Policies & Terms

Enrollment policies, terms, and conditions for all Brain Eating Machines robotics programs.

Welcome to Brain Eating Machines. By enrolling in our programs, you agree to the following policies and terms. Please read these carefully before registering for any of our robotics programs, camps, or workshops.

Last Updated: December 2025

Program-Specific Information:

Enrollment & Registration

  • Registration is on a first-come, first-served basis and subject to availability.
  • All programs have minimum and maximum enrollment requirements. We reserve the right to cancel or reschedule programs that do not meet minimum enrollment of four (4) students for regular programs and intensive workshops.
  • Students must be within the specified grade range (typically 4th-8th grade) for the program they’re enrolling in.
  • Enrollment is complete only when payment has been received and confirmed.
  • Parents/guardians will receive email confirmation upon successful enrollment.

Payment Terms

For Community School Programs: If registering through Community Schools (Glen Rock, Ridgewood, etc.), please follow the respective community school payment term policy.

For Direct Registration:

Payment Methods: We accept major credit cards, debit cards, and electronic bank transfers.

Late Payments: A $35 late fee will be applied to payments received more than seven (7) days after the due date. Repeated late payments may result in removal from the program without refund.

Cancellation & Refund Policy

For Community School Programs: If registering through Community Schools, please follow the respective community school cancellation and refund policy.

Example - Glen Rock Community School:

Tuition fee less $15 will be refunded if a student cancels at least 5 days before a class begins. Otherwise, no refunds will be given.

For Direct Registration:

Cancellations by Brain Eating Machines

  • If we cancel a program due to insufficient enrollment, you will receive a full refund within 14 business days.
  • If we cancel individual sessions due to instructor illness or emergency, we will offer make-up sessions or pro-rated refunds.

Cancellations by Families

Program Type Timeline Refund Amount
After-School Programs More than 2 weeks before start Full refund minus $50 processing fee
  1-2 weeks before start 50% refund
  Less than 1 week before start No refund
  After program has started No refund
Summer Camps & Intensive Programs 6+ weeks before camp Full refund minus $50 processing fee
  3-6 weeks before camp 50% refund
  Less than 3 weeks before camp No refund
  After camp has started No refund for withdrawals or absences
Competitive Robotics Teams Before season start Full refund minus $50 processing fee
  After season has started No refund

Medical Emergencies: Cancellations due to documented medical emergencies will be evaluated on a case-by-case basis. Please contact us at contact@braineatingmachines.com.

Special Note for Summer Camps: Incomplete health forms submitted late (less than one week before camp) may result in enrollment forfeiture without refund.

Make-Up Sessions

  • Eligibility: Make-up sessions may be available for students enrolled in after-school programs and competitive robotics teams. Summer camp sessions do not qualify for make-ups.
  • Advance Notice: To qualify for a make-up session, you must provide at least 24 hours advance notice of absence.
  • Limit: Students may schedule one (1) make-up session per month, to be used within four weeks of the missed session, if another session is already planned.
  • Scheduling: Make-up sessions must be scheduled in advance and are subject to availability in other class sections.
  • No Roll-Over: Unused make-up opportunities do not carry forward to subsequent months.
  • No-Shows: Sessions missed without 24-hour advance notice are not eligible for make-ups.

Discounts & Promotions

  • Sibling Discount: Some programs offer sibling discounts. Once you register your children, please contact us so we can help you apply the discount.
  • Early Bird Discount: Special discounts may be offered for early registration. Check our registration page for current promotions.
  • Promotional Codes: Discount codes apply only to the initial registration/payment and do not extend to installment payments unless explicitly stated.
  • Non-Stackable: Discounts and promotional codes cannot be combined unless otherwise specified.

Program Materials & Equipment

What We Provide

  • All LEGO® SPIKE Prime robotics kits and building materials for use during sessions
  • Laptops/tablets for programming (if specified in program details)
  • Competition materials for competitive robotics teams

What Students Need to Bring

For All Programs:

  • Water bottle (labeled with student’s name)
  • Snacks (if needed)

For Programs Requiring Personal Laptops:

Students must bring a laptop computer that meets these requirements:

  • Laptop Types Accepted: Mac, Windows, or Chromebook
  • Required: Active USB port (USB-C MacBooks will need a USB-C to USB-A dongle)
  • Required: WiFi capability
  • Required: Google Chrome browser installed
  • NOT Acceptable: Tablets, iPads, or other touch-only devices (programming requires a full computer with keyboard and mouse/trackpad)

Parental Controls: If you have parental controls enabled that require website approval, please contact us for a list of required websites before the program starts.

Equipment Responsibility

  • Competitive robotics team members will receive a LEGO® robotics kit for the duration of the season, which must be returned in good condition at season end.
  • Students are responsible for any lost or damaged equipment beyond normal wear and tear. Replacement costs will be billed to families.
  • Brain Eating Machines is not responsible for loss or damage to personal items (phones, laptops, water bottles, etc.). Students should label all personal belongings.

Code of Conduct & Behavior Expectations

We maintain a positive, respectful, and inclusive learning environment. Students are expected to:

  • Treat peers, instructors, and equipment with respect
  • Follow safety rules and instructor directions
  • Work cooperatively in teams and support fellow students
  • Use program time productively for learning and building
  • Keep hands, feet, and objects to themselves
  • Use appropriate language and behavior
  • Be responsible for their own devices and respectful of others’ property

Discipline Approach

  • We use positive reinforcement and redirection as primary behavior management strategies.
  • Minor issues are addressed through conversations and natural consequences.
  • Repeated behavior concerns result in parent contact and collaborative problem-solving.
  • Parents will be notified if a child damages property or consistently disrupts class. After two warnings, continued disruptive behavior may result in discontinuation from the program without refund.
  • We do not use corporal punishment, verbal abuse, food deprivation, or isolation as disciplinary measures.

Serious Violations

Behavior that endangers others, significantly disrupts the learning environment, or violates our code of conduct may result in immediate parent contact and possible dismissal from the program without refund. This includes but is not limited to:

  • Physical aggression or threats toward others
  • Intentional damage to equipment or property
  • Bullying, harassment, or discriminatory behavior
  • Leaving program premises without permission
  • Possession of prohibited items (weapons, drugs, etc.)

Safety & Supervision

  • Supervision Ratios: We maintain appropriate student-to-instructor ratios to ensure safety and quality learning experiences (typically 8:1 or better).
  • Facility Safety: All program locations meet safety standards and regulations. First aid supplies are available and restocked within 48 hours of use.
  • Emergency Procedures: Staff are trained in emergency response procedures, including fire drills, lockdowns, and medical emergencies.
  • Drop-Off and Pick-Up: Students must be signed in and out by an authorized adult. Only individuals listed on the registration form may pick up students unless we receive written authorization.

For Summer Camp specific drop-off/pick-up policies and late pick-up fees, see our Summer Camp Parent Guide.

Attendance & Absences

  • Regular attendance is important for skill progression and team dynamics.
  • If your child will be absent, please notify us by email at contact@braineatingmachines.com.
  • Make-up sessions may be available for after-school programs (see Make-Up Sessions policy above).
  • Make-up sessions are not available for summer camps or intensive workshops.
  • No refunds or credits are provided for absences, regardless of reason, once the program has started.

Communication with Families

  • Pre-Program: You will receive a welcome email with program details, schedule, and what to bring before your program starts.
  • During Program: We provide updates on student progress and program activities via email or at pickup.
  • Questions or Concerns: Contact us anytime at contact@braineatingmachines.com.
  • Emergency Notifications: In case of emergencies affecting program operations, we will contact all families immediately via email and/or phone.

Liability & Medical Authorization

  • Parents/guardians authorize Brain Eating Machines staff to obtain emergency medical treatment for their child if necessary.
  • Parents/guardians agree to provide accurate emergency contact and medical information during registration.
  • Brain Eating Machines carries general liability insurance but is not responsible for personal property loss or damage.
  • Participation in robotics activities involves inherent risks. Parents/guardians acknowledge these risks and agree to hold Brain Eating Machines harmless for injuries resulting from normal program activities.

For summer camp health and medical requirements, see our Summer Camp Parent Guide.

Photography & Media Release

We occasionally photograph and video record program activities for promotional and educational purposes. Images may be used on our website, social media, or marketing materials. We do not sell or distribute images to third parties for commercial purposes.

If you do not wish your child to be photographed or filmed, please notify us in writing at contact@braineatingmachines.com.

Mandatory Reporting

All Brain Eating Machines staff are mandatory reporters. If we suspect child abuse, neglect, or endangerment, we are legally required to report it to the New Jersey Department of Children and Families (DCF) at 1-877-NJABUSE (1-877-652-2873). We take our responsibility to protect children’s welfare seriously.

Weather & Emergency Closures

  • Severe Weather: In case of severe weather or emergencies requiring program closure, we will notify families via email by 7:00 AM on the day of the closure.
  • Make-Up Days: We will make every effort to schedule make-up days for closures due to facility issues or severe weather. No make-up days are provided for individual absences.
  • Outdoor Activities: Most activities occur indoors. Any outdoor time is at instructor discretion based on weather conditions.

Changes to Terms

Brain Eating Machines reserves the right to modify these terms at any time. Material changes will be communicated to enrolled families via email. Continued participation in programs after notification constitutes acceptance of modified terms.

Questions About Our Policies?

If you have questions about these policies or need clarification, please contact us:

Email: contact@braineatingmachines.com

Additional Resources: