Early Registration Form (Adult Students) 2025-2026

Thank you for registering at the Steveston Japanese Language School. Please read the following IMPORTANT information on our general policies.

1. Payment
Payment is required in full by credit card at time of registration. Consideration for payment by instalments with post-dated cheques are at the discretion of the Steveston Japanese Language School. If you wish to be considered for payment by instalments, contact the school by email at [email protected]. If paying by instalments, please see the following note regarding NSF cheques.

Note: Non-Sufficient Funds (NSF) Cheques
In the event of an NSF cheque, a fee including a $45 NSF charge, the amount of the NSF cheque, plus any outstanding tuition must be paid immediately by e-transfer upon notification from the school. Until such outstanding amount is paid in full by e-transfer, attendance to school may be suspended or may result in termination.

2. Refund Procedure
If a student wishes to withdraw from a term, a withdrawal form must be submitted to the school prior to the beginning of the third lesson in the term to receive a pro-rated tuition refund. No refunds will be issued if the withdrawal form is submitted after the beginning of the third lesson in the term.

A $45.00 administrative fee is charged per each withdrawing student. Withdrawal forms are available upon request at the school office or by emailing [email protected].

Once the withdrawal form is submitted, we will do our best to process refunds promptly. However, please note that processing times may extend up to 14 business days, with an additional 4 to 14 days for the funds to be posted to your credit card account.

Note: If you decide to withdraw, please submit your form before June 15th or after September 8th. Withdrawal forms that are submitted between June 15th and September 8th inclusive will NOT be processed until the school term begins in September.

3. Membership
Individuals enrolled in adult classes are granted automatic membership. Members can influence the management of the school by casting their votes at the Annual General Meeting or through an extraordinary general meeting if convened. In cases where membership is registered under the name of two or more individuals, only one of the members is eligible to vote.

4. Volunteering
The Steveston Japanese Language School is a non-profit charitable society run by parents, guardians, and members who volunteer to be on the Board of Directors. To keep the tuition fees reasonable, to operate the school soundly, and to build community, volunteering is essential. We may request that each member volunteer at least once this year as needed, and additional contributions are always welcome and appreciated. The school is an active part of the Steveston community, and as such we participate in many of the local events, including the Canada Day Steveston Salmon Festival, Doors Open and the Cherry Blossom Festival. As a historically important, dedicated and prominent organization in our community, we need members to volunteer for these and other events. Your volunteerism benefits our school and our students.

5. Code of Conduct
The school maintains a Code of Conduct that all students, teachers and parents are required to adhere to. Failure to comply with the Code of Conduct may result in the suspension or expulsion of the student from the school.

6. Parking
Driving into or parking in the lot in front of the school building is not permitted. This area is reserved for seniors. Please use the main community centre parking lot facing Moncton Street instead.

7. Privacy Act
Personal information collected on the registration form will assist the school authority in making informed decisions as to your suitability, appropriate placement, and safety in the school. Steveston Japanese Language School does not share personal information with any other organizations, contractors or services for purposes other than those stated above. In addition, teachers, staff and the Board are required to respect and protect the confidentiality of all student information.

8. Photographs
On occasion, the Steveston Japanese Language School will use photos and work samples of students in the media, on our website and in promotional materials. In principle, the school will not publish the names of our students. If names are to be shown, the school will obtain approval from you in advance.

9. School Closures
Unplanned closures of the school may occur on days when weather, facility or other conditions make in-person attendance hazardous for staff and students. In these circumstances, you will be notified of the in-person class closure as soon as possible by email. Please note there will be no refund or makeup classes.

The Steveston Japanese Language School (SJLS) is obligated to provide a safe, positive, and productive learning environment for all of our students, staff, and members of our school community.

To this end, the code of conduct applies to everyone in our school and at school-related functions.

As we learn and work together, we will:

1. Be respectful of teachers, students, and other members of our school community.
2. Behave in a safe, considerate, and courteous manner.
3. Respect the diversity of the school community.
4. Respect and treat others fairly, regardless of (for example), race, ancestry, place of origin, religion, marital status, family status, physical or mental ability, sexual orientation, gender or expression, or age.
5. Not threaten, harass, intimidate, or assault, in any way, any person within our school community, through physical violence, offensive language, verbal abuse, print or electronic media.
6. Not be in possession of weapons, dangerous articles, alcohol, or illegal drugs while in school or school-related functions.
7. Show respect and pride in the Steveston Japanese Canadian Cultural Centre building and school equipment through care and appropriate use of school property.
8. Respect the non-smoking environment of our school.

Any violation of the code of conduct will warrant intervention and/or disciplinary actions.

Expectation of Students:

As described in the Code of Conduct, students are expected to behave in a respectful and non-disruptive behaviour towards teachers and staff, other students, parents, and guests of our school community. Actions such as name calling, swearing, physical aggression (including hitting and pushing), and any behaviour perceived as threatening are strictly prohibited and will not be tolerated.

Should the behaviours of individual students make it difficult or impossible for teachers to provide a safe and/or productive learning environment, the following steps will be taken:

1. The adult student, or if a child, the student’s parents/guardians, will be provided with a first written notice of violation of the Code of Conduct.
2. If the issues are not resolved following the first notice, the adult student or parents/guardians will receive a second written notification. For children, a meeting with teachers and the principal will be held to create a plan to improve the student’s behaviour involving the active participation of the student’s parents/guardians.
3. All reasonable efforts will be made by the school to work together with the adult student or parents/guardians to resolve the issues. However, if the student’s behaviour does not improve after these steps, the school will ask the student(s) in question to withdraw from the program. As such, SJLS reserves the right to withdraw students who repeatedly violate the school’s Code of Conduct.

Expectation of Volunteers and Board of Directors:

While it is not possible to list all forms of behaviour that are considered acceptable or unacceptable, the following is a partial list of the types of behaviour or conduct that are expected:

• Treating others with respect, dignity and impartiality;
• Avoiding practices which force or infer exclusion;
• Behaving in an honest, trustworthy, and ethical manner;
• Maintaining appropriate office etiquette (this includes timeliness and adequate preparation for meetings), if applicable

Note that prior to the submission of your registration, you will confirm that you have read and agree to these policies and Code of Conduct as described herein.

By completing this form, whether through online or paper submission, the Participant or the Participant’s Parent/Legal Guardian agrees that while attending or participating in classes, events, or other activities of the Steveston Japanese Language School (SJLS) or attending the SJLS facilities, the Participant:

1. Will complete a health check* before participating in SJLS activities and/or entering SJLS facilities;
2. Will, in the event that the Participant experiences any symptoms of illness, immediately:
   • Informs a representative of the SJLS, and
   • Depart from the event or facility, or be picked up by a parent/guardian as soon as possible in the case of a child;
3. Will sanitize any school equipment used with approved cleaning products provided by the SJLS;
4. Understands that if they do not abide by the aforementioned guidelines and protocols, they may be asked to leave the event or class;
5. Acknowledges that there are risks associated with entering the SJLS facilities and/or participating in the SJLS activities, and that the measures taken by the SJLS and participants will not entirely eliminate those risks.

* Call 8-1-1 or a health care provider to discuss your health concerns. Information for parents on things to consider if your child feels unwell:

1. The wellbeing of your child. Without proper rest, a child may have a hard time fighting an illness or be at risk for other illnesses.
2. The ability of your child to actively take part and learn at school.
3. The school staff cannot care for a sick child and give them the support that they may need.
4. The protection of other children.

Please keep your child home if they:

• Have a fever -Are too sick to take part in all normal school activities.
• Have a suspected or known communicable disease (i.e. strep throat, chicken pox, measles).
• Is vomiting or has diarrhea. It is recommended that students be symptom free at least 24 hours before returning to school.

Keep your child home until they are able to participate fully in normal school activities or as told by a health care provider.

If the school finds it necessary to send your child home because of illness, please make sure you have arranged an emergency contact if you are not available.

(Adapted from Vancouver Coastal Health https://www.vch.ca/en/when-should-i-keep-my-sick-child-home-school)