School Policy

In order to create a productive and a positive learning environment and remain in compliance with regulatory and accrediting agencies that provide oversight of the school, POLY Languages Institute has set the following policies and procedures.  Policies and procedures cannot cover every eventuality that may arise and POLY Languages Institute reserves the right to revoke, change, or supplement policies at any time without notice.  Violation of the policies set below may be grounds for suspension or expulsion from the school.

General Policy

1. Register for classes each session and purchase all required textbooks by the 2nd day of every session.  Changing classes is not allowed after the first 2 days of a session.  Bring your textbooks and other necessary materials (i.e. paper, pen or pencil, etc.) to your classes.
2. No food or drinks are allowed in classrooms or in the computer lab.  Students may not deface any furniture or walls, and should always clean up after themselves.
3. Students are not allowed to use any office equipment (i.e. photocopy machines, telephone, etc.) or to enter any unauthorized areas (i.e. Teacher's Lounge etc.) without expressed permission.
4. Computers in the computer lab are available to all current students.  However, students with lab or any course related assignments have a priority to use the computers over those who are using the computers for personal use.  In all cases, using the computers not related to the school’s course work is limited to 20 minutes per person if there are others waiting.  Viewing contents that are sexually explicit, violent or others that may be found offensive to others are strictly prohibited.  Students must not download any active-X controls or harmful files, or create or modify any of the computer files or programs that would affect the computer system.
5. Turn off cell phones, beepers, text messengers, or any other communication devices during your class and while in computer lab.
6. Follow your teacher’s instructions and always speak in English while in class.  Speaking other languages may be disruptive to fellow classmates and your instructor.  Remember, language acquisition can be done only through practice; so please speak only in English.
7. Harassment of any form, as well as disruptive or abusive behavior, whether towards fellow students, teachers or any other staff, will be grounds for immediate expulsion from our institution.  POLY Languages Institute has a zero tolerance policy towards any verbal and physical abuse.

Attendance and Academic Progress Policy

POLY Languages Institute has a minimum academic performance and attendance requirements.  After the first two sessions (8 weeks) of study at POLY Languages Institute, a student will be evaluated every session to see if the student meets the minimum requirements set below.

• Attendance: The student must maintain a minimum of 70% cumulative attendance.  The student is on attendance probation if the student’s cumulative attendance is below 70%.  While on attendance probation, should the student’s average attendance of all classes taken for the session fall below 70% or attendance of any class taken for the session fall below 50%, the student will be suspended from the school up to two sessions.  The F-1 visa student, in addition, will be terminated from SEVIS for “poor attendance”.
• GPA (Grade Point Average): The student must maintain a minimum of 2.0 cumulative GPA (grade point average).  The student is on academic probation if the student’s cumulative GPA is below 2.0.  While on academic probation, should the student’s GPA for the session fall below 2.0, the student will be suspended from the school for up to two sessions.  If the student is an F-1 visa student, the student will be also terminated from SEVIS for “poor academic performance”.
• Maximum Number of Course Repeats: For the ESL courses, the student may not repeat the same level more than once.  Exceptions can be made for courses 101 & 102 and 601 & 602, in which case the student may repeat twice for true beginners and advanced students who are not ready to transfer, respectively.  The student must make a normal progress towards completing the POLY ESL series: Reading/Writing 601 & 602 and Speaking/Listening 601 & 602.  For the test preparation courses, the student may repeat as many as four times to achieve the score he/she needs to transfer to the college/university of his/her choice.

Complaint Filing Policy

In order for us to better serve you, we need to hear from you.  In the event you are not satisfied with the school for any reason, you can file a complaint.  The complaint can be made in writing or by logging onto MyPOLY (Student Web-based Information System).  We will investigate your concern(s), and you can expect a written response and resolution within 15 days from the date you submitted your complaint.  If you wish to remain anonymous, do not disclose your name.  However, the letter should contain the following:

• A detailed description of the problem(s);
• The approximate date(s) that the problem(s) occurred;
• The name(s) and position(s) of the individual(s) involved in the problem(s).

If a complaint cannot be resolved after exhausting the institution’s procedure, the student may file a complaint with the Bureau of Private Postsecondary & Vocational Education.  The student may contact the Bureau for further details.  Unresolved complaints may be directed to:  Bureau for Private Postsecondary and Vocational Education,1625 North Market Blvd., Suite S 202, Sacramento, CA 95834, Tel (916) 574-7720 Fax (916) 574-8650

Record Keeping Policy

POLY keeps an electronic record of the student’s personal information and transcript for up to five years from the session the student first registered with the school.  POLY keeps photocopies of student information (passport visa page, photo ID page, and form I-94, financial certification, enrollment agreement, and Form I-20) for up to two years from the last date of the student’s attendance at the POLY Center.  POLY keeps hard copies of student rosters and exams (midterms and finals) for a year from the last date of the session.
The student’s electronic or hardcopy data is accessible only to authorized school personnel unless the student requests in writing for the release of his/her information to a person or an entity.  The student has the right to access his/her data through MyPOLY (Student Web-based Information System) with his/her user identification and password provided by the school.

Non-immigrant F-1 Student Policy

In addition to the policies stated herein, the F-1 student must comply with the terms and conditions of his/her F-1 visa.  The student who fails to meet any of the regulatory requirements will be out of status and terminated in SEVIS.

General Policy (F-1 Students)

1. Enroll by the 2nd day of every session as a full-time student. (18 hours or more of instructions per week)
2. Inform the school within 10 days, for the following changes: home address, contact information, sources of financial support, immigration status, and dependent status.
3. Do not engage in unauthorized employment.
4. Be sure to have a valid Form I-20.  Always report your intent to extend your program by completing the Request for Extension Form, at least 30 days prior to the expiration date indicated on your Form I-20 and submitting it to your DSO.  A student may extend his/her Form I-20 to take test preparation courses needed for higher education, career advancement, etc.
5. Provide all the necessary documents required by the school to be compliance with any regulatory agencies upon request by the school.
6. Provide the documents requested by the school for filing so that the school remain in compliance with any regulatory agencies.
7. Do not get suspended or expelled from the school.

Exiting the School Policy (F-1 Students)

To avoid being terminated from SEVIS for failure to enroll, a student who is planning to leave the school must complete the Notice of Intention to Exit Form by the 2nd day of the following session. (That would be the session immediately following their last registered session)  If the reason for leaving the school is to transfer to another SEVP approved school, in addition to completing the form, the student must attach an acceptance letter (not a letter of intent to transfer) from the SEVP approved school.  A letter or a form that expresses only intent to transfer to the SEVP approved school is not sufficient. The school is required by SEVP to close out a student’s record in SEVIS for those students who are no longer attending.  Please note that the school can not take a final action for those students whose study is still in progress.  The school must review the student’s cumulative GPA and attendance to see if the student is in status or not.  If the student is on probation, not meeting the minimum academic progress and attendance requirement, the student will be terminated in SEVIS accordingly.

Leave of Absence Policy (F-1 Students)

A student may request a leave of absence or take less than the required course load (less than 18 hours of instructions per week) for a session by completing the Vacation/Drop below Full Course Load Request Form. This form must be completed and submitted with applicable documents no later the 2nd day of the session but no sooner than 30 days before the session that the student is requesting to be excused from. Students must be aware that a leave of absence cannot be abused to extend their stay in the United States or transfer period between schools. The school reserves the right to decline the student’s request for a vacation for any reason.  For the details, please review the Vacation/Drop below Full Course Load Request Form.  The request for vacation will be approved only for continuing students (pre-registered/pre-paid for at least a session) under the conditions listed below.

Student Tuition Recovery Fund

The State of California created the student tuition recovery fund (STRF) to relieve or mitigate economic losses suffered by California residents who were students attending schools approved by, or registered to offer Short-term Career Training with the Bureau for Private Postsecondary and Vocational Education (Bureau).

You may be eligible for STRF if you are a California resident, prepaid tuition, paid the STRF fee, and suffered an economic loss as a result of any of the following:

The school closed before the course of instruction was completed.

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.

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.

The school’s breach or anticipatory breach of the agreement for the course of instruction.

There was a decline in the quality of the course of instruction within 30 days before the school closed, or if the decline began earlier than 30 days prior to closure, a time period of decline determined by the Bureau.

The school committed fraud during the recruitment or enrollment or program participation of the student.

You may also be eligible for STRF if you were a student that was unable to collect a court judgment rendered against the school for violation of the Private Postsecondary and Vocational Education Reform Act of 1989.

You must pay the state-imposed fee for the Student Tuition Recovery Fund (STRF) if all of the following applies to you: 1) You are a student, who is a CA resident and prepays all or part of your tuition either by cash, guaranteed student loans, or personal loans; and: 2) Your total charges are not 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.

You are not eligible for protection from the STRF and you are not required to pay the STRF if either of the following applies: 1) You are not a California resident; 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.