These are the policies and procedures laid out by Imam Alkisai Institute to preserve and promote fairness and quality of service as much as possible. They must be accepted by all students (and parents/guardians of students) before they can undertake study with us.
We try, in our dealings, to explain to the students the full procedures, with a detailed statement of rights and duties, in order to fulfil the order of Sharia and seek the benefit of all parties.
Evaluation
All students must be evaluated before they begin. The purpose of the evaluation is to determine the level of the student, and to ensure they are fully aware of what their chosen programme/course entails. It’s also a chance for them to meet the management team and teacher.
[0.1] Students are allowed to cancel or change the time of the evaluation only ONCE with 24 hours notice before the session. They have to pay £8 for the evaluation session before they start their chosen programme.
[0.2] Students should confirm and book their lessons within 2 weeks of their evaluation.
[0.3] Students are entitled to only 1 evaluation session per course/programme.
Discounted Lessons
[0.1] Prospective students should book their lessons within 1 month of paying for their first lessons. They will not be eligible for a refund thereafter.
[0.2] Prospective students are entitled to a refund if they cancel bookings with 48 hours notice of their first booking. They are not entitled to any refund otherwise.
[0.2] Group lessons are not refundable unless cancelled by the institute.
Interaction with teachers
[1.1] We encourage a good relationship between teacher and student. However, students may not seek teachers’ or tutors’ personal contact details such as phone numbers and personal email addresses.
[1.2] Students/parents may not seek to add teachers on social media or communicate with them through other means of communication e.g. WhatsApp, Viber, Telegram
[1.3] Teachers don’t have to make up for the time you missed due to lateness from your part;
[1.4] Teachers will make up for lost time if they are late.
Copyright
[2.1] Materials should not be shared and course curricula and resources with the institute’s logo on them are made particularly to benefit our students who have enrolled with us, and have been gathered and put together by the efforts of our team. Students may print them for personal use but may not distribute or share them.
Responsibilities
Students are expected to:
[3.0] Attend all their classes on time;
[3.1] Focus and participate in the lesson fully;
[3.2] Engage and interact with the teachers and their classmates where required;
[3.3] Dedicate time outside classes going over their lesson notes and studying the content that they covered in class.
[3.4] Complete the homework set by the teacher and submit it in on time;
[3.4.1] Failing to submit homework more than three times can result in the teacher deducting marks off their exam.
[3.4.2] If the teacher sees that the student’s progress is being affected, they may require the student to take extra classes.
[3.5] Come prepared with all the required study materials and stationary;
[3.6] Take the initiative to catch-up on any lessons they missed;
[3.7] Complete the work given to them by the teacher;
[3.8] Interact with their classmates and teachers with good manners;
[3.9] Stay on topic during the lesson with their classmates and teachers;
[3.10] Seek help for themselves when they need it by contacting the right person;
[3.11] Communicate all issues and concerns as soon as possible so they can be addressed in a timely manner;
[3.12] Inform the relevant person if they are going to be absent or delayed for an activity which they were expected to attend;
[3.13] Show respect to the institute’s property and building;
[3.14] Show respect to all members of staff.
Lateness & Absenteeism
Students should seek to understand the following policies and procedures, and know its purpose is to establish fairness for both students and teachers as well as motivate students to commit to their lessons and reach their targets.
Lateness
[4.0] Students are marked ‘late’ if they arrive 10 minutes after the start of the lesson.
[4.1] Three lates equal to one unauthorised absence.
[4.2] Teaching staff have the right to refuse admission to class to students who arrive 15+ minutes late without a proper excuse. Their absence will be marked as unauthorised.
[4.3] Students who arrive 15+ minutes, 5 times in a level (even with a proper excuse), will have a meeting with the teacher/supervisor who may require the student to take a make-up lesson if they feel that the student’s progress is being affected.
Authorised Absences
Holidays
[5.0] Any student who would like to take holiday must inform the institute at least 2 weeks before the time they wish to take the holiday. The school will decide if the length and suitability of the break will affect the student’s progress. We will then decide whether to authorise the holiday.
[5.1] Make-up lessons must be taken to compensate for the lessons missed unless decided otherwise by administration.
Illness
[5.2] If a student is feeling unwell and unable to come to the institute, they must call, email or message administration before their lesson is due to start.
[5.3] If the student is still unwell after 3 days, they will need to bring in a doctor’s note when they return. Failure to do this will result in the days missed as unauthorised absence.
Other reasons:
[5.4] Sometimes a student will require time off for other reasons, such as appointments or emergencies. Where possible, the student should tell us in advance of these days. If this is not possible the student must call the institute’s administration before their class starts.
[5.5] Make-up lessons must be taken to compensate for the lessons missed unless decided otherwise.
Emergency
[6.6] If you cannot participate in the program due to physical and/or mental debilitation, death or serious illness in the immediate family, severe financial hardship or other extenuating circumstances beyond your control before or while participating on a study abroad program you can submit a Petition for Emergency Withdrawal. If granted, the emergency withdrawal may allow partial relief from your financial obligations to the program.
[6.6.1] The emergency must be confirmed in writing by a doctor / hospital.
Unauthorised Absences
Missing a class without informing the institute by email, phone or instant messaging (Whatsapp/Telegram) as to their non-attendance will cause this to be counted as an unauthorised absence. We have strict procedures in place to monitor and act upon unauthorised absences.
If a student has an unauthorised absence 2 times within a level, the following procedures will take place:
| ABSENCE | ACTION |
| 2 | A verbal warning from administration |
| 3 | The student will:receive their first written warning have a meeting with the teacher/supervisor/Director of Studiesbe required to take make-up lessons for the classes that they missed alongside their normal classes unless they can prove they have caught up with what they missed and their progress has not been affected (this is ultimately for the teacher to decide) |
| 4 | The above will continue happening for further absences, so long as the student compensates for the missed classes. If the student fails to attend the make-up classes, they will:receive a second written warninghave a meeting with the teacher/supervisor/Director of Studieshave their emergency contacts notified |
| 5 | The student will:receive a final written warninghave a meeting with the teacher/supervisor/Director of Studies who will review the student’s seriousness towards their learning.have their emergency contacts notified |
| 6 | Expulsion from the programme (with no refund). |
Poor Internet Connection
[7.1] We check to ensure all our teachers have the best connection possible to give you a good learning experience. Despite this, there’s still a small possibility that the internet may not be its best at times. To make up for this, where the bad connection is from the teacher’s side (and this significantly impacts the lesson and the fulfilment of its objective), students are entitled to a make-up session. Please notify the admin as soon as this happens.
[7.2] Students have to make sure they have a good internet connection for their lessons and that it can fulfill the needs of live lessons online (i.e. video conferencing and screen sharing) and their devices are not laggy and problematic;.
[7.3] Teachers are not obliged to provide make-up sessions if connection problems occur from the student’s side.
[7.4] If you’re having problems with Zoom or WizIQ, please contact Zoom or WizIQ support teams.
Exams & Level
[8.0] Students moving onto the next level is based on the student’s participation and commitment as well as their exam results.
[8.1] If students fail the level, or have passed with a low score, they will be required to take extra classes to fill up the gaps in their learning.
[8.2] If students score zero or close to zero in the exams, they will be required to retake the level at their own expense with subsidised fees.
General
[9.0] The Alkisai institute cannot be held responsible if students do not commit to their responsibilities as students, especially as learning is a two-way process.
[9.1] Make-up or extra classes may be online or offline, depending on the availability of teachers.
[9.2] Make-up or extra classes are to be taken alongside the normal timetabled hours unless decided otherwise.
[9.3] The fees for extra and make-up classes are for students to cover unless mentioned otherwise. Alkisai Institute decide to subsidise the costs at their discretion.
Fees
Billing
[10.1] Lesson fees payment must be completed before your lessons start. Students are requested to book their next set of lessons each time their booked lesson hours are near to being completed.
*(Students taking private 1:1 lessons must pay for their lesson at least 24 hours before it begins.)
*(Students taking group lessons must pay two weeks before the first lesson of their course starts unless specified otherwise)
[10.2] Bookings are only confirmed upon fee payment.
[10.3] If for any reason you know there will be a delay in payment due to circumstances out of your control, you may pay a deposit before your lesson and then pay the full amount within 10 days of taking your first lesson;
[10.4] Fees are paid via bank transfers (in GBP, EUR or USD) or a payment link sent to your email.
Refunds
Group lessons
[11.1] Full refunds (minus admin fees) are available given that cancellations are made before the fee payment deadline.
[11.2] Students are eligible for a 50% refund (minus administrative costs) up until the third lesson of the course.
[11.3] Fees are non-refundable if a student has taken more than 3 lessons.
[11.4] Students who are absent from lessons (with or without an excuse) are not entitled to a refund for the lessons they missed.
Private lessons
[11.5] Fees are refundable (minus administrative costs) given cancellations are made according to the conditions mentioned in section 3.
Parents/Guardians
Where students are below the age of 18, parents/guardians are responsible for the payment of their child’s fees, ensuring their child is ready for their classes and that they are on track with homework. This will ensure optimum results for your child in their learning.
Due to the nature of online learning, it is recommended that a responsible person is present/nearby while the children take their lessons to ensure they’re focusing.