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Policies

 

How to register



 
 
 



 
     Weather Emergencies

Our Students' Satisfaction

Children's Classes - Special Policies 
 
 
 
 
 
 

 
 
 
 
 
 
 
 
How to register
 
  • The easiest and most convenient way to register is online, by clicking the "Register" button of the class description that interests you. Processing is now done by a third party provider and is SECURE
  • You may also register in person at one of our open houses;
    by phone by calling 207 772 0405 on Friday from 10:00 to 5:00 pm; by fax at 207 221 1207; by mail by sending a registration form and payment to PO Box 4833 - Portland, ME 04112

    If you sign up by fax or mail you will need to download and fill out this registration form which you will also find at the bottom of any classe description, next to the Register button.

  • You are considered registered when we have received your registration form AND payment.

  • Registrations for group classes or workshops will be accepted on a first come first serve basis until we reach our maximum number of students. The maximum number of students per group class is 10. Special workshops may accommodate more students. This will be determined on a per case basis. 
  • Registrations - online, by mail, fax, in person or over the phone - must be received before classes begin. Late registrations may result in the cancellation of classes and workshops. 
  • Payments can be made by cash, local checks, money order, and credit cards (Visa, MC, Discover). No AMEX at this point. 
  • In some rare instances, you will not automatically receive a reminder by email that you class is about to start. Please plan on attending the first class or workshop as scheduled. If you have any questions, feel free to email us.
 
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Low enrollment 

  • The minimum number of students per class is 4. The Language Exchange reserves the right to cancel classes or workshops for extraordinary circumstances. If a class or workshop is canceled, we will notify you before the class is scheduled to begin. 
  • In the event that a class has only 2 registered students, students will be given the option to switch to a semi-private tutoring model (10 hours for two students with one instructor for $300/student); in the event that a class has only 3 registered students, students will be given the option of paying an extra $30 for the class to be held as a regular group class (15 hours for 3 students for $260 + $30/new student or $234 + $30/returning student who has signed up on or before the open house)
 
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Discount for early registration 

Discount policies have changed. PLEASE read.
 
  • You will receive 10% off the price of group classes if - AND ONLY IF - you register on or before the open house held at the beginning of the session. 

  • A registration consists of both a registration form AND your payment. 

  • If you sign up online, the 10% discount will be automatically applied when your payment is processed if we received your registration within the imparted time. If you pay by check or cash in person, please apply the 10% discount only if you sign up before or on the day of the open house. If you sign up by mail, the post office stamp determines whether you signed up within the allocated time to receive the 10% discount.

  • There will be NO DISCOUNT if you register after the open house has taken place for the upcoming session.

  • Also please note that the early registration discount DOES NOT apply to workshops, private or semi-private tutoring - unless otherwise stated in the workshop description.
 
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Scholarships 

At times a student will write us a check and say “This is for someone who can’t afford to participate” and at other times, we collect money at a social event that far exceeds our expectations and our expenses particularly when the event presenter donates his/her time. When this happens, the money we collect goes to a special scholarship fund. We are then able to give full or partial scholarships to deserving students. 
 
If you would like to be considered for a full or partial scholarship, you must:
  • be 22 to 32 years-old

  • write a 250-word essay explaining who you are and why you are pursuing the study of a foreign language as well as what your expectations are, and send this essay to the school director for review at info@immersionprograms.com

  • attend a brief interview  
 
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Refunds
 
  • If you decide to withdraw from a class BEFORE THE FIRST DAY OF CLASS, we will refund your tuition minus a $30 processing fee.

  • To guarantee that classes be carried through to the end, THERE WILL BE NO REFUND AFTER THE FIRST NIGHT OF CLASS (unless specific arrangements have been made with the Director)

  • Tuition for workshops is non-refundable (unless the workshop was canceled for insufficient enrollment).

  • Tuition for private or semi-private tutoring is also non-refundable (in case of special circumstances and if arrangements have been made with the director, a refund might be issued after the usual $30 processing fee has been assessed). 

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Books
 
  • Unless otherwise indicated, books are your responsibility. Class prices do not include books or other types of materials unless otherwise noted. We recommend that you investigate book prices prior to registering for classes if you are concerned about the additional cost. We do recommend certain books because they make your learning experience easier, fuller, more satisfying, and help you follow the structure of the class.

  • We advise that you acquire your books prior to the first day of class but if no title has been announced in the class description, please wait until the first day of class to obtain this information. 

  • We do not sell books. They can occasionally be purchased and/or ordered at local bookstores but most of the time we will indicate Internet resources. For French books, you may contact Albertine in the French Consulate of New York City or Schoenhof's in Cambridge. Schoenhof's -- that has books and textbooks in many more languages than just French -- sadly closed its Cambridge store at the end of March 2017 but continues to operate its online services.
    Under your class description, the ISBN of the recommended book will be linked to a website giving you choices of online suppliers of new and used books. Click on the ISBN to find out where you will be able to aquire your book. This should give you quite a range of pric options.

  • If you need assistance, please get in touch. 
 
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Weather Emergencies
 
As it is not always practical to contact and reach each one of our students, weather cancellations will be announced on our Facebook page as soon as a decision has been reached as well as the "Home page" of our website so that you may consult these pages as soon as you have a doubt.  
 
The decision to cancel an evening class will be made by 2:00 pm in most cases. 

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Our Students' Satisfaction
 
We are committed to offering high quality programs and your satisfaction matters to us. We realize that there might be rare instances in which a student is dissatisfied with a course. If you feel a course is not delivering what was promised, please do address it either with the instructor first or with the school director immediately.

We might consider a request for reimbursement provided that you document very specifically in writing why the course is not meeting your expectations. If your motives are reasonable and we decide to honor your request, we will issue a credit equal to the amount of your tuition to be used within one year of issuance. Fees you may have paid for books or other class materials will not be reimbursed.
 
Please understand that a change in your schedule or your realizing that taking a class requires more time than you have are not reasons for which we can issue a credit or partial credit. They are reasons beyond our control.
 
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Children's Classes - Special Policies
 
Classes are 60 minutes long and we ask that you bring your child five minutes before class and wait with your child inside the building, but outside the classrooms, so that we can start and end on time without causing disruption to classes that are in session.
 
We also ask that you return on time to pick up your child. There might be other classes immediately before and after your child’s class, so it is important that we be on time. Your child will not be allowed to go outside the building until you have come to pick him/her up. We appreciate your cooperation.
 
In an effort to create the best learning environment for your children, we ask that NO parent be present during classes. If your child cannot learn away from you, we recommend that you consider a private or semi-private group situation that will be organized differently and at a different time. 
 
Snacks and bathroom time: Please make sure your child uses the bathroom and/or eats snacks before classes start. NO food or beverages will be allowed in the classroom.
 
We ask that you indicate any allergy or restriction affecting your child.
 
We do not always follow the regular school calendar. Please make a note of “no-class days” or discuss possible absences with the instructors.

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