Admission and Academic Policies for ELS Language Centers in Canada:
ELS Language Centers is committed to a safe, educational and nurturing environment for all students, employees and visitors. In doing so, ELS fully supports and complies with all applicable laws and ordinances, as well as host institution regulations and policies. The following Admission and Academic policies have been created to ensure this goal can be achieved at ELS Language Centers in Canada, in accordance with Canadian Education regulators.
ELS Language Centers welcomes students from around the globe and is committed to providing accurate information to prospective students to ensure they can make informed decisions about their program of study.
Admission criteria are well publicized and applied consistently. Guidance is offered to students on our websites, in our promotional materials and through our student advisors to assist in the process of gaining admission.
ELS Language Centers accepts students who are 16+ years of age into all levels of English (except Youth Summer and Winter Camps). Entry assessment tools and admission requirements ensure students are placed in an appropriate level to which they have the competencies and the basic knowledge, skills and abilities to achieve program outcomes.
Program Specific Admission Requirements:
|General English||Students accepted at all levels of English.|
|Semi-Intensive English||Placement test required for all students.|
|IELTS Prep Program|
|TOEFL iBT Prep Program||Level Placement of 106+ required.|
|Youth Summer Camp||Youth Group: ages 9 to 12 (summer only)|
|Youth Winter Camp||Teen Group: ages 13 to 17 (summer and winter)|
Before entering into any Student Enrollment Contract, students are provided with the following policies:
- Tuition and Refund Policy
- Dispute Resolution/Grade Appeal Policy
- Withdrawal Policy
- Dismissal Policy
- Admissions Policy
- Attendance Policy
- Program Outline
- Work Experience Policy (if applicable)
- Prior Learning Assessment Policy (if applicable)
- Language Proficiency Assessment Policy (if applicable)
- Credit Transfer Policy (if applicable)
Admission requirements may not be waived by the student nor any staff at ELS Language Centers.
Student Code of Conduct and Dismissal Policy
In order to promote an environment in which students, employees, and visitors are provided a safe, secure, and healthy learning environment, students must receive, acknowledge through signatory, and adhere to the ELS Student Code of Conduct.
The ELS Student Code of Conduct provides the following expectations regarding student behavior. Students are expected to:
- Attend all classes on time and be prepared to learn.
- Not use electronic devices such as cell phones, headphones and other types of equipment in the classroom.
- Treat all ELS Language Center staff and classmates with dignity and respect.
- Follow all ELS Language Center and Host Institution facility rules, policies and regulations, including policies on smoking, alcohol consumption and the use of illegal substances.
- Treat all ELS Language Center’s and Host Institution’s facilities, resources and equipment with care and respect.
- Not harass or intimidate ELS Language Center or Host Institution staff or classmates or act in any way that causes mental or emotional distress.
- Abide by the terms of their student visas, if applicable.
In general, the following steps will be taken for violation of this ELS Student Code of Conduct.
2nd Offense:The student will be given a written warning which will be dated and signed by the student and the ELS staff member. The student’s sponsoring agency or agent will be notified, as will the student’s parent or guardian if the student is a minor. A copy of the written warning will be included in the student file.
3rd Offense:The student will be expelled from the program and will be given an ELS Expulsion Letter, which will instruct the student to either immediately transfer to another school or immediately return to his/her home country. Expelled students cannot continue studies at any ELS Language Center. The student’s sponsoring agency or agent will be notified, as will the student’s parent or guardian if the student is a minor. A copy of the Expulsion Letter will be included in the student file.
ELS reserves the right to immediately bypass the normal disciplinary process in cases of extreme violations or serious misconduct. Any bypass of the normal disciplinary process must be approved by the District Director.
The Code further outlines the expectation of Academic Honesty for students and the importance that ELS places upon Academic Honesty.
ELS Academic Honesty Policy
ELS Language Centers believes in the importance of academic honesty. This means that we expect that each student will produce his or her own work on all assignments and will not cheat on any exam. This also means that students will not help other students cheat.
- When cheating is suspected, ELS has the right to retest the student or require the student to redo the homework or writing assignment in a supervised setting.
- Anyone who is caught cheating on a test, as witnessed by a teacher, or who hands in an essay, research paper, or other writing assignment which he/she did not write, and ELS possesses evidence of this, will immediately fail the level and will be placed on academic probation.
- Anyone caught cheating a second time will be expelled from ELS Language Centers.
This policy protects you: accurate assessment of your English skills will ensure that you are in the appropriate level. Being promoted to a level that is too high for your proficiency will delay your ability to learn and succeed. This policy is similar to policies set by many universities in English-speaking countries. If you are going to study in English at a university, you must understand and respect these policies in order to succeed.
If a student decides to withdraw from a program or course of study, they must provide a dated, written, notice of the withdrawal to the Center Director. Refunds are calculated according to ELS Tuition and Refund Policy and the date of withdrawal from the program.
Tuition and Refund Policy
- The application fee is non-refundable.
- All tuition due under contract will be refunded if visa is denied so long as (A) student informs ELS Language Centers within a reasonable period; (B) student provides ELS Language Centers with written verification from Canadian Immigration that visa has been denied.
- All tuition, except an administration fee of 10% of funds due under contract, to a maximum of $100 will be refunded to student if written notice of withdrawal is received two weeks prior to commencement of studies.
- All tuition, except a 10% administrative fee to a maximum of CAD$400, will be refunded to a student who withdraws in writing from a course less than two weeks prior to commencement of studies
- Fifty percent (50%) of tuition will be refunded to a student who withdraws or is dismissed from a course that is up to 10% completed by the date of withdrawal/dismissal.
- Thirty percent (30%) of tuition will be refunded to a student who withdraws or is dismissed from a course that is up to 30% completed by the date of withdrawal/dismissal.
- No refund will be granted to a student who withdraws or is dismissed from a course that is more than 30% completed by the date of withdrawal/dismissal.
- Deferrals, postponements and mid-course breaks (maximum 12 weeks) will be granted provided ELS Language Centers receives a written request at least 30 days prior to commencement, and may be subject to a CAD$100 administration fee.
- A student who violates Canadian Law or ELS Language Centers rules and regulations will be dismissed from all ELS Language Centers programs.
- Refunds will be issued within 30 days of receipt of written notice, and will be calculated at the regular session tuition rate.
- Refunds are payable to the individual or agency that remitted the original payment to ELS.
- All fees are non-transferable.
PLEASE NOTE: A course is equal to the total number of weeks indicated on the student’s original booking.
Homestay Transfer & Cancellation Policies
- The Accommodation Placement Fee is non-refundable.
- Homestay Rent will be refunded if visa is denied as long as (A) student informs ELS Language Centers within a reasonable period, and (B) student provides ELS Language Centers with written verification from Canada Immigration that visa has been denied.
- If a student withdraws, in writing, from Homestay at least one month prior to the Homestay commencement date, Homestay rent will be refunded in full.
- If a student withdraws, in writing, from Homestay within one month of commencement, all Homestay fees except for the first month’s rent will be refunded.
- If a student withdraws from Homestay, in writing, with less than two weeks’ notice, or is dismissed from Homestay, Homestay fees will be refunded except (A) fees for pro-rated used portion to date of withdrawal/dismissal; and (B) two weeks’ rent.
- A student who violates Canadian Law or ELS Language Centers’ Homestay rules and regulations will be dismissed from the ELS Language Centers’ Homestay program.
- Refunds will be issued within 30 days of written notice and presentation of original receipts.
Course Transfer Policy
- Students are required to give at least two weeks’ notice of intent to transfer between courses.
- All course transfer requests must be made in writing, no later than the end of the second week of the session, and submitted to the Academic Director.
- Requests made after week two will be granted at the end of the session following that in which notice is given.
- No refund for a course transfer will be given for any session that has already started.
- No refund will be given for a course transfer if a student is in his or her first 12 weeks of study.
- 50% of the tuition difference between courses will be refunded, subject to proper notification as described above, if the student has completed his or her first 12 weeks of study.
Because ELS Language Centers wants you to get the maximum benefit from your course, you should attend all of your classes every day. You may fail the level if
- You are an Intensive student and have a total of 18 absences from any combination of classes.
- You are a Semi-intensive student and have a total of 12 absences from any combination of classes.
In addition, you will receive a zero (0.0) for participation (20%-30% of your grade) if you miss the following number of classes:
|SSP or LS||6 or more hours of class (3 days)|
|R/W||6 or more hours of class (3 days)|
|Vocabulary Enrichment||5 or more hours of class|
|SECs (morning)||5 or more hours of class|
|SECs (afternoon)||4 or more hours of class|
|LTC||5 or more absences = failure|
Students are expected to be on time for class every day.
- If you arrive to class more than 10 minutes late, or miss more than 10 minutes of class, you will be marked absent.
- If you arrive to class during the first 10 minutes of class, you will be marked “late.” Note: 3 “late” marks = 1 absence.
- If you do not work on your assignments in the LTC, you will be marked absent for that class period.
Grade Appeal Policy
- The Academic Director of ELS Language Centers will accept written descriptions of all disputes.
- All disputes will be addressed and settled within 10 business days of receipt of notification.
- If the student is not satisfied with Academic Director’s resolution, they are invited to continue the appeal as per the Dispute Resolution Policy.
Dispute Resolution Policy
- The Managing Director of ELS Language Centers Canada will accept written descriptions of all disputes.
- All disputes will be addressed and settled within 10 business days of receipt of notification.
- If the student is not satisfied with the Managing Director’s resolution, they are invited to contact Languages Canada at email@example.com.
ELS Language Centers is committed to providing a safe environment for students, instructors and employees and makes every effort to ensuring the facility and equipment are properly maintained and any required safety devices are in working order. Any concerns or issues must be reported to Center Director immediately.
What Information Do We Collect?
a) Personal Information
We collect various types of “personal information” depending upon how you use our websites, such as:
- When you order from us, we collect your name, address, email address, phone number, and credit card number with expiration date.
- When you order from us, we retain a record of your purchases.
- When you enter a sweepstakes or contest online, we usually collect your name, address, email address, and phone number. We also may ask you for additional information, such as your age, interests, product preferences, or postal code.
- When you submit an inquiry, we need your name, email address and postal code to respond.
You will always know when we are collecting personal information because we only collect personal information when you voluntarily submit it to us. If you do choose to give us personal information through our websites, we will collect and retain that information, and you consent to the transfer and storage of that information on our servers. If you choose not to give us personal information, we may not be able to provide you with any services you may request or require.
b) Non-Personal Information
When you use our websites, we may also collect “non-personal information,” which is information that, by itself, cannot be used to identify or contact you, such as demographic information (such as your age, gender, income, education, profession, postal code, etc.) or technical information (such as your IP address, the type of browser you are using). Non-personal information may also include information that you provide us through your use of our websites, such as the terms you enter into the search functions of our websites.
c) Cookies and Similar Technologies
The common types of tracking technologies (collectively “cookies and similar technologies”) used by ELS include:
Cookies: A small piece of information sent by a website that is saved in the memory of your computer’s browser or device. It holds information a site may need to interact with you and personalize your experience. At ELS, we use two kinds of cookies: session cookies and persistent cookies.
Session cookies exist only for as long as you stay on ELS’ websites or your browser remains open. Once you exit your browser or leave ELS’ websites, they go away. We use session cookies to maintain information we need to have in order for you to shop at our websites
Persistent cookies, in contrast, last from visit to visit. They are stored in your browser’s cache or device until you choose to delete them. We may use persistent cookies to give you a more personalized experience and to help you navigate our site more efficiently. Any information collected and maintained in this fashion will be used to enhance your site experience.
Cookies can be used by a website to recognize you. But that does not necessarily mean any personal information is stored in the cookies. At ELS, we store no personal information about you in the cookies. Anything you choose to tell us about yourself (such as your address and e-mail address) is stored on our secured servers.
Web beacons: Small graphic images (also known as “pixel tags” or “clear GIFs”) that may be included on our websites, services, applications, or tools, that typically work in conjunction with cookies to identify our users and user behavior.
Similar technologies: Technologies that store information in your browser or device utilizing local shared objects or local storage, such as flash cookies, HTML 5 cookies, and other web application software methods. These technologies can operate across all of your browsers, and in some instances may not be fully managed by your browser and may require management directly through your installed applications or device. We do not use these technologies for storing information to target advertising to you on or off our websites.
We may work with third-party companies, commonly known as service providers, who are authorized to place cookies and similar technologies on our websites with our permission. These service providers help us to provide you with a better, faster, and safer experience.
Do Not Track
Third parties that have content embedded on ELS’ websites (such as buttons, widgets, and other embedded features or content) may set cookies on a user’s browser and/or obtain information about the fact that you visited our websites from a certain IP address. Third parties cannot collect any other personal information from ELS’ websites unless you provide it to them directly.
How Do We Use Your Information?
a) Personal Information
If you choose to provide personal information to us, we may use your information in a number of ways, including the following:
- To process orders or to respond to inquiries.
- To enhance your online experience. For example, we may use it to recognize you and welcome you to our websites.
- For marketing and promotional purposes. For example, we send out e-mails to our customers about products or events that we think may be of interest to them. We also may send you offers for discounts or free services.
- We may send you an email offer. We do this only if you have indicated previously that you are willing to receive email offers. Each time we send an email offer, we provide you with the opportunity to opt out of receiving future email offers.
ELS respects your privacy. We will not call you unless you have indicated telephone as your preferred contact method. In addition, your phone number will not be sold or given to any non-affiliated third party.
We use the non-personal information we collect to analyze how our websites are being used, and to improve the content on our websites.
How Do We Share Your Information?
a) Affiliated Parties
Except as specifically set forth in this Policy, we do not share your personal information with any non-affiliated third party without your permission. We may disclose aggregate information, such as demographic information, and our statistical analyses to third parties, including advertisers or other business partners. This aggregate information does not include your personal information. We may, however, share your personal information with certain entities that control us, are controlled by us, or are under common control with us (our “Affiliates”), and websites operated by our Affiliates, so that they and we can offer you products and services that may be of interest to you. We require that our Affiliates agree to process such information based on our instructions and in compliance with this Policy and any other appropriate confidentiality and security measures.
b) Service Providers and Third Parties
We may team with a marketing agency or another website, to conduct a sweepstakes or other event. In this case, each of the participating third parties may collect or receive personal information from you if you provide information directly to them. Therefore, you should refer to their privacy policies to understand how they handle your information and what kinds of choices you have.
ELS may also share your personal information with outside companies that perform services for ELS. For example, we may retain an outside company to manage a database containing certain customer information or to create and distribute an email offering. When we work with an outside party, we require that these parties agree to process your personal information based on our instructions and in compliance with this Policy. We will take appropriate steps designed to ensure your information will be used solely to provide the services requested by us, and not for other purposes.
c) Other Disclosures
Additionally, ELS may share your personal information when it is necessary to comply with law or to protect our interests or property. This may include sharing your personal information with other companies, lawyers, credit bureaus, agents or government agencies in connection with issues related to fraud, credit or debt collection, and other types of criminal investigation.
Is My Information Secure?
ELS is committed to doing its best to maintain the security of information collected on our websites. To try to prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have implemented physical, electronic, and managerial procedures to safeguard and secure the information we collect.
There is always some risk in transmitting information electronically. As we deem appropriate, we use security measures consistent with industry standards. However, we cannot guarantee the security of our databases, nor can we guarantee that information you supply won’t be intercepted while being transmitted to us over the Internet.
Access and Corrections
You may contact us any time at firstname.lastname@example.org to request any of the following: 1) see what personal information we have about you, if any, 2) change or correct any personal information we have about you, 3) have us delete any personal information we have about you, 4) express any concern you have about our use of your personal information. It is not technologically possible to change or delete each and every instance of the information we hold on you from our systems, and data may remain in non-erasable or aggregate form. We may retain data for a period in our backup or temporary systems. We may also retain some information for longer periods as required by law, contract, or auditing requirements.
What About Children’s Privacy?
It currently is our policy not to knowingly collect personal information from any person under the age of 13. If a parent or guardian becomes aware that his or her child has provided us with personal information without their consent, he or she should contact us at email@example.com. If we become aware that a child under 13 has provided us with personal information, we will endeavor to delete such information from our files as soon as possible.
If you are under 18 years of age and live in California, you have the right to request removal of content posted by you on our websites. Upon receipt of a fully completed removal request, we will use commercially reasonable efforts to remove content posted by you from our websites. Any such request does not ensure complete or comprehensive removal of your posted content. For example, your posted content may continue to appear on ELS’ websites if it has been reposted by others, independently posted by a third party, was posted by you anonymously, or if you were compensated for providing the content. Additionally, while ELS will remove the content you posted from our websites, it may continue to be stored on our servers (although it will not be visible to other users of our websites). You must complete the removal request form accurately and in its entirely in order for the request to be processed.
How to Provide a California Minor Removal Request
If you are a user under the age of 18 and reside in California, and you wish for your published content to be removed from ELS’ websites, please provide ELS’ Agent listed below with the following information in a written notice:
|(1.) Confirmation that you are currently a legal resident of the state of California;|
|(2.) Confirmation that you are under the age of 18 by providing your birthday;|
|(3.) Describe the exact content that you are seeking to have removed (please provide a URL if possible);|
|(4.) Provide your full name; and|
|(5.) Provide your email address.|
ELS’ designated Agent for California Minor Removal Requests can be reached as follows:
| Service Provider: ELS Educational Services, Inc.
Name of Agent of Request: Rita Pauls, Vice President Marketing, Berlitz Learning Services
|BERLITZ DEUTSCHLAND GMBH|
|60528 Frankfurt | Germany|
|By fax: +49 69 666 089 222|
|E-mail: firstname.lastname@example.org (please add “California Minor Removal Request” to the subject line)|
Due to the changing nature of the Internet, ELS reserves the right to change this Policy at any time.
ELS US-EU and US-Swiss Safe Harbor Privacy Program
As a subsidiary of Berlitz Languages, Inc., ELS is committed to handling your personal information in accordance with this Policy, and we will adhere to the Safe Harbor Principles as administered by the U.S. Department of Commerce in coordination with the European Commission for protecting personal data from Europe and Switzerland. To learn more about the Safe Harbor program, and to view Berlitz’ certification, please visit https://safeharbor.export.gov/companyinfo.aspx?id=27032.
How Can You Contact Us?
If you have any questions or comments about this Policy, please use the Contact form. Complaints will be resolved internally in accordance with ELS’ complaints procedures. If you live in the European Union or Switzerland and efforts to resolve the matter internally are unsatisfactory, the complaint may be submitted to the American Arbitration Association (http://www.adr.org), which has been selected as the independent recourse mechanism to resolve complaints and disputes relating to treatment of data originating in the European Union or Switzerland under this Policy.
Residents of the State of California have the right to request a list of all third parties to which we have disclosed certain information during the preceding year for the third parties’ direct marketing purposes. However, it is our policy to neither disclose personal information, nor to sell such information to third parties for direct marketing purposes.
This policy is effective as of June, 2015.