Polices

Introduction

As a part of New Mexico State University, the Center for English Language Programs ensures that students enrolled in our classes receive the same rights and responsibilities as all other students at New Mexico State University. In all cases, students enrolled in our classes are governed by the New Mexico State University Student Handbook. Additionally, the following policies and procedures are instituted with the mission of CELP in mind as well as meeting the needs of students, sponsors, and established bodies of US and New Mexico law.

  1. Student Admission

  2. Student Placement & Testing

  3. Student & Classroom Issues

    • Academic Integrity
    • Attendance & Punctuality Policy
    • Classroom Behavior
    • Registration and Advising
  4. Level Progression

  5. Leave of Absence

  6. Financial Policies

    • Terms & Conditions
    • Schedule of Fees
    • Forms of Payment
    • Payment Plans
    • Payment Due Dates
    • Refunds

 

1. Student Admission

The Center for English Language Programs will accept any student who meets the following requirements:

  • The student must be eighteen (18) years old at the start of his or her first session in CELP.
  • The student must have completed high school or its equivalent in his or her home country.
  • The student must have a valid passport.
  • The student must be able to demonstrate and ability to pay for the courses.

CELP will only allow students with the following visa types to attend courses: F-1, F-2, and J-1. Students with other types of visas must change their visa type to study at CELP.

 

2. Student Placement & Testing

At the beginning of each session, new CELP students are required to participate in the English Placement Test (EPT). This test is made up of three components: an oral (speaking) test, a written test, and a multiple choice English Language Proficiency test. CELP uses the Cambridge-Michigan Language Assessment’s English Placement Test as part of its placement process. Following the EPT, students are placed in one of the five levels based on their proficiency. All testing is conducted on-site at CELP, and is not conducted prior to a student’s arrival (or in the student’s home country). Students learn of their placement on the day before classes begin when they receive their schedules. Students are considered registered the moment their schedule is generated, therefore, if they do not pick up their schedule until after classes have begun, they are absent for any classes they have missed.

 

3. Student & Classroom Issues

Academic Integrity

A responsibility of each faculty member is to help CELP students learn what constitutes academic honesty in a U.S. academic community, how to avoid academic dishonesty, and how serious violations are. We require that, as it is appropriate to your students’ English level, each syllabus refers to the importance of academic honesty. The following is New Mexico State University’s current Student Code of Conduct and can be found online at http://deanofstudents.nmsu.edu/student-handbook/1-student-code-of-conduct/3-academic-misconduct.html

It reads as follows:

“Academic Misconduct – Any student found guilty of academic misconduct shall be subject to disciplinary action. Academic misconduct includes, but is not limited to, the following actions:

  1. Cheating or knowingly assisting another student in committing an act of cheating or other forms of academic dishonesty.
  2. Plagiarism is using another person’s work without acknowledgment, making it appear to be one’s own. Any ideas, words, pictures, or other source must be acknowledged in a citation that gives credit to the source. This is true no matter where the material comes from, including the internet, other student’s work, unpublished materials, or oral sources. Intentional and unintentional instances of plagiarism are considered instances of academic misconduct. It is the responsibility of the student submitting the work in question to know, understand, and comply with this policy. If no citation is given, then borrowing any of the following would be an example of plagiarism:
    • An idea or opinion, even when put into one’s own words (paraphrase)
    • A few well-said words, if these are a unique insight
    • Many words, even if one changes most of them
    • Materials assembled by others, for instance quotes or a bibliography
    • An argument
    • A pattern or idea
    • Graphs, pictures, or other illustrations
    • Facts
    • All or part of an existing paper or other resource

This list is not meant to include all possible examples of plagiarism. See the University Library’s web page on plagiarism for further examples.

http://lib.nmsu.edu/plagiarism/

  1. Unauthorized possession of examinations, reserve library materials, laboratory materials, or other course-related materials.
  2. Unauthorized changing of grades on an examination, in an instructor’s grade book, or on a grade report; or unauthorized access to academic computer records.
  3. Nondisclosure or misrepresentation in filling out applications or other University records in, or for, academic departments or colleges.

Students who engage in disruptive activities in an academic setting (e.g., classrooms, academic offices or academic buildings) are subject to disciplinary action in accordance with Section IV-Non Academic Misconduct-All Students. Such students are also subject to administrative actions in accordance with the NMSU Graduate and Undergraduate Catalogs.”

The penalties for violation of the policy are as follows:

First Instance of Plagiarism and/or Cheating: Failure of course assignment

Second Instance of Plagiarism and/or Cheating: Failure of course

Third Instance of Plagiarism and/or Cheating: Immediate Dismissal from CELP Program

All instances of plagiarism, cheating, and academic misconducted must be reported, in writing, to the Director by faculty.

Attendance & Punctuality Policy

Attendance Policy

All IEP students are given three (3) absences for each course they are registered in per session. Therefore, a full time IEP student receives twelve (12) absences per session. A part time student registered in one (1) class receives three (3) absences, two (2) classes receives six (6) absences, or three (3) classes receives nine (9) absences. Students are considered registered when their schedules are generated in the CELP main office. Absences are counted from the day schedules are generated even if the student has not picked up his or her schedule from the CELP main office.

Two types of absences, excused and unexcused, affect whether or not students are allowed to make up assignments or quizzes that they have missed. All absences, excused and unexcused, are recorded and count against the allowed number of absences per session.

Excused Absences

Excused absences are absences for which a student has an official document indicating the student’s participation in a university-sanctioned sports or academic event, an illness or a significant religious holiday. These absences require an official document from an NMSU coach (for sports) or professor (for conferences), a doctor and a religious leader. Sports events, academic events, and notification for religious holidays must be submitted to instructors before the absence, and arrangements should be made to makeup assignments in advanced. Students are not penalized for excused absences as long as they make up their assignments in a timely manner.

Unexcused Absences

Unexcused absences are any other type of absence (meetings with a professor, waking up late, picking up a friend from the airport, and being sick, but having no document from a doctor, for example). Students with unexcused absences are not permitted to submit late homework or makeup quizzes or tests. Students who sleep during class are considered absent.

Punctuality Policy

Like absences, persistent tardiness can be an issue. A student is considered tardy if they arrive to class after the scheduled start time. Being late 1-14 minutes will result in being marked tardy for class. If the student is 15 minutes or more late, they are considered absent, and will not be allowed to enter the classroom. For attendance purposes 3 tardies = 1 absence.

Absence Reporting Policy

There are three levels of reports for all IEP students, and each report depends on whether the student is full or part-time. Once a student has reached 3 absences in a class, the faculty member must alert the Director. At 6 absences total, the student will receive a warning letter via email and/or postal mail from the Director. At 9 absences total the student will be required to meet with the Director. At 12 absences the student will be placed on academic probation, which decreases the amount of absences allowed in the current and subsequent session.

Academic Probation – Attendance

A full-time student is placed on Academic Probation – Attendance after accruing more than twelve (12) total absences in a session. An Academic Contract will be created and will include information in regard to the probation terms. Terms of probation will be discussed with each student. At minimum students placed on Academic Probation-Attendance will have a reduced number of absences allowed for the remainder of the session placed on probation. Moreover, during the session following placement on Academic Probation – Attendance, the student is allowed only six (6) total absences. If the student accrues more than six (6) total absences in that session, and/or violates any of the terms set forth in the Academic contract, the student will be permanently dismissed from the program.

Part-time students are placed on Academic Probation – Attendance after accruing more than three (3) absences per class registered. During the session following placement on Academic Probation – Attendance, the student is only allowed half as many absences (1.5 per course). If the student accrues more than this allowed amount, the student will be permanently dismissed at the end of that session on Academic Probation – Attendance.

If a student placed on Academic Probation – Attendance completes the next session without reaching the maximum amount of absences, that student is removed from Academic Probation – Attendance.

Classroom Behavior

Appropriate student classroom behavior is addressed in the Student Code of Conduct section of the Student Handbook distributed by the Office of the Dean of Students. The Coordinator for Student Judicial Services is the person responsible for dealing with violations and record keeping for all student incidents of Academic and Non-academic student misconduct. Please read the Non-Academic Misconduct Section of the Student Code of Conduct.

Registration and Advising

IEP students are advised and registered by the Director.

 

4. Level Progression

In order to move from one level to the next, a student must achieve at least a 70% in all classes. A student who earns less than a 70% in one class must repeat that class, but may advance to the next level in all other classes. A student who earns less than a 70% in two or more classes must repeat that level. A student who is required to repeat one or more classes is placed on Academic Probation. If a student repeats a level two times and still does not achieve a 70% in all classes, that student will be dismissed from the program.

In order to receive a New Mexico State University English Test Waiver, a student must complete all course in the Academic Level (Level 5) with at least a 70% in all classes.

 

5. Leave of Absence

Vacations

A student may take time off from classes in CELP if their visa allows for it. How much time is taken can effect the student’s return to classes. In order to take time off from class, a student must complete a Leave of Absence form, which can be found in the CELP main office.

Returning to Class

If a student takes one (1) or two (2) sessions off, the student can return to the program as if no time was missed. For example, if the student completes Intermediate Level (Level 3) and takes two sessions off, she will begin at the Advanced Level (Level 4).

If a student takes three (3) or four (4) sessions off, the student must notify the CELP office that he or she will return at least two weeks before the start of the session he or she plans to return. The student will also be required to take the placement test again and may be placed at a different level than when he or she departed the program. In the event that a student is placed in a level lower than or equal to the level he or she was in at departure, those previous grades are cancelled.

If a student takes five (5) or more sessions off, that student’s record becomes inactive. In order to return to class, the student must reapply for the program and re-take the placement test. The student may be placed at a different level than when he or she departed the program. In the event that a student is placed in a level lower than or equal to the level he or she was in at departure, those previous grades are cancelled.

 

6. Financial Policies

Terms & Conditions

As students of CELP, the NMSU Terms & Conditions for University Accounts Receivable apply. Those Terms & Conditions can be found at: http://uar.nmsu.edu/terms-conditions/.

Students purchasing an ESOL package are subject to additional conditions based on regulations from Housing & Dining Services.

  • Housing – Upon arrival in student housing, a student signs a Housing and Dining Contract. Once the contract is signed, the student will be charged in full for the occupancy for the duration of the contract. If the student leaves housing before the contract ends, the student will be responsible for the full contracted amount. Refunds of the housing charge will be made on basis of the refund policy found below.
  • Dining – Upon arrival at NMSU, a student signs a Housing and Dining Contract. Once the contract is signed, the student will be charged for the meal plan. If the student leaves housing before the contract ends, the student will be charged a pro-rated amount based on days meals were used. Refunds of the dining charge will be made on basis of the refund policy found below.

Payment Policy

Each session, all payments for instruction and packages are due, in full, on or before the second (2nd) Friday after classes begin.

Further information on payment deadlines and late fees can be found below.

Schedule of Fees

Standard Fees*
8 Week Full-time ESOL Package

  • Instructional Fees (160 contact hours of instruction – 20 hours per week for 8 weeks)
  • Housing
  • Meals (Breakfast, Lunch, and Dinner)
  • Airport pick up and return
  • Cultural Activities
  • J-1 or F-1 Visa Assistance
$4905
ESOL Instructional Fee

  • F-1, J-1 MUST register for 4 courses per 8 week term
 

$2250 (full-time)

 

$565 per course (part-time)

CELP Application Fee** $100
Late Fees**
Late English Placement Test – assessed if student does not attend the regularly scheduled English Proficiency Test $100
Late Housing/Dining Request – assessed if request is made less than 3 weeks before move-in $150
Late Airport Pickup Request – assessed if request is made less than 3 weeks before scheduled arrival $20
Late Package Payment – 5% of total owed assessed per week after payment deadline 5% per week assessed
Late Instructional Fee – 10% of total owed assessed per week after payment deadline 10% per week assessed
* Refund Information
** CELP Application Fee and ALL Late Fees are non-refundable

Forms of Payment

  • Domestic (US) Bank Wire Transfer
  • International Bank Wire Transfer
  • Debit Card
  • Credit Card
  • Check (Institutional, Bank Bill Pay, or Cashier’s)
  • Cash – Receivable ONLY at the NMSU Cashier’s Office with Deposit Slip

Payment Plans

Payment Plan Plan Details
One Payment Pay in full at any time before the second Friday of classes.
Two Payments Split your payments evenly between the second Friday of classes and the fourth Friday of classes. This plan allows you to finish up paying off your account in time for the next session’s registration.
Three Payments Make three equal payments by the sixth Friday of classes and be eligible to attend the next session after your final payment is made to pay off the balance due. Keep in mind that you may not attend courses in the next session until your account is paid in full.
Four Payments Make four equal payments by the end of the session and be eligible to attend the next session after your final payment is made to pay off the balance due. Keep in mind that you may not attend courses in the next session until your account is paid in full.
Special Student Groups
Sponsored Students Make sure your letter of financial guarantee or sponsorship is received in our office or the International Student & Scholar Services office. Sponsored students who do not provide a final letter of financial guarantee by the first payment deadline will be assessed late payment fees.
Group Payments Payment is due by the fourth Friday of classes. Groups who do not make arrangements to pay by the fourth Friday of classes will be assessed late payment fees.

Payment Due Dates – Spring Session 1 & 2

2016 Spring Session 1- Payment Deadlines
Date What Happens Details
January 27, 2017 Payment Due Late payment fees will be assessed if your account is not paid in full by today OR an agreement has been made for a payment plan.
February 3, 2017 Payment Due Late payment fees will be assessed if your payment plan amount is not paid in full by today.
February 17, 2017 Payment Due Late payment fees will be assessed if your payment plan amount is not paid in full by today.
March 3, 2017 Payment Due Late payment fees will be assessed if your payment plan amount is not paid in full by today.
March 10, 2017 CELP Grades/ Certificates/Visa Transfers HOLD These holds are placed on all unpaid accounts without exception. This means no grades, certificates, or visa transfer forms will be released until your account is paid in full!
March 3, 2017 CELP Eligibility HOLD These holds are placed on all unpaid accounts without exception. This means no eligibility to attend the next session until your account is paid in full!
2016 Spring Session 2- Payment Deadlines 
Date What Happens Details 
March 31, 2017 Payment Due Late payment fees will be assessed if your account is not paid in full by today OR an agreement has been made for a payment plan.
April 7, 2017 Payment Due Late payment fees will be assessed if your payment plan amount is not paid in full by today.
April 21, 2017 Payment Due Late payment fees will be assessed if your payment plan amount is not paid in full by today.
May 5, 2017 Payment Due Late payment fees will be assessed if your payment plan amount is not paid in full by today.
May 12, 2017 CELP Grades/ Certificates/Visa Transfers HOLD These holds are placed on all unpaid accounts without exception. This means no grades, certificates, or visa transfer forms will be released until your account is paid in full!
May 5, 2017 CELP Eligibility HOLD These holds are placed on all unpaid accounts without exception. This means no eligibility to attend the next session until your account is paid in full!

Refunds

Withdrawals

Students officially withdrawing from a course or courses during a session may receive package or instructional fee adjustments. No adjustments will be made on courses of less than five weeks’ duration.   Non-attendance does not constitute official course drop or withdrawal. All charges due to the Center for English Language Programs must be paid before refunds will be permitted.

Package or Instructional Fee refunds will not be issued for withdrawals occurring after the close of the official withdrawal period. 

Withdrawals granted for exceptional circumstances, such as documented hardship or medical situations, may be approved for the refund of all or portion package or instructional fees.

A medical withdrawal applies to students who become seriously ill, injured, or hospitalized and are therefore unable to complete an academic term for which they are enrolled. Based on the physician’s information, a determination will be made by the CELP Director if the student is eligible for consideration of a refund of package or instructional fees.

Package and Instructional Fee refunds for withdrawals will be calculated on a pro-rated basis, based on number of days services were utilized.

No portion of the ESOL package is refundable if the service is unused.ESOL Packages