Please read the following conditions and school policies carefully, and initial the bottom of pages 2, 3 & 4, before you sign on page 1. If you do not fully understand the policies, please contact us for further information before proceeding with your enrollment.

Your enrollment will not be processed until SELC has sighted a signed copy of this form.

Payment of Fees

The registration fee must be paid when you enroll in SELC English Language Centre programs. The registration fee is non-refundable. If you choose to cancel your studies, prior to attending SELC English Language Centre, a cancellation fee equivalent to the registration fee will apply. Payment can be made by bank transfer to the account below or by credit card (3% surcharge will be applied). Note: Sender must pay all wire transfer fees.

Bank Transfer Instructions
Beneficiary: SELC English Language Centre Canada Ltd.
Beneficiary Bank: HSBC Bank Canada
Beneficiary Account No: 270394656001
Beneficiary Address: 2nd Floor, 321 Water Street, Vancouver, BC, Canada, V6B 1B8
Beneficiary Bank Address: 885 West Georgia Street, Vancouver, BC Canada V6C 3G1
Beneficiary Bank SWIFT Code: HKBCCATT

Postponement Policy

If a student would like to postpone their program, they must notify the school in writing at least 14 days prior to the original starting date. If the student does not have any proof as to why they would like to postpone their studies at SELC English Language Centre an administration fee of $150.00 will apply. Students are only able to postpone once; however, the institution will make the decision as to whether the postponement will be granted. If the student does not come for their new start date of the program or requests an additional postponement without a valid reason, SELC English Language Centre reserves the right to cancel the student’s enrollment in the program and report them to Citizenship & Immigration Canada (CIC).

Accommodation

Your accommodation will be confirmed when we receive the arrival date and time of your flight and flight number. We must receive this information at least 2 WEEKS before you arrive in Vancouver. Send us a fax or e-mail if necessary. We will then send you the name, address and telephone number of your accommodation provider. Accommodation may not be available the day you arrive in Vancouver, particularly if you arrive with short notice or several days before your course begins. In these cases we reserve the right to put you in budget hotel accommodation for a short period. There may be extra charges payable for hotel accommodation.

Change of Address

Student visa holders are required to provide SELC with their current Canadian address at all times. Every time you change your address you must tell SELC your new address.

Overseas Student Medical Insurence

Health Insurance is compulsory for all students. You may purchase medical insurance through SELC. SELC will collect this fee at the time of enrollment on behalf of your healthcare provider. It is your responsibility to read and check the conditions of this health coverage. It is strongly advised that all students arrange travel insurance (against loss, damage, theft, etc.) prior to travelling in Canada.

Public Holidays

SELC is closed for all public holidays. Compensation will not be made for classes not offered on public and special holidays.

Admissions Policy

We admit qualified students without discrimination with regard to race, color, creed, national or ethnic origin, marital status, sexual preference, age, and religion. Applicants should meet program prerequisites and have sufficient financial support for his/her study in Canada. Before entering into any kind of an agreement with SELC English Language Centre, students are provided a copy of our current Student Manual for their review, which include all school policies. Students must initial the enrollment form stating that they are aware of all the school policies and procedures.

Privacy Policy

SELC English Language Centre collects students’ personal information for the following reasons:
1. To maintain student records as required by PTIB.
2. To maintain student records as required by SABC (accredited schools).
3. To keep students/graduates informed of activities at the school.
For all programs:
SELC English Language Centre retains the full student file for a period of seven (7) years following the student’s withdrawal, dismissal or graduation.
After seven years, the full student record is destroyed using a secure destruction method.
Procedure for student access to the information on file:
1. Students wishing to access the information in the student file must make the request in writing.
2. The Student Services Coordinator will meet with the student to review the file and will provide copies of any document the student requests.
3. The student will pay $0.25 per page for the documents copied for him/her.
Procedure for authorizing release of information:
1. If a student wishes to authorize a third party to access information in his/her student file, he/she must do so in writing.
2. The school will not release information to any person other than people authorized by the student to access information unless required to do so by legislation, a subpoena, court order or if release of information is necessary as part of an ongoing police investigation.

Attendance and Absenteeism Policy

Students are expected to uphold the program requirements that they voluntarily agreed to upon enrolling in any SELC programs.
In order to ensure that class attendance requirements are maintained, SELC has a strict attendance and absenteeism policy. A student must maintain an 80% level of attendance during the course of their studies. Failure to maintain an 80% level of attendance will result in students not being eligible for their Certificates.
If a student exceeds these absenteeism percentages, they will NOT graduate from the program and they will NOT receive a certificate of completion.
Please note that students must contact the school, either by email or by phone, to let us know if they are going to miss school due to illness. Any absence exceeding 2 consecutive days requires a doctor’s note to justify the absence. SELC reserves the right to ask for a doctor’s note even if a student has missed less than two consecutive days but has displayed a pattern of absences and/or lateness.
NB: All students are permitted to request time off for religious holidays. These requests must be submitted to the Student Services Coordinator four weeks prior to the holiday or the request for time off will not be accepted.
Acceptable forms of documentation verifying illness are:
1. A note from a clinic. All students at the school are required to have health insurance. Vancouver has an excellent network of walk in health health care clinics where you can see a physician seven days a week without an appointment.
2. The minimum form of documentation we will accept is an Official Prescription Receipt from a pharmacist, recommending medication for your illness.
3. If you come to school, and it is clear to your instructor that you are not well enough be in class, you can be excused from class on your instructor’s recommendation.

Dispute Resolution and Grades Appeal Policy

SELC English Language Centre provides an opportunity for students to resolve disputes of a serious nature and grades appeals in a fair and equitable manner. The policy applies to all SELC Career College students who are currently enrolled or were enrolled within the last year. Only grades received on Progress Tests assessments may be appealed. Grades received for assignments or weekly quizzes may not be appealed.

Procedure for Student Disputes:
1. When a concern arises, the student should address the concern with the staff member most directly involved. 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 Director of Studies. Students who make a complaint may be represented by an agent or a lawyer.
2. The Director of Studies will arrange to meet with the student to discuss the concern and desired resolution within 5 school days of receiving the student’s written concern, or as soon as practicable.
3. If the Director of Studies is absent or is named in the complaint, the Director of Marketing with be responsible for making a determination regarding the student’s complaint.
4. Following the meeting with the student, the Director of Studies 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 inquiries may involve further discussion(s) with the student either individually or with appropriate (institution’s) personnel.
5. The necessary enquiries and / or investigations shall be completed no later than 10 school days following the receipt of the student’s written concerns. The Director of Studies will do one of the following within 10 days of receiving the student’s written concerns:
a) Determine that the student’s concerns are not substantiated; or
b) Determine that the student’s concerns are substantiated in whole or in part;
c) Determine that the student’s concerns are frivolous and vexatious.
The student and the institution’s personnel involved shall receive a written summary of the above determination. A copy of all documentation relating to every student’s complaint should be signed by all parties. A copy shall be given to the student, a copy will be placed in the school’s Student Conduct File, and the original will be placed in the student file.
6. If it has been determined that the student’s concerns are substantiated in whole or in part the Director of Studies shall include a proposed resolution of the substantiated concern(s).
7. If the student is not satisfied with the determination of the Director of Studies, the student must advise the Director of Studies within 48 hours of being informed of the determination. The Director of Studies will immediately refer the matter to the Managing Director of the Institution. The Managing Director will review the matter and meet with the student within 5 school days.
8. The Managing Director of the institution shall either confirm or vary the determination of the Director of Studies. At this point the School’s Dispute Resolution Process will be considered exhausted.
9. If the issue is of a serious nature the Managing Director may in his/her sole discretion and cost, engage the services of a third party mediator to assist in the resolution of the dispute.
10.Final written reasons for determinations offered by the school at each resolution stage will be given to the student within 45 days after the date on which the student made the complaint.

Procedure for Grade Appeal:
1. If a student is dissatisfied with the grade received for a progress test assessment and can provide evidence that a higher grade is warranted he/she should discuss this 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 Director of Studies.
3. The Director of Studies will obtain a copy of the progress test from the instructor and will have the assessment re-marked by another instructor.
4. If the assessment achieves a higher grade on re-mark, the higher grade will be assigned to the student. If the assessment achieves a lower grade on re-mark, the original grade will be retained.
5. If a grade appeal is reviewed by the Director of Studies, the grade assigned following the re-mark and review will be final and cannot be appealed further.

Refund and Withdrawal Policy

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:
(a) the institution receives a notice of withdrawal from the student no later than seven days after the effective contract date and before the program start date;
(b) the student, or the student’s parent or legal guardian, signs the student enrolment contract seven days or less before the program 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 program start date; or
(c) 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 program 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:
(a) more than seven days after the effective contract date and
i. at least 30 days before the program start date, the institution may retain up to 10% of the tuition due under the student enrolment contract, to a maximum of $1,000.
ii. less than 30 days before the program start date, the institution may retain up to 20% of the tuition due under the student enrolment contract, to a maximum of $1,300.
(b) after the program start date
i. 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.
ii. 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.
iii. No refund will be granted after 30% of the hours of instruction to be provided during the contract term have been provided.
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:
(a) 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.
(b) 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.
(c) No refund will be granted after 30% of the hours of instruction to be provided during the contract term have been provided.
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:
(a) 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
(b) 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.
8. 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:
(a) of the date the institution receives a student’s notice of withdrawal,
(b) of the date the institution provides a notice of dismissal to the student,
(c) 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
(d) after the first 30% of the hours of instruction if section 3 of this policy applies.
9. If an international student delivers a copy of a refusal of a study permit to the institution, sections 1(a), 1(b), 4, 7 and 8 of this policy apply as if the copy of the refusal were a notice of withdrawal, unless:
(a) the international student requests an additional letter of acceptance for the same program that was the subject of the refusal of a study permit, or
(b) the program is provided solely through distance education.

Code of Conduct and Dismissal Policy

SELC English Language Centre expects students to meet and adhere to a code of conduct while completing a program of study. The list below outlines the code of conduct that all students are expected to follow. This list is not exhaustive and students should request clarification from the Student Services Coordinator if they have any questions. “Student” is defined as including prospective students as well as those currently registered or enrolled in any SELC English Language Centre programs or activity.
The Code of Conduct students are expected to follow includes:
– Attend school in accordance with Attendance Policy.
– Treat all students and staff with respect.
– Refrain from any disruptive or offensive classroom behaviour. This includes any jokes or comments that refer in a degrading manner to race, ethnicity,
– sexuality or religious orientation.
– Refrain from cheating or plagiarism in completing class assignments.
– Treat school property with respect.
– Refrain from bringing weapons of any kind (i.e. knives, guns) to school.
– Complete all assignments and examinations on the scheduled completion dates.
– Refrain from bringing any alcohol or any prohibited mood altering substances to school.
– Any other conduct which is determined to be detrimental or damaging to the other students, staff members or the school.
Any of the following, if substantiated, will result in immediate dismissal without a warning letter or probationary period:
– Sexual assault.
– Physical assault or other violent acts committed on or off campus against any student.
– Verbal abuse or threats.
– Vandalism of school property.
– Theft.

Students who do not meet the expected code of conduct may be subject to immediate dismissal from the institution depending on the severity of the
misconduct. Concerns related to a student’s conduct should be referred to the Student Services Coordinator to process in accordance with this Policy.

Homestay Policy

1. Homestay fees cover:
(a) one host family placement;
(b) proper recruitment and screening of host families;
(c) a clean, comfortable and safe homestay environment, with a private bedroom that includes a bed, desk with adequate lighting for studying, a place to store clothing, and some closet space. Host families are required to be proficient in English and speak English at home. Alternative arrangements can be made upon request and at additional cost;
(d) A detailed host family information profile;
(e) On-going support throughout the period of homestay;
(f) A student wishing to be moved to a new host family must base the request on a clear indication that the old host family is not meeting the homestay provider standards. If this is the case, a new family will be found at no additional charge; otherwise, an additional placement fee will be changed.

Homestay Cancellation and Refund Policy

1. Placement fees:
(a) Placement fee is non-refundable. The only exception is if the study permit/entry visa is denied. Written proof must be provided from the Canadian Embassy or Consulate, which indicates that the study permit/entry visa application has been denied or the study permit issuance postponed.
2. Homestay fees:
(b) 100% refunded if cancellation is received in writing more than 14 days prior to the session start date.
(c) 100% refunded if study permit/entry visa is denied. Written proof must be provided from the Canadian Embassy or Consulate, which indicates that the study permit/entry visa application has been denied or the study permit issuance postponed.
(d) 75% refunded if cancellation is received in writing 14 days or less prior to session start date.
3. Airport transfer fees:
(e) 100% refunded if cancellation is received in writing more than 14 days prior to the session start date.
(f) 100% refunded if study permit/entry visa is denied. Written proof must be provided from the Canadian Embassy or Consulate, which indicates that the study permit/entry visa application has been denied or the study permit issuance postponed.
(g) Non-refundable if cancellation is received in writing 14 days or less prior to session start date.

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