1. ICLS Knowledge Base
  2. ICLS Policies and Procedures

Online Group Class Admission Policies and Procedures

The ICLS admission policy reflects the goals and objectives of the mission statement to offer student-centered language programs that develop authentic target language use, focus on individual goals, and enable students to be successful in a global environment.  

As a post-secondary language institution, ICLS requires that students be at least 17 years of age to enroll. Younger applications may be accepted on a case-by-case basis. ICLS admits applicants without regard to race, color, religion, creed, gender, national origin, disability, marital or veteran status, or any other legally protected status.  

Please read the following policies and procedures carefully: 

Attendance Policy


Student attendance is tracked in ICLS’ Learning Management System (LMS) Canvas. 80% attendance (16 out of 20 classes) or higher, is considered successful program completion. Note that arriving more than 10 minutes late or leaving more than 10 minutes early is treated as an absence.  

Students with 80% attendance or higher are issued a certificate of attendance at the end of the session. Grades and/or credits are not issued, as homework assignments and quizzes are formative in nature. 

Cancellation Policy


Group classes continue as scheduled even if a student is absent from the class. An individual student who does not attend a class will not be able to make up the missed hours even if 24 hours’ notice is given. ICLS reserves the right to cancel any group class which does not meet the minimal enrollment requirement for the class. In this case, the tuition will be refunded in full. 

Student Withdrawal


Students must notify ICLS of their intent to withdraw, either by phone, in-person, or in writing via the Student Withdrawal Form. Completion of the Student Withdrawal Form formally initiates the request for a refund. Refunds will be issued within ten (10) business days of receipt of the form.

Refund Policy

  • A student may withdraw from class before the registration period ends and receive a 100% refund of tuition paid.  
  • After registration closes and before the 3rd class, the student is eligible for a refund of 50% of tuition paid. 
  • No refunds will be issued after the 3rd class of the session.  

Mid-course and End-of-course Evaluations  


ICLS distributes evaluations at the midpoint and conclusion of each course to collect student feedback on instructor effectiveness, staff assistance, course relevance and quality, availability and quality of resources, and the overall learning experience. We encourage you to complete the evaluations, as all feedback is reviewed by instructional supervisors, with necessary adjustments made in real-time to improve the learning experience.  

Technical Requirements


Students are expected to follow specific requirements to ensure class meetings run smoothly and without disruption, including: 
  • Attending through a desktop or laptop computer, not a mobile device. 
  • Closing all video chat or other resource-intense applications other than those needed to participate in the class session.  
  • Using appropriate audio equipment to ensure clear communication between all participants of the class session. ICLS recommends a headset (headphones + microphone) be used if possible. 
  • Participating with an enabled webcam and microphone, with webcam on, and muting and unmuting as appropriate to participate in class activities and lessons. 

Class Recording Policy for Quality Control 


Classes may be recorded for internal quality control purposes. These recordings are used solely to evaluate and improve the overall effectiveness of the course, including the instructor’s teaching methods, the relevance and clarity of the curriculum, the quality and appropriateness of learning materials, the instructor’s technical proficiency, and the functionality and usefulness of the technology being used. Recordings will be reviewed by authorized staff only and will not be shared publicly or used for any purpose unrelated to program improvement. By participating in the class, students acknowledge and consent to occasional recordings for these quality assurance measures. All recordings will be stored securely and retained for no longer than 30 days. 

Class Code of Conduct 


To ensure a respectful, supportive, and productive learning environment, all students are expected to follow the guidelines below: 
  • Be punctual and prepared. Arrive on time and come ready to participate fully in class activities. 
  • Engage respectfully. Communicate with classmates and instructors in a courteous and inclusive manner. Use appropriate language at all times. 
  • Use technology considerately. Keep your webcam on, and keep your microphone muted when not speaking to reduce background noise. Use the chat and other functions responsibly. 
  • Maintain a professional learning space. Smoking, vaping, etc., whether on or off camera, is not permitted during class sessions. 
  • Foster an inclusive environment. Discrimination, harassment, or disruptive behavior of any kind will not be tolerated.
By joining this class, you agree to uphold these standards so that everyone can have a positive and engaging learning experience. ICLS reserves the right to remove students who do not follow the code of conduct.