Operational Policy

Enrollment, Participation & Refund Policy
PHILOXENIA Greek Language School

Last updated: March 2025

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1. Enrollment Policy

PHILOXENIA Greek Language School provides access to its educational programs to all interested individuals, without discrimination based on age, nationality, or educational background, provided that the minimum academic or linguistic prerequisites of each program (where applicable) are met.

Enrollment is subject to availability. In cases where the number of applications exceeds the maximum number of participants per course or class (which may vary depending on the nature and level of the program), a strict order of priority is observed.

When a course reaches full capacity, a waiting list is maintained. Applicants on the waiting list may be offered participation in the event of a cancellation or may receive priority placement in a newly created course cycle.

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2. Enrollment Procedure

Successful enrollment in any educational program offered by PHILOXENIA requires:

• Completion of the official pre-registration form available on the relevant course page
  or

• Pre-registration via telephone or in-person at the school premises

Enrollment is considered final and valid only upon full payment of the applicable tuition fees, as specified in the description of each program, prior to the official start date of classes.

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3. Program Modifications

PHILOXENIA reserves the right to make reasonable adjustments to:

• Teaching staff (instructors)

• Course schedules

• Start dates

In all such cases, participants are informed in a timely manner via telephone, SMS, and/or email.

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4. Program Cancellation by PHILOXENIA

PHILOXENIA reserves the right, for any justified operational or academic reason, to cancel a course or program cycle.

In the event of cancellation initiated by PHILOXENIA, all tuition fees paid are fully refunded to the entitled participants within thirty (30) working days from the official date of cancellation.

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5. Right to Exclude a Participant

PHILOXENIA reserves the right to withdraw the right of participation from any student if their conduct, behavior, or actions are deemed to disrupt the smooth, respectful, or effective conduct of the educational process, whether in physical or virtual classrooms.

Such decisions are taken with due consideration to academic integrity and the collective learning environment.

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6. Refund & Cancellation Policy

(In-person & Online Courses)

6.1 Cancellation by PHILOXENIA

If a course is cancelled due to PHILOXENIA’s responsibility, all paid tuition fees are fully refunded.

PHILOXENIA may also reschedule or postpone courses, notifying participants via phone, SMS, and/or email.

If a participant does not wish to attend on the new scheduled date and does not wish to transfer the paid amount to another program or service, the full amount is refunded.

PHILOXENIA also reserves the right to change classroom locations when necessary.

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6.2 Withdrawal by the Participant

• Up to 30 days before the start date
  ✅ 100% refund of the paid amount

• Up to 15 days before the start date
  ✅ 50% refund of the paid amount

• Less than 15 days before the start date or after the course has begun
  ❌ No refund is provided, even if the participant has not attended any sessions

However, participants are offered the option to transfer the paid amount to another program, provided that the new program is completed within the same academic year (September–July).

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7. Terms of Participation

By enrolling in any program, participants automatically accept the following terms:

1. Enrollment is completed only upon full payment of tuition fees.

2. Participation is granted strictly on a first-come, first-served basis.

3. A Certificate of Attendance is issued only if:

   • At least 90% attendance is achieved, and

   • All financial obligations have been fulfilled.

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8. Online / Distance Learning Programs

Online programs are delivered live (synchronously) via the Zoom tele-education platform.

Participants receive educational material specifically designed for distance learning. To participate effectively, students must have:

• A computer, tablet, or smartphone

• Webcam and microphone

• Stable internet connection

Online classes ensure full audiovisual interaction with the instructor, including time allocated for questions and discussion. All instructors are fully trained and experienced in the use of modern educational technologies.

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9. Use of Audiovisual Material

Photography, video recording, audio recording, and any form of reproduction or redistribution of educational content are strictly prohibited without the prior written consent of:

• PHILOXENIA

• The instructor

• The participants involved

PHILOXENIA reserves the right to publish photographs or audiovisual material from classes or educational activities for promotional and informational purposes.
By enrolling, participants explicitly acknowledge and accept this right.

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10. Amendment of Terms & Conditions

PHILOXENIA Greek Language School reserves the right to modify, update, or renew the present terms and policies at any time.
Any changes will be reflected in this document, which remains the official and binding version.

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11. Intellectual Property Rights

All content of the PHILOXENIA website—including, but not limited to, texts, syllabi, photographs, images, names, logos, trademarks, and digital files—constitutes intellectual and industrial property of PHILOXENIA Greek Language School and is protected by Greek, European, and international law.

Access to the website does not grant any license or right to use its content.

Any reproduction, republication, copying, storage, sale, transmission, distribution, translation, modification, or use—partial or total—without prior written consent is strictly prohibited.

PHILOXENIA expressly reserves all legal rights to protect its intellectual and industrial property.

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12. Final Provision

Enrollment in any educational program of PHILOXENIA Greek Language School constitutes full and unconditional acceptance of the present Operational Policy.

Student Code of Conduct

PHILOXENIA Greek Language School
Last updated: March 2025

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1. Purpose & Scope

This Student Code of Conduct defines the standards of behavior expected from all students enrolled in educational programs offered by PHILOXENIA Greek Language School, whether delivered in-person, online, or in hybrid format.

Compliance with this Code is a condition of enrollment and continued participation.

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2. General Principles of Conduct

All students are expected to:

• Act with respect, professionalism, and academic integrity

• Contribute positively to a safe, inclusive, and collaborative learning environment

• Respect cultural diversity, linguistic backgrounds, and differing viewpoints

• Follow instructions provided by instructors and administrative staff

Harassment, discrimination, intimidation, or disruptive behavior of any kind is strictly prohibited.

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3. Classroom Conduct (In-Person)

Students attending in-person classes must:

• Arrive on time and attend classes regularly

• Maintain appropriate behavior during lessons

• Refrain from using mobile phones or electronic devices unless required for educational purposes

• Respect school property, facilities, and equipment

Any conduct that disrupts the educational process may lead to corrective measures.

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4. Academic Integrity

Students must:

• Complete assignments honestly and independently

• Avoid plagiarism, impersonation, or misrepresentation

• Use learning materials solely for personal educational purposes

Violations of academic integrity may result in suspension or termination of enrollment without refund.

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5. Disciplinary Measures

PHILOXENIA reserves the right to apply disciplinary measures, including:

• Verbal or written warnings

• Temporary suspension from classes

• Permanent exclusion from a program

Decisions are made in the interest of academic quality and community wellbeing.

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6. Acceptance

By enrolling in any program, students acknowledge and accept this Student Code of Conduct in full.

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Hybrid & Online Class Etiquette Policy

PHILOXENIA Greek Language School
Last updated: March 2025

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1. Scope

This policy applies to all students participating in online or hybrid classes conducted via digital platforms (including Zoom or equivalent).

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2. Technical Requirements

Students are responsible for ensuring access to:

• A stable internet connection

• A device with webcam and microphone

• Updated software required for participation

PHILOXENIA is not responsible for disruptions caused by inadequate personal equipment.

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3. Online Classroom Behavior

During live online sessions, students must:

• Join sessions on time using their real and identifiable name

• Keep cameras on when requested by the instructor

• Mute microphones when not speaking

• Use chat functions respectfully and for educational purposes only

Unauthorized recordings, screenshots, or redistribution of class content are strictly prohibited.

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4. Instructor Authority

Instructors have full authority to:

• Manage participation (mute/remove participants when necessary)

• Enforce etiquette rules

• Remove students temporarily or permanently in cases of misconduct

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5. Privacy & Data Protection

Online classes are subject to the Privacy Policy of PHILOXENIA.
Students must respect the privacy and personal data of instructors and fellow students at all times.

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6. Acceptance

Participation in online or hybrid programs constitutes full acceptance of this Etiquette Policy.

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Terms & Conditions

PHILOXENIA Greek Language School
Last updated: March 2025

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1. General

These Terms & Conditions govern the use of the website and educational services provided by PHILOXENIA Greek Language School.

By accessing the website, submitting an application, or enrolling in a program, users and students agree to be bound by these Terms.

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2. Enrollment & Services

Enrollment in any course is subject to:

• Availability

• Completion of the registration process

• Full payment of applicable tuition fees

PHILOXENIA reserves the right to modify programs, schedules, instructors, or delivery formats as operationally required.

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3. Fees & Payments

All fees must be paid according to the terms specified for each program.
Refunds and cancellations are governed exclusively by the Refund & Cancellation Policy.

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4. Intellectual Property

All educational materials, website content, logos, texts, and digital resources are the exclusive intellectual property of PHILOXENIA Greek Language School.

Unauthorized use, reproduction, or distribution is strictly prohibited.

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5. Limitation of Liability

PHILOXENIA is not liable for:

• Technical interruptions beyond reasonable control

• Losses arising from misuse of services

• Personal equipment failures

The school’s liability is limited to the extent permitted by applicable law.

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6. Data Protection & Privacy

All personal data are processed in accordance with the Privacy Policy, which forms an integral part of these Terms & Conditions.

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7. Amendments

PHILOXENIA reserves the right to amend these Terms & Conditions at any time.
The updated version published on the website constitutes the binding version.

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8. Governing Law & Jurisdiction

These Terms are governed by Greek law.
Any disputes shall be subject to the exclusive jurisdiction of the courts of Thessaloniki, Greece.

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9. Final Acceptance

Use of PHILOXENIA’s services constitutes full and unconditional acceptance of these Terms & Conditions, the Privacy Policy, and all related institutional policies.

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