Financial Scholarship Award
Terms & Conditions

These Terms and Conditions ("Terms") govern the application for, selection of, and receipt of any financial scholarship award administered by CyRoot Academy, a Nevada nonprofit organization ("CyRoot Academy," "we," or "us"). By submitting an application for any CyRoot Academy scholarship program subject to these Terms, the applicant ("Applicant") agrees to be bound by these Terms in their entirety.

These Terms apply to all CyRoot Academy scholarship programs in which award funds are disbursed directly to the recipient, whether by check, electronic transfer, or other means ("Financial Scholarship Awards").

1. Definitions

As used in these Terms:

• "Award" means the financial scholarship funds granted to a selected recipient under a specific CyRoot Academy scholarship program.

• "Program" means the specific named scholarship initiative (e.g., the SrA Jonathon Lopez Memorial Scholarship) under which an Award is offered.

• "Recipient" means an Applicant who has been selected by the Scholarship Committee and has confirmed acceptance of an Award.

• "Committee" means the CyRoot Academy Scholarship Committee responsible for reviewing applications and selecting Recipients.

• "Eligible Expenses" means the categories of professional development expenditures defined in the Program description for which Award funds may be used.

• "Reimbursement Packet" means the complete documentation required to receive Award disbursement, as described in Section 4.

2. Eligibility

• 2.1 Program-Specific Criteria: Each Program may establish its own eligibility criteria, including but not limited to military affiliation, geographic location, field of study, or professional status. Applicants must meet all criteria specific to the Program for which they are applying, as stated in the Program description.

• 2.2 General Eligibility: Unless otherwise stated in the Program description, Applicants must:

  • Be at least 18 years of age at the time of application

  • Be legally authorized to work or study in the United States

  • Not be an employee, officer, director, or immediate family member of an employee, officer, or director of CyRoot Academy

  • Fully complete the application, including all required questions and acknowledgments. Incomplete applications, or applications missing required supporting documentation, will be automatically disqualified without notification to the Applicant.

• 2.3 Verification and Right to Audit: CyRoot Academy reserves the right to request supporting documentation to verify any eligibility criteria prior to or following disbursement of Award funds. Acceptable documentation types will be specified in the Program description or communicated upon request. CyRoot Academy explicitly reserves the right to directly contact any academic institution, employer, licensing body, or third-party vendor to audit and verify the authenticity of any submitted credentials, application details, or criteria. Submission of false, misleading, or unverifiable information is grounds for immediate disqualification and, if funds have been disbursed, recovery of those funds.

3. Selection Process

• 3.1 Committee Discretion: Awards are granted at the sole discretion of the Committee based on Program criteria and application merit. Submission of an application does not guarantee receipt of an Award. The number of Awards granted in any cycle may vary based on available funding.

• 3.2 Notification: Applicants will be notified of the Committee's decision via the email address provided in their application within the timeframe specified in the Program description. CyRoot Academy is not responsible for notifications that are undelivered due to incorrect email addresses, spam filters, or other factors outside CyRoot Academy's control.

• 3.3 Acceptance: Recipients must confirm acceptance of the Award within fourteen (14) calendar days of the notification date, unless otherwise specified in the notification. Failure to confirm acceptance within this period may result in forfeiture of the Award and selection of an alternate recipient. Acceptance constitutes the Recipient's agreement to these Terms in full.

• 3.4 Finality of Decisions: All Committee decisions regarding eligibility, selection, and Award amounts are final and binding. CyRoot Academy does not enter into correspondence regarding Committee deliberations.

4. Award Disbursement

• 4.1 Reimbursement Model: Financial Scholarship Awards are disbursed on a reimbursement basis. CyRoot Academy does not issue advance payments. Recipients are responsible for making qualifying purchases and then submitting documentation for reimbursement. CyRoot Academy shall not be responsible for any costs, losses, or liabilities incurred by a Recipient prior to Award notification or outside the scope of Eligible Expenses.

• 4.2 Purchase Window: Qualifying purchases must be completed within ninety (90) calendar days of the Recipient's written acceptance confirmation, unless an extension is approved in writing by CyRoot Academy prior to the deadline. Purchases made before the Award notification date are not eligible for reimbursement.

• 4.3 Reimbursement Packet: To receive reimbursement, Recipients must submit a complete Reimbursement Packet to CyRoot Academy within fourteen (14) calendar days of making the qualifying purchase. CyRoot Academy reserves the right to directly contact the issuing vendor or institution to verify the validity, finality, and transaction details of any submitted documentation. The Reimbursement Packet must include:

  • An itemized receipt or invoice clearly identifying the vendor, item or service description, date of purchase, and amount paid

  • Proof of payment (e.g., bank or credit card statement, electronic payment confirmation). Recipients are strictly instructed to redact (black out) all sensitive personal financial information, including full account numbers, routing numbers, and unrelated transaction history, prior to submission.

  • A completed CyRoot Academy Reimbursement Request Form (provided to Recipients upon Award notification)

  • Any additional documentation specified in the Program description or requested by CyRoot Academy

• 4.4 Processing: Approved reimbursements will be processed within twenty-one (21) business days of CyRoot Academy's receipt of a complete and verified Reimbursement Packet. Payment will be issued via check or electronic transfer using the information provided by the Recipient. CyRoot Academy is not responsible for delays caused by incomplete submissions, incorrect payment information, or banking processing times.

• 4.5 Partial Awards: CyRoot Academy reserves the right to award an amount less than the stated maximum if submitted documentation supports only a lesser amount, or if available Program funding is insufficient. Recipients will be notified prior to disbursement of any adjustment.

• 4.6 Non-Transferable: Awards are personal to the Recipient and may not be transferred, assigned, or gifted to any other individual or entity. Awards have no cash redemption value outside of the reimbursement process described herein.

• 4.7 Anti-Duplication of Funding ("Double-Dipping"):Recipients may not seek or accept reimbursement from CyRoot Academy for any expenses, purchases, or fees that have been, or will be, covered, paid for, or reimbursed by another scholarship, grant, employer benefit, or any other third-party funding source. Reimbursements will only be made for direct out-of-pocket expenses paid via cash, credit card, debit card, or personal check, and shall not exceed the actual out-of-pocket cash amount paid by the Recipient (excluding any portion paid via loyalty rewards, store credits, gift cards, or promotional discounts).

• 4.8 Return and Cancellation Safeguards:The Recipient warrants that they will not return, cancel, or seek a refund for any items, services, or tuitions for which a reimbursement has been requested or received. If a reimbursed item or service is returned, canceled, or refunded after disbursement, the Recipient is legally obligated to notify CyRoot Academy in writing within five (5) business days and return the corresponding disbursed funds in full.

5. Eligible Expenses

• 5.1 Program-Defined Categories: Eligible Expenses are defined in the Program description for each scholarship. In general, Eligible Expenses are strictly education- or career-related expenditures (such as tuition, certification exam fees, equipment required for a profession, course materials, or training expenses). Recipients must use Award funds only for the specific categories defined in their respective Program description and consistent with the intended use stated in their application. Use of funds for any other purpose is prohibited and may result in rescission or recovery of funds.

• 5.2 Consistency with Application: Recipients are expected to use Award funds in a manner consistent with what was described in their application. Material changes to the intended use of funds (e.g., applying funds to a different certification than stated) must be pre-approved in writing by CyRoot Academy before the purchase is made. Unauthorized changes may result in denial of reimbursement.

6. Tax Obligations

• 6.1 Recipient Responsibility: Recipients are solely responsible for determining and satisfying any federal, state, or local tax obligations arising from receipt of an Award. CyRoot Academy makes no representation regarding the taxability of any Award to any individual Recipient, as tax treatment depends on individual circumstances and applicable law.

• 6.2 1099 Reporting: CyRoot Academy will issue IRS Form 1099-NEC, 1099-MISC, or other applicable tax reporting forms to Recipients as required by law. Recipients should provide accurate Social Security Number or Tax Identification Number information upon request to facilitate required reporting.

• 6.3 No Tax Advice: Nothing in these Terms, in Program descriptions, or in any communication from CyRoot Academy constitutes tax advice. CyRoot Academy strongly recommends that Recipients consult a qualified tax professional regarding the tax treatment of any Award received.

7. Forfeiture and Rescission

• 7.1 Grounds for Forfeiture: An Award may be forfeited, and any disbursed funds may be subject to recovery, under the following circumstances:

  • The Applicant or Recipient provided false, misleading, or materially incomplete information in the application or supporting documentation

  • The Recipient fails to confirm acceptance within the required timeframe

  • The Recipient fails to submit a complete Reimbursement Packet within the required timeframe

  • The purchase for which reimbursement is sought is determined to be ineligible, predates the Award notification, or is inconsistent with the stated use in the application without prior written approval

  • The Recipient is found to be ineligible under Program criteria at any point prior to or following disbursement

  • The Recipient fails to provide required impact reporting within the timeframe specified in Section 9

  • The Recipient violates any provision of these Terms

• 7.2 Recovery of Funds and Enforcement: In the event an Award is rescinded after disbursement due to misrepresentation, fraud, or material violation of these Terms, CyRoot Academy reserves the right to pursue recovery of the disbursed amount through all available legal means. The Recipient shall be liable for reasonable costs and legal fees incurred by CyRoot Academy in connection with such recovery. In addition to legal action, CyRoot Academy reserves the right to report fraudulent activity to relevant academic institutions, professional licensing boards, employers, military command structures (if applicable), and law enforcement agencies, and to permanently ban the individual from all future organizational opportunities.

• 7.3 Alternate Selection: Awards forfeited prior to disbursement may be re-awarded to an alternate applicant from the same cycle at the Committee's sole discretion.

8. Promotional Use and Publicity

• 8.1 Consent: By accepting an Award, the Recipient consents to CyRoot Academy's use of their first name, general geographic region, field of study or work, and any written or recorded statements voluntarily provided by the Recipient for promotional, fundraising, and mission-related communications. Such use may include, but is not limited to, social media, the CyRoot Academy website, email communications, press releases, grant reports, donor outreach, and podcast or video content.

• 8.2 Limitations: CyRoot Academy will not identify Recipients by full name, employer, military unit, or any information that could reasonably compromise the personal safety or security of the Recipient or their family member, without the Recipient's explicit prior written consent.

• 8.3 Opt-Out: Recipients may opt out of specific promotional uses at any time by submitting a written request to CyRoot Academy. Opting out of promotional use does not affect the Recipient's eligibility for or receipt of the Award.

9. Impact Reporting

As a condition of accepting an Award, Recipients agree to provide a written impact report to CyRoot Academy within ninety (90) calendar days of receiving reimbursement. The impact report should briefly describe how the Award funds were used and the effect on the Recipient's professional development. The format and submission instructions for the impact report will be provided upon Award notification. Failure to submit an impact report within the required timeframe may affect a Recipient's eligibility for future CyRoot Academy scholarship programs.

10. Privacy and Data Use

• 10.1 Collection: CyRoot Academy collects personal information through scholarship applications solely for the purpose of administering its scholarship programs. This may include contact information, demographic information, military or professional affiliation details, and supporting documentation submitted for eligibility verification or reimbursement.

• 10.2 Use and Access: Applicant and Recipient information will be reviewed only by authorized members of the Scholarship Committee and CyRoot Academy staff involved in scholarship administration. Information will not be sold or shared with third parties except as required by law or as described in Section 8.

• 10.3 Retention: Application and Award records will be retained for a minimum of three (3) years following the close of the applicable award cycle, consistent with nonprofit recordkeeping best practices, and then securely destroyed. Tax reporting records will be retained in accordance with applicable IRS requirements.

• 10.4 Security: CyRoot Academy takes reasonable administrative and technical measures to protect submitted information from unauthorized access or disclosure. However, no transmission of information over the internet is completely secure, and CyRoot Academy cannot guarantee the absolute security of information transmitted electronically.

11. Equal Opportunity

CyRoot Academy is committed to equal opportunity in all of its programs. Financial Scholarship Awards are open to all eligible Applicants without regard to race, color, national origin, religion, sex, gender identity or expression, sexual orientation, disability, age, or any other characteristic protected by applicable law. Selection is based solely on the eligibility criteria and merit standards established for each Program.

12. Program Modifications and Discontinuation

CyRoot Academy reserves the right to modify, suspend, or discontinue any scholarship Program, or to amend these Terms, at any time and for any reason. Notice of material changes to these Terms will be posted to the CyRoot Academy website. Continued participation in the application process following such notice constitutes acceptance of the updated Terms. Modifications will not affect disbursement of Awards already confirmed in writing prior to the modification date.

13. Limitation of Liability

To the fullest extent permitted by applicable law, CyRoot Academy, its officers, directors, employees, volunteers, and agents shall not be liable to any Applicant or Recipient for any indirect, incidental, special, or consequential damages arising out of or related to the scholarship application process, Award selection, or disbursement, including but not limited to damages for lost opportunities, lost revenue, or reliance on anticipated Award funds. CyRoot Academy's total liability to any Applicant or Recipient under these Terms shall not exceed the amount of the Award offered or disbursed to that individual.

14. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State of Nevada, without regard to its conflict of law provisions. Any dispute arising out of or relating to these Terms or any scholarship Program shall first be submitted to informal resolution by contacting CyRoot Academy in writing. If informal resolution is unsuccessful, disputes shall be resolved through binding arbitration in Clark County, Nevada, in accordance with the rules of the American Arbitration Association. Nothing herein prevents CyRoot Academy from seeking equitable relief in a court of competent jurisdiction.

15. Entire Agreement and Legal Safeguards

• 15.1 Entire Agreement: These Terms, together with the Program description applicable to the scholarship for which the Applicant applied, constitute the entire agreement between the Applicant or Recipient and CyRoot Academy with respect to the subject matter herein. In the event of any conflict between these Terms and a Program description, the Program description shall control with respect to Program-specific terms, and these Terms shall control in all other respects. These Terms supersede all prior agreements, representations, and understandings relating to CyRoot Academy scholarship awards.

• 15.2 Severability: If any provision of these Terms is held by a court or arbitrator of competent jurisdiction to be invalid, illegal, or unenforceable, the remaining provisions shall remain in full force and effect.

• 15.3 No Future Entitlement: The receipt of an Award under a specific Program cycle is a one-time benefit and does not guarantee, imply, or create any entitlement to future financial assistance, renewals, or subsequent Awards from CyRoot Academy.

16. Contact Information

Questions regarding these Terms or any CyRoot Academy scholarship Program may be directed to: info@cyrootacademy.org