CCLS HOUSTON CANCELLATION AND REFUND POLICY FOR NON-INTENSIVE LANGUAGE PROGRAMS
This policy outlines the procedures that CCLS Houston follows to maintain a transparent, fair, and documented refund process in the event of cancellation, withdrawal, or termination.
This policy applies to in-person and IDL students enrolling in non-intensive language programs.
- CCLS Houston provides students with a registration form that includes program costs (tuition, materials, and non-refundable fees) and this policy before they make an enrollment payment.
- Students are given the opportunity to review and understand the terms, conditions, and policies of enrollment before signing the registration form.
- Students are free to withdraw or cancel at any time.
- CCLS Houston will not bill for more than 12 months at a time.
- All students meeting the same criteria receive the same discount.
PROGRAM LENGTH:
Non-intensive language students sign up for language programs with less than 300 clock hours within each enrollment period.
CANCELLATIONS & WITHDRAWALS.
1. If the program of studies is cancelled by CCLS Houston, students receive a full refund, including registration fees.
2. If a prospective student is rejected for enrollment by CCLS Houston, student will receive a full refund, less non-refundable fees specified in the registration form.
3. If a student cancels prior to the start of the first course or never attends classes, CCLS Houston will provide a full tuition refund, minus non-refundable fees specified in the registration form.
4. If a student stops attending before completing 10 hours of instruction, CCLS Houston will provide a prorated tuition refund, minus non-refundable fees specified in the registration form. Upon request, a tuition credit may be issued instead of a refund.
5. If a student stops attending after completing 10 hours of instruction, CCLS Houston will issue credit for the hours remaining, minus non-refundable fees specified in the registration form.
6. Credits must be used within 12 months of the date they are issued. Any unused credits after this period will be forfeited and cannot be redeemed or refunded.
Any discounts given for paying ahead for multiple periods will be cancelled, and refunds will be based on the regular tuition rate at the time.
CLASS CANCELLATIONS & RESCHEDULING
Class schedules are created 90 days in advance; however, CCLS Houston management is flexible and supports private and semi-private clients with specific requests, provided 24 hours’ notice is given.
- Rescheduling and cancellations are allowed for private and semi-private students, but they must notify the instructor at least 24 hours in advance. If notice is not given within 24 hours of the scheduled class, the session will be considered a late cancellation. In this case, the class will be charged and the student will be required to pay for the additional hours needed to complete the course.
- Group classes cannot be rescheduled unless ALL students agree to reschedule the class and notify the school with at least 24-hour’ notice.
REFUND OF MATERIAL FEES
Materials and registration fees are non-refundable unless CCLS Houston cancels the course.
REFUND TIMELINE & CALCULATION
CCLS Houston completes and documents refund and credit calculations, including the Last Date of Attendance (LDA), Date of Determination (DOD), charges made, amount paid, and hours of attendance.
All applicable refunds to students will be made within forty-five (45) calendar days of the documented date of determination (DOD), which is the earliest of the following:
- The first scheduled day of class (no-show students).
- The date of the course has been cancelled.
- The date the student withdraws from/cancels the course.
- The last day of attendance.
- The date CCLS Houston administratively withdraws the student for reaching 30% consecutive absences of the total course hours (excluding any scheduled school breaks).
CCLS Houston retains student records for three (3) years after the student’s LDA-Last Date of Attendance (attending students) or FSCD- First Scheduled Class Date (new students).
METHOD OF REFUND PAYMENT
All refunds will be processed via Zelle, QuickBooks or check unless the student does not use the Zelle app. In that case, please see below:
- Fees paid in cash will be refunded in cash if up to $50 (fifty dollars).
- Fees paid in cash (over $50) or by check are refunded by a CCLS Houston check.
- Refunds of fees paid by check will be processed only after the bank has cleared the original payment.
- CCLS Houston prefers that the student or their assignee collects their refund checks, unless the student does not live in Houston at the time the refund is completed. The Administrative Operations Specialist will document the check mailing date.
- Payments made with a credit card will be refunded to the same credit card used for payment minus processing charges unless CCLS Houston has canceled the course/program. If the student cannot produce the credit card on site for a refund, CCLS Houston will issue a check.
- Payments made via wire transfer will be refunded via check or wire transfer minus bank processing charges, unless CCLS Houston has canceled the course/program
- All refunds are made to the payer. CCLS Houston will confirm receipt of the original payment before giving the payer any refund.
SPECIAL PROVISIONS
- Students who wish to change their course modality (in-person, IDL, group, private, or semi-private) must submit a formal request by email. This will trigger a rate adjustment based on the new modality.
- If a student is paying in two installments with credit card autopayment and cancels or withdraws before the second payment is due, CCLS Houston will automatically cancel the remaining payment.
CORPORATE TRAINING PROGRAMS
Corporate students enrolled under business-to-business (B2B) agreements are not subject to this policy. These training programs are customized based on employer requirements, and cancellations/refunds proceed in accordance with the terms established in the corporate training agreement.
This policy becomes official during the second semester of 2025.
This policy is subject to periodic review and maybe updated as necessary. Any updates must be approved by the President as specified in CCLS Houston’s Policy for Institutional Policy Development.
Updated: 06/24/2025