This policy establishes procedures for maintaining, accessing, and protecting the financial records of all CCLS Houston students, including IDL (online) and IEP (Intensive English Program) students. 

Student Financial Records 

CCLS Houston maintains financial records for each student in the QuickBooks System by full name. 

Dates of invoices, payments, and transactions are also recorded in the CRM system. 

Each student account contains: 

• Tuition payments 
• Fee and materials payments 
• Payment installments 
• Credit card information for installment payment. 
• Outstanding balances 
• Refunds 
• Invoices and receipts for all transactions.  

Invoice And Payment Process 

• Before enrolling, a student is assigned a unique account in the QuickBooks System. 
• QuickBooks will generate an invoice specifying the tuition, material fees, and sales taxes, which will be sent to the student. 
• The student will be offered payment installment options. 
• Payment receipts and paid invoices will be emailed to the student, and the date and amount will be registered in the CRM system. 

Payment Responsibilities 

The Administrative Operations Specialist will monitor accounts and past due balances. 

• Students must pay tuition and fees by the deadlines specified at registration and provided with the invoice. 
• If the student does not pay the balance by the due date, the Administrative Operations Specialist will send a reminder by email and text. If needed, the Academic Coordinator will contact the student personally by text or call. 
• All delinquent accounts will be deferred to the President for appropriate action, which may include setting a payment plan during the term. 
• Payment plans must be approved by the President and documented in the student's financial record. 
• Late payments may result in additional fees or enrollment restrictions. 
• Students who do not pay their balances in full by the end of the course may not be allowed to take the final exams and enroll for the next course. 

PROVISIONAL CLAUSE: (IEP – International students) 

This clause will become effective after CCLS Houston is granted authorization by DHS and SEVP to enroll F-1 students: 

• International students in the Intensive English Program (IEP) must comply with financial requirements related to visa status and timely tuition payments. 
• International students (F-1 status) who are not allowed to enroll for the next course will either transfer out of the school or their SEVIS record will be terminated for failure to enroll. 

Refunds 

• Refunds will be processed according to CCLS Houston’s Cancellation and Refund Policies, with approvals required from the President. 
• Any financial adjustments due to course withdrawals, cancellations, or changes in enrollment status must be documented and updated in the student’s financial record. 

Access to Financial Records 

• Only authorized personnel (President, Academic Coordinator, and Administrative Operations Specialist ) may handle financial records. 
• The President has the authority to review all student financial records for financial reporting and compliance purposes. 
• All financial records are stored securely in digital format to prevent unauthorized access. 
• Students may request access to their own financial records by submitting a request to the President. 

This policy becomes effective during the second semester of 2025. 

This policy is subject to periodic review and may be updated as necessary. Any updates must be approved by the President as specified in CCLS Houston’s Policy for Institutional Policy Development. 

Updated: 06/05/25