Policy & Guidelines

Policy & Guidelines

1. General Terms & Conditions

1.1 Enrollment

Places are allocated on a first-come first-served basis. Priority is given to students who are re-enrolling in a class.

1.2 Class Schedule

Please check class times and dates carefully. No further reminder will be made. However, parents will be notified of any unexpected changes in class schedule.

1.3 Communication

In the case of an emergency, we will contact parents via phone call, whatsapp, or email. Please ensure we have your updated contact details, so that you receive our communications. If you are unsure of the  contact details you provided, please reach out to us and fill in the Student Information form. We will update your information accordingly.

1.4 Acceptance of Terms

By attending our lessons, parents agree to all terms and conditions in this policy.

1.5 Policy Updates

Edugate reserves the right to amend the policy without notice. In any disputes, the policy stated here will be the enforceable one.

2. Payments & Invoicing

2.1 Invoicing

Invoices will be issued based on the number of lessons available for the student’s selected time-slot per month and must be settled within 7 days of receipt.

2.2 Lesson Admission

Students will only be admitted into a lesson once the lesson fee is settled.

2.3 Outstanding Payment

Invoices must be paid within 7 days of receipt (by due date). If payment is not received within 7 days, a HKD 250 administrative fee will be charged. In the case of any outstanding payments remaining unsettled 7 days after the due date. We reserve the right to suspend students from lessons.

2.4 Payment Method

We accept payments by cheque, cash, or FPS mobile transfers.

3. Cancellation, Absences and Withdrawals

3.1 Cancellation Policy

Due to scheduling impact, all cancellation must be made at least 48 hours prior to the scheduled lesson. Last minute cancellation will not be accommodated and will be deemed a no-show.

In the case of absences due to valid reasons (e.g. sickness, medical emergencies or family crises), the parent/guardian must provide supporting documentation within 3 business days. Absences without such proof will be considered unexcused and deemed a no-show.

Edugate reserves the right to review and decide whether to allow the cancellation without penalty.

3.2 No-Shows

No-show will not be tolerated or accommodated. Full charges will apply and no credit will be issued.

3.3 Attendance Requirements

To maintain our learning standards, students are required to attend a minimum of 70% of all scheduled lessons in their prospective class.

3.4 Make-Up Classes

Due to limited availability, no make-up classes will be offered for cancellations or absences. Credits will be issued in the consecutive invoice issued for the upcoming month.

3.5 Withdrawal Policy

No refund or credit will be issued if the parent decides to withdraw the student from their programme.

3.6 Course Cancellation

We reserve the right to cancel courses due to insufficient enrollment. Every effort will be made to place students in a similar course. If no alternatives are available, a refund will be issued.

3.7 Class Cancellation

When classes are canceled due to teacher absence, credits will be issued.

4. Responsibilities and Supervision

4.1 Lesson Times

Edugate is not responsible and cannot be held accountable for your child before or after their scheduled lesson. Parents or guardians must be within 5 minutes reach of the lesson venue in case of an emergency

4.2 Medical Conditions

It is the parents or guardian’s responsibility to inform us of any medical conditions of their child, such as allergies. If you are unsure whether we are aware of it, please reach out to us and fill in the Student Information form. We will update your information accordingly.

4.3 Washroom Arrangement

To maximise class time, students should use the washroom before or after class. It is advised to have a guardian near the lesson venue to escort the student to the restroom.

4.4 Dismissal & Pick-up

Students will be dismissed on time. Please ensure the parent or guardian is there to collect your child.

5. Weather Conditions

5.1 Severe Weather

Safety is a priority. We follow the guidelines of the Education Bureau(EDB), Hong Kong Observatory, and Edugate’s Weather Policy

5.1.1 All classes will be canceled under Black Rainstorm Warning or Typhoon Signal Number 8 or above (unless an alternative arrangement has been made).

5.1.2 All kindergarten classes will be canceled under Typhoon Signal Number 3 (unless an alternative arrangement has been made).

5.2 All classes resume if rainstorm warnings or typhoon signals are canceled or lowered 2 hours prior to the class. There will be no refunds, credits, or make-up classes if parents decide not to attend the class.

5.3 When in doubt, parents are advised to check our website (www.edugate.hk/policy) for the latest arrangement. We will not notify parents individually.

6. Safety

6.1 Facility Regulations and Enforcement

Participants are expected to abide by the regulations of the facility. This will be strictly enforced and we reserve the right to ask anyone who does not abide by the rules or behaves unreasonably to leave immediately.

6.2 Property Damage and Liability

Parents will be promptly notified of any property damage caused by their child. Damages to our properties will make a student liable for the replacement cost of the article.

6.3 Limitation of Liability

We, Edugate’s teachers and administrative staff are not responsible for any and all liability, claims or causes of action that participants may have or acquire for injuries, damages, or losses of any kind that may be sustained at Edugate. 

7. Photos and Videos

7.1 Use of Photos and Videos

We may occasionally use cameras and videos during classes for purposes such as technical assessment, or for use in promotional publications and our website. These photos and videos will not be passed on to any third parties.

7.2 Handling of Photos and Videos

If parents do not wish for photos or videos including their child to be used, please advise us in writing.

7.3 Copyright Ownership

We own the copyright of all photos and video footage taken at Edugate organised classes and events.

8. Copyright and Use of Materials

8.1 Use of Photos and Videos

All lesson plans, handouts, worksheets, presentations, and other content used in our English classes are copyrighted intellectual property of Edugate. Parents and students are not permitted to print, copy, distribute, or share these teaching materials with anyone outside of the registered students in our classes. The materials are for the exclusive use of enrolled students to support their learning. Unauthorized reproduction or distribution of our copyrighted materials is strictly prohibited.