Thanks for your interest in understanding the administrative policies that help make your retreat registration go smoothly. We welcome dialog - please call us with your concerns, or email registrar@dharmaocean.org.
Q1. What deadlines are important and what do they affect?
In each program announcement, we will give a list of deadlines to help you. Typically, these will include deadlines for registration, for sending in scholarship applications, for final payment of full program costs, for late registration fees, and for contacting us regarding a refund. For some programs, you may also find deadlines for study or test requirements, reading assignments or other practice related activities. Please review program deadlines carefully. Meeting these deadlines will help ensure that you are registered, receive your room reservation, are prepared to arrive at the program, and determine refund amounts in the event of cancellations.
Program registrations that arrive after the registration deadline will be considered individually and will depend on housing availability, program registration numbers and the financial and contract agreements we have already made regarding the program. If your program registration arrives after the registration deadline, you may be contacted to discuss your placement in the program.
If you are having difficulty meeting a published deadline please contact our offices immediately.
Q2. What do you do with my registration information?
When you register for a program, we ask for information like your mailing address, email address, practice history, diet preferences and emergency contact information. This information is used to plan programs, send you program announcements and, in the event of an emergency, contact someone that you have designated for that purpose. At the end of a program, we may ask if you wish to receive information on future programs or have your name and contact information shared with other participants. You always have the option to decline. You also have the option to remove your name from our mailing list at any time. We do not share your information with other organizations, except when we need to for program management. We never sell or rent your information to anyone else.
Q3. Why do I have to sign a Liability Waiver and Code of Conduct form?
Our aspiration is to provide a safe and open space in which everyone is held and can participate fully in the programs. The Code of Conduct form formalizes everyone's agreement to the ground rules of how we will interact with one another in order to provide such a space to practice in together.
The liability waiver formally acknowledges that you understand any possible risks involved in participating in the program and are making a choice to take responsibility for those risks. We require staff, volunteers, and participants to sign both the liability waiver and the Code of Conduct in order to participate in the program.
Q4. Why Do You Have Policies?
Our policies regarding registration, costs, deadlines, and refunds help guarantee that we can best prepare for our programs and provide retreats at the lowest possible cost to the largest number of participants.
Q5. What Do Programs Cost?
We describe what the various parts of programs cost so you will understand what you are paying for when you register. We will also tell you which costs are optional and which are not. Program costs may include:
- Tuition - this is the basic fee for attending the program.
- Room - this is the fee charged for your lodging. There are typically single, double, triple and dorm rooms available. There are limited amounts of each room type available. Please register early to ensure that you receive room you choose.
- Meals - this is the fee charged for your meals. Unless noted otherwise, meal plans include breakfast, lunch and dinner. For specific programs there may a lunch-only option available as well.
- Practice Materials - this is the fee for practice texts or study materials that we provide for you at the program.
- Scholarship Donations - we ask participants who are inspired and/or able to make a contribution to the scholarship fund. Your donation will begin a cycle of generosity and allow others to attend programs they could otherwise not afford. Donations can be made to the general fund or to a specific person that you feel inspired to help sponsor at a program.
Q6. What is a "Teacher's Gift"?
You will have the opportunity to offer a teaching gift during each program. This gift is a way of acknowledging the generosity of the teacher in offering the teachings and what you have received from the teachings. Offering the Teacher's Gift is a way of closing the circle of generosity with the teacher. Teaching gifts are not part of the program fees and you choose how much and if you will make this contribution to the teacher.
If you are offering a Teacher's Gift by check you can choose to make the check out to Dharma Ocean Foundation and receive a donation letter at the end of the year for tax purposes.
Q7. How do you pay for programs and how do refunds work?
We currently accept Visa, MasterCard, and checks as payment for programs. Checks can be made out to Dharma Ocean. It is helpful if you note on the check what program you are attending. If you are paying by check please be aware that your registration is not processed until the check arrives at the Dharma Ocean Offices. Please mail checks to: Dharma Ocean Foundation, PO Box 159, Crestone, CO 81131
Refunds are given based on the schedule listed under the "finances" portion of the program's information page. If you paid by credit card, your refund will be credited to the card that you used for registration. If you paid by check you will receive a refund by check. Refunds take 2 - 4 weeks to process.
Please note there is a final refund deadline for each program after which no refund or program credit is available. After this date we have incurred financial obligations based on your commitment to attend.
Q8. How do I pay my program balance?
To pay your program balance online with a credit card (after you have registered and paid your deposit) please go to Make a Payment. In the "Apply To" field put the name of the program you are making a payment for.
To pay by check please mail to: Dharma Ocean, PO Box 159, Crestone, CO 81131. Please plan ahead so the check is received by the payment deadline date.
If you forget the deadline date you will receive one reminder from the registrar before your registration is cancelled. If you are having difficulty meeting a deadline please contact the registrar immediately.
Q9. Are scholarships available?
There are scholarships available for each program. Scholarships are applied to the cost of tuition and practice material fees and need to be requested using the application form on the website. Any scholarship award that you are offered will depend on the amount available in the scholarship fund for the program you are attending and the number of requests received for that program.
You are encouraged to apply for a scholarship as early as possible. All requests received by the application deadline will be considered in the first round of scholarship awards. After the deadline, if there are funds remaining, scholarship applications will continue to be considered on a first-come first-serve basis until funds are no longer available. We ask that you consider your needs carefully and request only what you truly need so that we can offer scholarships to as many applicants as possible.
Q10. What if I need to cancel my registration for a program?
If you need to cancel your registration please contact the registrar (by email or in writing) as soon as possible. The date of your cancellation will determine any refund amounts that you receive for cancellation. Registrar's email address is registrar@dharmaocean.org
Q11. Can I set up a payment plan with Dharma Ocean to pay for my program?
Dharma Ocean has established a relationship with Ashoka Credit Union for anyone requesting a payment plan in order to come to a program. Ashoka is a non-profit Credit Union which was begun specifically to provide you with financial assistance and payment plan options for attending programs. You will need to contact Ashoka directly to set up a plan. Please contact Ashoka as soon as possible as the process can take 3 - 4 weeks to complete.
Q12. Can I opt out of meals at a program?
If you have an especially restricted diet you can request an exemption from the meal plan by filling out a Meal Exemption Form and sending it to the registrar or mailing it to: Dharma Ocean, PO Box 159, Crestone, CO 81131. This will help us determine if we can meet your needs. Please understand there are no kitchen facilities on the premises for community use.
