Student Policies

Admission Policy

We are excited that you have selected and entrusted us with the great honour and responsibility of your education. The first step you need to enroll in one of our programs at HSL is to make sure you meet each of the following criteria:

  • You must be at least 16 years old
  • You must provide personal documentation
  • All fees must be paid before student start date
  • You must write the placement test at the school

Attendance and Lateness Policy

Attendance is extremely important and therefore mandatory at any program at HSL.  Students must attend 75% of class; otherwise, the student will not be allowed to write the final test with their classmates. 

As full participation will assist students in meeting their academic goals, good attendance is valued in all programs held at HSL.  Attendance in each class is recorded and records of attendance are maintained.  Student are responsible for all materials covered in class and must attend 75% of classes. 

  • Tardiness will not be tolerated.
  • A certified doctor’s certificate is required for students who miss three or more consecutive days.
  • Students with poor attendance will be notified.

Assessment and Grading Policy

All students write a placement test on their first day at the school to ensure they are correctly placed in an English class suitable for their competency and progress.  Based on your plan of study, most students will complete one level within 6 weeks.

Students are required to successfully complete a variety of assignments and activities to help improve English language skills as well as acquire the necessary tools and techniques to confidently communicate in an English -speaking environment. By the end of the level, students will practice Academic Learning Outcomes and strategies to enable them to communicate in the English language with a summative evaluation of 80% and a final evaluation of 20%, totaling 100%.  

Students are assessed by their instructors throughout the course, and at the end of the course students write the course final test.  

All course work and the course final test are used to assess students. Students must achieve a minimum of 70% passing grade in their language course and show progress in their English skills on the final exam to pass the course or graduate from our Communicate Language Program.

Course work includes assignments such as: various communicative task-based activities and exercises, reading assignments, presentations, projects, written assignments, listening comprehension exercises, vocabulary tests, textbook tests and homework. 

The course final test is an integrated test that includes: listening and reading comprehension, a written essay and an oral presentation. The oral presentation topic is related to the themes studied during class time. 

Course grades and the final test grades determine whether the student has successfully completed the requirements to pass the Communicative Language Program level.   

Certificates

Students will receive a certificate of completion at the end of their studies provided they meet the attendance requirement and achieve a minimum final mark of 70% in their class. 

Academic Honesty and Plagiarism

To continue to sustain our academic integrity and graduate high standing students, HSL must have the highest standards of academic honesty. Academic honesty means that all students will conduct themselves in an honest and trustworthy manner in all aspects of their academic career. Engaging in any form of academic dishonesty to obtain an academic advantage is an offence and will not be tolerated. 

Academic Honesty includes, but is not limited to cheating, plagiarism, falsification, impersonation, misrepresentation and procurement.

Plagiarism is defined as using someone else’s work (words, images, ideas, phrases or computations) and presenting it as one’s own, instead of properly documenting every source. 

To support the Academic Honesty at HSL, all work submitted by students is subject to review for authenticity and originality utilizing software tools and third-party services.

In submitting their own work to a third-party service, students consent to their submissions undergoing such review and being retained on file for comparison with other work submitted by students. 

Student Complaint Policy

HSL is committed to maintaining a safe environment for students to freely express their concerns relevant to their experience in the school. The Student Complaints Procedure is used to inform and assert individual rights and responsibilities of students, and to outline HSL’s procedure for receiving and responding to complaints about issues that impact our students. The school will seek to achieve procedural fairness in reviewing and resolving all student complaints and ensure effective communication to all parties involved in all stages of the process.

Handling Complaints

Informal (Personal) Resolution 

If possible, it is recommended that in all but the most serious cases, the Complainant attempts to informally resolve the issue at hand with the person causing the offence before deciding to file a formal complaint under this policy. 

Formal Resolution

Filing a Formal Complaint

  • To file a formal complaint under this policy, the student Complainant can fill out the Student Complaint Form. All formal complaints must be made in writing.
  • The student Complainant must fill in the form accurately and honestly. Any misrepresented/false complaints will have consequences for the Complainant. If the student needs assistance describing what he/she is experience, a staff member can be appointed to provide support. 
  • The completed Student Complaint Form can be handed over to the Student Services Officer (or designate) who will review the form and bring the issue to the Principal, High School and HSL (and/or designates). 
  • Students also have the opportunity to make oral submissions and to have a person of their choosing make complaint submissions on the behalf of the student complainant.

Review and Resolution

  • A committee of staff members will be appointed to resolve the complaint. 
  • The committee will review the relevance and the severity of the complaint and will evaluate the next course of action. If more information is needed, Student Services may be requested to speak further to the student(s) involved in the complaint. 
  • Students are permitted to have a person present with them at all stages of the proceedings.
  • The process will take up to ten (10) working days to be resolved. 
  • There will be reasonable endeavours to ensure the student(s) will receive the school’s response on time. However, this length of time will depend on the seriousness of the complaint. HSL School of Languages will ensure that the complaint is addressed as soon as possible.
  • The solution will be established. Once the committee has evaluated and understood the situation, the solution will be brought forward. The committee will then review the circumstances and take appropriate action.
  • All decisions made will communicated in written and oral format to the complainant and respondent. 

Conclusion and Final Sign-Off

One member of the committee and the Principal, High School and HSL (and/or designate) will sign off on the form, explaining the result of the complaint. The complaint will be filed in the Complainant’s student file and the copy will be passed on to the Complainant immediately. 

Appeals Process

  • If the student is still not satisfied with the outcome, he/she can appeal the decision to the Principal, High School and HSL (and/or designate), who will consider whether or not the correct process was followed. 
  • It is not guaranteed that appeals will change the decision or final outcome.
  • Should resolution not be possible within the school, students can refer to Languages Canada’s Dispute Resolution Policy, found on the Languages Canada website. 

Confidentiality 

  • HSL School of Languages respects the privacy and confidentiality of all persons. The confidentiality of all persons involved in a complaints procedure must be strictly observed, including the Complainant, respondent, and witnesses, by restricting routine access to information to individuals with a need for such access and by providing training to those who are regularly involved in the administration of complaints.
  • All records regarding complaints and related documentation will be filed in a confidential manner, in accordance with the Freedom of Information and Protection of Privacy Act and the Education Act. If applicable, identities of minors (under the age of 18) involved in incidents of criminal nature or sensitive nature (such as sexual violence) will be protected and kept confidential under the Youth Criminal Justice Act (YCJA) of Canada.

Refund Policy

All fees must be paid no later than the student start date. Should any refund occur the following policy will be enforced. 

Withdrawals and Dismissals

All program withdrawals must be submitted in written format directly to the corresponding HSL representative. Note that any other form of withdrawal requests (in person or by phone) will not be processed.  

If written notice of withdrawal is received by HSL or if a student is given written notice of dismissal by HSL:

Before Program Start Date

Less than 7 days after contract is made

Greater than 7 days contract is made

100 % tuition refund
minus $150 application fee.

30 days before program start date: 
HSL retains 10% of total tuition to maximum of $1,000.

Less than 30 days before program start date: 
HSL retains 20% of total tuition to maximum of $1,300.

After Program Start Date

 % Program Elapsed from
Total Student Program

% Tuition Refunded

Less than 10%

70%

 Between 10 - 30%

50%

Greater than 30%

No refund

 

If the student does not meet minimum admission requirements:

International students who have received a letter of admission from HSL School of Languages will only be eligible for a tuition fee refund upon providing HSL with the visa denial letter from Immigration, Refugees and Citizenship Canadian (IRCC). 

Refund for Pre-Paid Course Materials

If a student withdraws or is dismissed from their program, they are entitled to 100% refund of all pre-paid unused course materials.

Submitting a Request for Refund

Students must fill out two forms, available at Student Services: 

  1. HSL Withdrawal Form
  2. HSL Request for Refund Form 

Deferred Start Date

Students may defer their studies for up to 6 months provided that the school is notified no later than 30 days before program start date. Registration and tuition fees will be transferred accordingly for up to 6 months.

Dismissal Policy 

HSL students who do not support the academic and ethical goals of the institution for themselves and their fellow students may be subject to penalties, up to and including expulsion (‘dismissal’). HSL School of Languages always considers expulsion to be a last resort that is only exercised in the most severe cases. Verbal warnings, written warnings and suspension will generally precede expulsion. However, if HSL deems the integrity, safety, and well-being of HSL students, staff, clients, visitors and other guests to be in danger, then HSL reserves the right to expel students without going through the entire dismissal process. 

The following may be causes for the immediate dismissal of a student:

  • Possession of illegal or dangerous drugs or weapons 
  • Cheating, plagiarism, stealing, or forgery 
  • Theft or non-accidental destruction of school property  
  • Lewd, indecent, or obscene behavior on school property 
  • Verbal and Physical abusive behavior toward other students or school staff

Rights to Appeal

Expelled students wishing to dispute the conditions of their expulsion must appeal the decision within three (3) days of the notification, following the HSL School of Languages Code of Conduct and Student Complaints Policy available in the Academic Department. The appeal must be accompanied by sufficient proof to support the dispute.

Students who file an appeal or are unsuccessful are considered withdrawn from HSL School of Languages

*For complete policies, please inquire at Student Services desk.

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