gateway charges, document verification costs, medical coordination costs and stage completion records.
2Non-Refundable Components
- application registration fee, where applicable
- aptitude / readiness screening fee, where applicable and attended
- counselling or parent-briefing cost already completed
- document verification cost
- third-party verification charges
- medical examination charges paid directly to DGMA / DG Shipping-approved medical examiner / doctor, where applicable
- payment gateway charges
- GST component, where applicable, handled as per applicable GST law
- documentation, dossier preparation or processing costs already incurred
- any third-party cost already paid or committed
Fee amounts must match the actual fee structure applicable to the candidate's batch and invoice. If the fee structure changes, the applicable invoice, receipt and written communication shall guide the refund calculation.
3Medical Disqualification
Merchant Navy medical fitness is a serious requirement. If a candidate is found medically unfit or medically unsuitable at a relevant stage, refund eligibility shall be assessed based on:
- stage reached by the candidate
- whether the medical condition was previously declared
- whether the candidate concealed any known condition
- whether medical guidance had already been provided
- whether third-party costs were already incurred
- whether documents, counselling, dossier or MTI mapping had already been completed
- applicable medical report
- applicable policy and written acknowledgement
Final medical fitness can be decided only by a DGMA / DG Shipping-approved medical examiner / doctor. HBIMS-NAF&SA does not declare final medical fitness and cannot guarantee medical clearance.
4Code of Conduct Violations
No refund shall be available if the candidate is removed from the HBIMS-NAF&SA framework due to Code of Conduct violation, including but not limited to:
- document forgery
- false declaration
- identity misrepresentation
- hiding known medical issue
- harassment
- abusive behaviour
- threat, pressure or misconduct
- substance abuse
- fraudulent representation
- misuse of HBIMS or HBIMS-NAF&SA name
- payment fraud
- fake receipt or document submission
Candidates and parents should read the Code of Conduct before applying.
5Refund Process
Step 1: Submit Written Request
Send a written refund request to: admin@nationaladmission.com
Subject line: Refund Request - NAF ID [Your ID]
- full name
- NAF ID / application reference
- batch / course, if applicable
- mobile number
- reason for refund request
- payment receipt / transaction details
- bank account details for refund processing
- supporting documents, where applicable
Step 2: Acknowledgement
HBIMS-NAF&SA will acknowledge the refund request within 48 working hours, subject to correct submission and availability of required details.
Step 3: Review
- candidate stage
- payment record
- applicable invoice
- non-refundable components
- third-party costs
- tax implications
- documents submitted
- Code of Conduct status
- written acknowledgement and communication trail
Step 4: Refund Processing
Approved refunds are generally processed within 30 working days through bank-channel transfer to the account from which payment was originally received or to a verified bank account submitted by the candidate / parent, subject to internal verification and applicable banking requirements.
Step 5: GST / Tax Component
GST component, where applicable, shall be handled as per applicable GST law and accounting process. Any statutory adjustment may take additional time depending on compliance requirements.
6MTI Fee Refunds
Fees paid directly to a selected DGMA / DG Shipping-approved Maritime Training Institute are governed strictly by that MTI's own refund policy and applicable rules. HBIMS-NAF&SA does not control MTI fee refunds.
- MTI course fee refund
- hostel fee refund
- mess fee refund
- uniform / kit fee refund
- training-material fee refund
- batch cancellation / shifting refund
- admission cancellation at MTI level
HBIMS-NAF&SA may guide the candidate on communication format, but the decision remains with the MTI.
7No Cash / No Personal Account Rule
HBIMS-NAF&SA does not authorise:
- cash payment to individuals
- personal-account transfer
- unofficial agent collection
- payment without invoice or acknowledgement
- verbal-only payment confirmation
Any candidate or parent receiving such demand should immediately report it to official channels:
| Channel | Details | Purpose |
|---|---|---|
| WhatsApp / Navya AI Support | +91 9650819757 | Available 24/7 for basic guidance, quick queries and admission-stage support. |
ChannelDirect Line +91 9205222414 Student Desk and admission support during counselling hours.
Email admin@nationaladmission.com Official records, documents, complaints and refund requests.
Website www.nationaladmission.com Official forms, policies and admission-stage information. —————————————————————————--
8Grievance and Dispute Resolution
Step 1: Internal Grievance
Submit complaint to: admin@nationaladmission.com
Grievances are acknowledged within 48 hours and are generally reviewed within 30 days, subject to the nature of complaint, documents submitted and verification required.
Step 2: Mediation / Arbitration
Unresolved disputes may be referred to mediation or arbitration as mutually agreed between the parties and as per applicable law.
Step 3: Jurisdiction
Subject to applicable law, contractual documents, registered legal records and mutually agreed dispute-resolution process, disputes shall be handled before the competent court / authority having jurisdiction.
9Current Public Offices and Communication Channels
HBIMS-NAF&SA currently maintains two public communication / counselling offices:
| Office | Address | Line |
|---|---|---|
| Jaipur Office - Regional Office | Plot C-78, Siddharth Nagar, Airport Road, Jaipur, Rajasthan | +91 141 4028734 |
OfficeGurugram Office - Pratibha Tower, Ashok +91 124 4209310 Corporate Office Marg, Silokhera, South City I, Gurugram, Haryana - 122001 ———————————————————————--
Preferred Communication Channels
| Channel | Details | Purpose |
|---|---|---|
| WhatsApp / Navya AI Support | +91 9650819757 | Available 24/7 for basic guidance, quick queries and admission-stage support. |
Direct Line +91 9205222414 Student Desk and admission support during counselling hours.
Email admin@nationaladmission.com Official records, documents, complaints and refund requests.
Website www.nationaladmission.com Official forms, policies and admission-stage information. —————————————————————————--
10Final Disclaimer
HBIMS-NAF&SA provides admission-support, eligibility screening, counselling, medical-readiness awareness, document guidance and seat-mapping facilitation.
- final admission
- medical fitness
- MTI acceptance
- seat availability
- training completion
- shipboard placement
- company selection
- salary
- tax benefit
- future employment
All outcomes remain subject to candidate eligibility, medical examination, documents, MTI rules, seat availability, statutory requirements, company selection, vessel requirement and applicable maritime regulations.
11Official HBIMS Mobile Application
HBIMS-NAF&SA operates one official mobile application, published under the name HBIMS. It is available for Android and iOS through the two official listings below, and through no other source.
| Platform | Official Listing | Publisher |
|---|---|---|
| Android | Google Play — HBIMS | Humble Bee Education Foundation |
| iOS | Apple App Store — HBIMS | Humble Bee Education Foundation |
The HBIMS mobile application is an official admission-support channel of HBIMS-NAF&SA. Where a candidate raises a request, submits a document or tracks an admission stage through the application, this Refund and Cancellation Policy applies in the same manner as it applies to requests made through the website or the Student Desk. Use of the application does not create any separate refund entitlement and does not vary the fee separation set out in this document.
Any application, installation file or download link offered outside these two official listings is not authorised by Humble Bee Education Foundation. Candidates and parents should verify the publisher name before installing.