School Policies, Procedures and Contracts

School Rules & Regulations

Atlantic Canada Language Academy is nationally accredited by Languages Canada and provincially designated by the Province of Nova Scotia – Department of Labour and Advanced Education. Because of this, ACLA policies follow strict guidelines set forth by these two governing bodies.

In addition to these required policies, ACLA has its own set of rules and regulations that all students must abide by throughout the duration of their course.

1. Atlantic Canada Language Academy reserves the right to suspend or expel any students for non-academic misconduct which includes, but is not limited to:

  • Breaking a Canadian law;
  • Behaviour that is generally considered to threaten or cause harm or injury to
    another person;
  • Behavior that is generally considered to threaten or cause damage to the school’s
    property or the property of others;
  • Conduct that disrupts the educational activities, services, or events provided by the
    school for students or members of the community;
  • Discrimination or harassment of others;
  • Behaviour or conduct that is otherwise unlawful.

Failure to act appropriately may result in a student receiving an Official Warning. If a student receives 3 Official Warnings, he/she may be
expelled from the school at the discretion of the Director(s).

2. Students are expected to speak English as much as possible, especially when in the presence of those who cannot speak the student’s native language.

During class, all speaking, reading, and writing must done in English (unless otherwise indicated by the class teacher). Paperback English-English
dictionaries may be used in class. Electronic dictionaries may only be used under the teacher’s discretion and supervision.

Students who exhibit disrespectful behavior and who must be continuously asked to speak English will receive verbal or written warnings at the
discretion of the school staff/Director(s). These warnings may result in the student receiving an official warning and could possibly lead to
expulsion from the school.

3. Students of Atlantic Canada Language Academy must conduct themselves accordingly whenever:

  • They are at the school, its residence, meal hall, on a excursion/trip;
  • When wearing any school clothing;
  • When people (parents, Lunenburg residents, etc.) recognize them as a Atlantic Canada Language Academy student.

4. If a student becomes ill or injured throughout their course at ACLA, the following applies:

  • Students must tell their host parent/counselor what is wrong;
  • If possible, the student should attend classes;
  • If the student is a minor and does not feel well enough to go to class:
    • They must stay at their homestay, in their room at the residence, or in an assigned room at the school for supervision reasons;
    • They may not attend any social activities that day;
    • The Director may take the student to the doctor at their discretion.

5. Students are only permitted to smoke in designated smoking areas. Smoking in a non-designated area will be met with serious consequences that may lead to the student’s dismissal from the school.

6. All students must provide proof of insurance upon arrival in Canada. If a student does not have medical insurance, they shall inform a Atlantic Canada Language Academy staff member immediately so the school can arrange insurance for the student.

7. Students must acknowledge that Atlantic Canada Language Academy may take photographs or video of any class or activity that they may be involved in. Students will not be offered compensation of any kind – financial or otherwise, if the images or video are used for marketing purposes. Any result of the photographs or video may be used in the production of Atlantic Canada Language Academy marketing material and shall become the exclusive property of the school. The photographs or video may be used in any manner and through any medium as Atlantic Canada Language Academy may choose.

* If you are not comfortable with your photos being used, please inform the school staff during orientation.

Self-Isolation Rules

Student Contract

This contract, made this _____ of _______________ of ______, is between

Atlantic Canada Language Academy

97 Kaulbach St, Lunenburg, NS B0J 2C0
Phone: 902-634-6111


Student Name
Student #
Student Phone #
Student E-mail Address
Student’s Nova Scotia Address
Student’s Home Address
Program Name
Program Start Date
Program End Date

Accredited Program Information

Program Completion Requirements

  • The duration of a student’s study depends on their initial placement level and what their goal level is.
  • Students advance at their own pace based on computer and in class testing.
  • Speaking is assessed every month using the ACLA RADIO assessment tool.
  • Every Friday, students are given a test based on the week’s work.
  • Students complete a formal monthly test.
  • Students must attend 80% of their course and arrive on time to receive their course certificate.
  • If a student is more than 10 minutes late for class, they must wait until break time to join class. They will be marked absent for any classes held before the break.
  • Students must inform their teacher if they know in advance that they will miss a class.
  • If a student is ill, they must call or e-mail the school to inform the staff of their illness as soon as possible. If a student is absent for more than 5 days, they must give reception a doctor’s note.


Current Tuition Fees as per the fees page  

Current Accommodation Fees as per fees page

Current Supplementary Fees as per fees page

Current Minor Fees (U18) as per fees page

Tuition Payment Plan

  • A $500 CAD down-payment is due upon application to Atlantic Canada Language Academy.
  • All fees are due no less than 6 weeks before the course start date.
  • If a student’s application is submitted less than 6 weeks before the course start date, all fees are due immediately upon receipt of the invoice.
  • If a student plans to study for less than 6 months, the invoice is to be paid in full.
  • If a student plans to study for more than 6 months, they can pay in two installments, where the 2nd payment is due 4 weeks prior to the start of the 25h week. If they choose to pay for their full invoice, the remainder of the funds are kept in trust.

Program Materials/Equipment Provided

  • Chair
  • Desk
  • ACLA Learning Platform
  • WIFI

Tuition Refund Policy

Obligations of the course participant

The course participant shall be responsible for choosing a language course that corresponds to his or her abilities and complying with any visa stipulations. The course participant undertakes to participate personally at the lessons and to arrive punctually. Should irregular attendance or other behavior of the participant break the law, be in conflict with entry or visa regulations, or cause a disturbance to other participants, Atlantic Canada Language Academy reserves the right to expel the participant from the course. In such an event, the course fees shall not be refunded in any way, not even on a pro-rata basis.

Withdrawal before the start of the course

The contracting party may send written notification of withdrawal before the start of the course, without any statement of reasons to the Admissions Office If such written notification is received by Atlantic Canada Language Academy 14 days before commencement of the course, all payments already made to Atlantic Canada Language Academy in connection with the present contract shall be refunded to the contracting party within six weeks after receipt of withdrawal, with the exception of the Course Reservation Fee.

If written notification is received by the Atlantic Canada Language Academy Admissions Office at less than 14 days in advance, but in any case no later than 5:00pm (AST) on the last Thursday before the commencement of the coursethe Course Reservation Fee, 2 week’s tuition, medical insurance premium (if applicable), and accommodation fees (if applicable) for two weeks (homestay) or four weeks (student residence) are non-refundable. Any reimbursements, if applicable, will be made within six weeks after receipt of the withdrawal.

No-Show or withdrawal from the language course, failure to attend individual parts thereof

Should the course participant fail to attend the language course, withdraw from the course, or not take up individual parts thereof, such as individual lessons, he or she shall not be entitled to claim and reimbursement.

Cancellation and/or change of accommodation after course start

Accommodation may be terminated or changed, subject to 2 weeks’ notice ending on a Saturday. Notice of termination shall be sent in writing to Atlantic Canada Language Academy exclusively. A change fee of $100 CAD will be charged. Should the course participant leave his or her accommodation before the end of the period of notice, the full price for the accommodation up to the end of the cancellation period remains payable. For student residences, the respective General Terms & Conditions of the third parties providing such accommodation apply.

Student Activity and Indemnity

Student Activity Release and Indemnity – please read carefully

This is my application to participate in any or all activities provided by Atlantic Canada Language Academy, hereinafter referred to as the “School”, as described in the School’s brochures/website, or as may be offered from time to time, by the School, its employees or representatives (“School Activities”).

For good and valuable consideration, the receipt and sufficiency which is acknowledged, the undersigned student (or legal guardian on behalf of the student if under age 18), hereby agrees as follows:

  1. That many of the School Activities require a certain degree of skill and physical fitness and that participating in such activities exposes me to certain risks of accident or injury.
  2. That by signing below I waive any and all claims that I have or may have in the future against the School, its employees, and representatives.
  3. I hereby release the School, its employees, and representatives from any and all liability for any loss, damage, expense, personal injury or death, that I may suffer, or that my heirs, next of kin, executors, administrators, families or representatives may suffer as a result of:
    1. any wrongful, negligent or unauthorized act or omission on the part of the School or its employees;
    2. any wrongful or negligent act, breach of contract, or breach of any statutory or other duty care to the extent that the law permits such a release;
    3. any cause, condition or event whatsoever beyond the direct control of the School.
  4. This Waiver shall be effective and binding upon my heirs, next of kin, executors, administrators, families or representatives in the event of my death or incapacity.
  5. This Waiver shall be governed by and interpreted in accordance with the laws of the Province of Nova Scotia.

I have read and fully understand this Waiver and I am aware that by signing I am waiving certain legal rights which I or my family, next of kin, executors, administrators, families or representatives may have against the School or its employees or representatives.

COVID Policy

For the health and safety of our students and staff we have created the following guidelines in accordance with the provincial health recommendations.

Atlantic Canada Language Academy continues diligently follow the revised  provincial health guidelines.  Classes continue in the blended format allowing students to choose whether to attend in person or online.

These guidelines may change at any time based on federal or provincial recommendations.

Before School

Before attending school each day, you are required to:

  • give yourself a health check. Please see the attached Health Check Chart.
  • If you are experiencing any of the symptoms related to COVID-19, you must stay home until you:
    • are free of symptoms or have received a negative COVID-19 test
    • and are free of symptoms.
  • If you have concerns or questions regarding your health, please contact 811 and follow their directions.

A person with a chronic stable cough, sneeze, runny nose or nasal congestion that is unchanged and clearly linked to a known medical condition such as asthma or allergies may still be able to attend school.

If you develop symptoms consistent with a possible COVID-19 infection at school, you must leave immediately.

Having a COVID-19 test is at your discretion. If a teacher, staff or a student has a positive COVID-19 test, they are to inform the school immediately. The school will inform the rest of the school community (specifying which class, not which person -), and follow the public health guidelines at the time of the outbreak. If you have concerns or questions regarding your health, please call 811 for directions.

The most important thing that we can do to minimize the spread of the virus, is to stay at home if you are sick. We have made our classes accessible online. Students may join their class online or in person.

In the event that the teacher or one of his/her family members is sick, and he/she is well enough to teach the class will temporarily be taught entirely online.


  • Please enter through the doors on the right side of the building (from the main parking lot). These doors are only open between 8:45 and 9 am. If you are late, please call Jackie at 902-634-6111 to be let in
  • We may ask you to take your temperature upon entering
  • Wash your hands upon entering the school and/or use hand sanitizer as you enter the classroom
  • Non-medical masks must be worn in all public areas of the school (library, hallways, staircases, common room)
  • Non-medical masks must be worn when physical distancing cannot be maintained
  • Go directly to your classroom and keep physical distance of 6 feet / 2 meters in common areas
  • Cough and sneeze into your elbow and dispose of any tissues directly into the garbage
  • dispose of any napkins, straws or other disposable items directly into the garbage. Do not share food or drink
  • Bring all of your own school supplies. Do not borrow items from your classmates. If you do forget something, check the supply box in your classroom (labeled CLEAN) when you are finished return it into the basket (labeled DIRTY)
  • Do not rearrange desks or chairs in the classrooms without permission from the classroom teacher
    • Maximum capacity by room*:
      • 105b: 3 students
      • 105c: 6 students
      • 206: 14 students

*plus one teacher/maximum assume that all students are from separate family bubbles. EX 2 students live together they count as one towards the class total so long as there is sufficient space

  • If environment can not be kept quiet (other tenants / restoration noise) students and staff will wear protective masks to allow for raising of voices to be heard
  • Maintain physical distancing during break time and for all in and out of school events when possible

The school

  • Desks, door handles and shared equipment, high touch surfaced will be sanitized after each group
  • Rooms will be cleaned each week
  • Keep windows open whenever reasonable
  • Keep daily attendance (as usual)
  • Have available personal Protective Equipment
    • Mingle masks to be labelled w student name and kept at school
  • Offer hand sanitizer, tissues, and waste baskets in highly visible places
  • Will reallocate classes as needed to allow for the most physical distancing possible

Mandatory 14-Day Quarantine

When a student arrives, from outside of the Atlantic bubble, they must quarantine for a mandatory 14-days. Students will quarantine at a government-approved hotel in the location they fly into for 3 days while awaiting COVID test results. Once cleared, students will move to a local, approved, Lunenburg hotel for a further 11 days of quarantine. The staff of Atlantic Canada Language Academy (ACLA) will deliver any necessities outside their room door, at their expense and ensure that 3 meals are delivered to their room daily. Students will be responsible for changing their linens, provided by the hotel staff in a plastic bag, left outside the room. A designated outdoor space, for mental health purposes, will be permitted, provided that the student has completed a self-screening form found at Outdoor time must be approved, scheduled and supervised. Students must practice social distancing, and wear a mask, while using their outside time. Additionally, ACLA will ensure that supervision services exist, to confirm that students do not leave their room.

ACLA will arrange for transportation of the students and follow COVID-19 protocols. Surfaces of the vehicle will be cleaned before and after pick-up hand sanitizer will be provided and masks will be worn by the driver and student. Windows will be open when possible.

Students will be encouraged to self-monitor their health during quarantine. If at any time they become unwell, they are to complete the online self-assessment form and/or call 811 for an assessment by a nurse. This will determine if they need to be tested for COVID-19.

In the case a student is tested, they must remain in a designated isolation room for 48-72 hours, while they wait for results. If they test positive, they must remain in their room, following isolation protocols. At this time, medical masks are preferred, over non-medical, when available. The student must remain in isolation until they are deemed recovered by Nova Scotia Public Health.

Designation to Receive International Students

International Student Institutional Readiness Requirements

Conflict Resolution Policy

Aim of the Conflict Resolution Policy

Atlantic Canada Language Academy is committed to prompt and fair resolution of all disputes of any nature which may arise at the school. This policy governs all aspects of dispute resolution, including all legal claims that the employee, student/client or host family may have against the company, up to and including discharge/dismissal or expulsion, and conflicts between students, between students and homestay families and any claims of discrimination based upon race, color, sex, disability, religion, national origin, age or any other protected attribute, or any claims arising under any federal, provincial, local law or any common law. This dispute resolution procedure is a condition of employment and attendance at Atlantic Canada Language Academy.

Steps of Conflict Resolution Procedure

  1. Discussion: Everyone should promptly discuss any problems or concerns directly with the person(s) that are immediately concerned. If the concern is related to a person’s work/attendance/services, the immediate supervisor should be consulted. If the immediate supervisor is the cause of the problem or if the individual feels uncomfortable discussing the matter with the supervisor, issues may be raised initially with the school’s Director(s). Incidents and subsequent discussions along with resolution, if reached, shall be documented in the Atlantic Canada Language Academy Incident Report Form.
  2. Investigation/Determination: Whenever issues are raised, both the parties will make a good faith effort to resolve the matter by openly discussing the matter and attempting to reach a resolution. If resolution is not achieved, the issue may be referred to the school’s Director(s) who will conduct an investigation as (s)he deems appropriate and meet with the parties concerned in a sincere effort to discuss, analyze and resolve the matter. If a mutual resolution is not reached, the Director(s) may issue a determination on the issue which shall be final unless the employee/student/host family invokes mediation under this procedure. Investigation and determination shall be documented in the Atlantic Canada Language Academy Incident Report Form.
  3. Mediation: If any party is dissatisfied with the Director(s)’ decision the individual(s) can request that the matter be submitted to mediation. The parties may jointly designate a mediator. Languages Canada can provide mediation between a student and Atlantic Canada Language Academy and/or the mediator can be requested to be designated by the Private Career Colleges Division of the Department of Labour and Advanced Education. The cost of the mediation shall be borne equally by the parties, unless the parties agree otherwise. All parties are obligated to make a good faith effort to resolve the issue through mediation. Mediation and resolution, if reached, shall be documented in the Atlantic Canada Language Academy Incident Report Form.
  4. Arbitration: If the matter is not resolved in mediation, either party may request that the matter be referred to arbitration by making a written request of the other party within sixty days of the conclusion of mediation. If the parties do not mutually designate an arbitrator, one will be selected under the rules and regulations of the Nova Scotia Department of Labour and Advanced Education. Upon the employee’s/student’s request, an arbitration hearing will be held under the provincial rules. The decision of the Arbitrator will be final and binding upon both parties. Judgment upon the arbitration award may be entered by any court having jurisdiction. The cost of

Student Residence Contract

This contract, made this _____ (day) of ___________ (month) of __________ (year), is between:

Smugglers Cove Inn (Concordia Place)
139 Montague Street, Lunenburg, Nova Scotia
Phone: 902-634-7500
(“the Residence”)




Atlantic Canada Language Academy

97 Kaulbach St, Lunenburg, NS B0J 2C0
Phone: 902-634-6111
(“the School”)   



Student Name
Student #
Student Address
Student Telephone Number
(“the Student”)

The Contract

This contract will be in effect from the date of signing until _____ day of ___________ month of __________ year.

Residence Rules and Regulations

  1. The Student may not allow any other person to occupy their room without the written consent of the School and the Residence.
  2. The School and/or the Residence may need to relocate the student to an alternate room or living situation due to, but not limited to: emergency situations, threats to personal safety, construction, repairs, unplanned business disruption, or Acts of God.
  3. The Student may not keep any flammable liquids in their room.
  4. The Student may not keep any firearms (guns) in their room.
  5. The Student must keep their room clean and tidy at all times.
  6. If there is an issue with any of the equipment in the room (supplied by the Residence), the student should inform the Residence or the School to let them know. The Student should not attempt to fix any broken equipment.
  7. Surprise room inspections may occur by the Residence staff or the School staff at any time.
  8. The Student is responsible for any damages within the room caused by willful or negligent conduct/behavior.
  9. The Student must respect their roommates and other inhabitants of the Residence in regard to noise levels. The Student must not make any noise in the Residence that may be considered distracting or disrespectful for others living in the Residence.
  10. The student may not have any pets in their room.
  11. The student must not alter the locking system on any door within the Residence.
  12. If a student fails to remove any of their belongings from their room at the conclusion of this contract, the Residence reserves the right to discard of these belongings as they see fit.
  13. The student will not block any sidewalk, stairway, fire escape, or vestibule at any time.
  14. The student will not hang any articles outside of the window in their room.
  15. The student will turn off the water unless it is in actual use. Any damages caused by negligence and/or water left running will result in the Student being charged for repairs.
  16. The Student will receive a key for their room at the beginning of their contract and are expected to return their key to the Residence upon termination of the contract. Lost keys, lock outs, or failure to return keys will result in a charge of $10.00 per key.
  17. All personal property in the rooms, storage rooms, or parking areas in the Residence shall be at the sole risk of the owner of said property. The Residence will not be responsible for any loss or damage to the Student’s personal property from any cause whatsoever, other than through the negligent or willful conduct of the Residence.
  18. The student must respect the rights and privileges of other Students in the residence.
  19. The use of laundry facilities including washing machines and dryers shall be subject to the rules and regulations provided by the Residence or the School. The security of the Student’s items is his/her responsibility. The Residence is not responsible for items lost or damaged while using the laundry facilities.


The Residence will not be liable for damage to any person or property, or for loss of property because of, but not limited to, electric wiring, plumbing, ice, snow, steam, leakage, water, explosion, fire, smoke, or other cause whatsoever, whether the same be caused by the default or negligence of the Residence or another Student. Also, the Residence shall not be liable, nor responsible in any way, for any personal injury that may be suffered or sustained by the Student or another person who may be upon the premises or on the sidewalk, laneways or street adjacent to the same.

Wherever in this contract reference is made to the Student, it is understood that this includes the feminine and masculine gender, as well as the Student’s heirs, executors, and administrators.

Homestay Contract

This contract, made this _____ (day) of ___________ (month) of __________ (year), is between:

Family Name
Family Address
Family Telephone Number
(“the Family”)



Student Name
Student #
Student Address
Student Telephone Number
(“the Student”)

The Contract

The student intends to live at the homestay from _________________ until _________________.

 The First Days

Sharing a home with people from another culture is both a rewarding and challenging experience.  Atlantic Canada Language Academy is very proud to offer the Homestay Program and have selected Homestay families very carefully.  This is a wonderful opportunity for both parties to build a lifelong bond.

To ensure the success of this placement we encourage you to take the time to get to know each other.  Get to know each other’s hobbies, likes and dislikes.

Problems and Misunderstandings

Be patient and understanding with each other and respect each other’s culture, religion, and way of doing things. It is common to have a little difficulty adjusting to each other. Try to communicate, as often problems and misunderstandings can be resolved in this way.

Atlantic Canada Language Academy’s Homestay coordinator can help facilitate if any misunderstandings occur or if conflicts arise. Do not hesitate to contact us for help. Homestay families and students are expected to make every effort to make the homestay a success. In the unlikely event that families and students are incompatible, and every effort has failed to improve the situation, then another homestay will be arranged within a reasonable timeframe.

House Rules

The key of a successful Homestay is a mutual understanding of expectations. On the day of arrival, the Homestay and the student shall discuss house rules.

Please discuss the following, making notes and initial in the margins:

  • Cleaning of (shared) bathroom
  • Cleaning of student’s room
  • Cleanup after meals
  • Communication about absences from meals
  • Curfew
  • Decoration of room
  • Food/drink in bedroom
  • Guests
  • Heat (air conditioner) settings
  • Internet usage
  • Key to house
  • Laundry (please show how to use it)
  • Noise levels
  • Preparation of meals
  • Recycling
  • Sharing a bathroom (schedule, place for toiletries and towels)
  • Shoes indoors
  • Smoking
  • Students are required to pay for own meals if the family goes out to eat
  • Telephone use (local, long distance)
  • Turning off lights
  • Use of books, CD’s, entertainment equipment

Other: __________________

Responsibilities of the Homestay

  • Provide a clean, private room with bed (pillow, blanket, sheets and towels) and storage area for clothes
  • Room must have door (curtain is not sufficient)
  • Provide a quiet place with desk/chair for study
  • Provide 3 healthy, balanced (mostly homemade) meals a day (student may have to make own breakfast and pack own lunch), as well as 2 healthy snacks, if required.
  • Respect the privacy of the student
  • Treat student as a member of the family
  • Speak to student in English only
  • Show student how to get to school
  • Make student feel welcome and be tolerant of student’s customs and habits
  • Include students in any family-related activities (holiday celebrations, family dinners, and family outings). However, homestays are not required to pay for additional costs such as entrance fees or tickets.
  • Assist the student if medical attention is needed and report it to ACLA immediately. The student has medical insurance.

Homestays may NOT

  • Assume any legal or financial responsibility for a student (such as signing for phone services, internet services, or loans, etc.)
  • Host more than 2 students (not of the same native language) regardless of program the students are enrolled in, unless approved by the Atlantic Canada Language Academy Director(s)
  • Ask for extra payment for gas, electricity, hot water, or for a security deposit
  • Lend any type of vehicle to the student

Responsibilities of the Student

Your host family will welcome you into their home as a member of the family. This means that you will be treated more informally than a “guest” would be.

  • Help in the home, do some general chores such as setting the table, doing the dishes, or helping to prepare dinner
  • Keep your room clean
  • You may be asked to make your own breakfast and lunch, or do your own laundry
  • Follow house rules and contribute to the routine operation of the household
  • If you choose to participate in outings, family holidays and/or travel where costs are incurred, you are expected to assist in bearing the costs. Where you choose not to participate in the activity, then you and the homestay must make alternate arrangements that are acceptable to everyone
  • Inform homestay if you will not be there for dinner
  • Inform your homestay of where you are
  • Inform your homestay if you plan to be away overnight
  • Do not rely on your homestay to drive you anywhere
  • Respect the privacy of your homestay. Do not gossip about your family’s private matters.
  • If something or someone at your homestay makes you very uncomfortable and/or afraid for your safety, tell a Atlantic Canada Language Academy staff member immediately and you will be removed from the homestay within 24 hours.

Abuse Prevention Policy

Atlantic Canada Language Academy does not tolerate any kind of abuse. Atlantic Canada Language Academy has a zero tolerance of abuse (verbal, emotional, physical, and sexual) committed by an employee, contract teacher, volunteer, student, or third party.
Atlantic Canada Language Academy mandates employees, contract teachers, volunteers, students, and others to report any kind of abuse and disciplinary penalties for those who commit such acts. No employee, contract teacher, volunteer, student, or third party, no matter his or her title or position, has the authority to commit or allow abuse.

Specifications for Minors

All children have the right to safety and protection. Atlantic Canada Language Academy does not tolerate child abuse and takes the issue of child protection very seriously. It is essential that Atlantic Canada Language Academy personnel recognize the problem of violence against children, the impact it has, how to prevent it, and what to do in order to protect children when violence is suspected or known. Child abuse involves any form of physical, emotional and/or sexual mistreatment, or lack of care that could cause physical injury or emotional damage to a child, whether done in person or through the use of technology (including but not limited to computers, the Internet, cell phones, cameras, web cameras, and other media). All forms of child abuse, actual or attempted, are considered unacceptable.
Atlantic Canada Language Academy is dedicated to taking the necessary steps to ensure that Atlantic Canada Language Academy personnel are made fully aware of and understand the importance of ensuring child protection, and adhere to this policy and the responsibilities it establishes for them, both organizationally and job related. Child protection entails responsibilities and activities undertaken to prevent or to stop violence and abuse against children. All concerns raised under our child protection policy will be dealt with promptly and will be treated seriously and sensitively.


Physical Abuse is an act intended to cause feelings of physical pain, injury, or other physical suffering or bodily harm.

Sexual abuse includes sexual molestation, sexual assault, sexual exploitation or sexual injury. Any incidents of sexual abuse reasonably believed to have occurred will be reportable to appropriate law enforcement agencies or regulatory agencies.

Verbal/emotional abuse is a negative defining statement told to the victim or about the victim, or by withholding any response, thereby defining the target as non-existent. This may include bullying (which often has a physical component) to gain status as superior to the person targeted and to bond with others against the target.


  1. Recruitment processes include procedures to deter and prevent potential child abusers from entering the organization. All employees, volunteers, interns and contractors must follow the same screening as it relates to Child Protection. All employees, contractors, interns and volunteers must provide a satisfactory police background clearance to work with Atlantic Canada Language Academy.
  2. Employees working with juniors have signed a declaration that they are fit to be working with such students
  3. When working with a student one-on-one, the door to the room is to be left open.
  4. An employee cannot take junior students to a place/destination outside the usual venue of the program without prior approval of the program supervisor.
  5. An employee cannot be alone in a private setting with a junior student without the knowledge and approval of the program supervisor. Reporting Procedure.

It is mandatory for employees, contractors, interns and volunteers to report any witnessed, suspected or alleged incident of child abuse or violation of the child protection policy.

If you are aware of or suspect abuse taking place, you must immediately report it to the HR Manager. If the suspected abuse is to an adult, you should report the abuse to an ‘Adult Protective Agency’ and if it is a child who is a victim then you should report the suspected abuse to the ‘Child Welfare Agency’ by telephone or in person. Appropriate family members in care of children should be notified of alleged instances of (sexual) abuse.
The alleged instance of sexual abuse should be notified to Atlantic Canada Language Academy’s insurance agent.

  • Who must report: Every person with responsibility for the care of children is required to make a report. Generally, this covers anyone dealing with the care or supervision of children. Specifically it covers every teacher, staff, other school official, and parents/guardian.
  • What requires a report: A person is required to report when he/she has reasonable cause to suspect that a child has been or may be subjected to abuse or neglect, or observes a child being subjected to conditions or circumstances which would reasonably result in abuse or neglect.
  • To whom must the report be made: The alleged incident must be reported to the Human Resource Manager. When an allegation of child abuse has been made against one or more employees or volunteers, and the matter has been reported to the Human Resource Manager, an investigation must be commenced immediately.

Responding to Reports

The Director(s)(s) of the school take the lead in responding to accusations or reports of suspected maltreatment.

Before a Report of Maltreatment Is Made

If a parent or staff member voices concern to a Director(s) about a child being abused, even if the situation is not considered to be possible maltreatment, the Director(s) needs to respond quickly. The Director(s) should follow several steps, including:

  • Meet with the “reporter” to hear the concerns and to collect details about the incident. Document what is said and agreed upon during this meeting, and let the parent know what steps will be taken.
  • If appropriate, meet with the child to discuss what took place. The Director(s)(s) should be very general and low-key and should use open-ended, rather than leading, questions (e.g., “How did you hurt your arm?” rather than “Did your teacher grab your arm too hard when you wouldn’t listen?”).
  • Meet with the staff person separately to hear the account of what took place. If this is a case of inappropriate behaviour, but not abusive, the Director(s) should review the program policies. It is important to define the consequences that will occur if the teacher’s or any other staff member’s behavior does not improve during a specified period of time. The Director(s) should then observe the individual’s behavior over time, document improvements or the lack thereof, and respond accordingly.
  • If appropriate, arrange separate meetings with the staff person and the parent to review each account of the incident and to clear up any miscommunications or misunderstandings. The Director(s), the teacher/staff, and the parent should reach some agreement on how the child’s behavior will be handled in the future.
  • Make a report to Child Welfare Services if the Director(s) suspects at any time during these discussions that maltreatment has occurred.
  • If the parent or a staff member, however, alleges that any sexual abuse or serious physical abuse took place, the Director(s) must report this to Child Welfare Services and should not talk with the alleged perpetrator.

After a Report of Maltreatment Is Made

Once a report of suspected child abuse by a teacher/staff member has been filed with Child Welfare Services or with other authorities by a parent, staff, or the Director(s), the Director(s) should respond as follows:

  • Cooperate fully with the investigation and respond quickly to the authorities’ requests for information.
  • Work with Child Welfare Services or law enforcement to decide when to talk with the staff person who has been accused of abuse or neglect. Despite feelings of loyalty to staff, it is crucial that the Director(s) remember she is not trained in how to investigate allegations, and any involvement by the Director(s) or other staff could jeopardize the investigation by Child Welfare Services or law enforcement. For instance, while the rights of the accused must be protected, if another staff member notifies the alleged perpetrator of an impending accusation, it may provide enough time to hide possible evidence or to pressure a colleague or a child to recant.
  • Advise program staff, including the accused, to cooperate fully with Child Welfare Services and to provide the requested information. All staff should be reminded about professional practices and program policies regarding confidentiality and should be instructed not to discuss the specific allegations with the media, with parents, or with others. Doing so may affect the case, for example, by creating rumors.
  • As program policy requires, place the accused staff person on administrative leave or reassign her to tasks that do not involve direct contact with children.
  • Have the accused staff member refer all questions about the allegation from non- Child Welfare Services sources (e.g., the media) to the Director(s).
  • Talk with the Child Welfare Services caseworker to find out if the agency is notifying other parents of children in the program about the case. Child Welfare Services may do so in order to determine if other children make or corroborate claims of maltreatment.
  • Handle all media requests for information and explain to the staff how the requests will be managed. This should occur in consultation with Child Welfare Services in order not to jeopardize the investigation or to break confidentiality. The report of alleged child abuse or neglect within a school is newsworthy, and the Director(s) should cite the organization’s policy about protecting the confidentiality rights of the child, the child’s family, and the accused teacher/staff member. The Director(s) also should be prepared to give information about how the safety of all the children in the program is being protected.
  • Keep Child Welfare Services authorities informed and pass on any pertinent information received from teachers, staff, parents, or other children.
  • Offer or provide counseling or support services to other staff members during the investigation.

Investigation and follow up

Atlantic Canada Language Academy takes all allegations of abuse seriously and promptly and thoroughly investigates whether abuse has taken place. Atlantic Canada Language Academy will use an outside third party to conduct an investigation. If Atlantic Canada Language Academy has a trained internal investigation team in place, the team will be used to investigate the incident. Atlantic Canada Language Academy will cooperate fully with any investigation conducted by law enforcement or other regulatory agencies. It is Atlantic Canada Language Academy objective to conduct a fair and impartial investigation.

Atlantic Canada Language Academy will make every reasonable effort to keep the matters involved in the allegation as confidential as possible while still allowing for a prompt and thorough investigation.

Upon completion of the investigation, disciplinary action up to and including termination of employment or expulsion from the program and criminal prosecution may ensue.

The Accused Person’s Response

A child care provider who is accused of maltreating a child should take the following steps:

  • Document immediately any pertinent information, including a description of the incident and a list of witnesses.
  • Ask others who were present to document their accounts of what happened, but take care not to pressure others to recant or to alter their accounts.
  • Write a description of the relationships with the child, the family, or the colleague making the accusation. For instance, have there been previous disagreements over practices in the past? Has the family expressed concern about the treatment the child has received?
  • Keep a copy of these statements and give one to the Director(s).
  • Prepare to meet with the representatives of the agencies involved, which may include, law enforcement, and licensing authorities. It may be necessary for the staff person to hire legal counsel.
  • Clarify his/her job status during the investigation. If the program policy is to place an accused staff member on administrative leave, the teacher/staff member should find out from the Director(s) when or under what circumstances she will be allowed to return.
  • There also are situations when a parent or staff member suspects the Director(s) of child maltreatment. In such instances, the concerned parent or staff member should contact Child Welfare Services or law enforcement.


Atlantic Canada Language Academy prohibits retaliation made against any employee, contract teachers, volunteers, students and others who reports a good faith complaint of abuse or who participates in any related investigation. Making false accusations of abuse in bad faith can have serious consequences for those who are wrongly accused. Atlantic Canada Language Academy prohibits making false and/or malicious abuse allegations as well as deliberately providing false information during an investigation. Anyone who violates this rule is subject to disciplinary action, up to and including termination or expulsion from the program.

After the Investigation Is Completed

Once the investigation has been completed by the authorities, the results may indicate that maltreatment occurred, may clear the accused staff member/teacher, or may be inconclusive. If the Child Welfare Services investigation clearly indicates that maltreatment occurred, the program’s response must be to terminate the teacher/staff member’s employment. If the results are inconclusive, the program will have to make a judgment based on the children’s well-being, the concerns of parents and staff, and the program’s liability if allegations are made in the future. If the staff member is cleared of any wrongdoing, the program will need to support the individual upon returning to work with the children and families.

Languages Canada Dispute Resolution Policy

Procedures for Dispute Resolution

Languages Canada’s Dispute Resolution Policy is designed to judiciously evaluate and reconcile a complaint related to a member’s possible violation of the Code of Ethics. Non-compliance with or disregard for Languages Canada’s Code of Ethics can result in punitive action as per this Dispute Resolution Policy. Penalties include, but are not limited to, expulsion from the association and the imposition of financial penalties for re-application to the association.

As a condition of membership in Languages Canada, members agree to always abide by and defer to the Code of Ethics, be bound by this Dispute Resolution Policy, and agree to publicize this Dispute Resolution Policy to their students and agents as a recourse for managing serious disputes that are considered irreconcilable.


  1. Languages Canada will appoint an Ombudsman who will be responsible for managing the Dispute Resolution The Ombudsmen will be either a de facto Associate or Honourary Member of the Board, and not be a Full Member of Languages Canada.
  2. In the event of a formal dispute, the Languages Canada Ombudsman will strike a dispute resolution panel (“DRP”) that is constituted from three (3) members of the Languages Canada Board and the Languages Canada Ombudsman (1). At least one (1) of the three (3) Languages Canada representatives will be a member of the Executive Efforts will be made by the Ombudsman, when appointing the DRP members, that they be as far removed as possible from the claimant(s) and program(s) in question.
  3. Subject to the timelines set out herein, the DRP will determine how and when it will conduct its duties under this It will be entitled to conduct meetings and interviews using telephone or video conferencing.
  4. Within seven (7) days of receiving a complaint against a member by fax, e-mail, or letter, the Languages Canada office will advise the Complainant that formal complaints should only be submitted as a last possible recourse if no settlement can be If the Complainant still wishes to proceed, a formal written signed complaint on the Complainant’s letterhead, if applicable, is required.
  5. The Languages Canada office will acknowledge receipt of the complaint to the Complainant within seven (7) days of receiving the formal written
  6. The DRP will review the written complaint and determine whether the complaint has merit (see Guidelines for Issues). The DRP will also determine in the case of all Complaints whether further investigation is necessary to determine the legitimacy of the Complaint.
  7. Complaints that lack merit and are determined by the DRP as to have been made maliciously or frivolously will be considered a serious breach of the Code of Ethics, and dealt with accordingly.
  8. If the determination of the DRP is that the complaint has merit, the DRP will deliver to the Complainee a copy of the formal complaint within 30 days of receiving the formal written complaint.
  9. The Complainee will have ten (10) days after receipt of the complaint to respond in writing to the DRP regarding the complaint.
  10. The Dispute Resolution Panel will convene to discuss the complaint as well as the response, and will deliberate and reach a conclusion with respect to the After receiving the response in point 9, the DRP shall issue a formal written response within thirty (30) days to the Complainant and the Complainee, outlining its findings or any concerns the DRP wishes the parties to address.
  11. The Complainant and the Complainee shall have ten (10) days from their receipt of the DRP statement to make a final response.
  12. The DRP, on receiving any final submissions from the Complainant and the Complainee, shall convene to make a final The final decision will be submitted to the Languages Canada Executive, the Complainant and the Complainee within thirty (30) days of receipt of the final submissions from the parties.

Appropriate Issues for Dispute Resolution

  1. The DRP will review complaints to determine if the complaints are covered under the existed Languages Canada Code of Ethics and/or fall within the limits of jurisdiction. It will refer the parties to more appropriate channels for dispute resolution should it deem this course of action to be more appropriate.
  2. Complaints received may fall under the following categories:
    – student re: program
    – agent re: program
    – program re: program
    – public re: program
  3. Complaints which will be accepted for investigation by the DRP include:
    – Violations of Languages Canada Code of Ethics

Possible Actions Under Dispute Resolution Policy

  1. Depending on the severity of the situation, and on whether or not this is a repeat offender, decisions may include taking specific actions, third party mediation, membership termination, suspension, and imposing fines to re-enter the association.

Administrative and Legal

  1. Any conclusions from a DRP are binding on the parties, and may include punitive action that includes expulsion from Languages Canada and a financial penalty to re-apply.
  2. No member or Complainant shall have any recourse against Languages Canada or any of its members or employees in the event of dissatisfaction with this process.
  3. This process is not intended to usurp the jurisdiction of the courts or any other administrative It is intended to assist the Complainant and Complainee to resolve differences and to enable Languages Canada to deal with violations of its rules and procedures effectively, for the benefit of the organization.
  4. All internal deliberations of the DRP regarding a complaint are confidential and will not be subject to subpoena or other distribution to any other parties.
  5. Languages Canada will not be responsible for any costs associated with any legal action or mediation which the Complainant and Complainee may engage in.


  1. A series of hypothetical guidelines should be sent to membership to gather consensus on judgements.
  2. Formal selection of a Languages Canada Ombudsman will be announced and ratified at each Languages Canada AGM.
  3. There is a need to assure that adequate liability insurance covers anyone participating in a DRP.
Refund Policy
CircumstancesFees Refunded
Written notice given 14+ days before the course start dateAll fees refunded with the exception of:
Course Reservation fee $500.00
Written notice given 1- 13 days before the course start date Most fees refunded with the exception of:
Course Reservation Fee
2 weeks tuition
Medical Insurance Premium (if applicable)
2 weeks Homestay OR 4 weeks Student Residence (if applicable)
No-show/Withdrawal after start date/Expulsion No fees refunded
Any parents/guardians who have a dependent attending public school in Nova Scotia not entitled to a refund once their Study Permit has been issued.


1. Prior to signing this contract, the International Student Applicant has been provided with:

2. This contract has been fully explained to the Student Applicant and said Applicant has acknowledged full understanding of all terms, conditions, policies, rules, and regulations associated with the fulfillment of all contractual obligations of both parties.

3. The student understands that they are entitled to make a complaint respecting the delivery of the contracted program to the Director or the Private Career Colleges Division, Nova Scotia Department of Labour and Advanced Education.

4. When the Student Applicant is a minor, this contract has been explained to them and they have acknowledged full understanding of all terms, conditions, policies, rules, and regulations associated with the fulfillment of all contractual obligations of both parties.

5. It is understood by both parties that this contract is subject to the Language Schools Act and its Regulations.

6. It is understood by both parties that Atlantic Canada Language Academy will collect and disclose the Student Applicant’s personal information as required by any relevant legislation.

7. Subject to the provisions of applicable legislation, the Student Applicant consents to their personal information being shared with:

  • the private career college division at the Department of Labour and Advanced Education;
  • the federal Department of Citizenship and Immigration;
  • the Canada Border Service Agency.

8. Atlantic Canada Language Academy will provide the student with a program completion certificate no later than 30 days after the International Student has successfully completed the accredited program, met all of the conditions of the contract, and has an account in good standing.

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