• Attendance Policy

• Cancellation, and Refund Policy

• FEPRA Policy

• Transfer of Credit Policy

• Retention Policy

​

Attendance Policy

​

Attendance is critical to the success of students who attend the programs at IT Expert System Inc. Absences can prevent students from succeeding in class and hinder their preparation for starting a career in the computer industry. A maximum of 20% of absences is permitted by the school towards the attendance completion requirement. IT Expert System Inc. will record all attendances for students.

​

A leave of absence (LOA) may be permitted when a student faces temporary problems such as military deployment, accident, death in the family, change in teaching methodology, or an emergency.

​

A student who misses multiple classes in a course due to atemporary problem may request to make up the class time with his/her instructor. A student must complete 80% of their scheduled clock hours in each course to avoid receiving a failing grade for the course. Students who receive a failing grade for the course will be required to repeat the course as discussed in the “Repeating Courses” section below. Students who fail two courses sequentially or more than two courses in the program are subject to Academic Termination.

​

Absences

​

• Students are expected to attend each class session on time and participate actively in class.

• Students are also expected to complete the required number of lab hours each week. If a student is absent from class, they are expected to inform the instructor by email or phone prior to the start of class.

• The accumulation of absences exceeding 20% of scheduled clock hours in any course will prevent the student from receiving credit for the course and cause it to fail. Students who do not receive credit for a course will be required to repeat the course as discussed in the “Repeating Courses” section below.

• Students who fail two courses sequentially or more than two courses in the program are subject to Academic Termination.

• Students with no attendance for 3 weeks will be dismissed from their program and withdrawn for violation of the attendance policy.

• Dismissed students must submit an appeal to their Lead Instructor within 5 business days of termination. Approval of appeal is at the discretion of the Appeals Committee.

 

Retention

 

• The institute should provide tutoring, one-on-one, and class repeat options for those students who need additional support to continue their classes.

• The Training Director should organize meetings with those students who are frequently missing class or need academic support.

 

Leave of Absence (LOA)

​

Excused Absence:

 

• Any student who seeks leave of absence must submit the signed, dated request in writing and specify a reason to the instructor prior to the beginning date of LOA, unless unforeseen circumstances prevent a student from doing so. However, if “Unforeseen Circumstances” prevent a student from providing a prior written request, the institution may grant the student’s oral, or an individual acting on the student’s behalf request for a leave of absence.

• The institution will document its decision and collect the written request from the student later.

• The institution must communicate the procedures and implications for returning or failing to return to his/her course of study.

• The institution must not assess the student any additional charges because of the leave of absence.

• The length and frequency of leaves of absence must not impede student progress and must be. reasonable within the context of the institution’s curriculum.

• A leave of absence must be limited to a maximum of 180 calendar days in any 12-month. period or one-half the published program length, whichever is shorter. Multiple leaves of absence may be permitted provided the total of the leaves does not exceed this limit. An approved leave of absence may be extended for an additional period provided that the extension request meets all the above requirements, and the total length of the leave of absence does not exceed the specified limit.

​

Unexcused Absence:

 

Failure to notify the instructor in advance – even if the absence meets the criteria for excused absence – will result in unexcused absences. Failure to provide satisfactory written documentation within seven calendar days following an absence will result in an unexcused absence.

​

Leaving Early:

​

Leaving a session more to its completion more than 15 minutes without prior approval is considered an unexcused absence. If a student leaves a session due to an emergent issue, the student should notify the instructor before leaving and later in writing as soon as feasible. The instructor will deem the absence to be excused or unexcused based on the reason provided in writing.

​

Late Start:

 

Late arrival at the session after 15 minutes without prior approval is considered an unexcused absence. If a student leaves a session due to an emergent issue, the student should notify the instructor before leaving and later in writing as soon as feasible. The instructor will deem the absence to be excused or unexcused based on the reason provided in writing.

​

For a leave of absence to be granted, IT Expert System Inc. must have a reasonable expectation that the student will return to the program at the end of the leave of absence. Students returning from an LOA will enter the appropriate place during the next available class as determined by the Director of Education. If a student fails to reenter the class at the end of the leave of absence, the student will be academically terminated from the program. Students have five business days to appeal the termination. The leave of absence(s) is limited to one-half the published program length.

​

Make-up Work

​

Students who need to complete missed assignments and receive additional review of topics missed in class should decide with their instructor. Students must complete the required minimum number of hours, assignments, and/or make-up work by the end date of each course. A student who misses multiple classes in a course due to an extreme circumstance Ex: military deployment, accident, death in the family, change in teaching methodology, or an emergency may request to make up the class time with his/her instructor. The instructor will create an academic plan with the student to use during makeup time. Students who do not complete the minimum required hours and/or assignments by the end of each course will receive a failing grade for that course. Students who receive a failing grade in a course will be required to repeat the course as discussed in the “Repeating Courses” section below. Students who fail two courses sequentially or more than two courses in the program are subject to Academic Termination.

​

Tardiness & Early Departures

​

Students are expected to be on time for all class sessions, exams, material review sessions, and so forth. Tardiness is defined as any time missed after the start of class. Early Departure is defined as any time remaining prior to the end of class. Tardiness and early departures are recorded on a real-time basis with students logging in immediately upon arrival and immediately upon departure. Consistent tardiness can adversely affect the learning environment. Excessive tardiness or early departures can result in not meeting the required hours for the training program. Students falling below these minimum requirements of 80% attendance failing grade due to not meeting attendance for the course, may be required to repeat the course and may be subject to Academic Termination if they fail two courses sequentially or more than two courses in the program.

​

Repeating Courses

​

To progress timely through the program, and to meet graduation requirements, IT Expert System Inc. students are expected to achieve a passing grade and minimum attendance requirements by the end date of each course.

 

IT Expert System Inc. will allow a student to repeat a failed course at no additional tuition cost to the student.

 

Upon successfully passing the repeated course, and achieving the required attendance in the repeated course, the grade earned in the repeated course will replace the grade in the failed course to determine the cumulative Grade. All credits in the repeated course and in the failed course will be included as credits attempted.

 

The student must repeat the failed course when it is scheduled by the school administration. The student may take a different course in their program prior to repeating the failed course. Efforts will be made by IT Expert System Inc. to align the repeat course with the student’s current schedule, but due to the limited availability of seats in repeat classes, the repeat course may be scheduled for a different time/day than the student’s original schedule. If for any reason the student does not repeat the failed course, then the student will be subject to Academic Termination from the program.

 

To graduate, IT Expert System Inc will allow the student to retake courses they have already passed, as determined, and scheduled by the school administration, to achieve the minimum passing course grade needed to meet the cumulative Program GPA. A minimum of 80% attendance must be achieved on the repeat course. The repeat course’s grade will replace the originally passed course’s grade. All credits in the repeated course and in the prior course will be included as credits attempted. No additional tuition cost will be charged to the student for this repeat course.

 

All required courses in the program must be completed and passed, and the minimum cumulative Program GPA achieved, within the maximum time frame of the published length of the program. Retakes will only be allowed when it is mathematically possible to reach graduation standards.

​

Documentation

 

• Instructor and staff must communicate and document attendance daily and work with the registration office.

• For in-person and online (IDL) attendance must be aggregated and captured daily.

• Agency-specific attendance reports should be prepared and submitted on a monthly basis.

• Any attendance modification must go through the Training Director for approval.

• The Training Director regularly audits the attendance reports and provides necessary guidance to instructors and admin staff for data accuracy and consistency.

 

REFUND, CANCELLATION, AND WITHDRAWAL, DROP POLICY

​

IT Expert System Inc.’s cancellation and refund policy has been constructed to balance students’ occasional need to change their education plans with the institution’s financial investment in reserving a seat for that student in a classroom.

​

Students should be aware that timely notice of cancellation or withdrawal is essential to securing the maximum refund. Students must take care of notifying the institution as soon as possible regarding their intention either to cancel their enrollment contract or withdraw from the institution.

​

Cancellation Policy

​

• Rejection of Applicant: If an applicant is rejected for enrollment by an institution, a full refund of all monies paid to the applicant.

• Program Cancellation: If an institution cancels a program after a student’s enrollment, the institution refunds all monies paid by the student.

• Cancellation Prior to the Start of Class or No Show: If an applicant accepted by the institution cancels prior to the start of scheduled classes or never attends class (no-show), the institution refunds all monies paid.

• Cancellation After the Start of Class (Optional Student Trial Period): At IT Expert System we consider a withdrawal as a cancellation or no-show (for example, within the first week of the program) provided this process is fully delineated in writing as part of the refund policy and provided to all students at or before enrollment. A student who is considered a cancellation or no-show under such a policy has all charges refunded and all payments returned to the individual or the applicable funding source.

​

Withdrawal or Termination after the Start of Class and after the Cancellation Period

 

• Refund amounts based on a student’s last date of attendance (LDA). When determining the number of weeks completed by the student, we consider a partial week the same as if a whole week were completed, provided the student was present at least one day during the scheduled week.

• During the first week of classes, tuition charges withheld do not exceed 10 percent (10%) of the stated tuition up to a maximum of $1,000.

• After the first week and through fifty percent (50%) of the period of financial obligation, tuition charges retained do not exceed a pro rata portion of tuition for the training period completed, plus ten percent (10%) of the unearned tuition for the period of training that was not completed, up to a maximum of $1,000. (See example.).

• After fifty percent (50%) of the period of financial obligation is completed by the student, the institution retains the full tuition for that period.

• When calculating a refund, the percentage of tuition retained by the institution is based on the portion of the program the student was attending through his or her last date of attendance when the student dropped, not the tuition charged for the entire program listed on the enrollment agreement.

 

Refund Due Dates:

 

• If an applicant never attends class (no-show) or cancels the contract prior to the class start date, all refunds due must be made within forty-five (45) calendar days of the first scheduled day of class or the date of cancellation, whichever is earlier.

• For an enrolled student, the refund due must be calculated using the last date of attendance (LDA) and be paid within forty-five (45) calendar days from the documented date of determination (DOD). The date of determination is the date the student gives written or verbal notice of withdrawal to the institution or the date the institution terminates the student, by applying the institution’s attendance, conduct, or Satisfactory Academic Progress policy. If a student provides advanced notice of withdrawal such that the 45-day window refund processing ends before the last date of attendance, the refund must be paid within forty-five (45) calendar days from the last date of attendance.

 

Refund Computation Example

 

· The student enrolled in a 24-week program, starting on January 9th and scheduled to be completed on June 23rd. 

· The total tuition is $8,000.

· The last date of attendance (LDA) for the student is March 3rd.

· The date of determination is March 8th.

 

​

​

 

Pro rata portion completed based on 8 weeks = 33.3%

33.3% of $8,000 tuition = $2,667 (earned tuition)

10% of unearned tuition ($8000-$2,667 = $5,333 unearned) = $ 533.3

Owed to institution = $3,200

Student payment = $8,000

Refunded to student by April 22nd = $4,800

 

Charges Other Than Tuition:

 

• All extra costs, such as books, supplies, equipment, certification, and any similar charges not included in the tuition price, are clearly stated in the enrollment agreement. Charges that are non-refundable are those materials that are distributed and attributable to the portion of the program attended by the student.

 

Definitions:

 

• Cancellation: A student who never attends classes at the institution after enrolling and informs the institution, except as noted in the section entitled “Cancellation After the Start of Class (Optional Student Trial Period).”

• Cancellation Period: From enrollment to before the first instruction class start date.

• No Show: A student who never attends class at the institution after enrolling and does not inform the institution. Note that the ACCET policy treats no-showsas identical to cancellations.

• Withdrawal: A student who attends at least one class at the institution but does not complete his/her program.

• Termination: A type of withdrawal initiated by the institution due to failure to meet one or more institutional policies.

• Period of Financial Obligation: The portion of the program for which the student is legally obligated to pay, which may be less than the full program and may not, under any circumstances, exceed a period of 12 months.

• Last Date of Attendance (LDA): The final date the student attends class.

• Date of Determination (DOD): The date the student notifies the school of his or her withdrawal, or the date the institution terminates or administratively withdraws the student.

​

Family Educational Rights and Privacy Act (FERPA) Policy

​

IT Expert System Inc. is committed to the protection and confidentiality of student education records, adhering to the guidelines established by the Family Educational Rights and Privacy Act (FERPA) of 1947. FERPA is a federal rule governing access and maintenance of student ​education records. FERPA grants a student certain rights with respect to the education record, including the right to inspect the education record, to request an amendment of the record that the student believes is inaccurate, and right to control disclosures of the record except to the extent that FERPA authorizes disclosure without consent. It is important to note that all rights to access move to the student when that student is in a post-secondary education institution; parents, spouses, and significant others have no inherent right to access student education records. Education records include, with certain exceptions, all records maintained in any medium which can identify the student. 

 

Any student who believes that any right pursuant to the Family Educational Rights and Privacy Act has been violated or that Organization policy is not in compliance with the Act may file a complaint directly to the Illinois Board of Higher Education.

 

If a student does not want the IT Expert System Inc. to disclose directory information from his/her student’s education records, the student must notify each in writing to Organization. More information on the Family Educational Rights and Privacy Act is available on the

U.S. Department of Education website.

 

DEFINITION OF TERMS: 

 

“STUDENT” - any person who attends, or has attended, the Organization. 

 

“FERPA” - Family Educational Rights and Privacy Act of 1974. Students will be notified of their FERPA rights upon admission, via annual email notification and through this publication, available on the Organization website. 

 

"EDUCATION RECORDS" - IT Expert System Inc, in accordance with the Illinois Community Organization System's Records Retention & Disposition Schedule, defines a student's education record as the student’s transcript and follows the records retention schedule established by the State for the disposal of other documents.  The term "education record," under the provisions of the law, does not include the following: 

 

1. Records of institutional, supervisory, and administrative personnel which are in the sole possession of the maker, and which are not accessible or revealed to any other person except a substitute for the above-named personnel.

2. Records and documents of security officers of the institution which are kept apart from such education records.

3. Financial records of the students or other information therein contained. 

4. Records connected with an application to attend the Organization, or a component unit of the Organization, if that application was denied. 

5. Confidential recommendations if a given student has signed a waiver of the student's rights of access, provided such a waiver may not be required of the student; and 

6. Confidential letters or statements of recommendation which were placed in educational records prior to January 1, 1975, if such records or statements are not used for purposes other than those for which they were specifically intended.

​

​

Transfer of Credit Policy

​

This Transfer of Credit Policy outlines the guidelines and procedures for the transfer of credits from and to external educational institutions to IT Expert System Inc. (ITEXPS), a leading technology organization. This Policy is designed to ensure a fair and transparent process for evaluating giving and accepting credits earned by individuals who have completed relevant coursework or programs at accredited institutions.

​

1. POLICY STATEMENT – Taking Credit at IT Expert System Inc

ITEXPS Transfer of Credits and/or Instructional Hours policy may allow a student to transfer credits and/or instructional hours from a course or curricula taken at another postsecondary school, which is licensed, registered, or accredited by the state or federal authorities if the following guidelines are followed:

 

1.1 Eligibility

• Transfer of instructional hours is limited to courses of similar content with a similar number of instructional hours at ITEXPS.

• And transfer of instructional hours is limited to the number of instructional hours completed with a minimum of a ‘C’ grade.

 

1.2 Transferable Credits

• The evaluation of transferable credits/clock hours will be determined on a case-by-case basis by the Academic Department, in consultation with relevant faculty or subject matter experts.

• Only credits/clock hours earned within the last 3 years will be considered for transfer.

• The maximum number of credits/clock hours that can be transferred shall not exceed 40% of the total credits/clock hours required for the relevant program or degree.

• Transfer credits/clock hours will be accepted for courses or programs that align with the technical skills, knowledge, and competencies required for the specific program within IT EXPERT SYSTEM INC.

 

1.3 Limitations and Conditions

• The acceptance of transferred credits/clock hours does not exempt students from meeting all other requirements for a particular program or degree, including but not limited to academic performance, and completion of mandatory courses.

• Transfer credits/clock hours from other institutions may not exceed 40% of the program.

• The transferred credits/clock hours will be evaluated for their relevance and applicability to the student's current or potential program within IT Expert System Inc.

• The types of courses that will be considered outside of an institutional setting include those offered by the military, the workplace, through apprenticeship and/or training programs, or other such programs recognized by the American Council on Education’s (ACE) Center for Adult Learning and Education Credentials programs, Autodesk Authorized Training Center (ATC), Autodesk Authorized Learning Partner (ALP), Adobe Authorized Training Center (ATC), SketchUp Certified Trainer, or programs delivered directly by American General Contractors (AGC) of America.

 

1.4 Transfer Credit Process:

The student must notify their Administration Representative, before enrollment, of previous training or education that they would like to have considered for transfer. Students must submit a Transfer credit/clock hours request to the Office, along with the following supporting documentation.

• Student’s Name

• Course Title

• Date of Completion

• Institution or Employer Name

• Website Link

• Explanation of coursework

• Syllabi

• Institution Catalog

• Proof of Completion/Transcript (must show the course title, percent of course completed, numeric and letter grade for the course)

 

The Office will review the request within a week and communicate the decision to the student in writing (email or letter).

​

If the transfer credit request is approved, the Office will update the student's academic record to reflect the transfer credits earned. The decision of the Office regarding the appeal is final.

 

If ITEXPS approves a transfer of credit/clock hours for prior education, the current tuition, and any financial aid to be awarded will be adjusted to ensure a pro-rated tuition reduction for the transfer of credit and will be proportionally reduced by the number of credit/clock hours approved for transfer into ITEXPS. ITEXPS does not offer any options for earning credit through examination except an institutional closure or teach-out.

​

The student is responsible for providing the updated academic record, including transfer.

 

2. Policy Statement – Taking Credit at External Education Institution

 

IT Expert System Inc. is committed to supporting its students in their educational goals, including facilitating the transfer of credits/clock hours to external educational institutions. This policy outlines the guidelines and procedures for students who wish to transfer their credits/clock hours earned at IT Expert System Inc. to other recognized institutions.

 

Transferability is always at the discretion of the receiving institution. Acceptance of the clock hour credits earned while in an ITEXPS certificate program is also determined solely by the receiving institution to which a student may seek to transfer. If the clock hour credits that are earned at ITEXPS are not accepted at the institution to which a student seeks to transfer, they may be required to repeat some or all their coursework at that institution. Students should discuss how their courses will transfer with the registrar's office and the receiving institution before they enroll.

 

2.1 Eligibility for Credit/Clock Hours Transfer

​

• Students seeking to transfer their credits must meet the following eligibility criteria:

• The student must be enrolled at IT Expert System Inc. and be in good academic standing.

• The student must have completed the required coursework and earned a passing grade in each course.

• The student must adhere to the specific transfer credit policies and procedures of the external educational institution they wish to transfer.

• Students must complete at least 75% of the program at ITEXPS.

 

2.2 Transfer Out Credit Process:

 

The student must express their intent to transfer and provide the receiving institution’s details to the administrative office at least 4 weeks before the intended transfer date.

The Administration Representative at IT Expert System Inc. will review the student’s academic records and identify eligible transfer courses. This may involve collaboration with the receiving institution to ensure a smooth credit transfer process.

Students must provide the necessary documentation required by the receiving institution.

Upon completion of the evaluation, the administrative representative will prepare the official transcript of the students and will send the official transcript and documentation to the receiving institution as requested.

​

Students will be informed of the outcome of the credit transfer evaluation, the number of credits approved for transfer, and any conditions or limitations that may apply.

 

2.3 Limitations:

 

Transfer credits may be subject to the policies and limitations of the receiving institution.

The receiving institution's transfer credit policies and acceptance of credits are beyond the control of IT Expert System Inc.

 

Appeal Process:

​

If the transfer credit is not approved and the student is not satisfied with the decision of the officer, he/she may appeal to the subcommittee of the Curriculum and Faculty Affairs Committee. The student will be notified about the decision of the Committee within 2 business days in writing (email or letter).

 

4. Responsibilities

4.1 Administrative Department

• Review and evaluate the eligibility of transfer credits.

• Communicate the decision to the student within the specified timeframe.

• Maintain accurate records of transfer credits and update student profiles accordingly.

 

4.2 Faculty or Subject Matter Experts

• Provide input and expertise in evaluating the equivalency of courses or programs.

• Collaborate with the Academic Department to ensure the fair assessment and acceptance of transfer credits.

 

5. REVIEW

This Transfer of Credit Policy will be periodically reviewed to ensure its effectiveness and relevance. The review process will involve the Academic Department, relevant faculty, and other stakeholders to incorporate any necessary updates or changes

​

Retention Policy

​

Purpose

IT Expert System is committed to supporting the academic success of its students and ensuring that they have the resources and support they need to complete theirprograms.

​

Retention policy:

 

Academic Progress Standards: A minimum of 90% cumulative attendance is required, with no more than 10% excused absences. Absences above 10% are unexcused and must be made up.Students must maintain a minimum cumulative GPA of 2.0 or C and make satisfactory academic progress towardprogram completion in order to remain enrolled in their programs.

​

Advising: Students are required to meet with their academic advisors at least once per semester to review their academic progress, select appropriate courses, and connect with resources and support services.

​

Academic Support Services: The organization provides a range of academic support services, including tutoring, writing centers, and academic coaching. Students are encouraged to use these services to improve their academic performance and stay engaged with their studies.

​

Early Intervention: The organization has established an early intervention program to identify and support students who may be struggling academically. Faculty members are encouraged to report to students who are not attending class, who have low grades, or who are not making academic progress.

​

Financial Aid: The organization provides financial aid counseling, emergency grants, and other financial resources to support students who may be facing financial barriers to completing their degree.

​

Communication: The organization provides clear and timely information to students about academic policies, deadlines, and expectations through orientation programs, academic advising sessions, and other channels.

​

Retention Procedure: The organization's retention policy is supported by the following retention procedure:

​

Academic Progress Standards: Students who fail to meet the minimum academic progress standards will be placed on academic probation. Students on academic probation will be required to meet with their academic advisor and develop an academic improvement plan.

​

Advising: Academic advisors will work with students to identify strategies for academic success and connect them with appropriate resources and support services.

​

Academic Support Services: Students are encouraged to use academic support services to improve their academic performance and stay engaged with their studies.

​

Early Intervention: Faculty members who identify students who may be struggling academically will report these students to the organization's early intervention program. The program will provide support and resources to help these students succeed academically.

​

Financial Aid: The organization's financial aid office will work with students to identify financial resources and support services to help them overcome financial barriers to completing their degree.

​

Communication: The organization will provide clear and timely information to students about academic policies, deadlines, and expectations through orientation programs, academic advising sessions, and other channels.

​

SMS Text Message Opt-In Form

​

4.the PPCS Act Rule 42 for Nebraska:

​

005.02F1 If cancellation occurs within seventy-two (72) hours of enrollment, all monies paid shall be refunded.

​

005.02F2 If cancellation occurs after seventy-two (72) hours of enrollment, but before classes at the resident school begin or distance education materials are delivered, a refund shall be made of all tuition paid except a registration fee not to exceed one hundred fifty ($150.00).

​

005.02F3 If cancellation occurs after classes at the resident school have begun or after distance education materials have been delivered, the school shall adhere strictly to the refund policy published in the school's catalog or in the enrollment agreement. Once books and supplies have been issued, they become the property of students and any refunds on them shall be at the discretion of the school.

​

005.02F4 A full refund is due students whose contracted educational services are denied as a result of intentional deception, or misrepresentation of facts, or the use of advertising, which is known to be false, inaccurate, or misleading.

​

005.02F5 A full refund is due an individual whose admission is denied by the school.

​

005.02F5 A full refund is due an individual whose admission is denied by the school.