Children and Youth Language Courses General Policies

1- Registration

• Students must pre-register online and then confirm their registration by paying their course fee. The tuition fee should be paid in full before the start of the course. The Language Center only accepts payments by pre-paid or credit card. Students are not guaranteed a place in the course until they have paid their course fees.​
• Late registrations are accepted up to the second class meeting based on space availability. Late registrants must pay their tuition in full before the start of their first class. 
• To avoid any delays in enrollment, registration/payment process should be done 48 hours before the class starts.

2- Courses

• In the case of an online course: The participants are expected to provide the technological means to be able to join the online class.
• The Language Center reserves the right to substitute class instructors in the unlikely event that the instructors listed cannot conduct the program. Substitution of instructors is not a cause for a refund.
• In the event a face-to-face teacher becomes infected with COVID, LC will find a substitute teacher or convert the class to online instruction. Furthermore, a student infected with COVID should not attend classes until a medical certificate certifies that he/she is fit to do so. There will be no refunds for both scenarios.
• If sometime during the course the LC is told to convert the classes to the online mode, there will be no refunds. 
• Courses are non-transferable; students are not allowed to transfer their course to another person.

3- Cancellations

• The Language Center reserves the right to cancel courses due to lack of sufficient enrollment.  In that case, students receive a full refund of their tuition fee. Students may also choose to apply their tuition to another language course.
• Purchased textbooks cannot be returned nor refunded. Only in case TII’s Language Center cancels the course and if the textbook is still in the original packaging. If the textbook has been opened, the student will only be refunded the course tuition fee.
• If before the start of the classes the LC converts face-to-face classes to the online mode, students will be given the difference of the fee. 

4- Discount Policy

• Dependent of QF Staff/ HBKU Staff /Partner University Staff /HBKU Students: 20% of tuition fee 
• Sibling discount: 10% of tuition fee
• Disabled Child: 20% of tuition fee
• Second Course Discount - 10% (A student who is enrolled in two language programs is entitled for a 10% discount on the second language program.)
• Early Bird Discount: 10% of tuition fee. It only applies on limited time/date during the registration period. 

* Only one discount is applicable. In case the child belongs to more than one discount category, the highest discount applies.

* A tuition fee discount is not applicable for courses shorter than 30 hours.
 

5- Withdrawals and Refund Policy

Refund

• A student who wishes to withdraw from a course must do so before the second-class meeting (NOT the second meeting attended). A withdrawal request must be sent by email to tii.languagecenter@hbku.edu.qa before the second-class meeting. Refund requests after the second-class meeting will not be accepted. No exceptions. 
• Students who are entitled for a refund must claim/request their refund within 60 days after they have been notified by the Language Center to complete the refund process.
• Purchased textbooks cannot be returned and refunded in case a student wishes to withdraw from the course. 
• Students must ensure they register at the correct level by consulting the relevant Language Coordinator before completing payment in the system. Refunds are not guaranteed for students who register for the wrong course. 

Refunds of tuition for withdrawal from courses are given according to the following schedule:

• Before the course starts: 75% of the tuition fee
• After the first class meeting: 50 % of the tuition fee
• After the second class meeting: No refund
• A full refund is provided only if the Language Center cancels the course. 

To obtain a refund,  the student must meet the following requirements:

• A refund request with a valid justification must be sent to tii.languagecenter@hbku.edu.qa. No verbal refund requests will be accepted, nor written refund requests to language instructors or language coordinators will be accepted.
• The Language Center works with QF Finance to secure a refund for the student. The process can take up to2-3 months.
• Refunds will be issued to the same card used for payment during registration.

Defer a course to the next academic term

If a student wishes to defer a course to the next academic term, he or she must request a deferral by sending an email to tii.languagecenter@hbku.edu.qa before the third-class meeting (NOT the third meeting attended). No verbal deferral requests will be accepted.

• A deferral of study is granted to a specific equivalent course in the following academic term.
• The student is required to confirm his/her intention to resume studies by registering for the course previously deferred or for any course he/she wishes to enroll. 
• The student may be required to cover the difference in tuition in case there has been an increase during the deferral period. 
• In case the course materials are updated, the student will have to assume the cost of the new materials. 
• In case a student registers for a different or shorter course format, TII will not refund or defer the difference in the tuition fee. 
• The language center will not refund or exchange any previously adopted materials purchased by the student. The term “materials” includes textbooks.
• Deferred courses are non-transferable; students are not allowed to transfer their course to another person.
• If the student does not register for a course in the subsequent semester, she or he will forfeit the tuition.

6- Safety and Conduct

• All participants and their family members are responsible for following health and safety guidelines in case of an emergency. 
• Smoking is not allowed in the building.
• All participants and their family members are expected to conduct themselves in a manner which demonstrates respect for the Language Center and its staff, fellow students, other family members and property.
• The Language Center reserves the right to remove any participant from a course whose behaviour is deemed inappropriate by the Language Center or its instructors. In these circumstances, the Language Center will neither refund any fees nor reimburse any other costs.
• No child will be permitted to leave the classroom without parents or authorized guardian.  Children should be picked up from the classroom and parents are expected to drop off and pick up the children on time.
• In case the child has a health condition or food allergy, parents should declare it in the registration form.
• In case of an emergency the Language Centerhas the full authority to call for action. In addition the Language Center is authorized to call an ambulance to take the child to HMC hospital.
• Parents or guardians are expected to inform their children that the Language Center staff has authority over them.
• The Language Center is excused from performance under this Agreement and shall not be liable for any delay in performance or non-performance, in whole or in part, caused by the occurrence of any event or contingency beyond the control of the parties including, but not limited to, work stoppages, fires, natural disasters, acts of God, acts of war or terrorism, actions or decrees of governmental bodies, and similar occurrences. In the event that the occurrence of a Force Majeure Event delays or prevents the performance of this Agreement, the Language Center shall not be liable for any obligations hereunder for such delayed or prevented performance.
• In the event where the inability to perform is temporary or delayed the Language Center reserves the right to update course dates and/or times. And in the event where the inability to perform is permanent the Language Center will refund the fee for the classes that were not taught.
• The Language Center reserves the sole right to make changes and amendments on the course policy, procedures or on these terms and conditions.
• All participants and their family are expected to maintain the highest standard of professionalism in their attire and appearance at all times. Acceptable attire includes dresses, trousers, or skirts that extend below the knee, paired with blouses that have a modest neckline and sleeves that are at least half-length.

7- Health and Precautions

• All participants and their family members are responsible for following health and safety guidelines as provided by the Ministry of Public Health.  
• In the event a face-to-face teacher becomes infected with COVID, LC will find a substitute teacher or convert the class to online instruction. Furthermore, a student infected with COVID should not attend classes until a medical certificate certifies that he/she is fit to do so.

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