School Policy

Advantage English School E/J  have policies and procedures to make your experience at our school positive and enjoyable. Please read carefully our school polies before enrollment.

Attendance Policy

 

  • Please try to attend ALL classes ON TIME so that you don’t interrupt and slow down your classmates.
  • It is disrespectful and very rude to your teacher and classmates if you frequently arrive very late. If you are late more than twice a week, you will be fined $1 which will be used for parties throughout the year.
  • Students must attend a minimum of 70% of their class time to receive credits for their studies.
  • If you know that you will have to miss a class in advance, please let the teacher know so that s/he can plan for your absence. If you are too sick to come, please try to call the school in the morning so that we don’t worry.
  • And sorry, but lots of snow, or big hangovers, are NOT acceptable reasons to miss class!!!! If your teachers have to come , so do you!

Procedure

  1. Absent students are referred to the recruitment and marketing team for follow-up.
  2. The following week, if a student is not in attendance, a first warning letter will be issued to the student and added to the student’s file.
  3. If the student’s attendance level does not return to an acceptable level, a second warning letter will be issued and the recruitment and marketing team member and, if appropriate, agent or parent will be informed. This is added to the student’s file.
  4. If a student’s attendance has still not returned to an acceptable level, a final warning letter will be issued. This will inform the student that if they miss any more classes their enrolment will be cancelled and the CIC will be informed if they are on a study permit. This letter is also added to the student’s file.
  5. A final email will be sent to the student, informing them that their enrolment has been cancelled and CIC informed if they are on a study permit. This is also added to the student’s file.

Safety Policy

In the event of a fire or earthquake emergency, the Administrator (or person in charge) will dial 911 and advise the fire department of the location of the school.

Fire

The Administrator (or person in charge) will immediately notify all students and staff to leave the building in an orderly fashion as follows:

  1. Leave the fire area. Close all doors behind you.
  2. Pull the nearest alarm. 2nd Floor near elevator wall.
  3. Follow the designated evacuation route to the nearest EXIT sign. DO NOT use the elevator.
  4. Proceed immediately to the designated meeting area, ‘The Village 8 Cinema’, in front of the school.
  5. Students are to check in with their teacher or other staff.
  6. Never return to the evacuated building without proper authorization.

Earthquake

In the event of an earthquake emergency, all staff and students will take cover and remain under cover until the shaking stops.  The administrator will advise all employee to evacuate the campus. Instructors will escort their students to the front of ‘The Village 8 Cinema’ ensuring that he or she takes the class list with them.   At ‘Village 8 Cinema’ the Instructor will check the students present against the list of students in attendance that day and will immediately advise the Administrator if anyone is missing.

Admission Policy

Before admission to the school can be granted, the following requirements must be met:

1.  All applicants must be 16 years and older.

2.  To be admitted to Advantage English School E/J, applicants must qualify as either a domestic or an international student.

Domestic Students:

Applicants must confirm their legal status as Canadian citizens or permanent residents.

International Students.:

Applicants must meet the guidelines established for International students studying in Canada by Citizenship and Immigration Canada. Under 19 years age will need two notarized documents. A notarized document is a document that has been certified by a notary.

  • The first notarized document must signed by the parents or legal guardians of the minor child in the child’s country of origin.
  •  The second notarized document must be signed by the custodian in Canada.

3.  Students must complete the payment. Payment is due 30 days prior to the starting day of the course.

4.  All students have valid medical insurance for their study period.

*It is the responsibility of individual students to apply for:

        1) Private Medical Insurance.

        2) BC Medical coverage. (MSP)

Dismissal Policy

A student may be dismissed by the school’s proprietors for the following reasons:

  • Absenteeism for a period longer than two (2) days without notifying the school and provision of a doctor’s note; Any student who is not in attendance for a maximum time limit of 5 days in a 4 week period without a valid excuse may be withdrawn from their course of study;
  • Cheating or plagiarism;
  • Forgery, alteration or misuse of the school’s documents, records, or identification, or knowingly furnishing false information to the school;
  • Theft or non-accidental damage or abuse to the school’s property;
  • Behaviour displaying insubordination, or refusal to cooperate with instructors and school proprietors;
  • Failure to abide by the school’s schedule;
  • The use of alcohol or non-prescription drugs is prohibited while in attendance at the school; the sale of known illegal or dangerous drugs on campus property is also prohibited.
  • Engaging in lewd, indecent or obscene behaviour on campus property;
  • Abusive behaviour towards a member of the school’s staff;
  • Soliciting or assisting another to commit any act which would subject a student to expulsion, suspension, or probation pursuant to these rules;
  • Flagrant disrespect of school’s rules of conduct and other policies;       

Procedure

  1. All concerns relating to student misconduct shall be directed to the School Director. Concerns may be brought by staff, students or the public.
  2. The School Director will arrange to meet with the student to discuss the concern(s) within 5 school days of receiving the complaint. If the alleged conduct is of such a serious nature that an immediate dismissal may be warranted, the School Director will meet with the student as soon as is reasonably possible.
  3. Following the meeting with the student, the School Director will conduct whatever further enquiry or investigation is necessary to determine whether the concerns are substantiated.
  4. Any necessary inquiries or investigations shall be completed within 5 school days of the initial meeting with the student.
  5. The School Director will meet the student and do one of the following;
    1. Determine that the concern(s) were unsubstantiated;
    2. Determine that the concern(s) were substantiated, in whole or in part, and either:

(i)  Give the student a warning setting out the consequences of future misconduct;

(ii) Set a probationary period with appropriate conditions; or

(iii)Recommend that the student be dismissed from the Advantage English School E/J

6.  The School Director will prepare a written summary of the determination. A copy shall be given to  the  student, and the original will be placed in the student file.

7.   If the student is issued a warning or placed on probation, the School Director and the student will both sign the written warning or probationary conditions and the student will be given a copy. The original document will be placed in the student’s file.

8.   If the recommendation is to dismiss the student, the School Director of the institution will review the recommendation and accept or reject it. If the recommendation is accepted by the School Director, the School Director will meet with the student to dismiss him/her from study at the institution. The School Director of the institution will deliver to the student a letter of dismissal and a calculation of refund due or tuition owing, If the recommendation is rejected by the School Director the School Director will follow steps 5 through 7, above.

9.    If a refund is due to the student, Advantage English School E.J will ensure that a refund is forwarded to the  student within 30 days of the dismissal.

10.   If the student owes tuition or other fees to the institution, Advantage English School E/J may undertake the collection of the amount owing.

Withdrawal Policy

If a student decides to withdraw from a program, he/she must provide a dated, written, notice of withdrawal to the School Director.   Refunds are calculated according to the Advantage English School E/J’ Refund Policy and the date on which the written notice of withdrawal is received will be used to determine any refund owing.

Procedure

Before starting classes:

If a student withdraws their application before starting classes, they must send an email

to Advantage English School E/J to explain why they are withdrawing.

–  For International Students

An international student whose application for a study permit has been denied is entitled to a

refund if a copy of the denial letter is provided to Advantage English School E/J prior to the program start date.

After starting classes:

If a student wishes to finish their program early, they must provide in writing to Advantage

English School  E/J the reason and new date of graduation. The student may receive a refund

if  the Advantage English School E/L’s Refund Policy applies.

Dispute Resolution/Grade Appeal Policy

Advantage English School E/J provides an opportunity for students to resolve disputes of a serious nature and grade appeals in a fair, reasonable and equitable manner. The policy applies to all current or former students of Advantage English School E/J.

Procedure

1) When a concern arises, the student should first attempt to address the concern with the individual most directly involved.  In the event of a student complaint, the individual responsible for making a determination is Mrs. Setsuko Hamazaki, Owner/Director of Advantage English School E/J.  In the event of Mrs. Setsuko Hamazaki’s absence, or in the event that she is named in the complaint, the individual responsible for making a determination with respect to a student complaint is Mrs. Patricia Dagg, Head Teacher, Advantage English School E/J.

2) If the student is not satisfied with the outcome at this level. The student should put his/her concern in writing and deliver it to the Senior Educational Administrator (Patricia Dagg).

3) The Senior Educational Administrator (Mrs. Dagg) will arrange to meet with the student to discuss the concern and desired resolution as soon as possible but within 5 school days of receiving the student’s written concern.

4) Following the meeting with the student, the Senior Educational Administrator (Mrs. Dagg) will conduct whatever enquiries and/or investigations are necessary and appropriate to determine whether the student’s concerns are substantiated in whole or in part. Those enquires may involve future discussion(s) with the student either individually or with appropriate Advantage English School E/J personnel. All communication must be in writing. The necessary enquiries and/or investigations shall be completed and a response provided in writing to all involved as soon as possible but no later than 10 school days following the receipt of  the student’s written concerns.

a. If it is determined that the student’s concerns are not substantiated, the institution will provide a written explanation of the decision and deny the complaint; or

b. If it is determined that the student’s concerns are substantiated in whole or in part, the institution will propose a resolution

The response must specify that the student will have 5 school days to appeal the decision.  A copy of the decision and all supporting materials shall be given to the student; Advantage English School E/J must retain a single file of all complaints made by students and decisions issued under the dispute resolution policy for five years.

5) If the student is not satisfied with the determination of the Senior Educational Administrator (Mrs. Dagg), the student must advise the Senior Educational Administrator as soon as possible but within 5 school days of  being informed of the determination. The Senior Administrator (Mrs. Dagg) will immediately refer the matter to the School Director (Mrs. Hamazaki) of the institution.

6) The School Director (Mrs. Hamazaki) will review the matter and if necessary, may meet with the student as soon as possible but within 10 school days of receipt of the student’s appeal.

7) The original decision will either be confirmed or varied by the School Director (Mrs. Hamazaki)  in writing 10 school days after receiving the student’s appeal or, if a meeting with the student occurred, within 10 days of that meeting. At this point the institution’s dispute resolution progress will be considered exhausted. If the student is dissatisfied with the result and feels that he or she has been misled by the institution, he or she may file a complaint with the Private Training Institution Branch (PTIB)  http://www.privatetraininginstitutions.gov.bc.ca/   Students must be able to exhaust the institution’s dispute resolution process within 45 days including any appeals.

8) Students who make a complaint may choose to be represented by an agent or lawyer if they choose.

Procedure for Grade Appeal:

1) If a students is dissatisfied with a grade received and can provide evidence that a higher grade is warranted he/she should discuss with his/her instructor. The instructor will reconsider the grade and, if warranted, assign a different grade.

2) If the student is not satisfied with the outcome of his/her appeal to the instructor, he/she should submit a written appeal to the Senior Educational Administrator (Mrs. Dagg).

3) The Senior Educational Administrator (Mrs. Dagg) will obtain a copy of the assignment/test in question from the instructor and will have another instructor re-assess the test.

4) If the student achieves a higher grade on re-assessment, the higher grade will be assigned to the student. If the student achieves a lower grade on re-assessment, the original grade will be retained.

5) The grade will be considered final and cannot be appealed.

6) The decision on the grade appeal will be provided to student within 30 school days of Advantage English School E/J’s receipt of the written appeal.

Tuition Refund policy

A student may withdraw from a program by providing written notice to the institution. All institutions, at a minimum, should follow the requirements outlined below:

  1. If the institution receives tuition from the student, or a person on behalf of the student, the institution will refund the student, or the person who paid on behalf of the student, the tuition that was paid in relation to the program in which the student is enrolled if:
    1. the institution receives a notice of withdrawal from the student no later than seven days after the effective contract date and before the contract start date;
    2. the student, or the student’s parent or legal guardian, signs the student enrolment contract seven days or less before the contract start date and the institution receives a notice of withdrawal from the student between the date the student, or the student’s parent or legal guardian, signed the student enrolment contract and the contract start date; or
    3. the student does not attend a work experience component and the institution does not provide all of the hours of instruction of the work experience component within 30 days of the contract end date.
  2. The institution will refund the tuition for the program and all related fees paid by the student or a person on behalf of the student enrolled in the program if the student is enrolled in the program without having met the admission requirements and did not misrepresent his or her knowledge or skills when applying for admission.
  3. If a student does not attend any of the first 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 50% of the tuition paid under the student enrolment contract unless the program is provided solely through distance education.
  4. Unless the program is provided solely through distance education, if the institution receives a notice of withdrawal from a student:
    1. more than seven days after the effective contract date and
      1. at least 30 days before the contract start date, the institution may retain up to 10% of the tuition due under the student enrolment contract, to a maximum of $1,000.
      2. less than 30 days before the contract start date, the institution may retain up to 20% of the tuition due under the student enrolment contract, to a maximum of $1,300.
    2. after the contract start date
      1. but before 11% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrolment contract.
      2. and after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrolment contract.
  5. Unless the program is provided solely through distance education, if the institution provides a notice of dismissal to a student and the date the institution delivers the notice to the student is:
    1. before 11% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrolment contract.
    2. after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrolment contract.
  6. If the institution provides the program solely through distance education and the institution receives a student’s notice of withdrawal or the institution delivers a notice of dismissal to the student and:
    1. the student has completed and received an evaluation of his or her performance for up to 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 30% of the tuition due under the student enrolment contract, or
    2. the student has completed and received an evaluation of his or her performance for more than 30% but less than 50% of the program, the institution may retain up to 50% of the tuition due under the student enrolment contract.
  7. The institution will refund fees charged for course materials paid for but not received if the student provides a notice of withdrawal to the institution or the institution provides a notice of dismissal to the student.
    1. of the date the institution receives a student’s notice of withdrawal,
    2. of the date the institution provides a notice of dismissal to the student,
    3. of the date that the registrar provides notice to the institution that the institution is not complying with section 1(c) or 2 of this policy, or
    4. after the first 30% of the hours of instruction if section 3 of this policy applies.If a student delivers a copy of a refusal of a study permit to the institution, section 1(a),(b),4,7 and 8 policy apply as if the copy of the refusal were a notice of withdrawal. unless:Refunds required under this policy will be paid to the student, or a person who paid the tuition or fees on behalf of the student, within 30 days

Special rules for International students

  1. If the international student requests an additional letter of acceptance for the same program of instruction that was the subject of the refusal of a study permit, or
  2. in relation to a program of instruction that is provided solely through distance education.