Student Handbook
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WELCOME TO THE ENGLISH LANGUAGE & CULTURE INSTITUTE STUDENT HANDBOOK (Revised: June 13, 2012) ELCI Mission Statement The mission of the English Language & Culture Institute (ELCI) is to assist English language learners in increasing their knowledge of the English language and American culture through intensive, semiintensive, and intercultural group programs. The primary focus of the ELCI mission is to prepare post-secondary and secondary age students to gain admission to, and succeed in U.S. universities and high schools, respectively, through the Intensive English Program (IEP). Welcome to the English Language & Culture Institute (ELCI)! We are very pleased that you decided to attend our school. While you are here, the administrators and teaching staff will do everything possible to ensure that your stay is fun and rewarding. Your safety is our first priority. If you see any thing or situation that you think is not safe, please speak to an ELCI employee immediately. Monmouth is a wonderful little town. The people are friendly and the weather is mild all year round. When you walk down the streets, people who walk by will always greet you with a smile and a happy “Hello”. We love this area and know you will also. In order to make your time here with us more enjoyable, we first need to make sure some things are understood by all of our students. That is the purpose of this Student Manual. The rules, policies and general information in this book will answer many of the questions you may have. It is important that you understand everything in this book. So… IF YOU HAVE A QUESTION ABOUT ANYTHING IN THIS BOOK, ASK SOMEONE IN THE OFFICE TO HELP YOU UNDERSTAND. -2- TABLE OF CONTENTS GENERAL ..................................................................................................................... - 5 TUITION ........................................................................................................................... - 6 REFUND POLICY............................................................................................................. - 6 MEDICAL INSURANCE ................................................................................................... - 6 COUNSELING ................................................................................................................. - 6 STUDENT COMPLAINTS .................................................................................................. - 6 HIGH SCHOOL AGE STUDENTS................................................................................ ….- 6 IN THE CLASSROOM ...................................................................................... ….....- 9 THE ELCI WAY................................................................................................................. - 6 CLASSROOM RULES .................................................................................................... - 10 GRADING………………………………………………………………………………..…..- 10 COURSE ADVANCEMENT AND PROGRAM COMPLETION.…………………………-11 MAKE-UP WORK .......................................................................................................... - 11 HELPFUL HINTS .............................................................................................................. - 12 VISA STATUS ........................................................................................................... - 13 MAINTAINING STUDENT STATUS .................................................................................. - 14 ATTENDANCE PERCENTAGES ..................................................................................... - 14 EXCUSED AND UNEXCUSED ABSENCES .................................................................... - 15 GRADE POINT AVERAGES (G.P.A.s) .......................................................................... - 15 TRIPS OUTSIDE THE UNITED STATES .............................................................................. - 16 TRANSFERRING TO A NEW SCHOOL ......................................................................... - 16 ELCI RULES AND POLICIES ................................................................................ - 17 LIBRARY......................................................................................................................... - 18 -3- SMOKING POLICY ....................................................................................................... - 18 KITCHEN ........................................................................................................................ - 18 STUDENT LOUNGE........................................................................................................ - 18 OFFICE .......................................................................................................................... - 18 BATHROOM USE .......................................................................................................... - 19 BUILDING POLICY ........................................................................................................ - 19 FAXES ............................................................................................................................ - 19 TELEPHONE ................................................................................................................... - 19 ENROLLMENT AGREEMENT ......................................................................................... - 19 COMPUTER LAB ........................................................................................................... - 21 PROMOTIONAL SERVICES .......................................................................................... - 21 LIVING IN THE UNITED STATES ....................................................................... - 22 EXTRACURRICULAR ACTIVITES ................................................................................... - 23 CULTURAL DIFFERENCES ............................................................................................. - 23 HOMESTAY ................................................................................................................... - 24 TRANSPORTATION SERVICES ...................................................................................... - 25 U.S. POST OFFICES & SERVICES .................................................................................. - 25 CARS ............................................................................................................................. - 25 ALCOHOL..................................................................................................................... - 26 BICYCLES ...................................................................................................................... - 26 LIBRARIES ...................................................................................................................... - 26 ELCI Policy and Rules Signature Sheet ......................................................... - 28 - -4- GENERAL -5- TUITION Tuition includes course fees, textbooks, and free weekly activities. a placementtesting fee. REFUND POLICY Program Application Fee: Non-refundable Tuition Deposit: Refundable ONLY if the I-20 is returned to the ELCI before the student arrives in the U.S. Tuition: Tuition refunds are made only if you leave school for reasons of poor health and/or you return to your country. In accordance with the ELCI Enrollment Agreement and Cancellation Policy, you will forfeit 30% of your unused tuition payment. There will be no refund if you leave school during the current session. **Refunds will be sent from the ELCI within 30 days after formal withdrawal. Do not expect to receive a tuition refund on the day you formally withdraw. It usually takes about 3 weeks. MEDICAL INSURANCE All students must have health insurance. If you will be staying in home stay, insurance is included in your monthly homestay payment. If you already have international insurance, we will need the company name and policy number. If you do not have insurance, you must purchase a policy at registration. Payment must by paid in advance at the rate of $75.00 per month. COUNSELING If a student has any concern or question, they are encouraged to talk to an ELCI employee. In addition, the ELCI provides three types of counseling to its students: -6- -Immigration Counseling. The ELCI Administrative Staff can provides information about your legal status with the U.S. government, through the Student and Exchange Information System (SEVIS). -Academic Counseling. The Academic Coordinator, the Executive Director, and the Office Manager can provide support and information about your present academic status and future plans. -Personal Counseling. Individual counseling for any purpose, such as personal problems, homestay conditions, problems at home, etc. is available for all students. Feel free to speak to any ELCI employee, and they can assist in obtaining the information or help that you need. For younger age high school students, a member of the ELCI staff will contact you at least once a week to offer support and assistance. STUDENT COMPLAINTS If a student has a concern, please notify any ELCI employee to obtain assistance, as appropriate. If a student has a serious concern, they may submit a written formal complaint to the Center Director. Any ELCI employee can assist a student in obtaining a Formal Complaint Form and completing it, if the student needs language assistance. The form may be obtained at the Receptionist Desk. HIGH SCHOOL AGE STUDENTS The ELCI mission supports and serves both post secondary (Higher Ed) and secondary (High School) age students. High school age students require additional care and support. If you are a high school age student, these are some of the ways that the institute provides additional support to students in your age group: A unique academic path to support their goal of entering a U.S. high school Additional procedures during pre-arrival orientation, such as parent permission for medical treatment, counseling, and academic discipline Regular reporting of grades and status to parents and agent. Weekly communication between the ELCI staff and Homestay Coordinator from the third party homestay provider, Happy Homestay USA. Special topics during orientation such as procedures in the case of poor academic performance, and information regarding bullying and interaction with adults Weekly informal counseling by a member of the ELCI staff Age appropriate disciplinary consequences for poor academic performance, such as confiscation of electronic devices -7- Prohibition of computers in the student’s homestay bedroom Additional support and adult accountability during student cultural activities Increased responsibility for academic monitoring and reporting by ELCI instructors Heightened level of communication and support from all ELCI employees, who associate with high school age students -8- IN THE CLASSROOM -9- THE ELCI WAY The ELCI Way is a way of showing our commitment to you reaching your academic goals. It is an approach that seeks to create a learning environment that encourages active learning, sound study habits, and academic discipline, while preparing students for the rigors of a post secondary or secondary education in the U.S. All students and their parents (if the student is under the age of 18) are required to agree to follow the procedures of ELCI Way as a condition of admission and continuation in the Intensive English Program. Some of the features of the ELCI Way include: organizing binders, academic calendars, flash cards, vocabulary notebook, and color coded folders, and disciplinary consequences for poor academic behavior. Special consequences, such as confiscation of electronic devices and counseling, will be used for high school age students who have difficulty maintaining appropriate academic performance due to their level of maturity and academic development. CLASSROOM RULES 1. SPEAK ONLY ENGLISH IN THE BUILDING! 2. Each teacher will tell you the rules for his/her class. If you do not understand the rules, please ask your teacher. 3. Come prepared for each class. If homework is assigned, do it. If the teacher has announced a test, prepare for it. GRADING Here is the formula, which will determine a student’s final grade for each four-week session: *Attendance 20% Days present/Total days *Classwork/Participation 20% Max5pointsperclass/5XTotal days *Homework 20% Completed/Total assignments Quizzes 20% Numerical average - 10 - Final Exam (Progress Evaluation) 20% Numerical score TOTAL 100% Average above percentages *Attendance, participation, and homework are not direct indicators of language proficiency, as are quizzes and exams. However, they are used to determine a grade because without them, the student is unlikely to master the course material. *Teachers may vary the distribution of the percentages if it is appropriate to the class. COURSE ADVANCEMENT AND PROGRAM COMPLETION Good academic habits promote achievement, but do not guarantee advancement to a higher course and level. While attendance, class participation, and completing homework assignments are all important, to advance, the student must show language proficiency at the current level by passing the English Level Assessment (ELA) to advance to the next course/level. The ELA is normally administered at the beginning of a session only Secondary age (high school) students may typically exit their program by successfully completing all level two courses or by attaining a Secondary Level English Proficiency (SLEP) test score required by their receiving U.S. high school. Post secondary age (higher ed) students complete their program by achieving a Test of English as a Second Language (TOEFL) score (normally 500) required by their receiving U.S. college or university. Some post secondary age students must also complete the General Educational Development (GED) test as a condition of admission to a U.S. college or university. MAKE-UP WORK If you know you will be absent, please call the office at (503)838-0157 BEFORE your absence. Make-up work is allowed for excused absences only. Calling before an extended absence shows courtesy and makes the teachers more willing to allow you to do make-up work. - 11 - HELPFUL HINTS All of us at the English Language & Culture Institute want you to have a successful stay in Oregon. The staff and teachers ask that you: 1. Attend classes regularly. In order for you to progress quickly, you must come to your classes every day. 2. Come to class on time. 3. Bring your textbooks, notebooks, pens, pencils, and dictionaries to class every day. 4. Do not chew gum during class. 5. Throw all papers in the trashcans or recycled containers. 6. Use English only. If you speak only English with your friends and classmates, your English will improve tremendously. ***Remember, it is impolite to speak your native language among those who do not understand. - 12 - VISA STATUS - 13 - MAINTAINING STUDENT STATUS The U.S. government, through the Student and Exchange Visitor Program-(SEVP), requires that students on F-1 (Student) Visas be “full-time students” who are making satisfactory progress in their educational program. The ELCI provides 18 hours of class each week, and students must maintain at least 80% attendance and a Grade Point Average (GPA) of 2.0 on a 4.0 scale. These are serious consequences if a student’s performance falls below these standards for any four-week session: After first session of not meeting standards: Student will receive a Letter of Warning, stating that the student is not following the academic or attendance standards required for an F-1 student. After second session of not meeting standards: Student will receive a Letter of Probation, warning the student that their immigration status will be in danger if they continue poor academic performance and/or attendance. After third session of failing to meet standards: Student will receive a Letter of Expulsion and must transfer to another SEVP-approved school or return to their home country. The center may convene an Academic and Attendance Review Committee to review the specific circumstances of students who have failed to maintain their immigration status. The decision of the committee is final. The academic performance and attendance of all students will be monitored closely. High School age students will undergo special attention and disciplinary consequences (e.g. confiscation of electronics) to ensure that they meet SEVP standards for satisfactory academic progress ATTENDANCE PERCENTAGES Course attendance percentage: 1. Number of classes attended divided by the number of classes held in the report period = course attendance % Overall attendance % average: 2. Total of all course attendance percentages divided by the number of courses = overall attendance % average - 14 - For example, If I had: COURSE Grammar Skills Reading & Voc. Skills Writing Skills Listening & Speaking Skills Cultural Studies ATT. % 85% 90% 90% 100% 100% (85 + 90 + 90 + 100 + 100) divided by 5 = 93% The overall attendance % average would be: 93% EXCUSED AND UNEXCUSED ABSENCES For the purpose of calculating class attendance, it does not matter if a student has an unexcused absence or not. When a student is not in class, he or she is marked absent. An excused absence will allow you to make up missed schoolwork. Students are not allowed to make up schoolwork missed during unexcused absences. If a student is going to be absent due to sickness or other approved reason, they must contact the ELCI Reception Desk (503) 838-0157 prior to class. Any excused absences must be approved by the Academic Coordinator or the Center Director. GRADE POINT AVERAGES (G.P.A.s) G.P.A.s are determined as follows: (Each grade has a point value) A AB+ B BC+ 4 3.7 3.5 3.0 2.7 2.5 C CD+ D D- 2.0 1.7 1.5 1.0 0.7 Points for each course taken are added up and the total number of courses taken is divided by that sum. EXAMPLE: If a student’s course grades are: COURSE Integrated Skills Grammar Reading Writing GRADE B+ A AC+ POINT 3.5 4.0 3.7 2.5 - 15 - Speaking & Listening B- 2.7 (3.5+4.0+3.7+2.5+2.7) divided by 5 = 3.28 The grade point average is 3.28 TRIPS OUTSIDE THE UNITED STATES If you have reached a point in your study program, where you qualify to leave the U.S. for a short trip, and plan on returning to ELCI, bring your I-20 to the school office and get it signed by the Director BEFORE you leave. All trips outside the United States must be approved by the Center Director. TRANSFERRING TO A NEW SCHOOL You must get an I-20 from the school you plan to attend well in advance of your planned transfer date. YOU CANNOT TRANSFER TO ANOTHER SCHOOL WITHOUT FIRST RECEIVING YOUR NEW SCHOOL’S I-20. - 16 - ELCI RULES and POLICIES - 17 - LIBRARY The ELCI library is available to all students. Be courteous with the resources in the library by keeping books and other materials in their proper order and returning them promptly. All items in the library may be borrowed without checkout if they stay in the school. If a student wishes to remove the item from the school, they must check the item out from the front desk of the office or sign it out of the library check-out. SMOKING POLICY Smoking is permitted outside the ELCI building in designated smoking behind the buillding. Please be considerate of others and make sure you put your cigarette butts in the container provided. We want to keep the ELCI & Oregon clean and green! KITCHEN The kitchen is available for student use anytime the ELCI is open. Please clean up after yourself. Wash your own dishes with hot water & dish soap, then dry your clean dishes and put them away. You are also responsible for cleaning out the microwave or refrigerator if you make a mess. Every Friday, the refrigerator will be emptied of all perishable contents. Do not leave food in the refrigerator or it will be thrown away on Friday. STUDENT LOUNGE The student lounge is available for students to use in their free time. If you are the last person to leave the room, please make sure that the TV is turned off, the student lounge materials are stored neatly, lights are off, and the door is closed. Remember: politeness, respect, no shouting, and only English should be used in the student lounge. OFFICE The office is for ELCI staff only. If business transactions or other conversations need to take place with office staff, they should take place at the receptionist area or elsewhere. - 18 - BATHROOM USE Rules for bathroom use: 1. Toilet paper is thrown in the toilet, paper towels are thrown in the garbage, and used feminine products are thrown in the garbage. 2. Flush the toilet. Hold the handle down until everything is gone. 3. Always wash hands after using the bathroom. 4. Keep the bathroom clean. 5. No smoking in the building, including the bathroom. BUILDING POLICY The ELCI is committed to keeping the physical environment of the school comfortable and as clean as possible. Please remember to wipe your feet when entering the building. We also encourage students to join the staff in recycling soda cans and paper and putting garbage in the garbage. FAXES You may send faxes from the ELCI locally or internationally for a fee. Rates vary depending on location and number of pages. TELEPHONE A telephone is located in the entrance area and is available for student use. Please limit your calls to two (2) minutes. Long distance calls should only be made with a calling card. ENROLLMENT AGREEMENT Each student (or parent if the student is under age 18) enrolled at the ELCI must read and sign the Enrollment Agreement and Cancellation Policy. Please read all of the information below carefully. I certify that the information I supplied on my application form is correct. I have received and understand all of the program costs and fees for my program of study at ELCI. I agree to pay them in full by or on registration day. - 19 - I understand that I will take placement tests after arriving at the Center. I will be placed in the best level for my ability based on those tests. I understand that I will receive a list of books I must have for this term and their total costs after my placement tests. This fee must be paid at registration. I understand the Cancellation Policy contained in the Enrollment Agreement and Cancellation Policy. I understand that if I come on an I-20, I must attend ELCI for one Term which equals 3 sessions, (except for students who have signed up for 2 sessions or less) and that in order to transfer to another school after one Term, I must have an I-20 or Letter of Acceptance from the school to transfer legally. I understand that I must have medical insurance during my stay at ELCI at or before registration and that I must show proof of coverage at or before registration. If I do not have insurance I must purchase a policy recommended by ELCI at the time of registration. Accommodation changes for continuing students. If a student decides to change accommodation (homestay family to dormitory or institution or vice-versa) all policies outlined above are applicable. In this case only ELCI can refund monies from accommodation directly to the student while attending the Center, if a refund is due. Medical Authorization: If you are under 21 years old, your parents or guardians must sign this section. "I authorize qualified medical diagnosis and treatment of injury to the student below and authorize release of medical information for treatment and insurance purposes. I understand that I am responsible for medical expenses outside the limits of any applicable medical insurance and that pre-existing health conditions are not covered by health insurance." Counseling and Academic Discipline Authorization: If you are under 21 years old, your parents or guardians must sign this section. "I authorize the ELCI staff to provide appropriate counseling, interviewing, and academic discipline for the student below.” I understand that the ELCI will provide me with regular academic reports concerning the student below.” - 20 - COMPUTER LAB The computer room is available for student use anytime the ELCI is open. Classes may use the computer room during class time, under the supervision of the teacher. Individual use by students use is available outside of class time. The computers can be used for personal or school purposes. Remember, the computers and all the equipment in the computer lab are school property and are available as a privilege and must be treated properly or the privilege may be taken away. Rules for Use of ELCI Computer Lab and Other Related Materials No Non-English fonts will be used. Because you are here to learn and practice your English, fonts (written characters) other than those used in English have been disabled on all computers in the lab. Turn computer off when finished. Do not connect your laptop to the ELCI Internet. The ELCI has a number of computers in the lab that allow you to conduct internet research, wordprocess, use CD-ROMs and the like. Therefore, unless approved by a staff member, there should be no reason to use your laptop using our network. You may, however, use your laptop for in-class presentations. User is responsible for damaged materials. CD-ROMs for class or personal use may be checked out at the front desk for a limited period of time. Please be aware that should the CD be damaged upon return or simply lost, the student will be responsible for its replacement or cover its cost in full. No video games, pornography, or inappropriate content Absolutely no inappropriate content will be tolerated!!! Such sites containing pornography, offensive language and computer games will subject you to suspension from the computer lab for a certain period of time or indefinitely. Note that websites are periodically monitored so please browse wisely. PROMOTIONAL SERVICES The ELCI occasionally uses student’s pictures and names for promotional purposes in flyers, pamphlets, websites, etc. By signing the Student Policy Contract, you allow the ELCI to use your name or face on such promotional resources. - 21 - LIVING IN THE UNITED STATES - 22 - EXTRACURRICULAR ACTIVITES Every Friday, the ELCI offers a free American cultural activity, where you can practice your English and learn more about American culture. If you wish to attend, please help us plan by writing your name on the sign-up list attached to the flyer that describes the activity. The flyer is posted on the bulletin board near the Reception Desk. The bulletin board in the ELCI entryway will also have information on community activities. f you have any questions on how to get involved, please ask at the ELCI Reception Desk. MAKE THE MOST OF YOUR STAY AT THE ELCI. PARTICIPATE IN FREE ACTIVITIES ! CULTURAL DIFFERENCES You will notice many differences in American culture from your own. It is important that students learn American manners, because what you think is polite, might be offensive to Americans. Some helpful tips to remember: ALWAYS say “Please” when asking for something and “Thank you” when someone does something for you. Do not speak your native language around English speakers. They will think you are rude. Do not demand things and expect people to follow your demand just because you tell them to do it. If you are polite and patient, people will help you more often than if you are demanding and rude. In America, males and females are equal. They should both be treated with respect and courtesy. If someone asks you a question or speaks to you, you should always recognize them and answer them. If you do not, people will think you are rude. When someone needs help at home or elsewhere, it is polite to offer your assistance. If someone needs help in any way, you should offer you assistance. Always clean up after yourself. People who leave messes in the places they go are considered disrespectful. - 23 - HOMESTAY The ELCI uses a third-party company, Happy Homestay USA, LLC to provide an American family experience for our students. While the ELCI does not receive financial compensation from this company, it does have a great interest in maintaining a strong relationship with them to ensure that our students are safe and have a rewarding cultural experience with an American host family. We encourage the homestay coordinator of Happy Homestay USA visit the ELCI often to meet with students in homestay. The homestay experience provides an excellent opportunity to use English in a natural environment every day. Your American homestay family will think of you as another member of their family rather than as a guest, therefore, it is important to understand that in America every member of the family takes part in daily chores and assisting each other. Here are a few common courtesies that should be followed in order to make your stay with your family a pleasant one: 1. Respect the family’s rules. 2. Treat your host parents as if they were your own parents. If they ask you to do something, be respectful and do it. 3. Call your family when you know that you are going to be home late. Otherwise they will be worried about your safety. 4. Limit showers to less than 15 minutes & telephone calls to 10 minutes. 5. If you make long distance telephone calls, use an international phone card. 6. Keep your room clean at all times. considerate of others. Make your bed each morning. Be 7. The host family is not expected to pay for your bus passes, or personal items, such as toiletries. They may assist you in finding out where to purchase these and similar items. Remember, if you have any problems with or questions about your homestay, don’t hesitate to ask at the ELCI Reception Desk. We are here to help you! - 24 - TRANSPORTATION SERVICES CARTS Bus (Dallas, Monmouth, Independence, Salem)503-585-5187 HUT Airport Shuttle (Salem to Portland) 503-364-4444 AMTRAK (Train)(Salem) 800-872-7245 Greyhound Trailways Bus Line (Salem) 503-362-2428 Central Valley Taxi Service (Call Ray) 503-420-8468 U.S. POST OFFICES & SERVICES Monmouth Post Office 437 E. Clay 503-838-1031 Independence Post Office 216 S 2ND 503-838-1600 Independence UPS (True Value) 1555 Monmouth St 503-838-1255 Dallas Post Office 768 SW Church 503-623-2146 Dallas UPS (Tipps) 164 SE Washington 503-623-9495 Salem Post Office 1050 25Th SE 503-370-4700 Students may have mail sent to the ELCI for pick-up from the office & you may mail your letters and purchase stamps. As a reminder, postal rates vary according to country, so you may have to check with the post office for your international rate. CARS Driver’s Licenses: You must have a valid driver’s license to drive in Oregon. However, if you buy a car in Oregon, you must get an Oregon driver’s license and obtain car insurance. ELCI students under the age of 18 are not permitted to drive a vehicle or obtain an Oregon driver’s license under any circumstance. - 25 - Car Insurance: You must have liability insurance to drive a motor vehicle registered in Oregon. Liability insurance protects you from damages that you may cause to others or their property. ALCOHOL ***DRIVING UNDER THE INFLUENCE OF ALCOHOL OR DRUGS IS STRONGLY PROHIBITED IN THE UNITED STATES, AND IS PUNISHABLE IN THE STATE OF OREGON BY LICENSE SUSPENISON, FINES, IMPRISONMENT & CONFISCATION OF VEHICLE.*** The legal age for drinking alcohol in the state of Oregon is 21. Anyone under the age of 21, who is caught drinking, could be put in jail and deported. Also, if you over 21 and are drinking, and if there is anyone with you that is under 21, you could be arrested, put in jail and fined or deported. ***PLEASE OBEY THE LAW!*** BICYCLES Students who intend to ride a bicycle must attend a special presentation on bicycle safety during orientation. Bicycle riders must obey the same rules as car drivers. If you ride a bicycle, you must: 1. Ride on the right hand side of the road. 2. Ride on the road, not on the sidewalk. 3. Stop at red traffic lights and stop signs. 4. Give the right of way to pedestrians. 5. Wear a helmet, if under age 17. Avoid theft! Make sure that you lock your bicycle whenever you leave it. LIBRARIES Monmouth 168 S. Ecols St 503-838-1932 - 26 - Independence 311 Monmouth Ave 503-838-1811 Dallas 950 Main St 503-623-2633 Salem Central 585 Liberty SE 503-588-6052 It is our sincere hope that the information in this book will help you enjoy your time here with us more fully. Sincerely, The Staff & Teachers, ELCI - 27 - Student Handbook ELCI Policy and Rules Signature Sheet I, ______________, have reviewed and agree to all English Language and Culture Institute Policies and Rules stated in the Student Handbook. Violation of these policies can result in such consequences as termination of privileges, disciplinary action, or expulsion. ___________________________ ___________ Student Signature Date ________________________ __________ Witness - 28 - Date
