School Policies 2018

School Policies 2018

Arena School of English is recognised by ACELS, a service of Quality and Qualifications Ireland, for English language teaching.

Cancellations & Refund Policy
There is no refund for any cancellation once the course has commenced. This includes late arrival, early departure, or days missed during the course.
Bookings may be cancelled up to 2 weeks prior to the commencement of a course with a €75 administration penalty. If accommodation has been booked an additional €95 penalty applies.
All cancellations and terminations must be made in writing (email is acceptable) to the Managing Director of Arena School of English.
For cancellations 1 to 7 days before the course begins, 50% of the full amount will be refunded (minimum cancellation fee is €75).
At least 24 hours’ notice is required to cancel an individual lesson. Individual lessons cancelled with less than 24 hours’ notice will not be refunded.
A fee of €150 applies to cancellations due to visa refusal (visa refusal documentation required for refunds).
Students who are ill may ask for a course to be postponed to a later date. In this case, the school will require a medical certificate.

Admissions Criteria
A student’s entry level is not confirmed until the school has received level tests and also completed a level placement consultation with a member of the school’s academic staff. Each course has a minimum entry level requirement and students who do not reach this requirement will be offered an alternative course suitable for their level. For non-EEA Academic Year students the minimum entry level requirements are A1 for TIE, A2 for Cambridge, B2 for IELTS.

Punctuality & Attendance Policy
Students must arrive on time for class. If a student is more than 15 minutes late or leaves more than 15 minutes early they will be marked absent from the class segment. Attendance sheets must be signed by the class teacher and a total entered at the end of the attendance sheet indicating the overall number of students in attendance. Attendance is also taken by the school’s administrators in each class segment. This data is recorded daily and at the end of every week the data is transferred to a spreadsheet with each current student listed and their weekly attendance rate and total attendance rate recorded. Weekly and overall attendance sheets are saved in hardcopy and also on the school’s computer system. A student’s attendance rate is available for each Work-Study Visa student on request at the school reception. Any Work-Study Visa student who is below the required 85% is spoken to by the School Manager.

Absenteeism & Expulsion
Students staying in school accommodation that are unable to attend class due to illness or any other reason must telephone the school. If a student is not in class and has not telephoned to inform the school of his/her absence, the Accommodation Officer telephones the student and the accommodation provider if necessary. Students who are not in school accommodation who miss two classes sequentially are contacted by the school on the second day of their absence.

Non-EEA Work-Study Visa students who display a poor attendance record (without a legitimate reason) are spoken to by the school management and given a verbal warning. If the student’s attendance rate continues not to meet the required 85%, the school management will provide the student with a written warning. Further failure to meet the required attendance rate will result in a final written warning. Finally if the student continues to be absent they will be expelled from the school and informed of this in writing. The school will also inform GNIB in writing.

Sick Leave / Medical Insurance
EU citizens should bring a European Health Insurance Card (EHIC).
Non-EEA students must take out their own Medical and Travel Insurance, and provide the school with a copy in English of the certificate for this insurance policy or alternatively book their Medical Insurance with Arena School of English. School Medical Insurance is priced at €120 for eight months and a full copy of a student’s medical insurance is provided to the student
Students must inform Arena of any medical conditions.
Students who are ill may ask for a course to be postponed to a later date. In this case, the school will require a medical certificate.

Holidays and Breaks
Non-EEA Work-Study Visa students must complete 25 weeks of classes over an eight month period. On enrolment the student will be provided with a written timetable clearly identifying the daily and weekly tuition times with dates including holiday periods. Holidays cannot be taken until a student completes eight weeks of their course. Holiday periods cannot at any pointy exceed 1/3 of the total weeks elapsed. All holidays start on Monday and finish on Friday.

End of Programme Exam Entry & Recording of Grades
It is a GNIB regulation and school policy that all Non-EEA Work-Study Visa students must finish their course with an official examination in conjunction with the end of their course in the school and the school registers all students for the exam. Upon commencing their course, students have an academic consultation in order to map out their learning pathway and end of course external examination which will be given to you in writing. Students must pay the the exam fee at the time of the exam registration. If a student does not register and pay for their official examination then this will be contrary to GNIB regulations and school policy and students must sign a declaration stating this which will be added to school records. In addition the school cannot provide a school certificate on course course completion. Exam results and other relevant documentation are sent to the school. These results are then recorded by the  school and attached to students’ individual files.

Complaints & Grievances 
At Arena School of English we try to prevent grievances and complaints by ensuring all students are satisfied with their course and the school. In the event that a student is unhappy with any part of the overall service provided by us, both course and non-course related, they have the right to access our complaints policy and procedure. Any complaint will be treated seriously and investigated thoroughly.

The school attempts to resolve any complaints or problems efficiently by speaking to the student to find a solution. Depending on the nature of the grievance a student can either talk directly with the person concerned to resolve the problem, approach his/her teacher for assistance in resolving the problem or go to the reception for assistance in resolving the problem. The school manager will discuss the matter with the student and every attempt is made to find a solution within the school’s terms and conditions. If an agreed solution cannot be found a student will be offered a Complaint Form. The Director of the school will reply in writing by email to the student within 10 working days.

Learner Protection
Arena School of English is a member of Marketing English in lreland (MEl) whose member schools espouse Learner Protection, thereby being able to guarantee to students that they will be able to complete all language courses for which they are enrolled. This protects students in the event that a programme ceases prematurely and meets Irish Department of Justice ILEP requirements.

Emergency Contact
Arena School of English provides enrolled students with an emergency contact telephone number on their arrival in the school, or the student is in school accommodation, when they receive their accommodation details. A member of staff is available at all times to speak to students in an emergency situation.


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Arena School of English

Arena School of English