This document details ICLS' refund policy for its programs.
Purpose
The purpose of this policy is to outline the procedures for registration fees, tuition payments, class cancellations, refunds, and billing to ensure transparency and clarity for all students. All students are informed of this policy and must sign their acceptance on the Enrollment Verification Form prior to commencing their program.
Definitions
Cancellation: A student who never attends classes at the institution after enrolling and informs the institution in advance.
Date of Determination: The date (1) the student gives notice of withdrawal to the institution, (2) the institution administratively withdraws the student, as identified under #7 above; or (3) the date the institution terminates the student due to the student’s failure to adhere to the institution’s attendance, conduct, or student progress policy.
Instructional Hour: A 50-minute teaching period.
No Show: A student who never attends class at the institution after enrolling and does not inform the institution. Note that the ACCET policy treats no-shows the same as cancellations.
Last Date of Attendance: The final date the student attends class.
Pro-Rata Refund: A proportional refund based on the percentage of the course completed at the time of withdrawal.
Period of Financial Obligation: The training period for which a student is legally obligated to pay (e.g., month, term, or session), which may be less than the total period of enrollment, if tuition is charged in smaller increments, such as by the month, term, and/or session. Under no circumstance may a period of financial obligation exceed a 12-month period.
Registration Fee: A non-refundable fee payable at the time of registration.
Student Withdrawal Form: An official form used to notify ICLS of a student’s intent to withdrawal.
Termination: A type of withdrawal initiated by the institution due to failure of the student to meet one or more institutional policy.
Withdrawal: A student who has attended at least one class at the institution but does not complete the program.
Scope
This policy applies to all students enrolled in private, semi-private, and group classes at ICLS, including those under sponsorship agreements or existing contracts.
Policy Overview
Registration Fee: A registration fee is payable at the time of registration. This fee is non-refundable except in the event that ICLS cancels the class.
Tuition: Tuition is payable prior to the commencement of class unless arrangements have been made to bill the organization sponsoring the class or the student is enrolled under an existing contract.
Refund Policy: A student who has not begun training may withdraw from class during the 72-hour period commencing from the date of signing the enrollment agreement and receive a refund of all tuition paid. The 72-hour period does not include Saturdays, Sundays, or holidays unless there are scheduled classes on those days. The registration fee (if applicable) is not refundable.
Automatic Administrative Withdrawal: ICLS will automatically administratively withdraw a student who has been absent for 10 consecutive calendar days (excluding any scheduled breaks of the institution) and complete a refund calculation, processing any refunds to or on behalf of the student.
Rejection of an Applicant: If an applicant is rejected for enrollment by the institution, or if a prospective student has their visa application rejected, a full refund of all monies paid will be made to the applicant, less a maximum of $500 non-refundable charges if such charges are clearly itemized in the enrollment agreement as non-refundable.
Student Withdrawal: The student must notify ICLS of their intent to withdraw, either by phone, in-person, or in writing via the Student Withdrawal Form to initiate a request for a refund. Refunds will be issued within ten (10) business days. Please note that each instructional hour is 50 minutes in length.
Refund Policies by Program
| Program(s) | Policy |
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Before Registration Ends: 100% of Tuition Paid After Registration Closes and Before 60% completion of the program: Pro-rata amount based on the Last Day of Attendance (LDA). No refund is made after completion of 60% of the course. In no case will the school honor a refund request after the course has ended. |
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Before Classes Begin: 100% of Tuition Paid After Classes Begin: Pro-rata amount based on the Last Day of Attendance (LDA). In no case will the school honor a refund request after the course has ended. |
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Before Registration Ends: 100% of Tuition Paid After Registration Closes and Before the 3rd Class: 50% of Tuition Paid After the 3rd Class: no refund |
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Before Registration Ends: 100% of Tuition Paid After Registration Closes and Before Course Starts: 50% of Tuition Paid After Course Starts: No Refund |
Professional Development:
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Ed Tech courses are refundable within 48 hours of purchase as long as learners have not logged into the course. Once learners log into the course, the course is no longer refundable. |
Cancellation Of Class: A student enrolled in a private class may cancel or delay the scheduled start of a class without financial penalty if at least 24 hours’ notice is given in the timeframe Monday through Friday, from 8:30 am to 5:00 pm. Cancellations may be made by email, by phone, or in person to the Director of the respective Division. If less notice is given, the student will pay in full for the canceled hours. When less than 24 hours’ notice is given and there is more than one hour of class scheduled on the day of the cancellation, all of the hours will be considered canceled, and the student will pay for all canceled hours. A courtesy cancellation made directly with the teacher by any method is not considered an official cancellation. If the student is late, the teacher will wait 30 minutes before considering the class cancelled.
Group and Semi-Private 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 application fee, tuition, and materials costs will be refunded in full.
F-1 Visa Students: A non-immigrant alien student who has been accepted by ICLS but does not receive an F-1 student visa or who withdraws prior to arrival in the United States will receive a refund of all prepaid tuition. Refunds will be issued within thirty (30) days following the date of written notification. The registration fee is not refundable. Refunds will be issued in the same manner and to the same payee from which the payment was received. All fees incurred from a money transfer or transaction related to the refund will be deducted from the refunded amount.
Billing: ICLS reserves the right to charge for any class hours taken in excess of the purchased amount of hours. When the student has exhausted the initial hours purchase, the student must purchase additional class hours in order for instruction to continue. ICLS reserves the right to suspend classes until payment is remitted. Should you decide to suspend your class, you have up to 3 months to re-enroll and complete your remaining hours, otherwise they will be forfeited. ICLS adds a 3% fee on all credit card payments.
Implementation and Communication
- This policy is provided to all students during the registration process and outlined in the Enrollment Agreement.
- Relevant ICLS administrative staff are trained on the cancellation, refund, and billing procedures to ensure consistent application.
ICLS’ cancellation and tuition refund policies comply with applicable federal and state laws and regulations and ACCET policies.