Attendance and Academic Progress Policy
POLY has minimum academic performance and attendance requirements. After the first term (4 weeks) of study at POLY, a student will be evaluated every term to see if the minimum requirements are met.
Minimum Attendance:
A minimum cumulative attendance average of 80% must be maintained. Tardies will also work against the student¡¯s attendance requirement. The student missing more than 5 minutes of class will be considered tardy, and four tardies equal one absence. Failure to maintain the minimum will put the student on attendance probation. If the student's attendance average for the term falls below 80% while on probation, the student may be suspended from the school for up to two terms. For an F-1 visa student, the student will be terminated from SEVIS for "poor attendance."
Minimum Grade Point Average:
A minimum cumulative GPA of 2.0 must be maintained. Failure to maintain the minimum will put the student on academic probation. If the student's GPA for the term falls below 2.0 while on probation, the student may be suspended from the school for up to two terms. For an F-1 visa student, the student will be terminated from SEVIS for "poor academic performance."
Maximum Course Repeats:
Generally, students may repeat a course only once. However, for level 1, true beginners may repeat twice. For level 6, students may also repeat twice to be better prepared for higher education.
Additionally, studentsmay not go down a level from the level they have successfully completed. The students must make normal progress towards completing the school’s ESL and TOEFL programs.
Skipping Levels:
A student may skip a level if the student provides the minimum score on the TOEFL iBT or an equivalent test required by the school. Otherwise, the student must have received an "A" grade along with the recommendation letter from the teacher for the level completed.
Bureau for Private Postsecondary Education (BPPE)
As a prospective student, you are encouraged to review the catalog prior to signing an enrollment agreement. You are also encouraged to review the School Performance Fact Sheet, which must be provided to you prior to signing an enrollment agreement.
Bankruptcy or Pending Bankruptcy Disclosures
POLY Languages Institute does not have a pending petition in bankruptcy, is not operating as a debtor in possession, has not filed a petition within the preceding five years, nor has had a petition in bankruptcy filed against it within the preceding five years that resulted in reorganization under Chapter 11 of the United States Bankruptcy Code (11 U.S.C. Sec. 1101 et seq).
Federal and State Financial Aid Programs
POLY Languages Institute does not participate in federal and state financial aid programs. If a student obtains a loan to pay, the student will have to repay the full amount of the loan plus interest, less the amount of any refund, and that, if the student receives federal student financial aid funds, the student is entitled to a refund of the money not paid from federal financial aid funds. If the student defaults on a federal or state loan, the federal or state government or a loan guarantee agency may take action against the student, including garnishing an income tax refund; and the student may not be eligible for any other government financial assistance at another institution until the loan is repaid.
Student Tuition Recovery Fund Disclosures (STRF)
"You must pay the state-imposed assessment for the Student Tuition Recovery Fund (STRF) if all of the following applies to you:
1. You are a student in an educational program, who is a California resident, or are enrolled in a residency program, and prepay all or part of your tuition either by cash, guaranteed student loans, or personal loans, and
2. Your total charges are not paid by any third-party payer such as an employer, government program or other payer unless you have a separate agreement to repay the third party.
You are not eligible for protection from the STRF and you are not required to pay the STRF assessment, if either of the following applies:
1. You are not a California resident, or are not enrolled in a residency program, or
2. Your total charges are paid by a third party, such as an employer, government program or other payer, and you have no separate agreement to repay the third party."
"The State of California created the Student Tuition Recovery Fund (STRF) to relieve or mitigate economic losses suffered by by students who are California Residents, or are enrolled in residency program attending certain schools regulated by the Bureau for Private Postsecondary and Vocational Education.
You may be eligible for STRF if you are a California resident, or are enrolled in a residency program, prepaid tuition, paid STRF assessment, and suffered an economic loss as a result of any of the following:
1. The school closed before the course of instruction was completed.
2. The school's failure to pay refunds or charges on behalf of a student to a third party for license fees or any other purpose, or to provide equipment or materials for which a charge was collected within 180 days before the closure of the school.
3. The school's failure to pay or reimburse loan proceeds under a federally guaranteed student loan program as required by law or to pay or reimburse proceeds received by the school prior to closure in excess of tuition and other costs.
4. There was a material failure to comply with the Act or the Division within 30 days before the school closed or, if the material failure began earlier than 30-days prior to closure, the period of determined by the Bureau.
5. An inability after diligent efforts to prosecute, prove, and collect on a judgment against the institution for a violation of the Act."
However, no claim can be paid to any student without a social security number or a taxpayer identification number.
Amount of STRF Assessment
(a) Each qualifying institution shall collect an assessment of fifty cents ($.50) per one thousand dollars ($1,000) of institutional charges, rounded to the nearest thousand dollars, from each student in an educational program who is a California resident or is enrolled in a residency program. For institutional charges of one thousand dollars ($1,000) or less, the assessment is fifty cents ($.50).
(b) Unless a student has a separate agreement to repay the third party, a student whose costs are paid to the institution by third-party payer shall not pay the STRF assessment to the qualifying institution.
(c) Except when an institution provides a 100% of the amount paid for institutional charges, less a reasonable deposit or application fee not to exceed two hundred fifty dollars ($250), if notice of cancellation is made through attendance at the first class session, or the seventh class day after enrollment, in which case, the assessment is non-refundable.
Placement Services
POLY Languages Institute does not provide any placement services.
Notice Concerning Transferability of Credits and Credentials Earned at Our Institution
The transferability of credits you earn at POLY Languages Institute is at the complete discretion of an institution to which you may seek to transfer. Acceptance of the Certificate of Completion you earn in the English as a Second Language and Test Preparation programs is also at the complete discretion of the institution to which you may seek to transfer. If the Certificate of Completion that you earn at this institution is not accepted at the institution to which you seek to transfer, you may be required to repeat some or all of your coursework at that institution. For this reason, you should make certain that your attendance at this institution will meet your educational goals. This may include contacting an institution to which you may seek to transfer after attending POLY Languages Institute to determine if your Certificate of Completion will transfer.
School Performance Fact Sheet and Annual Report
To be in compliance with the BPPE mandates, POLY Languages Institute posts the School Performance Fact Sheet and the Annual Report.
Complaint Procedure for BPPE
Any questions a student may have regarding this catalog that have not been satisfactorily answered by the institution may be directed to the Bureau for Private Postsecondary Education at 2535 Capitol Oaks Drive, Suite 400, Sacramento, CA 95833, www.bppe.ca.gov, toll-free telephone number (888)370-7589 or by fax (916) 263-1897.
A student or any member of the public may file a complaint about this institution with the Bureau for Private Postsecondary Education by calling (888) 370-7589 toll-free or by completing a complaint form, which can be obtained on the bureau's internet web site www.bppe.ca.gov.
Computer Lab
The computer lab is available to all current students and is used for interactive language learning, taking the English Proficiency Assessment Test, and course finals.
Computers can also be used for students’ personal use. However, students with Lab or course-related assignments have priority over those who are using the computers for personal use. In all cases, using the computers for non-course related work is limited to 30 minutes per person if there are others waiting.
F-1 Student Guidelines
For F-1 students, in addition to other applicable policies and procedures, they are required to observe the guidelines herein in order to maintain their F-1 status.
General Requirements
- Enroll by the 1st day of each term as a full-time student (18 hours or more of instructions per week).
- Inform the school within 10 days of the following changes: home address, contact information, sources of financial support, immigration status, and dependent status.
- Do not engage in unauthorized employment.
- Be sure to have a valid Form I-20. If your Form I-20 is about to expire, report to your student advisor about your intent to extend your program by completing and submitting the Service Request Form at least 30 days prior to the expiration date indicated on your Form I-20 and submitting it to your DSO.
- Provide the documents requested by the school within 10 days for any filing required by the school for compliance with any regulatory agencies.
- If you are a new student, report in person to the school and fully pay the invoiced amount agreed upon in order to undertake the courses in a timely manner. The tuition is due for the period and for the program indicated on your application form. The period of stay on the Form I-20 should be consistent as requested on the application form. No partial payments will be accepted.
Exiting the School
To avoid being terminated from SEVIS for failure to enroll, a student who plans to leave the school must complete and submit the Notice of Intention to Exit form by the 1st day of the term required to register.
When transferring to another SEVP approved school, the acceptance letter from the school must be submitted together with the Notice of Intention to Exit form. If the student does not meet the minimum attendance and/or academic requirement, the student will be released in terminated status.
Leave of Absence Policy
A student may request a leave of absence or take less than the required course load (less than 18 hours of instruction per week) by completing the Vacation/Drop Below Request form. Leave of absence is for continuing students and cannot be abused to extend the student’s transfer period between schools or stay in the U.S.
A student must meet one of the 3 criteria below for a leave of absence to be approved.
- Annual Vacation- A student is eligible for up to 60 days (2 terms) as vacation after completing 6 consecutive terms as a full-time student.
- Temporary Absence from the US- A student may be relieved from the registration requirement for the terms where the student’s absence from the U.S. is greater than 6 class days. The absence period will be determined by the plane ticket’s departure and arrival dates, which will later be verified by the student’s Form I-94.
- Medical Leave- A student who needs to take a reduced course load or no course load due to medical reasons must provide an official letter from a licensed physician. A leave of absence due to medical reason(s) cannot exceed 3 terms altogether during the student’s studies.
Traveling Outside the U.S.
A continuing student who has a multiple entry F-1 visa (not the F-1 visa obtained by the change of status in the U.S.), may be allowed to re-enter the U.S. if the following criteria are met:
- The student has a Form I-20 with current information that is signed by the DSO on pages one and three allowing travel outside of the United States.
- The student's visa and passport is valid (not expired) at the time when the student reenters the United States.
- The student returns and resumes his/her studies within four (4) terms.
Record Keeping Policy
POLY Languages Institute, Inc. (POLY) keeps electronic student records and transcripts permanently. POLY keeps hard copies of student records onsite for five (5) years. Student records are accessible only to authorized personnel unless the student requests for the release of his/her information in writing to a person or an entity. The student may access his/her records through MyPOLY (Student Web-based Information System) with his/her user identification and password provided by the school.
A student may challenge in writing the student's grade and/or attendance records that are less than thirty (30) days old. POLY will respond within 10 days to the request for correction. The student's grade and/or attendance record - 10 or fewer days old will be investigated relying on your instructor's recollection and the hardcopies kept. Any disputed record more than 10 days old but less than 30 days old will be solely based on the hardcopies kept by the school.
Standards of Conduct
Whenever people gather together to achieve goals, some rules of conduct are needed to help everyone work together efficiently, effectively, and harmoniously. By enrolling in classes at POLY, you have a responsibility to us and to your fellow students to adhere to certain rules of behavior and conduct. The purpose of these rules is not to restrict your rights, but rather to be certain that you understand what conduct is expected and necessary so that our school will be a better place to study for everyone.
We expect every student to act in a mature and responsible way at all times. If you have any questions concerning any safety rule, or any of the List of Unacceptable Activities listed below, please see your student advisor for an explanation. If you are caught in the act of any of the unacceptable activities, including but not limited to the list below, you can be suspended or terminated from school.
The List of Unacceptable Activities
- Being disruptive in class by refusing to follow the teacher¡¯s instructions pertaining to course work;
- Indifference, disrespect, or rudeness towards a fellow student, or POLY employees, whether overt or implied (any disorderly/antagonistic conduct on school premises);
- Intentionally or chronically speaking languages other than English during class time;
- Not bringing your textbooks and other necessary materials (i.e. paper, pen or pencil, etc.) to your classes;
- Use of a cell phone or any other communication devices during class (cell phones must be turned off during class);
- Cheating on exams or possession of the official exams for the POLY courses;
- Violation of security or safety rules (Negligence or any careless action that endangers the safety of another person);
- Being intoxicated or under the influence of a controlled substance while at school except medications prescribed by a physician that do not impair work performance;
- Unauthorized possession of dangerous or illegal firearms, weapons or explosives in school;
- Engaging in criminal conduct or acts of violence, or making threats of violence toward anyone on school premises or when representing POLY, or fighting, or provoking a fight on school property, or negligent damage of property;
- Threatening, intimidating or coercing fellow students or POLY employees on or off the premises at any time, for any purpose;
- Engaging in an act of sabotage; negligently causing the destruction or damage of school property, or the property of fellow students or employees in any manner;
- Theft or unauthorized possession or removal of school property from the premises without prior permission from management or unauthorized use;
- Immoral conduct or indecency on school property;
- Conducting a lottery or gambling on school premises;
- Use of school telephone, fax, computers, office supplies, or other school properties without approval from the office;
- Smoking in restricted areas or at non-designated times;
- Drinking or eating in classrooms, or any act of creating or contributing to untidy or unsanitary conditions;
- Posting, removing or altering notices on the school premises without permission from the school;
- Soliciting, selling, or collecting funds for any reason on the school premises;
- Bringing pets of any kind to school;
- Viewing contents that are sexually explicit, violent or others that may be found offensive on the school premises whether using a computer in the computer lab or the student's personal computer;
- Downloading any active-X controls or harmful files, or creating or modifying any of the computer files or programs of the school that would affect the computer system;
- Obscene or abusive language - or any act of harassment -toward a fellow student or a POLY employee (POLY Languages Institute has a zero-tolerance policy towards any verbal and physical abuse);
- Violation of any of the school policies posted as amendment or addendum.
General Terms and Conditions
Students are subject to the school standards of conduct, policies and procedures, and any other written policies or procedures for the safety and welfare of POLY students and employees.
Class Time Missed
The courses are charged term by term. A student will not be given a credit or a refund due to late registration or any time missed. Additionally, no credit or refund will be given for classes not held on public holidays.
Classes Schedule
POLY does not guarantee registration to the classes offered due to the maximum number of students allowed by the school. The students interested in morning classes - which are generally higher in demand - should register as early as possible to secure their space. The registration is done on a first-come, first-served basis. Furthermore, POLY reserves the right to cancel classes at short notice due to insufficient demand, and place the student in appropriate level courses, which may be fewer hours and/or different classes. F-1 students are not relieved from the registration requirement as a full time student regardless of the reason.
Changing Classes
After the first 3 days of a term, the student may not change classes unless classes are cancelled due to low enrollment.
Absences due to Extenuating Circumstances
Regardless of the reason for absences, a student who is absent will be marked absent. However, if the student has an official doctor¡¯s note, we will take that into consideration for the student slated to be terminated for "poor attendance."
Force Majeure
POLY is not liable in cases where POLY is unable to fulfill any services or obligations due to any extraordinary event such as a war, a fire, an act of government, a natural disaster, labor disputes and other events beyond the control of POLY.