Policies and Client Agreement
Last Updated: October 5, 2025
Thank you for choosing The Lotus Mind Academy for college planning and application support. Our goal is to provide thoughtful, personalized guidance that helps students and families approach the college process with greater clarity, confidence, and organization.
Please review the following policies before purchasing or scheduling services.
By purchasing a service, package, or add-on, or by scheduling an appointment, you acknowledge that you have reviewed and agree to the applicable policies below.
1. Our Services
The Lotus Minds Academy provides educational consulting, college planning, application strategy, coaching, essay guidance, scholarship strategy, and related support services.
Services may include:
College planning and application strategy
College list and fit guidance
Application timeline and deadline planning
Personal statement and supplemental essay coaching
Essay review and feedback
Résumé and activity list guidance
Scholarship strategy and organization
Financial aid and FAFSA education and planning
Individual consulting sessions
Parent guidance and education
The specific services included in each package are described on the website and/or in the client's purchase confirmation.
2. Student Responsibility
Students remain responsible for their own applications and application materials.
Students are responsible for:
Providing accurate information
Completing their own application materials
Reviewing all recommendations and revisions
Ensuring that submitted information is truthful and accurate
Meeting college, scholarship, FAFSA, and other applicable deadlines
Completing and submitting applications themselves
Making final decisions regarding their college applications
Our role is to provide guidance, coaching, education, strategy, and feedback.
We do not complete or submit applications on behalf of students.
3. Student Authorship & Academic Integrity
Students must remain the authors of their application essays and other submitted materials.
Our essay services may include brainstorming, organization, coaching, editing, feedback, and recommendations regarding clarity, structure, voice, and presentation.
We do not write application essays for students or represent another person's work as the student's own.
Students are responsible for reviewing and approving their final submissions.
4. No Guarantee of Admission, Scholarships, or Financial Aid
Our services are designed to provide personalized guidance, coaching, education, and strategic support throughout the college planning and application process.
While we provide our best professional guidance and support, we do not guarantee admission to any college or university, scholarship awards, financial aid packages, acceptance decisions, or any specific college-related outcome.
Admissions decisions, scholarship selections, and financial aid awards are determined by colleges, universities, scholarship organizations, government agencies, and other third parties and are outside of our control.
Our goal is to help each student develop a thoughtful strategy, present their experiences authentically, stay organized, and approach the college process with greater confidence and preparation.
5. Scholarship Services
Scholarship guidance is intended to help students identify and organize scholarship opportunities and develop an effective application strategy.
For the Scholarship Strategy Add-On, we may identify up to 10 scholarship opportunities based on information provided by the student and family.
Scholarship organizations establish their own eligibility requirements, deadlines, application procedures, selection criteria, and award amounts.
We do not guarantee:
Scholarship eligibility
Acceptance by a scholarship organization
Scholarship awards
A specific amount of scholarship funding
That a scholarship opportunity will remain available
That scholarship deadlines or requirements will not change
Students and families are responsible for verifying current scholarship requirements and submitting applications by the applicable deadlines.
6. Financial Aid & FAFSA Guidance
We may provide general education and planning support related to financial aid, FAFSA, college costs, and financial aid deadlines.
We do not determine financial aid eligibility or award amounts.
Financial aid decisions are made by colleges, universities, government agencies, and other authorized organizations.
Families should rely on official sources and their individual college's financial aid office for final requirements and determinations.
7. Scheduling
Appointments are scheduled through our online scheduling system.
Clients are responsible for selecting the correct appointment type and providing accurate contact information.
Please arrive prepared and on time for scheduled appointments.
If you arrive late, the appointment may still end at the originally scheduled time.
8. Rescheduling & Cancellations
We understand that schedules change. If you need to reschedule an appointment, please provide at least 24 hours' notice whenever possible.
Appointments canceled or rescheduled with less than 24 hours' notice may be considered a missed appointment and may not be eligible for rescheduling or refund.
Missed appointments without notice may be forfeited.
We understand that emergencies and unexpected circumstances happen and will consider them on a case-by-case basis.
9. Communication
Email is available for reasonable questions and follow-up related to active services.
Our typical response time is 1–2 business days.
Email communication is not intended to replace scheduled consulting sessions unless a service specifically includes written support.
Please do not use email for urgent matters or time-sensitive deadlines that require immediate attention.
10. Turnaround Times
For services involving written feedback, we will communicate turnaround times based on the service purchased and our current workload.
For individual essay reviews, our standard target is approximately 2–3 business days after all required materials have been received.
Turnaround times may be affected by incomplete materials, late submissions, weekends, holidays, or unusually high volume.
Clients are responsible for providing materials early enough to allow adequate time for review and revisions.
11. Package Services
Package services are designed to provide support over a defined period of time and/or through a defined number of sessions or deliverables.
The specific inclusions, number of sessions, reviews, and other services depend on the package purchased.
Additional services outside the package may require an additional fee.
Unused package sessions or services may be subject to expiration according to the terms communicated at the time of purchase.
12. Payments
Payment is due according to the payment terms presented at the time of purchase.
For services requiring payment before work begins, services will begin after payment has been received.
If a payment plan is offered, the client remains responsible for all scheduled payments.
If a payment is missed or remains unpaid, services may be paused until the account is brought current.
13. Refunds
Because consulting services involve reserved time and individualized preparation, fees for services already performed are generally nonrefundable.
If a client cancels before services have begun, any refund eligibility will be determined based on the specific service purchased, work already completed, and applicable cancellation terms.
Any approved refund will be processed using the original payment method when possible.
14. Confidentiality & Privacy
We respect the privacy of students and families and will make reasonable efforts to keep client information confidential.
Information provided during consulting may include educational records, application materials, essays, family information, and other personal information.
We will not intentionally share client materials publicly without permission, except as required by law or when necessary to protect safety or comply with legal obligations.
Please also review our Privacy Policy for additional information about how information is collected and used.
15. Third-Party Websites & Services
The college application process may involve third-party platforms and organizations, including colleges and universities, Common App, FAFSA, scholarship organizations, testing organizations, and other services.
These organizations control their own systems, policies, deadlines, requirements, and decisions.
We are not responsible for:
Website outages
Technical problems
Changes to third-party requirements
Changes to application deadlines
Incorrect information provided by third parties
Decisions made by colleges, scholarship organizations, or government agencies
Clients should verify important information directly with the applicable organization.
16. Changes to College & Scholarship Requirements
College admissions policies, testing requirements, application requirements, scholarship opportunities, deadlines, and financial aid policies may change.
We make reasonable efforts to provide current guidance based on the information available to us.
However, students and families are responsible for verifying current requirements and deadlines with the applicable college, university, scholarship organization, or government agency.
17. Intellectual Property & Client Materials
Students retain ownership of their original application essays, personal writing, and other materials they provide.
The Lotus Minds College retains ownership of its proprietary templates, worksheets, guides, frameworks, processes, and other original business materials unless otherwise agreed in writing.
Clients may use materials provided to them for their personal college planning and application process.
Business materials may not be reproduced, resold, distributed, or used commercially without written permission.
18. Parent & Student Participation
Parents and guardians are welcome to be involved in the college planning process.
However, our approach is student-centered.
Whenever appropriate, we encourage students to take an active role in decision-making, communication, planning, and completion of their application materials.
Our goal is to help students develop confidence, independence, organization, and ownership of their college process.
19. Professional Boundaries
Our services are educational and consulting services.
We do not provide legal, tax, financial, mental health, medical, or other professional services outside the scope of college planning and application consulting.
Clients should consult an appropriately licensed professional when specialized advice is needed.
20. Limitation of Outcomes
Clients understand that college admissions, scholarship decisions, financial aid awards, and other educational outcomes depend on factors outside our control.
No specific result is promised or guaranteed.
Our services are intended to provide guidance and support, but the final outcome remains with the applicable college, university, scholarship organization, government agency, or other third party.
21. Agreement to These Policies
By purchasing a service, package, or add-on, submitting payment, or scheduling an appointment, the client acknowledges that they have had an opportunity to review these Policies & Client Agreement and agree to the applicable terms.
If a client does not agree with these policies, they should not purchase or schedule services.
22. Contact
If you have questions about these policies or your services, please contact:
The Lotus Mind Academy
Dr. Camille Sims- Johnson
Success@thelotusmindCollege.com
WWW.thelotusmindcollege.com