Elefun Spanish School terms and conditions of service

Student Terms and Conditions

Please read these terms and conditions before you complete payment for your Spanish language course at Elefun. By starting your course at Elefun, it is assumed that you have read, and agree with them.

1. General Terms and Conditions – The terms and conditions in section 1 are applicable to students of all Elefun Spanish Language Course types.

1.1 Course Payments and Payment Methods

The payment of course fees, registration fees and any additional fees, must be paid in full before the student commences their course at Elefun. Once paid, course fees and the registration fee cannot be transferred for the benefit of another student.

Prices for Elefun Spanish courses are quoted in United States Dollars (USD) as standard. Prices in other currencies will be dependent on the exchange rate of the day of payment.

Methods of payment

Please note that Elefun does not accept payment for courses in cash, or via Western Union.

1. Online payments:

A payment link can be generated and sent to the student via WhatsApp and/or email, using the following:

Wompi payments must be received in Colombian Pesos (COP). Payments can be made using Visa, Mastercard or Amex Credit or Debit Cards, using the automatic conversion rate of the day of payment.

PayPal payments must be received in United States Dollars (USD) and include any currency conversion fees. Students can pay using their PayPal account, using the link provided by Elefun.

2. In-person at Elefun Laureles or Manila-Poblado schools:

Credit / Debit card: Payment will be taken in Colombian Pesos (COP) using the exchange rate of the day of payment, and must include any bank charges.

Mobile / Cellular payments: Payment will be taken in Colombian Pesos (COP) using the exchange rate of the day of payment, and must include any bank charges.

3. Bank Transfer to Elefun SAS Bancolombia account

Bank transfers must be received in Colombian Pesos (COP). Bank transfer details will be provided once requested by the student. Payment must include all bank transfer charges (including intermediary bank charges). International money transfer services such as Remitly and WorldRemit may be used.

4. Cryptocurrency

Crypto transfer can be received in Tether (USDT), ETH o BTC, when available. Wallet details will be provided upon request.

1.2 Class Information and Schedules

Elefun Spanish Language classes (in-person and online), run Monday to Friday, from 8am – 1.10pm and 2pm – 6pm Colombian time (GMT-5).

Classes are confirmed with the student (usually via WhatsApp) every Friday, prior to the week students’ classes start or continue.

For online classes, students will receive a link from their teacher via email, before their first class.

Classes are scheduled depending on location, course booked, and level of the student. Elefun reserves the right to modify the timetable structure. Classes are subject to availability.

Elefun reserves the right to use classrooms in alternative premises of a similar standard.

If a class is cancelled by Elefun, a replacement class will be arranged. In the case that a replacement class is not possible, the student will be entitled to a full refund of that class. Refunds take 10 working days to process (this does not include weekends and national holidays).

Any outstanding classes, not taken by the student within 6 months of their final class, will be forfeit.

1.3 Extracurricular activities

Some extracurricular activities outside the school may incur extra costs for transport and/or admission.

All activities which include extra fees are optional, and students may opt out if they choose not to pay the extra cost.

Extracurricular activities require a minimum of 3 students to attend, or they may be cancelled.

Free classes, language workshops and activities may vary between locations, are subject to change, and are due to availability.

1.4 Enrolment and Course types

All students are required to take a placement take a test prior to commencement of their course, to determine the appropriate level of study. A short interview online or in-person may also be required to confirm the correct level of the student’s current abilities.

Elefun’s decision as to the appropriate level of study for the student is final, and the student acknowledges that:

- Elefun will use its reasonable endeavours to accommodate the student in relation to study level. Any change to the student’s study level will be at the Elefun’s absolute discretion.
- No refund of course fees will be given if the student is dissatisfied with the allocated level of study.
- If a student does not have the minimum level of Spanish required to follow a specific course, as determined by Elefun’s Placement Test, Elefun reserves the right to move the student to an appropriate course for their level.

- Elefun will advise the student on the suitability of course types and student’s level, based on the information provided, but the Student is solely responsible for selecting the course type that is most suitable for them.
- Places on courses are subject to availability and may be refused at Elefun’s discretion.
- Class sizes may vary depending on the particular course.
- Once confirmed and paid for, course types cannot be changed, e.g. an intensive course cannot be changed for a private 1:1 course.
- Courses cannot be transferred to other students.

In some circumstances, in-person courses may be able to transfer to online classes. This is at the discretion of the Elefun Administration Team and must be confirmed at least 1 week in advance of the class(es).

1.5 General Attendance and Absence

Elefun students are expected to attend all their scheduled classes. Elefun requires that all students maintain a good attendance level.

Attending classes is the responsibility of the student. Results will be dependent on their commitment to attending classes and taking part in activities.

If a student is not able to attend their class, they must contact Elefun Reception, as soon as possible. Failure to do so may result in administration charges.

1.5.1 Absence from classes

Absences are only permitted in the case of illness or unavoidable circumstances, outside the control of the student. It is the responsibility of the student to inform Elefun reception of reasons for absence, as soon as possible, prior to their class. Notifying teachers of absence directly is permitted, however, students are still required to inform Elefun reception before their class.

If a student has been absent for more than 10 days, they must provide a Doctor’s note, or proof of unavoidable circumstance. If a student is absent from class without this proof, they may be removed from their class register and asked to re-register with Reception.

Specific terms and conditions about rescheduling classes, absence and refunds apply to the different course types. Please see the following sections for further information:

Section 2: Private class courses (including Conversational courses)

Section 3: Group class courses (General, Semi-intensive, Intensive, Survival Spanish)

Section 4: Students studying on a Colombian Student Visa

1.5.2 National Holidays falling on a weekday

All Elefun schools will be closed on Colombian National Holidays, classes will not be scheduled on these dates. An updated list of public holiday dates can be found online or requested at the school receptions.

For Elefun courses less than 5 weeks, public holidays will be discounted from the price paid by the student. For courses over 5 weeks, the holiday discount is automatically integrated in the final course price.

1.5.3 Christmas/New Year and Holidays

Elefun Christmas holidays will take place during the final week of December. Elefun schools will be closed during this period, and will be announced to students in advance. Classes will not be made up on these days.

Visa students and students taking long-term courses are required to take this Christmas week as holiday.

1.5.4 Authorised Holidays (non-visa students studying 3+ month courses)

- - Holidays may be taken if a course is full time and more than 3 months long.
  - Holidays must be booked at least 1 week in advance and for a full week starting on a Monday.
  - Absence from Elefun courses cannot be converted into holidays.
  - Changes and cancellations to a booked holiday can incur an administration fee – students are advised to plan holiday time carefully.

The following details the maximum authorised holidays (per paid weeks of study):

- - Course length: less than 3 months = 0 weeks holiday
  - Course length: 3+ months = 2 weeks maximum holiday
  - Course length: 6+ months = 4 weeks maximum holiday
  - Course length: 12+ months = 8 weeks maximum holiday

1.5.5 Punctuality

If a student arrives more than 30 minutes late for a class, they will normally not be let into the class. The student will be marked absent for that class. Teachers may exercise discretion if the student has a valid reason for tardiness. No extension or refunds will be given for exclusion from the class due to late arrival.

1.6 Conduct

Students are reminded to conduct themselves in a way that is respectful to their fellow students, teachers, and staff, at all times. Behaviour and language that is considered careless or offensive, will result in suspension, or termination of a student’s course without refund.

1.7 School Letters/Leaving Certificates

If a student requires a leaving certificate or school letter, they must request one directly from Elefun reception. The School will only issue a Leaving Certificate if satisfactory attendance has been maintained. Second Visa Application letters will also be kept on hold if the Student’s attendance is unsatisfactory.

2. Private Class Courses (Online and In-person, including Conversational courses)

As much as possible, private classes offer a flexible class schedule, according to the needs of the student. Elefun will confirm the times available for private classes in advance.

Classes will be scheduled according to teacher availability – Elefun cannot guarantee students will have the same teacher for each class, however student’s preference will be taken into account when scheduling classes.

2.1 Cancellations/Reschedules/Pausing classes

In order for a private class to be cancelled and/or rescheduled without charge, Elefun reception must receive a request before 6pm the day before the class starts, during Elefun’s working hours (Monday to Friday 8am – 6pm).

It should be noted that this period of cancellation applies to weekends also. For instance, if a student wishes to cancel a class scheduled for 8am Monday, a cancellation request must be received before 6pm on Friday.

If a student sends a cancellation request after 6pm the day prior to their class start time, they will be charged for the entire class.

In certain circumstances, Elefun may be able to pause students’ classes for a maximum of 1 month. This requires a minimum of 5 working days notice to Elefun reception. A return date must be provided.

2.2 Refunds

No refunds will be made, unless due to very serious circumstance, and at the discretion of the Elefun Administration team.

3. Group Class Courses (Online and in-person, General, Semi-intensive, Intensive, Survival Spanish)

The minimum age for enrolment in group classes is 16 years.

Group classes will be scheduled according to teacher availability. Elefun cannot guarantee students will have the same teacher for each group class, however as much as possible, teachers will be assigned to the same group class for each week.

Group classes will rotate teachers as necessary. Elefun reserves the right to make changes regarding the teachers allocated to the class.

Elefun will confirm the group class schedule with the student, on the Friday prior to the commencement of classes on the Monday. If a student cannot attend a class(es) the following week, for whatever reason, they must notify the Elefun reception the week prior, otherwise they will be charged for that class(es).

Group classes should be booked for 5 days (Monday-Friday) without pausing. If a student cannot make a minimum of 4 days of group classes, private classes will be recommended as an alternative course type.

3.1 Cancellations/Reschedules/Pausing classes

Once confirmed with the student, group classes cannot be cancelled, rescheduled or refunded.

A group class cancellation with an option to reschedule is only possible if it is due to serious circumstance, and at the discretion of the Elefun administration team.

Group class reschedules are only possible if the student’s level is available. On occasion, a student may need to switch schools (Laureles/Manila-Poblado), or from in-person to online classes. Otherwise, rescheduling will be done as soon as a level appropriate to the student is available.

3.2 Refunds

No refund of fees will be made, unless due to very serious circumstance, and at the discretion of the Elefun administration team.

4. Students studying on a Colombian Student Visa

4.1 Visa Application

Elefun must receive payment in full for the course duration, before the official documentation can be generated for the Colombian Student Visa application process.

Elefun is solely responsible for providing the Spanish language course, and supplying the necessary documentation for the visa application. Elefun cannot advise about the visa application process. Elefun highly recommends that students apply for a student visa using a reputable agency or agent.

Elefun will supply the documents necessary for the visa application to the student, and to the agent or agency handling the application process. In the case of delay or rejection of the visa or application process, Elefun will edit and resupply the documents only once. If the student wishes to reapply a third time, they must re-register with Elefun and pay an administration charge of $50 USD, or the equivalent in Colombian pesos.

The student must ensure that they enrol in sufficient time to ensure that a Visa can be obtained and all requirements of the Colombian Immigration Authorities be met.

Long-term courses, that have been used to apply for a student visa, must be taken during the period of time indicated in the official registration letter (Carta de Matricula).

Elefun is not responsible for delays out of its control. In the event that there is a delay in the foreign ministry approving a visa, and the course cannot be started on the date established in the letter, the student must wait for the foreign ministry’s approval and start classes as soon as their visa is approved. Classes will end on the end date outlined in the official registration letter.

The student must contact Elefun the same day they receive their Visa approval. Elefun Reception will schedule their classes to start on the following Monday after the Visa has been approved.

It is the student’s responsibility to send Elefun a copy of their electronic visa as soon as possible.

Student Visa Holders must comply with the government regulations and guarantee to maintain the status granted by the Colombian Government.

4.2 Class Type Attendance and Absence

Students must complete classes 2 hours per day/10 hours per week to qualify for the visa.

Courses eligible to apply for a Colombian student Visa are offered as group classes, as standard. The group course has an established schedule, keep in mind that it’s not possible to reschedule these classes.

Students may choose a private class course to apply for the student visa, as long as the classes cover 10 hours per week.

Class times may vary throughout the course.

Long-term courses, that have been used to apply for a student visa, must be taken during the period of time indicated in the official registration letter (Carta de Matricula).

Classes will end on the end date outlined in the official registration letter. The course must be a minimum of 13 weeks.

For visa students, the relevant sections regarding attendance, absence and cancellations apply according to the course type booked, in addition to the specific conditions outlined in the following sections.

Private class courses: Section 2

Group class courses: Section 3

4.2.1 Absence

Visa students are required to notify the Elefun Reception team via WhatsApp of any absence, as soon as possible, in advance of their class. Failure to do so may result in administration charges.

The student acknowledges that Elefun is legally required to report excessive absences of visa students to the Colombian Immigration department.

The maximum allowed absences, duly justified, is 15% of the total of the course, for example:

- - Course length: 3 months = 2 weeks maximum absence
  - Course length: 6 months = 4 weeks maximum absence
  - Course length: 12 months = 8 weeks maximum absence

Visa students’ attendance is monitored. If a student’s attendance rate falls below 85%, the school will enquire if there is a legitimate reason for their absence. Students will be reminded of the attendance policy and encouraged to adhere to it.

If a student’s attendance falls below 70% they will be required to attend a face-to-face meeting with the Elefun Student Welfare Manager.

If a student’s attendance continues to be unsatisfactory, the student may be suspended and, if deemed necessary, they will be reported to the government SIRE department.

4.2.2 Absence without notification

3 Day Absence Warning: After 3 consecutive days of absence from class without notifying Elefun reception, an email will be sent to the student, and a note added to their record. The student will be advised to contact Elefun reception as soon as possible.

10 Day Absence Final Warning: If, after the first email, the student still has not contacted reception, a second contact will be attempted at the 10th day of absence. The student will receive a final warning email and a phone call. The student will be advised to contact Elefun reception as soon as possible.

11 Day Absence: Official Absence Report to SIRE: After 11 Days of absence without contact from the Student, the Student will be informed that they will be reported to the immigration authorities in the SIRE (Information System for the Report of Foreigners). The Student will be asked to contact Elefun within 48 hours, or risk being reported due to lack of attendance and contact with their Sponsor (Elefun).

4.3 Cancellations and Refunds

Once a student’s visa application has been submitted to the government, no refunds will be given.

Once a student’s visa has been approved, students’ classes cannot be cancelled or rescheduled, and no refund will be given.

No refund will be given if a student is granted a visa and then decides not to study at Elefun. In this instance, Elefun will inform the Colombian Immigration Authorities that the student has been accepted on, and has not commenced, their course.

These are the only occasions in which a refund will be given for a Visa course:

1. In the event that a student visa application is denied by the government, Elefun will refund 100% of the course payment (less any bank commissions). Elefun does not accept responsibility in the case of visa refusals.
2. In the instance of a refusal being directly related to documentation supplied by Elefun, Elefun will refund all course fees, or assist the student in applying again. No additional compensation will be given.

No refund will be given if a visa application refusal is due to the fact that the student:

- has not taken the required steps in applying for a visa
- has submitted fraudulent documents
- withdraws the application for a visa
- is expelled from the course
- is expelled from Colombia by an authorized authority or government department

The notification from the Colombian Immigration Authority indicating the denial of a Visa must be submitted to the Elefun before the refund will be processed.

Refunds may take up to 3 weeks to process after the visa denial document has been provided to Elefun.

Refunds will be issued to the person who made the course payment. If payment has been made through an Agent, then the refund will be issued via that Agent.