iCode Student Policies

Billing 

LAB FEE (EQUIPMENT USAGE)

A lab fee may be charged at the beginning of each new Belt, Path, or partnership program. The lab fee varies by program and is subject to change.

The lab fee is non-refundable and non-transferable. This fee will cover the maintenance for all equipment and resources used by each student for the duration of the designated program.

TUITION

Tuition for classes is due at the beginning of each month for the monthly programs. The total amount must be paid in full for your student to attend iCode.

iCode reserves the right to increase tuition and other charges upon prior notice.

LATE PAYMENT FEE

A $25 late payment fee may be assessed to your account for any account that is not paid in full by five (5) business days.

RETURN PAYMENT FEE

A $35.00 fee may be charged for any returned or dishonored payments. Customers are requested to keep a current credit card on file and ensure sufficient funds to cover payments.

Parents will be responsible for all collection costs if fees are not paid pursuant to our terms and conditions. After a reasonable period, we will turn all unpaid balances over to our collection agency.

WITHDRAWAL PROCESS FOR SCHOOL YEAR PROGRAMS

Parents must notify iCode in order to drop a student from a class. 30-days notice is required prior to withdrawing a student. Only a written notice via email will be acceptable.

Please note: You are responsible for payment for your student’s classes whether or not your student attends class until the time you notify the staff via written notice. If a student stops coming to class without proper notification then that student’s account will be charged for the additional 30 days. This charge will be for holding the student’s place in that class. The obligation for full payment of tuition continues until the date indicated by the parent or guardian as the date of withdrawal.

 REFUND

If a decision is made to withdraw from iCode during the payment period for any reason a refund may not be issued. If an iCode customer withdraws without giving proper notice as stated in our policies, the credit card used may be charged in the amount of the current tuition, per child.

A reasonable fee may be assessed to any approved refund to cover our transaction fees.

BILLING AUTHORIZATION

I represent and warrant that if I am purchasing something or paying for a service from this iCode facility or from other merchants through iCode that (i) any credit card or bank account draft (ACH Draft) information I supply is true and complete, (ii) charges incurred by me will be honored by my credit card company or financial institution, and (iii) I will pay the charges incurred by me at the posted prices, including any applicable taxes, fees, and penalties.

I hereby authorize (if online payment is made or autopay information is provided) iCode to charge my ACH draft, or credit card account. I understand that a 30-day written notice is required to terminate billing and I am responsible for payment whether or not my student attends classes until I notify iCode in writing to drop my student from class(es).
Disputed charges may constitute a breach of contract possibly resulting in, but not limited to, penalties, additional fees, collection, legal action, and/or termination of any and/or all current and future services.

Rules, Terms, and Conditions

LICENSING

iCode does not operate as a licensed childcare facility.

ABSENCES/MAKEUP CLASSES

Makeup classes should ideally be requested ahead of time to be held during the same week as the missed class so the student stays current with their program. If your student will be absent due to vacation or illness, please notify iCode as soon as possible. If your student is absent from iCode for two (2) consecutive weeks without proper notification, your student may be considered withdrawn from iCode and no refund will be issued.

CLASS/CAMP CANCELLATION

In the event we need to cancel a class or camp, you will be able to transfer your tuition and enroll in another class or camp. If you do not wish to transfer your tuition and request a refund, a reasonable fee may be assessed to cover our transaction fees.

For registrations that utilize an offer that includes a deposit, the full balance is due prior to the start of camp. If the student is unable to join the camp, the deposit is non-refundable.

PHOTOS & VIDEOS

We occasionally take photos and/or videos of students to show examples of their work for use internally, on social media, or other publicity purposes.

OPEN DOOR POLICY

We welcome parents to visit a member of management in our front office, but we do ask you not to disturb a class during instruction. If it becomes necessary for you to pick-up your student prior to the designated time, please let us know in advance, so that we can minimize interruptions.

ARRIVAL/CHECK-IN PROCEDURE

Be sure your student arrives no earlier than five (5) minutes before their scheduled class time. Parents are requested to check-in at the front desk at the time of arrival. Students enter the main school area through the front door. Attendance also is taken in the classroom upon arrival.

PICKUP/CHECK-OUT PROCEDURE

Parents are requested to check-out at the front desk at the time of pickup. Students will come to the lobby area for pick up. Parents/guardians should refrain from entering the classroom areas unless part of a scheduled tour. Picking up your student should be done by walking inside the facility after the scheduled time. Please pick up your student on time. Please inform us if you know you will be late picking up your student. Instruct your student to wait inside the building and you should escort them from the building to your car. During peak times the parking lot is crowded, so please drive slowly and carefully. Do not allow your student run through the parking lot to and from your car.

LATE PICK-UP FEE POLICY

At iCode, we strive to provide a positive experience for our students, parents, and staff. To support our instructors and help them manage their schedules, we are implementing a late pick-up policy to ensure that instructors can leave promptly at the end of each day and return to our campuses on time.

GRACE PERIOD

A 10-minute grace period is provided following the scheduled end time of your child’s class, allowing for unforeseen delays without immediate penalties.

LATE FEE

If a student is not picked up within 10 minutes after the scheduled end time, a flat-rate late fee of $30 will be applied and automatically deducted from your account the same evening.

We understand that traffic and other unexpected delays can occur, so we encourage parents to allow extra time for travel. We also ask that you please communicate with your center by phone if you suspect you may be late in picking up your child. Extenuating circumstances, such as a flat tire or accident, will be considered on a case-by-case basis.

Please note that this policy is standard protocol to all iCode campuses nationwide while having students in their care and was not created by the Campus Director.

Thank you for your cooperation in helping us create a respectful and organized environment for everyone.

SECURITY PROCEDURES

Our campuses are equipped with sprinkler systems, fire alarms, and security alarm systems. Our campuses are also monitored via closed-circuit TV.
All customers are required to have a mobile number on file in order to be contacted for weather updates, school closure information, and other immediate parent notifications.

SCHOOL CLOSURE

If iCode determines the need to close due to severe weather or some other emergency, we will contact parents/guardians and reschedule classes to the best of our abilities.

HOLIDAYS

iCode may be closed in observance of the following holidays or special event:

• New Year’s Eve
• New Year’s Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving (Thursday and Friday)
• Christmas Eve
• Christmas Day

CELL PHONE POLICY

Cell phones can cause distractions in the classrooms and behind the wheel. We ask that students refrain from using their cell phone during class and parents from using theirs while driving in the iCode parking lot.

SOLICITATION OF ICODE EMPLOYEES

Solicitation of iCode teachers for work such as private tutoring is NOT allowed.

DISCIPLINE AND GUIDANCE

We believe the best way to prepare students to live successfully and productively is to help them develop self-control, learn to resolve conflicts, and become increasingly responsible for their actions and behaviors.

iCode does not discriminate against students with special needs.  However, iCode teachers are not certified to teach special-needs children.  Additional rates may apply if one-to-one assistance or additional accommodations are required to best serve the student.  If your student needs special assistance, please discuss this with us during enrollment.

iCode reserves the right, in its sole and absolute discretion, to exclude the new enrollment of, or terminate the existing enrollment of, a student at any time and for any reason (e.g., student’s behavioral and educational needs cannot be met at iCode, student’s tuition payments and/or fees have not been paid, etc.).

iCode’s staff is responsible for the safety and education of multiple students.  We keep our classrooms with low student-to-teacher ratios, as well as a director who manages the front lobby and office during class times.  iCode’s staff will intervene in situations where a student’s behavior becomes disruptive or unsafe.  In such event, iCode staff will first attempt to deescalate the situation by use of redirection, verbal warnings, time outs, etc.  However, an instructor or director may need to restrain the student and take other necessary actions in situations where: (i) there is imminent danger to the safety and well-being of the student acting out (or others); and/or (ii) there is imminent danger of substantial property damage.  In these instances, iCode staff will:

• Limit the force used to what is reasonably necessary to address the emergency;
• Discontinue the restraint as soon as the situation is no longer an emergency,
• Implement the restraint in such a way as to protect the health and safety of the student and others; and
• Ensure that the student is not deprived of basic human necessities.

If a student must be restrained, the guardian will be contacted, and the incident will be documented for reference.

iCode continuously strives to maintain a secure environment and diligently supervises all activities within its premises.  By enrolling your child with iCode, you acknowledge and agree that iCode staff will not be held responsible for actions taken beyond reasonable measures to ensure the safety of our students (e.g., we will immediately initiate our emergency protocols, including alerting authorities and contacting parents or guardians, if a student were to run out of the premises, etc.).  By enrolling your child with iCode, you further acknowledge and agree that iCode will not be responsible for the student once they leave iCode or the partnership premises.

NON-DISCRIMINATION AND CONFIDENTIALITY POLICY

iCode does not discriminate based on race, color, religion, or national or ethnic origin in the admission of a student to our programs or in the administration of our policies and procedures. All personal records of students and families are kept confidential. Information pertaining to admission, progress, or discharge of a student shall be confidential unless we have written permission for disclosure from the parent or guardian.

COMMUNICATION WITH PARENTS

All our staff can be contacted through the front office; however, we prefer all concerns and questions be handled by a member of the management directly.

We do not allow our staff to exchange personal information with our families. This includes but is not limited to cell phone numbers, e-mail, or any social media outlet, such as Facebook, Instagram, Twitter, etc. This is to protect the confidential nature and integrity of our program.

We do not put parent calls directly through to the classrooms because it distracts the teachers. If you want to arrange a meeting or conference with a teacher or an administrator or both, please ask and a mutually agreeable time will be arranged to meet.

We will be communicating with you through phone calls, SMS texts, and emails. We will be sending you emails from time to time and respond to your requests. Please make sure to check your spam or junk email folder if you are not receiving our emails.

By enrolling my student, I agree to receive marketing communications and updates from iCode.

SURVEYS

Surveys are conducted periodically. All surveys are strictly confidential and are designed to gain your valuable opinions regarding our program.

Student Policy & Waiver

STUDENT COMPUTER ACCOUNT USE

When using an iCode computer account, my student agrees to:

• Accept personal responsibility and obey all policies when
  using accounts.
• Conduct themself in an orderly manner on any computer.
• Access the computing system for classwork (not for recreational)
  use.
• Be the sole user of their computer accounts.
• Notify a teacher or school official immediately of any improper use.

Additionally, they understand that they are to abide by the rules of network etiquette and not engage
in:

• Sending or displaying offensive messages or pictures using
  obscene language
• Harassing, insulting, or attacking others
• Damaging computers, computer systems, software, or computer
  networks violating copyright laws.
• Using another’s id/password unless assigned to them by an iCode instructor.
• Illegal use of data in folders or work files
• Employing the school network for commercial purposes

The student agrees to observe, respect, and comply with all the policies and practices of iCode.

Failure to comply with these policies may result in a temporary removal or termination of their account.

Parents will be responsible for the cost to repair or replace equipment if the student willfully damages it.

GUIDELINES ON INTERNET USAGE

It is presumed that students will comply with iCode rules and will honor the agreements they have signed. Beyond the clarification of such standards, iCode staff will make every effort to guide usage but is not able to constantly restrict, monitor, or control the communications and actions of students utilizing the iCode network.

Students are responsible for their behavior on iCode computer networks, particularly the use of language and expression, as they are in school. Internet access is a privilege – not a right. Access may be denied to those students to violate basic iCode rules.
Computer network storage spaces are treated like school lockers. Files and communications may be reviewed by iCode network administrators to maintain system integrity and ensure that students are using the system responsibly. Students should not expect that files stored on iCode servers will always be private.

Freedom of speech will be honored and encouraged in regard to access to information. Where iCode staff will guide students toward appropriate internet materials in school, families also share the responsibility for such guidance as they exercise with media, including television, telephones, movies, radio, and home internet usage.

iCode defines and provides access to institutional computers, information systems, and networks as a privilege rather than a right. Reliable and safe access to the iCode information resources requires that users accept their responsibilities to behave in ways that protect the community, and by so doing, they also preserve their own access.

All users must respect the rights of others, the integrity of the facilities and controls which are implemented to maximize the community’s reliable access, and all pertinent license and contractual agreements that underlie iCode’s technology infrastructure.

It is the policy of iCode to deny access to any member of the user community who violates this policy or who uses iCode’s technology resources to violate other duly established policies or laws.

ACCEPTABLE USE POLICY

Additional internet usage rules:

• Users must adamantly protect their personal passwords.
• Users must respect the privacy of others’ passwords, information, and communication, and may not attempt to use iCode resources to gain unauthorized access to any site or network or maliciously compromise the performance of internal or external systems or networks.
• No individual may falsely represent themselves or; another physical network
  connection.
• Users must observe all laws relating to copyright, trademark, export, and intellectual property rights.
• Users must ensure that their electronic communications do not infringe on the rights of others and are conducted in accordance with the same standards of behavior that apply in other forms of communication. iCode resources are intended to be used for institutional purposes and may not be used for private gain.
• Users may not engage in activities that compromise institutional systems or network performance for others. Willful violation in any of the above-referenced policies may require computer access privileges to be revoked.

FOOD AND BEVERAGE POLICY

Due to sensitive equipment in our labs and classrooms, food and beverages are not allowed in the classroom area. Students are welcome to consume food and beverages in our lobby area.

If your student has any food allergies, please make sure to take the necessary precautions and let staff know upon registering for iCode.

LOBBY USAGE POLICY

iCode students are expected to always display exceptional behavior and etiquette and keep their voices at a reasonable volume out of respect for other classes and students.

CLOTHING AND SHOES

iCode expects all students to wear school-appropriate attire at all times. Comfortable and modest clothing is the best choice. Non-marking rubber-soled shoes are preferable.

PERSONAL BELONGINGS

Any additional clothes, sweaters, or outerwear are the responsibility of each student. We will put unclaimed, unlabeled items the “Lost and Found”. If they are not claimed after a period of time, they will be donated to charity.

Small or delicate items, which could be easily swallowed or broken, should never be brought to school.

Jewelry should not be worn during classes. PLEASE LEAVE JEWELRY ARTICLES AT HOME. This facility’s staff will not be responsible for ANY items that may be lost or stolen. Be sure your student’s personal items are marked with their name.

ILLNESS OR INJURY

If a student has sustained an injury or has become ill, we will conduct a health check of the student. A health check is a visual or physical assessment to identify potential concerns about the student’s health, including signs and symptoms of illness and injury. It may be conducted by the student’s teacher or the Director depending on the nature of the situation. If necessary, we will notify you immediately for you to arrange for pick up. If emergency medical care is required, we will call 911 for immediate assistance. Please make sure all accurate mobile numbers is available in the customer portal.

WEAPON POLICY

Your student must not bring to school any weapon, replica of a weapon, or any other item that may encourage overly aggressive play.

WAIVER OF LIABILITY AND HOLD HARMLESS AGREEMENT

When enrolling in any iCode-related activities including summer camp at one of the iCode facilities or partnership locations (hereinafter the “Activity or Activities”), I, on behalf of myself and any minor child/children for whom I have the capacity to contract, hereby acknowledge and agree to the following:

• I understand the nature of the school related Activities and I voluntarily wish to enroll the student in such Activities.
• I understand that the student shall comply with the instructions and directions of the Activity teachers, coaches, supervisors, chaperones, and instructors.
• I understand that if I believe that unsafe condition or circumstance exists, or otherwise feel or believe that continued participation in any Activity might present a risk of injury, illness to myself or others around the student, the student will immediately discontinue further participation in all Activities with the school. I will not allow the student to participate in any Activities until the unsafe condition or circumstance is reported and remedied.
• I understand the hazards of the novel coronavirus (“COVID-19”) and am familiar with the Centers for Disease Control and Prevention (“CDC”) guidelines regarding COVID-19. I acknowledge and understand that the circumstances regarding COVID-19 are changing from day to day and that, accordingly, the CDC guidelines are regularly modified and updated and I accept full responsibility for familiarizing myself and complying with the most recent updates.
• Notwithstanding the risks associated with COVID-19, which I readily acknowledge, I hereby willingly choose to participate in and I acknowledge and fully assume the risk of illness or death related to COVID-19 arising from my being on the premises and participating in the Activities and hereby RELEASE, WAIVER, DISCHARGE, AND COVENANT NOT TO SUE (on behalf of myself and any minor children form whom I have the capacity contract) iCode Franchise, Inc., its franchisees, affiliates, subsidiaries, parents, students, owners, representatives, officers, directors, agents, employees and assigns (the “iCode”) from any liability related to COVID-19 which might occur as a result my being on the premises and participating in the Activities
• I shall indemnify, defend, and hold harmless iCode from and against any and all claims, demands, suits, judgments, losses, or expenses of any nature whatsoever (including, without limitation, attorneys’ fees, costs, and disbursements, whether of in-house or outside counsel and whether or not an action is brought, on appeal or otherwise), arising from or out of, or relating to, directly or indirectly, the infection of COVID-19 or any other illness.
• It is my expressed intent that this Waiver and Hold Harmless Agreement shall bind any assigns and representatives, and shall be deemed as a RELEASE, WAIVER, DISCHARGE, AND COVENANT NOT TO SUE the above-named RELEASEES. This Agreement and the provisions contained herein shall be construed, interpreted, and controlled according to the laws of the State of Texas. I HEREBY KNOWINGLY AND VOLUNTARILY WAIVE ANY
  RIGHT TO A JURY TRIAL OF ANY DISPUTE ARISING IN CONNECTION WITH THIS AGREEMENT. I ACKNOWLEDGE THAT THIS WAIVER WAS EXPRESSLY NEGOTIATED AND IS A MATERIAL INDUCEMENT THE PERMISSION GRANTED BY RELEASEES TO BE ON PREMISES AND PARTICIPATE IN THE SCHOOL ACTIVITIES.
• IN ACCEPTING THIS POLICY, I ACKNOWLEDGE AND REPRESENT THAT I have read the foregoing Waiver of Liability and Hold Harmless Agreement, understand it and accept it voluntarily as my own free act and deed; no oral representations, statements, or inducements, apart from the foregoing written agreement, have been made; I am at least eighteen (18) years of age and fully competent; and I execute this Agreement for full, adequate and complete
  consideration fully intending to be bound by same.