Terms and Conditions

A. Policies Applicable To All Students

1. Administration Fee
   • All students are required to pay an administration fee at the time of registration. This will guarantee your place in the registered class.
   • The administration fee is non-refundable unless your class is cancelled for the term or year.
   • An administration fee is not required for students taking the calligraphy course or courses shorter than 15 weeks per term.
2. Payment of Fees
   • We accept payment by: 
     • e-Transfer (restrictions may apply)
     • VISA, Mastercard, AMEX
     • Cheque – payable to “Vancouver Japanese Language School and Japanese Hall”
     • Debit
     • Please direct questions about payment to accounting@vjls-jh.com or phone the school during open hours. 
   • NSF (Non-Sufficient Funds) cheques and/or declined PAD (Pre-Authorized Debit) payments are subject to $25 bank service fees and administrative charges.
   • A late payment penalty of $25 may be charged if payment information has not been provided before the first day of classes.
   • Failure to pay tuition fees after one month of attendance may result in the student being dropped from the class. In such a case, another student on a wait list may fill the resulting vacancy.
3. Cancellation of Classes
   • Classes may be cancelled due to adverse weather conditions such as extreme snowfall, pandemics such as COVID-19, and any other conditions beyond the control of VJLS-JH. Full or partial refunds will not be issued for classes cancelled as a result of these conditions.
   • Prior to the first day of classes, VJLS-JH reserves the right to cancel any classes that have not met the minimum number of registrants. In this case, a full refund will be given with no processing fee charged.
   • Private Tutoring: We expect students to give at least 24 hours notice for class cancellation. To avoid losing prepaid credits for a no-shows, please comply with our 24-hour policy.

B. Policies Applicable to all VJLS Students

1. VJLS.1 Tuition Fees
   • All fees are outlined on our website.
   • All tuition fees are calculated on a school year basis.
   • For students paying monthly, tuition fees are charged on the 1st day of each month.
   • Fees for regular Saturday or Sunday classes are set for the 10-month term from September to June or January to July/August.
   • Fees are subject to change.
2. VJLS.2 Refunds, Class Changes, and Withdrawals
   • If the student cancels before their first day of class, tuition fees paid will be fully refunded, minus a processing fee of $25.
   • For courses running for 15 weeks or fewer:
     • No refunds will be issued after the commencement of the first class. Such courses include, but are not limited to: online courses, camps (summer, spring, winter, pro-d days).
   • For courses longer than 15 weeks per session:
     • We require submission of the online form a minimum of 14 days before withdrawal (eg: if the last attendance is April 30, please complete the form by April 16.) With a proper notice, the monthly fee payment subscription will be stopped for the month following the month of the withdrawal. There is no partial refund for the month of withdrawal. A $25 processing fee will be charged except for withdrawals due to a valid medical reason, in which case no processing fee will be charged. 
   • Program fees will not be refunded for lessons missed due to general illness or other personal circumstances. Exceptions may be granted for valid medical reasons including, but not limited to:
     • Long-term illnesses;
     • Loss of a loved-one or close relative; 
     • Emergency Medical procedures and related recoveries; or
     • Other valid circumstances will be handled on a case-by-case basis.

C. Policies Applicable to Children’s World Students

1. CW.1 Tuition Fees
   • All fees are outlined on our website.
   • All tuition fees are charged on the 1st day of each month.
   • All tuition fees are calculated on a 12-month basis with the exception of the Toddler program which is calculated on a 10-month basis.
   • Fees are set for the term from September to August of the following year.
   • Fees are subject to change.
2. CW.2 Affordable Child Care Benefit (ACCB)
   • All families eligible for the Affordable Child Care Benefit (ACCB) must pay the full program fee each month until their application has been approved by the Ministry of Education and Childcare each year.
   • All retroactive ACCB funds received will be refunded immediately to the family.
3. CW.3 Refunds, Class Changes, and Withdrawals
   • We require submission of the online form one (1) month prior to the requested date of withdrawal. With proper notice, a prorated refund will be issued based on the missed class time, and a $25 processing fee will be charged except for withdrawals due to a valid medical reason, in which case no processing fee will be charged. 
   • Program fees will not be refunded for lessons missed due to general illness or other personal circumstances. Exceptions may be granted for valid medical reasons including, but not limited to:
     • Long-term illnesses;
     • Loss of a loved-one or close relative; 
     • Emergency Medical procedures and related recoveries; or
     • Other valid circumstances will be handled on a case-by-case basis.

If you have any questions or concerns in regard to these terms and policies, please feel free to contact VJLS-JH by phone or by emailing accounting@vjls-jh.com.

Thank you for your understanding and cooperation!

– The VJLS-JH Team