Understanding NPHub Refund Policy: Why Our Terms Actually Protect Your Investment

It's 2 AM, and you're staring at your laptop screen again. You've been searching for clinical rotations for weeks—maybe months—and your deadline is getting closer. As a nurse practitioner student juggling coursework, your full-time job, and everyday life, the stress feels overwhelming. Now you've found NPHub, but there's that nagging voice in your head: "What if I pay for this and it doesn't work out?"

We understand this concern completely. During your NP program, every expense matters, and you've probably heard stories from other students about:

• Preceptors who disappeared at the last minute
• Clinical sites that weren't what they seemed online
• Services that took payment but provided minimal support
• Universities rejecting placements after students had already paid
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The most common fears we hear from nurse practitioner students include:

• Financial risk: "What if I'm stuck with an unsuitable clinical site?"
• Compatibility concerns: "What if the preceptor and I don't work well together?"
• University approval: "What if my school doesn't accept this placement?"
• Time pressure: "What if this delays my graduation timeline?"
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These concerns are valid. You need clinical hours to graduate, but you also need to protect yourself financially. The pressure to find the perfect preceptor match while managing everything else can feel overwhelming.

Here's what most students don't realize when they first review our refund policy: it's actually designed to address exactly these fears. Our policy includes specific protections that most preceptor matching services don't offer. The key is understanding when and why these protections apply—and how they can give you confidence to move forward with securing your clinical placements.

Let's walk through the practical details of what our refund policy actually covers.

The Truth: You're More Protected Than You Think

Here's the reality that might surprise you: our refund policy isn't designed to trap you—it's built to protect you (and your preceptors' and our team's efforts). After 8 years in the industry and over 10,000 successful clinical placements, we've learned that clear policies benefit everyone involved, especially nurse practitioner students who are already dealing with enough uncertainty.

Our Perfect Preceptor Promise puts your concerns to rest upfront. We guarantee to find your perfect preceptor match, or we'll issue a 100% refund. No hidden terms, no rushed deadlines—just our unwavering support until you succeed. With over 8,000 NP students already matched and 1,500+ five-star reviews, we're confident in our ability to deliver results.

Here's when you're entitled to full refunds under our policy:

• Preceptor becomes unavailable: If your chosen preceptor can no longer take students due to job changes, relocation, or personal circumstances.
• University rejection: If your school doesn't approve the clinical site due to information that wasn't available in the preceptor's profile.
• Last-minute requirement changes: If the clinical site updates requirements within 14 days of your start date, and you can't meet them.
• NPHub can't deliver: If we're unable to provide an alternative when your original preceptor falls through.
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Why we structure our policy this way: As the #1 preceptor matching service in America, we've seen how policies that are too lenient actually hurt students. When companies allow unlimited cancellations, preceptors become hesitant to commit their time, creating the very shortage that makes finding clinical rotations so difficult in the first place.

Our approach protects both sides of the equation. Students get security knowing they're covered for legitimate issues, while preceptors feel confident investing their time in the paperwork process and rotation planning. This creates a stable network that benefits everyone seeking clinical hours.

The result? A reliable system where students can focus on their clinical experience instead of worrying about whether their preceptor will still be available next month.

Why Your Deposit Becomes Non-Refundable Once Your Preceptor Accepts

Here's something most students don't realize about clinical placements: we actually give you multiple ways to get your deposit back, but the window closes once real work begins. Unlike other services that might take your money immediately, we've built in specific protections during the early stages of your rotation request.

Your deposit is fully refundable ONLY in these situations:

• 5-day grace period: If you request to opt-out within 5 calendar days of paying your deposit AND your preceptor hasn't accepted your rotation request yet.
• Unresponsive preceptor: If your chosen preceptor doesn't accept your request within 10 business days of receiving it.
• Incomplete paperwork: If your preceptor doesn't complete the NPHub-provided student paperwork within 10 business days.
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These protections exist because we understand that sometimes you need time to think, or circumstances change quickly. Maybe you found another rotation, your school changed requirements, or you're having second thoughts about the timing.

What happens once your preceptor accepts:

The moment your preceptor formally accepts your rotation request, real work begins that can't be reversed:

• Paperwork process begins: Your preceptor starts completing university-specific documentation (which takes up to 14 business days).
• Schedule coordination: They block time in their calendar and adjust patient loads to accommodate a student.
• Network investment: Our relationship with that preceptor deepens, benefiting all future students.
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Real example: Sarah, an NP student from Georgia, paid her deposit on Monday for a family medicine rotation in Atlanta. She had until the following Monday to change her mind with no penalty. However, when her preceptor accepted Tuesday morning and completed the paperwork by Thursday, Sarah's deposit became non-refundable because tangible preparation work had already begun.

Why this protects everyone: Our vetted preceptors are busy professionals. If we allowed students to get full refunds after preceptors had invested time in preparation, these clinical experts would quickly stop participating. Your student coordinator facilitates these connections because we've built trust over 8 years—preceptors know that once they accept a student through NPHub, both parties are committed to success.

When You Get 100% of Your Money Back: Full Balance Refund Scenarios

Even after you've paid your full balance and your rotation is confirmed, life happens. We understand that circumstances beyond your control can derail even the best-laid plans. That's why our policy includes several scenarios where you're entitled to a complete refund of your full balance.

You get your full balance back when issues are completely outside your control:

• Preceptor becomes unavailable: If your preceptor moves locations, changes employment, or has personal circumstances that prevent them from taking students (and you choose a refund instead of our replacement option).
• University rejects the site: If your school doesn't approve the clinical site due to information that wasn't available in the preceptor's online profile, such as student-to-preceptor ratios, specific patient care services, or licensure status that wasn't disclosed.
• Last-minute requirement changes: If the clinical site updates requirements like background checks or vaccination requirements within 14 days of your start date, and you're unable to fulfill them.
• NPHub can't deliver alternatives: If your preceptor becomes unavailable and we're unable to provide you with an alternative clinical placement.
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The key factor: These refund scenarios all share one thing in common—they involve circumstances that were either undisclosed to you initially or changed after you'd already committed. You made your decision based on the information available, and when that information proves incomplete or changes dramatically, you shouldn't be penalized.

Our policy protects you from the unpredictable while encouraging everyone to honor commitments when circumstances are normal. This balance keeps our network stable while ensuring you're never stuck paying for clinical placements that can't deliver what was promised.

When No Refunds Apply: How These Rules Actually Protect Your Success

While we offer generous refunds for circumstances outside your control, there are specific situations where refunds aren't available. These aren't designed to trap you—they're strategically crafted to protect the entire network that helps you find your perfect preceptor match.

No refunds apply in these situations:

• Change of heart after commitment: When you decide not to work with your chosen preceptor after they've completed all the NPHub-provided paperwork due to personal preferences.
• Incomplete research on your part: When you didn't properly review the preceptor's rotation details and description before requesting an improper clinical site.
• University requirement oversight: When you didn't review your school's specific requirements before choosing a preceptor or didn't share the requirements with your Preceptor Matching Specialist / NP Student Coordinator, and the site gets rejected for information that was already available.
• Performance or conduct issues: When you're removed from the rotation due to misconduct, inappropriate behavior, or poor performance.
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How does this benefit you personally?

These standards actually work in your favor. Because preceptors know that students are committed once paperwork is complete, they're more willing to invest in providing an excellent clinical experience. They'll take time to prepare meaningful learning opportunities, knowing you'll be there to benefit from their expertise.

This creates the stable, professional environment that makes NPHub the #1 choice for quality clinical placements.

The 60-Day Cancellation Rule: Why Timing Determines Your Refund Amount

Timing matters in clinical coordination more than most students realize. Our 60-day rule isn't arbitrary—it's based on the practical realities of how preceptors and clinical sites operate their schedules and the impact cancellations have on everyone involved.

How the 60-day timeline works:

• More than 60 days before your rotation start date: You can cancel and receive 50% of your balance back (minus the deposit).
• 60 days or less before your rotation start date: No cancellation refund is available.
• If you haven't paid your full balance yet: You'll be charged a cancellation fee of 50% (60+ days out) or 100% (within 60 days) of your remaining balance.
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Your Wallet Credit Alternative: Keeping Your Investment Working

Here's what many students don't know: when standard refund conditions can't be met due to timing or circumstances, we don't just keep your money. Instead, we convert any non-refundable amounts into wallet credits that you can use for future clinical rotations.

How wallet credits work:

• Flexibility for your program: Use credits toward any future rotation within your NP program.
• 12-month validity: Credits must be used within 12 months of issue date, giving you plenty of time to plan.
• Full value preservation: Your entire non-refundable amount becomes available as credit.
• No additional fees: Credits can be applied to any rotation without extra charges.
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Real example: Marcus, an NP student, had to cancel his pediatric rotation 45 days before the start date due to a family situation that didn't qualify as an extenuating circumstance. Instead of losing his $2,200 payment, it became wallet credits that he used for his primary care rotation the following semester.

Your safety net for true emergencies:

We understand that genuine emergencies happen. That's why we have an extenuating circumstances review process. Medical issues, family emergencies, or other situations beyond your control may qualify for exceptions to our standard cancellation policy.

If you believe you have an extenuating circumstance, reach out to your assigned student coordinator or email coordinator@nphub.com as soon as possible. We review each situation individually and may supersede our standard policy when appropriate.

Payment Plans: Spreading Out Your Investment to Reduce Financial Risk

One of the biggest concerns NP students have about our refund policy is the financial commitment. That's why we've designed flexible payment options that reduce your upfront risk while making quality clinical placements more accessible during your program.

12-month payment plan benefits:

Instead of paying everything upfront, our 12-month payment plan lets you spread the cost across an entire year:

• Lower monthly payments: Break down your clinical placement cost into manageable monthly amounts.
• Reduced financial pressure: Continue your rotation search without depleting your savings.
• Budget flexibility: Plan around your existing school expenses and living costs.
• Early completion option: Pay off your balance early if your financial situation improves.
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Wallet credits and promotional opportunities:

We also offer several ways to reduce your overall costs:

• Referral credits: Earn wallet credits when you refer other students to NPHub.
• Promotional codes: Take advantage of seasonal discounts and special offers that you can apply only to your deposit.
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Important note about credits: Wallet credits must be used within 12 months of issue date, and promotional codes are non-refundable and non-transferable. This helps us maintain fair pricing for all students while rewarding those who help grow our community.

Ready to explore your options?

The best way to understand your payment options is to see them in action. Create your free NPHub account today to check your eligibility for our 12-month payment plan and see current promotional offers available to you.

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Taking this step doesn't commit you to anything—it simply gives you access to our full network of preceptors and current pricing options so you can make an informed decision about your clinical placements.

Want to review the complete policy details? Access our full refund and cancellation terms to see all the specifics covered in this guide.

➔ Read Full Refund & Cancellation Policy

Remember, our student coordinators are always available to answer questions about our policies or help you understand how they apply to your specific situation. We're here to support your success, not create unnecessary stress during your NP program.

Frequently Asked Questions

What happens if my preceptor accepts my rotation but then I find a better clinical site elsewhere?

Once your preceptor has formally accepted your rotation request and completed the required paperwork, your deposit becomes non-refundable. This protects the time and effort your preceptor has already invested in preparing for your clinical experience. However, if you haven't paid your full balance yet and want to cancel more than 60 days before your start date, you can cancel with a 50% fee on the remaining balance.

Can I get my money back if my university changes their clinical rotation requirements after I've already paid?

University policy changes or modifications to course requirements after you've committed are not eligible for refunds under our standard policy. However, if your school rejects a clinical site due to information that wasn't available in the preceptor's profile when you made your selection, you would be eligible for a full balance refund. We recommend reviewing your university requirements carefully before requesting a preceptor to avoid any issues.

How do I know if my situation qualifies as an "extenuating circumstance"?

Extenuating circumstances typically include medical emergencies affecting you or immediate family, unexpected financial hardship, natural disasters, or other major life disruptions beyond your control. The best approach is to contact your student coordinator immediately when the situation arises. Our team reviews each case individually and may supersede our standard refund policy when appropriate. Medical situations may require documentation like a doctor's note.

If I use a promotional code for my deposit, can I get that discount refunded if I need to cancel?

Promotional codes and referral codes are non-refundable and non-transferable under all circumstances, including extenuating situations. However, if you're eligible for a deposit refund (within the 5-day grace period or due to preceptor non-response), you would receive back the actual amount you paid after applying the promotional code. Any wallet credits you've earned must be used within 12 months of the issue date.

What if I can't reach my student coordinator when I need help with my rotation?

We understand that communication is essential, especially when you're dealing with clinical placement concerns. If you can't reach your assigned student coordinator, you can always call/text (678) 329 9029 or email coordinator@nphub.com for assistance. Our team is available Monday-Friday from 9 AM to 6 PM EST and monitors this email regularly. We will always respond within 24 hours during business days (excluding national holidays). We also ask that you’re regularly reviewing your emails, calls, and texts for our responses. We’ll generally keep reaching out for at least 5 attempts in a 10+ calendar day period using your profile contact information. We're here to support your success throughout the entire preceptor process.