Aitas Japanese Immersion School Inc.
(the “School”)

Terms and Conditions: School event (Language Exchange Club)

Important Information for Your Participation:

To ensure the safety and integrity of our community and to provide a comfortable experience for all participants, we have established the following guidelines:

1. Recording and audio recording during the event are strictly prohibited, regardless of personal use, including taking screenshots/images/photos without permission. (Portrait Rights)
2. Participation is restricted to registered attendees only. Please refrain from multiple participants or viewers using the same or multiple devices.
3. Participation with audio alone, without a visible face, is not permitted. *Please ensure both your video and audio are enabled during your participation.
4. Alcoholic beverages are not allowed during the event, and participation while under their influence is strictly prohibited.
5. In the event of unauthorized entry by external parties, we may take measures to remove them or terminate the event. *Access to the participation URL is exclusively for registered participants.

Please be aware that in case of violations of these rules, we reserve the right to deny participation in any of our school's communities. Thank you for your understanding."

Release / Indemnity:

i. In consideration of being allowed to participate in and benefit from Aitas activities, each student/participant/volunteer (or his/her parent or legal guardian) agrees to remise, release and forever discharge Aitas, its officers, directors, employees, advisors, assignees, successors, and agents (collectively, the “Releasees”) from any and all claims, losses, costs, demands, damages, lawsuits, actions or causes of action whatsoever in respect of, or relating to, directly or indirectly, any personal injury, death, property damage or loss which he/she and his/her respective heirs, executors, administrators, next-of-kin, successors or assigns may now or hereafter have against the Releasees or any part of them as a result of his/her attendance, participation and volunteering in Aitas activities.

ii. Each student/participant/volunteer (or his/her parent or legal guardian) agrees to indemnify and hold harmless the Releasees, or any of them, from any and all claims, demands, expenses, costs (including legal costs), suits, debts, liabilities and causes of action for which it/they may become liable as a result of any personal injury, death, property damage or loss, including those in any way resulting from, occasioned to, or suffered by, any person or property by way of any act or omission of the student/participant/volunteer in connection with his/her attendance, participation and volunteering in Aitas activities.

iii. Each student/participant/volunteer (or his/her parent or legal guardian) agrees to remise, release, and forever discharge Aitas and Releasees from any and all claims, including but not limited to:

a. Participant Behavior: Disruptive or inappropriate behavior may result in removal from the event at the organizers' discretion.
b. Portrait Rights: This event is intended for live participation and should not be recorded by any participants. Any participant violating this policy by recording the event, including capturing images or likenesses of individuals without permission, shall bear sole legal responsibility for any resulting consequences.
c. Privacy: Participants are responsible for their own online security, while organizers will take reasonable measures to protect participant privacy.
d. Technical Liability: Any claims related to computer damages, hacking, or virus-related issues arising from participants', their associates', or third parties' actions during the online event.
e. Event Changes or Cancellation: Organizers reserve the right to modify or cancel the event without prior notice.

Cancellation Policy
Aitas can cancel, postpone events, or adjust attendees. If there aren't enough participants a week prior, if we can't find suitable Japanese volunteers, if the event venue is unavailable due to unexpected issues, or for any other reason, the event may be canceled. In these cases, students get a full refund (if paid).

Terms and Conditions: Japanese course

1. Fees: The fees to be paid for any course shall be those set out in the School’s price list in effect from time to time. The School may in its sole discretion increase its prices at any time without notice.

2. Registration: Subject to these terms and conditions, registrations for entry-level courses are accepted on a first-come, first-served basis. Continuing students are eligible for priority registration so long as they register at least three weeks before the course commencement date. Submission of a registration form not accompanied by payment does not guarantee enrolment. A one-time registration fee (membership fee) of $50+HST is charged to all first-time students, subject to the terms set out in the School’s price list in effect from time to time. The registration deadline is 14 days prior to the course commencement date for all courses. A late payment administration fee of $20+HST will be charged for registering after the deadline. Students must be at least 20 years old. Placement in course levels for first-time students is at the School’s sole discretion based on the placement test conducted prior to registration (either in person or online).

3. Payment Terms: Fees are payable at the time of registration. Payment can be made by bank transfer, credit card, or Interac e-Transfer. Any payment returned for insufficient funds (NSF) will be subject to an administration fee of $30+HST. Students will not be entitled to attend class until full payment of all fees is received.

4. Refunds: To be eligible for a tuition fee refund, students must submit a written notice of withdrawal (“Notice of Withdrawal”) to the School. If the Notice of Withdrawal is received by the School more than one week before the course commencement date, the tuition fee will be refunded in full minus an administration fee of $70+HST. If the Notice of Withdrawal is received less than a week before the course commencement date, 50% of the tuition fee will be refunded minus an administration fee of $70+HST. No refund is granted in the case of withdrawal on or after the course commencement date (subject to a limited exception in individual cases and at the School’s sole discretion, where the student has provided a doctor’s note indicating a prolonged illness or accident). For clarity’s sake, withdrawal after the start of business on the course commencement date, regardless of the course start time, is non-refundable. Any other fees, including registration fees, materials fees, and test fees are non-refundable.

5. Course Cancellations and Changes: The School reserves the right to cancel or suspend courses, cancel or combine classes, change teachers, or limit enrolment. In particular: i) if enrolment is insufficient on the course commencement date, or if a suitable replacement teacher cannot be found, the School reserves the right to cancel the course. In the case of cancellation of a course, the School will offer students the opportunity to move to another course (at no charge), if space is available, or students will be entitled to receive a full refund of all fees. The School will endeavour to notify students promptly of any course cancellations or changes; ii) The School may, at its sole discretion, cancel classes due to teacher illness, inclement weather, natural disaster, emergency, or for any other reason beyond its control. The School will endeavour to notify students promptly of any class cancellations. Students shall not be entitled to any refund in the event of a class cancellation due to inclement weather or any other reason beyond the School’s control..

6. Transfers: The School will consider requests to transfer from one course to another no later than one week prior to the course commencement date, subject to available space and payment of an administration fee of $30+HST. All transfer requests must be made in writing. Transfers are considered a withdrawal from the first course and registration in the second for the next term.

7. Re-scheduling: Re-scheduling of private lessons is at the discretion of the School and students will be charged an administration fee of $30+HST for each re-scheduled class, subject to any free re-scheduling options available pursuant to the course package and in accordance with the terms of the School’s price list in effect from time to time. Re-scheduled classes may only be added to the end of the course. Re-scheduling requests must be made in writing at least three hours prior to the scheduled class.

8. Late Policy: The School reserves the right to cancel a private lesson if the student is more than 20 minutes late.

9. Make-up Lesson Policy: If you miss a group class you were scheduled in, you will receive course notes and homework via slack (or email).

10. Tuition Tax Credit:
Aitas Japanese Immersion School is certified as a private educational institution by the Minister of Employment and Social Development Canada for the purpose of entitling the School to provide tuition tax receipts to enrolled students in accordance with the applicable rules under the Income Tax Act (Canada). To qualify for the tuition tax credit, the student must be enrolled in an educational institution to obtain or improve skills in an occupation. Issuance of a tuition tax receipt by the School in no way constitutes a representation or warranty that the student will qualify for the tuition tax credit and it is the student’s sole responsibility to determine whether he/she qualifies for the tuition tax credit in accordance with the Income Tax Act rules in place in any given year. Any information provided by the School in connection with the tuition tax credit is provided as general information only and does not constitute legal or tax advice.

11. General terms:
i. Foreign students are responsible for ensuring they have any necessary immigration authorization (e.g. study permit, temporary resident visa) from Immigration Refugees and Citizenship Canada to enter and remain in Canada and enrol in the School’s courses.
ii. Students must abide by the School’s rules and regulations (the “Rules”) regarding, inter alia, the Japanese-only policy, attendance and participation in class, and the code of conduct. The School reserves the right to dismiss any student in accordance with the procedure set out in the Rules. Dismissed students are not eligible for any refund. Each student agrees that he/she has read and accepted the School’s Rules, agrees to be bound by the Rules, and that any violation of the Rules may be subject to disciplinary action, including dismissal.
iii. Students may use all course materials that are subject to the School’s copyright during a course in accordance with their intended purpose, e.g. he/she may save, print and use them for his/her own study purposes. Further use without the School’s prior written permission, including unauthorized reproduction or distribution is prohibited.
iv. The School is not responsible for lost or stolen articles.
v. The School may refuse to register a student if, in its sole discretion, the School would be unable to meet the needs of the student or the enrolment of the student is otherwise not suitable.
vi. The School reserves the right to withhold any certificate or transcript in the event of breach of any of these terms, including non-payment of fees.
vii. Notwithstanding any curriculum information that may be provided to students, including general goals for each course level, the School makes no representation or warranty with respect to the level of learning or progress an individual student will achieve in any given course.

12. Release / Indemnity:
i. In consideration of being allowed to participate in and benefit from Aitas’ courses and activities, each student (or his/her parent or legal guardian) agrees to remise, release and forever discharge Aitas, its officers, directors, employees, advisors, assignees, successors, and agents (collectively, the “Releasees”) from any and all claims, losses, costs, demands, damages, lawsuits, actions or causes of action whatsoever in respect of, or relating to, directly or indirectly, any personal injury, death, property damage or loss which he/she and his/her respective heirs, executors, administrators, next-of-kin, successors or assigns may now or hereafter have against the Releasees or any part of them as a result of his/her attendance and participation in Aitas courses and activities.
ii. Each student (or his/her parent or legal guardian) agrees to indemnify and hold harmless the Releasees, or any of them, from any and all claims, demands, expenses, costs (including legal costs), suits, debts, liabilities and causes of action for which it/they may become liable as a result of any personal injury, death, property damage or loss, including those in any way resulting from, occasioned to, or suffered by, any person or property by way of any act or omission of the student in connection with his/her attendance and participation in Aitas courses and activities.

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Spring 2024

Winter 2024