Student handbook

1 STUDENT HANDBOOK Last Revised: 11/12/2013

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TABLE OF CONTENTS

Guidelines for your Student Status 4 Sevis 4 I-20 4 F-1 Visa 4 I-94 4 DSO (Designated School Officer) 5 Employment 5 Tuition Payment 5 Dissemination of Information 5 Refund Policy 6 Attendance 6 Keeping your Passport Valid 7 Length of Stay 7 Extension of Stay 7 Financial Information 7 Health Insurance 8 Student Contact Information 8 About F-1 Status Termination 8 Academic Calendar 8 Early dismissals, Holidays and Breaks 9 Vacation 9 Class Schedule 9 English-only Pledge 9 Placement Test 9 Course Grades and Promotion 10 Assessment and Grading System 10 Admittance of New Students to Exixting Class 11 Student Activities 11 General Advising Service 11 Inclement Weather 11 Withdrawal and Transfer Procedure 12 Quick Classroom Rules 13 Code of Conduct 13 Student Complaint 14 Orientation Acknowledgement 15

MISSION “The Harvest Institute has as its main objective to integrate students with the English Language, American culture and way of life, providing them with the skills and knowledge to become linguistically proficient.”

Harvest Institute | 128 Wilson Avenue – Newark, NJ 07105 | (973) 274-1888| www.harvest.net

http://www.harvest.net/


GUIDELINES FOR YOUR STUDENT STATUS

The purpose of this manual is to inform you of basic school procedures as well as the DO's and DON’Ts of maintaining your F1 visa status. F1 students must take full responsibility for understanding and following the law. For more information not included in this Manual, read the "Instructions to Students" section that you will find on the second page of your I-20. Harvest Institute must inform the government if you withdraw from the program, stop coming to class, fall below the required weekly hours, fail to be responsible financially or do not attend school. Being “out of status” is a serious violation which may result in deportation and/or a ban on re-entry to the United States. If you have any questions about your status, please consult with the school's DSO. Community students should also follow the codes of the school, excluding what pertains to F-1 students.

SEVIS

The Student and Exchange Visitor Information System (SEVIS) is an Internet-based government program that keeps track of international students, scholars, and their dependents. SEVIS communicates with schools and universities, U.S. Embassies and Consulates, airports and other ports of entry into the U.S., the Immigration Service (USCIS), and the Department of Homeland Security (DHS).

I-20

The I-20, also called the Certificate of Visa Eligibility or Visa Certificate, is created by schools and universities through the SEVIS system. Your I-20 and electronic updates in SEVIS are permanent records of your activities as a student in the U.S.

F-1 VISA

The U.S. Embassy or Consulate abroad grants you visas. Schools and universities do not issue or extend visas. If you are living in the U.S. and your visa expires, permission for you to be in the U.S. remains valid for the time stated on your I-20. Class attendance on a full-time basis, and registration in SEVIS for each school term is required. If you decide to leave the country, please make sure your visa does not expire before you re-enter the U.S. If your visa expires while you are outside of the U.S., you will need to obtain a new visa through a U.S. Embassy or Consulate in order to reenter the country.

I-94

The I-94 form is a small white paper that you receive during the flight (or at the border) when you travel to the United States. Your I-94 is your most important immigration document because together with your valid I-20, it proves your legal entry. It is stamped by a Department of Homeland Security (DHS) officer when you enter the country. The notation “D/S” on your I-94 means “Duration of Status” and refers to the program length indicated on your current I-20. The I-94 also records your arrivals and departures.


DSO (DESIGNATED SCHOOL OFFICER)

The DSO is authorized by the American Government to verify and certify documents for F-1 international students. The DSO will also issue I-20 forms and ensure that international students remain in compliance with state and federal laws. It is important to communicate regularly with your DSO in order to address any questions or problems involving visas or other official paperwork. Under SEVIS, the school’s DSO (Designated School Official) is required by law to report your failure to maintain status to the Department of Homeland Security (DHS). To a schedule an appointment please, see attendants at the front desk.

EMPLOYMENT

As an F-1 student, you are not permitted to work off campus or engage in business without a explicit employment authorization issued by (DHS). Doing so is considered a serious violation of your student status by the U.S. government and may result in deportation. This authorization must be analyzed by the DSO who will submit the request to SEVIS prior to the official application, please enquire with the DSO for further information. F-1 students are eligible to work only on campus for a maximum of 20 hours per week (35 hours per week during vacation periods).

TUITION PAYMENT

Tuition payments are pre-determined by course type and length. Registration and material fees are non-refundable and non-transferable. If the school has offered the student flexibility regarding monthly payments, such monthly payments will be scheduled. Should a student withdraw from a course, regardless of reason, any unpaid balance must be settled before the student leaves the school. Tuition must be collected on the payment due date. The Harvest Institute allows students a 5-day grace period starting on the tuition payment due date. If students fail to pay after the 5

th day of the

grace period, there will be an initial late fee of $15 and an additional $0.80 per day until tuition is paid in full. Students will be charged a fee of $35.00 for bounced checks, regardless of the reason. In addition, the student will not be admitted to class until his/her status is settled. Tuition, materials and other fees are set by the school and are subject to change without notice.

STUDENT CONTACT INFORMATION DISSEMINATION OF INFORMATION

Harvest English Institute informs students through our website, bulletin boards, emails, social networks, memos, and classroom posters. Please keep your contact information current and always check your email, the school’s bulletin boards, website, and Facebook, as well as classroom posters and memos.


REFUND POLICY

Students eligible to receive a refund must follow the Withdrawal Procedure listed below:

If the student never enters the US and cancels prior to start date. A cancelation fee will not be charged if visa is not grated to student.

Registration fees are Non-Refundable. A cancelation fee of $100.00 plus any bank wire transfer or postal fees will be deducted from the refund. “Any fees paid to USCIS are non-refundable.”

If the student needs to leave because of health issues, medical emergencies, or death in the family

A refund of 60% of the unused portion of tuition will be issued. Student will need to support claim with appropriate documentation.

If the student withdraws or transfers to another institution

No refund will be made for either the current month, or for registration fees. A refund of 60% of the unused portion of tuition will be issued.

If the student returns home early No refund will be made for the current month; A refund of 60% of the unused portion of tuition will be issued.

If the student cancels after start date

HEI will deduct first month and a $100.00 processing fee, plus any bank wire transfer or postal fees. “Any fees paid to USCIS are non-refundable.” A refund of 60% of the unused portion of tuition will be issued.

All refunds are processed within 30 days of the request date. Student is expected to provide full documentation at the time of the request to receive a refund.

ATTENDANCE

As a condition of your Student Visa, you are legally obliged to maintain a minimum attendance of 18 hours per week attendance over your course of study. Harvest Institute monitors student attendance in accordance with SEVP (Student Exchange Visa Program) regulations. A language school designated as an institution which provides language training, instruction in the liberal arts or fine arts, instruction in the professions, or instruction or training in more than one of these disciplines" under 8 C.F.R. § 214.3(a)(2)(i)(G), 18 clock hours would constitute a full course of study if classroom instruction is dominant, 22 clock hours if laboratory work is dominant.

Monitoring attendance: A class attendance report is completed for every

class. Tardiness and absences are recorded on the roll by teachers. The Overall attendance is calculated from the day you start your program at Harvest Institute and is based on the total number of class hours versus the total number of hours absent as of the last day of class that week.

Sickness: If you are ill and cannot attend class, you must call the school to inform us of your illness. A physician’s note is required to be excused.

Punctuality: Please be on time for class. If you enter the classroom after class has started, you will be marked late. If you arrive 15 minutes after your class has


started, you will be marked absent for that class. If you are late, please walk in quietly and take a seat. It is disrespectful to your teachers and your classmates to be late.

Absences: If you miss 2 consecutive days of class, you must call the school and inform us of your absence. Failure to do so will result in action described below.

The consequences of poor attendance: Harvest Institute calculates students’ attendance as a percentage at the end of each term (4 weeks). Each incident where attendance falls below 75% will be documented as follows: 1

st Lack of Compliance: You

will receive a Warning letter from the DSO. 2nd

Lack of Compliance: You will receive a Final Warning Letter from the DSO. 3

rd Lack of Compliance: After the third occurrence of

falling below 75%, the DSO will mail you a letter of Intent to Report to the Department of Homeland Security (DHS). The DSO will report this student’s poor attendance to the Student & Exchange Visitor Information System (SEVIS) for not complying with the terms of their entry. A student who receives a notice of Intent to Report [due to poor attendance] will have his/her status Terminated on SEVIS and will be reported to the Department of Homeland Security (DHS) if he/she does not improve his/her attendance. When poor attendance is documented you will not be granted vacation or be able to transfer to another school and you will be required to extend your program term.

KEEPING YOUR PASSPORT VALID

While in the United States, you must maintain a valid foreign passport unless you are exempt from passport requirements. Always make sure that your passport is valid. If your passport is set to expire in six months or less, contact your country's consulate in New York/New Jersey or its embassy in Washington, D.C. for help. Please keep all your I-20s while you are in the U.S.

LENGTH OF STAY

You are authorized to stay in the United States as long as you are enrolled as a full-time student in an educational program. After you complete your program, you have a sixty-day grace period to legally stay in the country. Full-time is considered enrolled in 18 hours per week.

EXTENSION OF STAY

Extend your I-20 before it expires. If you want to continue at Harvest Institute beyond the end date on your I-20, you must request an extension four (4) weeks before your current I-20 expires. All extensions require you to provide new financial documentation (a new bank statement and a letter of sponsorship, if necessary). The financial documents must be no more than one month old.

FINANCIAL INFORMATION

You must demonstrate that you are financially able to support yourself for the entire period of your stay in the United States while pursuing a full course of study. You are required to present documentary evidence of means of support when requested by the school's International Student Advisor (DSO).


HEALTH INSURANCE

You are advised to purchase health insurance when you come to study in the US. Having health insurance protects you from paying the full cost of medical expenses. Having student medical and accident insurance is recommended for international students. We can provide assistance with getting insured.

STUDENT CONTACT INFORMATION

If you move, you must submit a notice within 10 days of the change of address to USCIS (www.uscis.gov, complete AR-11 form). Please notify the school of any changes to your address, phone number and e-mail. A copy of the AR-11 form is required by the school to update your records

ABOUT F1 STATUS TERMINATION

It is the responsibility of the student to maintain his/her immigration status. F-1 students who violate the conditions of their F-1 status are considered out-of-status and unlawfully present in the United States. Being out-of-status means that you will no longer be eligible for benefits such as on-campus employment, transfer to another school or vacation abroad. The school’s DSO (Designated School Official) is required by law to report your failure to maintain status to the United States Citizenship and Immigration Service (USCIS). Termination of a student’s record in the SEVIS system cannot be voided. Common violations include:

Attendance - Failure to maintain a full course-load (full-time student)

Attendance - Taking time off from classes (other than authorized vacations)

Employment - Working without authorization

Failure to maintain financial commitments. (tuition, books, and other fees)

Not completing the transfer process within 15 days of transferring to our school

Remaining in the U.S. with an expired I-20

Failure to report a change of address within 10 days

Failure to maintain good academic standing

Withdrawing without authorization

The school’s DSO is available to assist you, but he/she is also responsible for ensuring the school’s compliance with immigration regulations concerning the enrollment of international students.

NOTE: If you are aware of a potential problem with your immigration status, please contact the DSO before it becomes an actual problem. In general, your options to correct a situation become limited once a problem has developed. Please contact the DSO anytime you have questions or concerns.

ACADEMIC CALENDAR

Please see our Academic Calendar for the current year. Keep in mind that our terms consist of four (4) weeks. You need to plan your schedule for the whole term at the beginning of each one.

http://www.uscis.gov/


EARLY DISMISSALS, HOLIDAYS AND BREAKS

Early Dismissals: In an effort to provide our students with the best level of education quality, Harvest Institute schedules regular faculty meetings for professional development. Students will be notified by the School Calendar.

Holidays: There are no classes on the following holidays: New Year’s Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Thanksgiving Day (2 days), and Christmas Day. Snow policy: When it snows 4 inches or more school closes automatically, but

directors might exercise caution depending on severity of weather condition to close

school before that limit is reached. Please, check our Facebook page for

announcements.

** The Institute foresees in the academic calendar 5 days of class cancellations due to

emergencies, extreme weather, and other hazardous circumstances.

** No refunds will be processed due to emergency closure or planned holidays

VACATION

You become eligible for a one week of vacation after the completion of 3 consecutive months of full-time study. You must submit a written Request for Vacation form and obtain approval from the school's DSO 4 weeks before you plan to take a vacation. Taking vacation without previous authorization can result in Termination of Status. If you plan to travel outside US territory, you have to hold your passport, original I-94 and a re-certified I-20. All forms are available at the Front Desk.

CLASS SCHEDULE

After your arrival at our Campus, you will take a Placement Test, which will determine your class schedule. You will be provided with a schedule and you are expected to attend punctually. You are only excused from your regular classes when participating in school-organized activities outside of class..

ENGLISH-ONLY PLEDGE

The English-Only Pledge is a formal commitment to use English as the only means of communication for the entire program, and is required of all Harvest Institute students. The English Only Pledge plays a major role in the success of the program, both as a symbol of commitment and as an essential part of the language-learning process. This pledge has been a major key in the success of the Harvest Institute Language Schools for over 10 years. We are confident that you understand its importance and will adhere to it.

PLACEMENT TEST

Upon arrival, you will take a Placement Test (written and oral) which is designed to give a quick assessment of your knowledge of English grammar and usage. The test takes


approximately 60 minutes to complete. You will be placed into the class level that best suits you based on the results of your placement test.

You may appeal your initial placement by filling out a form called the “Student Request Form”. This form will be submitted to the Department of Education where the Head Teacher or Director of Education will discuss it with the course Teacher and offer you the opportunity to take the final test of the current level. You will progress if your score is 70% or higher.

For course grades or promotion decisions with which you disagree, you will also have to fill out a “Student Request Form”. This form will be submitted to the Department of Education where the Head Teacher or Director of Education will analyze the situation and work with the course teacher to make a decision. You may have to take additional tests as a result of the appeal.

COURSE GRADES AND PROMOTION

For course grades or promotion decisions in which you disagree with the outcome, you will also have to fill out a “Student Request Form”. This form will be submitted to the Department of Education where the Head Teacher or Director of Education will analyze the situation and work with the course teacher to make a decision. You may have to take additional tests as a result of the appeal.

ASSESSMENT AND GRADING SYSTEM

The competencies taught in the courses offered at the Harvest English Institute will be evaluated by both written and oral examinations. The minimum passing grade is 70%.

Progress tests are taken on the Thursday of the last term week (fourth week);

Tests are corrected on Friday;

Grades are put into the school management system and made available to the Head Teacher;

Upon the completion of the final term (16 weeks) of each level you will be promoted on Monday of the following week (first day of new term), if you achieve a passing grade you will be automatically promoted to the next level; a new schedule will be distributed and you will be ready to begin the new level;

If you score between 60% and 69% you will have to participate in an Orientation Session with the Head Teacher and a remediation plan will be organized (extra class work is handed out and a tutoring session is scheduled). You will be promoted to the next level, but you must satisfactorily complete the remediation work.

You will fail the course if you score below 60% and you will be notified that you have to continue studying at that level.

Number Grade Weight Points Description

93 – 100 4 Excellent 87 – 92 3 Above Average 70 – 86 2 Average 0 - 69 0 Fail INC Incomplete WD Withdrawal


You need to maintain an average of 70% in order to advance to the next level. If you fail to advance, you need to stay in your current level until your test scores meet the requirement for advancement.

To successfully complete the program and receive your certificate of completion, you must pass the final written and oral exams with a minimum of 70%.

ADMITTANCE OF NEW STUDENTS TO EXISTING CLASSES

The Institute has an open registration policy, which means students are able to enroll in classes at any given time. Students will be advised of starting dates. All courses start on the same day. However, a student may be placed in an ongoing class.

STUDENT ACTIVITIES

Harvest Institute organizes activities to promote culture interaction with American life style and English learning at the same time! We offer a variety of on and off-campus activities which are announced on our bulletin boards, Facebook page and posters throughout the Campus.

GENERAL ADVISING SERVICE

An appointment can be scheduled to discuss your academic goals and concerns. To schedule an appointment please see the Front Desk.

Academic advising on class placement schedule and transfer support is provided by the DSO and Department of Education, and if needed, the Vice President.

Personal advising is provided by the DSO, Administrative Staff and some faculty upon a student’s request. Please see the Front Desk and request a "Student Request Form".

All student requests are processed within 5 days. In the case of an emergency, a student will receive immediate attention. When a student's needs exceed the capability of the professionals at the Harvest Institute, the Vice President, Education Director or PDSO/DSO will advise the student to seek professional help.

Whenever possible, Harvest Institute continues to function during inclement weather. Regularly scheduled classes meet to the extent that students and faculty are able to safely travel to the Institute’s campus and attend classes. Individuals should use good judgment and avoid serious risks in traveling to campus or in attending classes. If hazardous weather is forecast, school management reserves the right to cancel or delay classes. In that case, students should check with the school using one of these methods:

1) Call the school to verify if classes have been cancelled. The phone number to call is 973-274-1888. Please listen carefully for a possible closure announcement.

2) Visit the school website at www.harvest.net. A closure announcement will be posted at the home page through our Facebook link.

INCLEMENT WEATHER

http://www.harvest/


WITHDRAWAL AND TRANSFER PROCEDURE

To be eligible for a transfer to another SEVP-authorized school, you must officially withdraw from your course by notifying the school in writing prior to your last day of class. The date of the withdrawal will be the date indicated on the Withdrawal Request letter/form. You must deliver your request in person or by certified mail. Your attendance must be at least 80% by the date of your transfer and you are required to maintain good academic achievement and a grade average of 70% or more. You will be required to provide the appropriate Transfer form and Acceptance Letter from the school you are transferring to, prior to the end of your session. Grace Period The period of time referred to as the Grace Period is derived from the duration of status provisions: a) An F-1 student may be admitted up to 30 days before the program start date listed on Form I-20. b) An F-1 student may remain in the United States for up to 60 days beyond the completion date of the program of study; c) An F-1 student who has been granted an authorized early withdrawal by the DSO may remain in the United States for up to 15 days following the withdrawal date noted in SEVIS to prepare to depart the United Status.

CLOSURES, CANCELLATIONS RELATED TO WEATHER (SNOW DAYS)

8 C.F.R. § 214.2(f)(5)(iv) Preparation for departure. An F-1 student who has completed a course of study and any authorized practical training following completion of studies will be allowed an additional 60-day period to prepare for departure from the United States or to transfer in accordance with paragraph (f)(8) of this section. An F-1 student authorized by the DSO to withdraw from classes will be allowed a 15-day period for departure from the United States. However, an F-1 student who fails to maintain a full course of study without the approval of the DSO or otherwise fails to maintain status is not eligible for an additional period for departure.

http://www.nafsa.org/_/file/_/amresource/8cfr2142f.htm#2142f5iv


QUICK CLASSROOM RULES

English Only

Attend class on time

Do your homework

Bring your textbooks to class, otherwise you will be marked absent

Turn off cell phones

Be polite to staff members and classmates

Respect other students’ opinions and challenges

Respect your teacher: do not converse with classmates if it is not related to the teaching topic

Please keep your classroom clean for the next class.

CODE OF CONDUCT

The following are not accepted and will not be tolerated: 1. All forms of bias including race, ethnicity, gender, disability, national origin, and

religion as demonstrated through verbal and written communication and physical acts.

2. Sexual harassment including hostile environment and “quid pro quo” harassment (forcing an individual to perform sexual favors in return for something).

3. Violation of the law on school premises in a way that affects the school community’s pursuit of its proper educational objectives. This includes, but is not limited to, the use of alcoholic beverages and/or controlled dangerous substances on school premises.

4. All types of dishonesty including cheating, plagiarism, knowingly furnishing false information to the institution, and forgery, alteration or use of school documents for identification with the intent to defraud.

5. Intentional disruption of teaching, research, administration, disciplinary proceedings, public meetings and programs, or other school activities.

6. Physical, verbal and threatening abuse of any person on school premises or at any function sponsored or supervised by the school.

7. Theft of or damage to school property and premises or damage to the property of a member of the school community on the premises.

8. The possession of weapons on school property. No weapons of any description (knives, guns, throwing stars, toy knives, toy guns, etc.) or anything that looks like a weapon is permitted at the school.

9. Failure to comply with the directions of school officials acting in accordance with their duties.

10. Food or beverages in the classrooms. 11. Use of Mobile telephones during classes. 12. Shirtless and bare feet while on the premises, Respectable attire is expected. 13. Use of other languages. "English Only" is an enforced regulation. 14. Any unlawful acts may be reported to the appropriate authorities.


STUDENT COMPLAINT

If you have a complaint you will be given a "Student Complaint Form" where you will be required to explain the complaint, make any demands and request a response. This form is submitted to the supervisor of the department receiving the complaint and the issue will be resolved through a discussion with the discontented party. Following the review of both parties version of events, the supervisor might decide to:

Have a meeting with both to resolve the matter

Bring it to a higher authority

Resolve the problem.

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The information on this document is solely intended to inform a non-immigrant student (F1) enrolled in Intensive English Program at Harvest Institute to recognize and avoid status violations that may jeopardize his/her ability to remain in the United States as a student.

Orientation Acknowledgement

It is the responsibility of the student to maintain his/her immigration status. F-1 students who violate the conditions of their F-1 status are considered out-of-status and unlawfully present in the United States. Being out-of-status means that a student will no longer be eligible for benefits such as on-campus employment, transfer to another school or vacation time. Under SEVIS , the school’s DSO (Designated School Official) is required by law to report your failure to maintain status to the United States Citizenship and Immigration Service (USCIS). Termination of a record cannot be cancelled. Common violations include:

Attendance - Failure to maintain a full course-load (full-time student)

Attendance - Taking time off from classes (other than authorized vacations)

Employment - Working without authorization

Failure to maintain financial commitments. (tuition, books, and other fees)

Not completing the transfer process within 15 days of transferring to our school

Remaining in the U.S. with an expired I-20

Failure to report a change of address within 10 days

Failure to maintain good academic standing

Withdrawing without authorization

A school’s DSO is available to assist you, but he/she is also responsible for ensuring the school’s compliance with immigration regulations concerning the enrollment of international students. NOTE: If you are aware of a potential problem with your immigration status, please contact your

DSO before it becomes an actual problem. In general, your options to correct a situation become

limited once a problem has developed. Please contact your DSO anytime you have questions or

concerns.

I ___________________________________________ hereby declare that the school has provided

me a student handbook and an explanation pertaining to my F1 status. I understand my

responsibilities as a non-immigrant student to maintain my F1 status and will comply with them

while enrolled in English Program at the Harvest Institute.

Signature ________________________________________________

Student ID # _______________________

Date _____/_____/_____


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