Policies & Agreements

Participation Requirements: Policies & Agreements

I. Registration/scheduling procedures

I.1. Application form 

All clients, whether children or adults, must complete the registration form that is sent to you or your parent/guardian upon requesting our services, and again at the start of each new school year.

I.2 Session booking

• Students, parents/guardians can schedule sessions through email or booking platform.

• Sessions are subject to French Educational Specialist availability and will be confirmed via email or through the booking platform.

I.3 Regular schedule

• For tutoring students:

• A regular schedule will be set based on the availability discussed during the initial consultation.

• Students are encouraged to maintain a consistent weekly time slot to ensure continuity and steady progress in learning.

• For TEF/TCF preparation students:

• The schedule will depend on the level group assigned. Placement and schedule details will be confirmed prior to completing online registration and payment.

1.4 Rescheduling a regular session schedule

• For tutoring students:  (One-on-one or semi-private)

We understand that scheduling conflicts may arise and will make every effort to accommodate rescheduling requests. However, we cannot guarantee that the same time slot or the same French Educational Specialist will be available.

Reasons for limited availability:

• Specialist Schedules: Our French Educational Specialists work with multiple students on fixed weekly schedules. One change may affect several others.

• Peak hours: some days and time slots are in high demand and may not always be available for rescheduling.

• Other commitments: Our team may have additional professional or personal obligations that limit flexibility.

• Schedule conflicts: Adjusting one session can create overlaps or logistical issues that affect the quality and timing of other sessions.

Alternative options:

• We will propose the closest available time slots when your request is unavailable.

• If needed, we may suggest working with a different French Educational Specialist to accommodate your request.

• For group tutoring students: (3 - 6 students)

Due to the structure of group instruction, it is not possible to change your regular session time unless another group of the same level and focus is offered on a different day.

A schedule change may be considered only if:

• A group of the same nature and level is running on another day,

• There are available spots.

• For TEF/TCF preparation students:

There is no possibility of rescheduling a group session unless you change the group therefore the level. if it is a level up, the French Educational Specialist needs to confirm that you are ready to move up and the availability, for going a level down, it is possible if there is availability as a group is max 10 students.

I.5 Registration confirmation

Enrollment is confirmed once the student, parent, or guardian receives a schedule confirmation email from our office and completes the payment.

II. Tuition and payment

Tuition fees must be paid in full only after confirmation with the administration and receipt of your schedule confirmation. 

II.1 Billing cycle

Fees are charged automatically every 4 weeks via credit card.

II.2 Payment method

We accept credit card payments via our website for all tutoring and TEF/TCF services. Payment methods for other programs may vary and will be communicated accordingly.

II.3 Declined payments 

A $100 fee will be applied for each failed payment attempt. The system will retry the payment the following day, and an additional $100 fee will be charged for each subsequent failed attempt. After the third failed transaction, the student’s membership will be terminated immediately.

• Re-enrollment will not be permitted unless the student pays:

• $300 to cover the failed transaction fees (3 attempts)

• $200 administrative reactivation fee

• If you choose to cancel your membership, please refer to Section XI: “Withdrawal/Cancellation/Suspending membership” for applicable conditions. However, the failed transaction fee(s) will still apply and must be paid in full.

To avoid service interruptions and penalties, please ensure your payment information is accurate and up to date at all times.

 

III. Class schedule and etiquette

III.1 Regular classes

Monday to Thursday, from 4pm to 7pm (last class starts at 7pm). Please note that schedules are subject to change.

III.2 TEF/TCF preparation students

Class schedules may vary from year to year.

III.3 Class etiquette

To maintain a calm and focused learning environment for all students:

• Parents, guardians and students are kindly asked to remain outside during class time.

• Please wait outside the class or in the designated waiting area until the session ends.

• If you would like to speak with your child’s French Educational Specialist or have any questions regarding your child’s progress or schedule, please email the administration directly. We will be happy to arrange a time or pass along your message as needed.

• We kindly ask that all communications be made outside of class hours to ensure a smooth and uninterrupted learning experience for all students.

We appreciate your cooperation in helping us maintain a respectful and distraction-free space for learning.

 

IV. Missed classes

IV.1 Notification of absence

• For tutoring students: (One-on-one or semi-private)

Absences must be communicated by email only, at least 24 hours in advance to L’Agence French. If notice is given less than 24 hours in advance, no make-up class will be granted.

• For group tutoring students: (3 - 6 students)

Absences must also be communicated by email only, at least 24 hours in advance. However, no make-up class is available, regardless of the reason for the absence due to the group format.

• For TEF/TCF preparation students:

Absences must also be communicated by email only, at least 24 hours in advance. 

Make-up classes are not offered. Students who miss a session will have to access a summary of the class platform.

No exceptions, no rescheduling, and no refund.

 

V. Student illness

V. 1 Notification of illness

If a student is ill and unable to attend class, the office must be notified by email only, as soon as possible, and no later than 4 hours before the class start time.

• For tutoring students: (One-on-one or semi-private)

If notice is received less than 4 hours before class, no make-up class will be granted.

• For group tutoring and TEF/TCF preparation students:

Notice of absence due to illness should still be sent as a matter of courtesy and respect for the group learning environment; however, no make-up or refund will be provided.

V.2 In-Class illness

If a student becomes visibly ill during class, they will be asked to leave immediately or be picked up promptly by a parent or guardian. No make-up class or refund will be offered for sessions interrupted and missed due to illness during class time.

V.3 Chronic illness or extended absence

For long-term absences related to a chronic illness or medical condition, please contact L’Agence French by email only to discuss possible accommodations. Supporting documentation may be required depending on the nature and the duration of the absence.

V.4 Health and safety protocol

We follow the health and safety guidelines issued by the Ministry of Health of Ontario to ensure the safety and well-being of all students and staff.

 

VI. French Educational Specialist illness

VI.1 Notification of illness

In the event of illness affecting a French Educational Specialist, L’Agence French will notify the student, parent, or guardian as soon as possible.

A substitute French Educational Specialist will be assigned whenever possible to avoid disruption. If no substitute is available, a make-up class will be arranged in a group setting within 4 weeks.

VII. Make-up classes for missed sessions or illness 

(One-on-one or semi-private only)

Make-up classes for eligible absences (as outlined in Sections IV and V) will be offered in a group format and scheduled on the first and last Friday of each month, at 4:00 PM or 5:00 PM, depending on availability.

• Important conditions:

• All make-up requests must be submitted by email only. Requests by phone call or text will not be accepted.

• The make-up request must be made within 3 months of the missed class date.
  After this period, the session is forfeited and cannot be rescheduled.

• L’Agence French will propose up to three possible make-up dates within the 3-month period. If none of these options work with the student’s schedule, the session will be considered lost.

• Similarly, make-up time cannot be added to a future session or extended before/after a scheduled class.

• Missed classes cannot be pushed to delay the start of a future billing cycle.
  For example, if your next payment is scheduled for August 1, it cannot be postponed to August 8 to “recover” a missed session.

No exceptions, no rescheduling, and no refund.

 

VIII. Punctuality and lateness

VIII.1 Student and parent/guardian punctuality

• At the beginning of the class

All the tutoring students (including one-on-one, semi-private, and group formats)  are expected to wait in the designated waiting area prior to the start of their session. Students must arrive at least 5 minutes before class time.
French Educational Specialists will come to the waiting area to escort students to their classroom.

Note: TEF/TCF students may proceed directly to class.

• At the end of the class

For all children and youth classes (excluding TEF/TCF), French Educational Specialists will escort students back to the waiting area, where they must be picked up on time by a parent or guardian.

VIII.2 Student or parents/guardian lateness

• At the beginning of the class

• For one on one and semi - private classes:

French Educational Specialists will wait up to 10 minutes for students to arrive in the waiting area. After this grace period, the class will be canceled and charged in full, regardless of the reason for lateness.

• For group and TEF/TCF preparation classes:

Late students must knock and wait for the door to be opened. They are expected to enter quietly without disrupting the class. The French Educational Specialist will not re-explain missed content, and no additional time, make-up class, or refund will be offered for missed instruction due to lateness.

• Late parent/guardian for pick up

• Parents/guardians must be on time for pick-up. If a parent/guardian is not present when the French Educational Specialist brings the student back to the waiting area, the student will be taken back to class.

• The student will remain seated quietly in the classroom, but L’Agence French and its staff will not be responsible for providing supervision or entertainment during this time.

• Upon arrival, parents/guardians must knock and wait for a staff member to open the door. Entering the classroom is not permitted.

• Late Pick-Up Fees

A $1 fee per minute will be applied starting 5 minutes after the scheduled pick-up time. This fee will appear on the next billing cycle.
Parent/guardian will be notified of the late pick-up by email within 1 to 3 days of the incident.

• Repeated Late Pick-Ups

After three instances of being 5 minutes late or more, the 5-minute grace period will be removed.
The $1-per-minute late fee will apply immediately after the scheduled end time. Parent/guardian will be notified.

VIII.3 French Educational Specialist punctuality

• Start and end times

 French Educational Specialists are expected to begin and end each session on time:

• Start times: 4pm, 5pm, 6pm, or 7pm

• End times: 5pm, 6pm, 7pm, or 8pm

Students must be ready for pick-up in the waiting area promptly at the end of their class.

• Lateness for One-on-one, semi-private and group classes

If a French Educational Specialist is running late while waiting, the student (s) may be paired with either another one-on-one or in a group.
If the French Educational Specialist is more than 10 minutes late, a substitute will be provided or the class will be rescheduled at no additional cost.

• Lateness for TEF/TCF preparation classes

• If the teacher is late for a TEF/TCF class, the students will be given independent work to begin.

If the teacher is more than 10 minutes late, additional time (10 minutes) will be added to a future session, based on group consensus and scheduling availability.

 

IX. School breaks and public holidays

IX.1 Scheduled breaks

• For tutoring students: (One-on-one, semi-private and group class)

L’Agence French follows the local school calendar for major breaks such as winter break, spring break and summer break. 

• During these periods:

• No classes will be held.

• Memberships will be paused.

• No tuition fees will be charged.

• For tutoring TEF/TCF preparation students:

TEF/TCF preparation classes will continue online during school breaks to ensure uninterrupted exam preparation.  Please note that classes will be suspended during the two-week winter break.

IX.2 Public holidays

• For tutoring students: (One-on-one, semi-private and group class)

No classes will be held on recognized public holidays. A make-up class will be arranged for missed sessions in accordance with the make-up class policy. Please refer to Section VII: Make-Up Classes for details.

• For tutoring TEF/TCF preparation students:

No classes will be held on recognized public holidays. A make-up class will be scheduled, subject to group consensus and French Educational Specialist availability.

 

X. Family holidays

X.1 Notification

• For tutoring students: (One-on-one, semi-private and group class)

If a student will be absent due to a family holiday outside of the scheduled school holidays, L’Agence French must be notified by email only at least 2 weeks in advance.

• Please note:

• Memberships will not be paused/cancelled for family holidays taken outside of scheduled school breaks, no exceptions.

• This includes vacations taken one or two weeks or more before or after official breaks, which are still considered personal holidays.

• No make-up classes or refunds will be provided for these absences.

• For tutoring TEF/TCF preparation students:

We ask that you notify us of any planned absences out of courtesy. However, memberships will not be paused, and all missed work will be made available through the class platform. No refunds or make-up classes will be offered for absences due to family holidays.

X.2 Planning

We strongly encourage families to plan vacations during official school breaks to avoid disrupting the student’s learning progress and to prevent unnecessary financial loss.

If you are considering withdrawing, pausing, or cancelling your membership due to travel, please ensure you follow the policies outlined in Section XI: Withdrawal/Cancellation/Pausing Membership.

 

XI. Withdrawal, cancellation, pausing membership

XI.1 Withdrawal

All withdrawal requests must be submitted by email only, at least 14 days prior to the next billing date. If the request is submitted within 14 days of the next billing date, a $200 administrative fee will be applied and no refunds will be issued for unused classes remaining in the current billing cycle. 

The student’s spot is immediately forfeited and reassigned to another learner. Memberships are non-transferable to another family member or third party.

A minimum of 12 months must pass before a previously withdrawn student may re-apply.

• Re-enrollment:

• Is subject to availability;

• Must re-register as new students. 

• Requires payment of registration fees.

• Is not guaranteed until confirmed in writing by L’Agence French.

XI.2 Cancellation

Cancellation refers to ending the membership at the conclusion of the current billing period. Short-term cancellations (less than 4 months) are not permitted. The cancellation requests must be submitted by email only, at least 14 days prior to the next billing date. 

• If the cancellation request is not received within this notice period:

• The upcoming billing cycle will be processed, and

• No refund will be issued.

• When cancel:

• No partial refunds will be given for unused classes within an active 4-week cycle.

• The student’s spot is no longer held and may be reassigned.

• Cancelled memberships are non-transferable, including to family members or siblings.

• To return following cancellation, the student must:

• Wait a minimum of 4 months (excluding school holidays).

• Re-register, if available.

• Pay the $200 administrative fee.

XI.3 Pausing membership

Pausing refers to the temporary suspension of membership, with the intention to resume within a defined time frame.

Requests must be submitted by email only, at least 14 days prior to the next billing date.

• Pausing is permitted only:

• During official school breaks. (maximum 2 weeks) * NOT FOR TEF/TCF

• In exceptional cases (e.g., medical leave), with written documentation and approval from L’Agence French.

• During the summer break (maximum 2 months) * NOT FOR TEF/TCF
  NB: if the student does not return by September 30 of the same year, the membership will be considered cancelled, with no refund for unused classes, and no transfer of credit to another person.

• Membership cannot be paused for:

• Personal reasons (e.g., family vacations).

• Short interruptions (1–3 weeks or a few days).

During the pause billing will be suspended, and no retroactive charges will apply for the paused period.

Important:

• Paused memberships are non-transferable during or after the pause period.

• Must resume after a maximum of  4 weeks after this period, the membership will be considered cancelled and treated under Section XI.2.

To resume classes, the student/parent/guardian must contact L’Agence French at least 7 days in advance to confirm availability. The original time slot or instructor is not guaranteed.

XI.4 Termination by L’Agence French

L’Agence French reserves the right to terminate any membership at its sole discretion in the event of:

• Consistent non-attendance,

• Frequent absences without notice,

• Chronic lateness,

• Behavior that disrupts the learning environment, including but not limited to:

• Disrespect toward staff or peers.

• Refusal to follow classroom rules.

• Any conduct that negatively impacts other students or instructors.

All students and families are expected to follow the standards outlined in the Code of Conduct Section XXII. The code of conduct at L’Agence French - page 27-30

 

XII. Emergency cancellations

XII.1 Class cancellations due to weather, power outages, or other Unforeseen events

For all the students

In the event that a class is cancelled due to circumstances beyond our control, such as extreme weather (e.g., snowstorms), power outages, or other unforeseen emergencies, no refunds will be issued.

However, group make-up classes will be offered to ensure instructional time is recovered.

• Make-up sessions will be scheduled twice per month, on the first and last Friday of the month, at 4pm or 5pm, depending on availability.

• A list of available dates will be provided via email. The student, parent, or guardian  must select one of the proposed options.

• If a student, parent, or guardian  declines or is unavailable for three proposed options, the make-up session will be considered forfeited.

• Make-up classes must be scheduled and completed within 2 months of the original cancelled session.

• All make-up sessions will be held in a group setting, regardless of the original class format (one-on-one, semi-private, or group).

It is the sole responsibility of the student, parent, or guardian to attend the scheduled make-up class. No additional make-up, rescheduling, or refund will be offered for a missed make-up session.

If the cancellation is prolonged due to ongoing circumstances (e.g., extended power outages, severe weather, or other emergencies), each case will be assessed individually.

• When possible, classes will be temporarily moved online to ensure continuity of learning.

• If online instruction is not feasible, additional group make-up sessions will be scheduled to compensate for missed classes and ensure that students remain on track.

L’Agence French remains committed to minimizing disruptions and maintaining a consistent learning experience, even in unforeseen situations.

XII.2 Student emergency cancellations

If a student is unable to attend a class at the last minute due to an emergency situation (e.g., medical emergency, family crisis), the case will be evaluated individually by the administration.

• For tutoring students: (One-on-one, semi-private and group class)

• When deemed valid, a make-up class in a group setting will be offered. See Section VII

• No refunds will be issued for missed sessions, even in the case of an approved emergency.

• Supporting documentation may be required to validate the emergency and qualify for a make-up session.

• For TEF/TCF preparation students:

No make-up class will be scheduled. Instead, the student will be able to access the lesson materials and class summary via the class platform.

XIII. Refunds

XIII.1 Program cancellation by L’Agence French

If a program is cancelled by L’Agence French for any reason, a refund will be issued. The cost of any classes already attended will be deducted from the refund total.

XIII.2 Refund requests – New memberships only

Refund requests for newly registered members will be considered only  within the first 3 calendar days from the program start date.

• Requests must be sent by email only.

• If approved, a $200 administrative fee will be deducted, along with the cost of any classes already attended.

• Refund approval is not guaranteed and is at the sole discretion of L’Agence French.

• Refunds will be issued via e-transfer within 10 business days of approval.

XIII.3 Extraordinary circumstances (All members)

All refund decisions under extraordinary circumstances are made on a case-by-case basis and are subject to administrative approval. Such as:

• Serious medical condition:
  A valid doctor’s note detailing the condition and duration of absence is required.

• Family emergency:
  A written explanation and/or supporting documents outlining the situation must be provided.

• Relocation outside the service area:
  Proof (e.g., lease agreement or change-of-address documentation) must be submitted.

L’Agence French reserves the right to decline any refund request based on program commitments, capacity planning, and fairness to other members.

XIII.4 No refunds for schedule conflicts

No refunds will be issued in cases where a student’s personal, work or extracurricular schedule changes (e.g., sports, new activity times, new job, new work schedule or family commitments) result in a conflict with their French class.

If the student can no longer attend their scheduled class and an alternative time is not available or suitable, no refund or credit will be granted.

It is the responsibility of the student, parent, guardian to ensure that the chosen class time is compatible with other activities.

XIII.5 Refund processing

All approved refunds will be processed via e-transfer within 10 business days of confirmation.
The refund will be sent to the email address on file unless otherwise requested in writing.
No cash refunds will be provided under any circumstances.

 

XIV. Transfer of  membership

Memberships, including any associated credits, sessions, or tuition paid, are non-transferable between students, family members, friends, or any third party under any circumstances.

No exceptions will be made.

 

XV. French Educational Specialist changes

Our team is composed of highly qualified French Educational Specialists who are carefully selected and dedicated to delivering exceptional instruction. Changes in assigned specialists may occur at any time during the year due to professional or personal circumstances. Regardless of such changes, L’Agence French remains committed to maintaining a consistent, professional standard of teaching and ensuring a smooth transition for each student’s learning experience. No refunds, credits, or transfers will be granted should a parent, guardian, or student choose to pause or cancel their membership due to a change in French Educational Specialist.

XVI. Confidentiality and privacy

XVI.1 Data protection

All student information is treated as strictly confidential and used exclusively for educational purposes related to tutoring.
Personal data, including contact details, academic records, and session notes, is securely stored and protected against unauthorized access, in compliance with applicable privacy laws.

XVI.2 Session confidentiality

The content of all tutoring sessions is considered private and will not be shared with any third parties without the explicit consent of the student, parent/guardian, except as required by law.
Any recorded sessions or written materials created during instruction will be handled with the same level of confidentiality and security.

XVI.3 Photography and video recording

Photography or video recording during tutoring sessions is strictly prohibited unless prior consent is obtained from both the student (or their parent/guardian if the student is a minor) and the French Educational Specialist.
Consent for photography or video may be granted via the official Google Form distributed at the registration procedure.
Approved photos or videos will only be used for educational or promotional purposes, as mutually agreed upon by all parties involved.

 

XVII. Assumption of risk

By enrolling in any program or service offered by L’Agence French, students and their parents/guardians acknowledge and accept the inherent risks associated with both in-person and online educational activities. While L’Agence French is committed to providing a safe and supportive learning environment, certain risks cannot be entirely eliminated.

XVII.1 In-person sessions

Tutoring and TEF/TCF preparation sessions may take place at L’Agence French's designated facility. Although all reasonable precautions are taken to ensure a secure environment, L’Agence French and its staff shall not be held liable for any injuries, accidents, or illnesses that may occur during participation in these sessions.

XVII.2 Personal belongings

Students are solely responsible for their personal belongings during in-person sessions. L’Agence French will not be liable for any loss, theft, or damage of personal property. We strongly advise students to bring only necessary materials and to refrain from bringing valuable items to class.

XVII.3 Online sessions

Students and/or their parents/guardians are responsible for providing a safe and appropriate learning environment at home, including ensuring a stable internet connection and access to required equipment (e.g., computer, microphone, webcam).

L’Agence French is not liable for:

• Technical difficulties or interruptions during virtual sessions,

• Security breaches or data loss associated with the use of third-party online platforms.
  
  

Students and guardians are advised to take proper cybersecurity precautions to reduce these risks.

XVII.4 Travel to and from sessions

For in-person classes, students and families are responsible for all travel arrangements. L’Agence French is not responsible for any incidents, delays, or accidents that may occur while commuting to or from the facility.

XVII.5 Health and medical considerations

It is the responsibility of the student, parent/guardian to notify L’Agence French in writing of any health conditions, allergies, or special needs that may affect the student’s participation. While we will take reasonable steps to accommodate medical needs, L’Agence French cannot be held liable for any health-related issues that may arise during sessions.

XVII.6 Emergency procedures

In the event of an emergency during an in-person class, the French Educational Specialist will take appropriate action, including contacting emergency services if necessary. Students, parents/guardians must ensure that their emergency contact information is up to date and accurate.

XVIII. Email communication and consent

XVIII.1 Consent to receive emails

By enrolling in programs offered by L’Agence French, students and/or their parents/guardians consent to receive email communications from L’Agence French. These communications are essential for the smooth operation of our services and may include:

• Scheduling confirmations, reminders, and cancellations

• Billing information and payment notifications

• Educational materials and progress updates

• Newsletters, updates on programs and services, and important policy announcements

XVIII.2 Responsibility to stay informed

It is the responsibility of the student/parent/guardian to ensure that a valid email address is provided and checked regularly. This includes monitoring the inbox as well as spam or junk folders. L’Agence French will not be held liable for missed communications due to unread or filtered messages.

By continuing to use our services, you acknowledge and accept any updates or changes that are communicated via email.

XVIII.3 No liability for missed information

L’Agence French is not responsible for any consequences arising from a failure to read or respond to email communications. Important updates, including changes to policies, scheduling, or services, are considered received once sent to the email on file.

XVIII.4 Opting out of non-essential emails

Recipients may opt out of non-essential communications (e.g., newsletters, promotional content) at any time using the unsubscribe link or by contacting L’Agence French directly.

Important: 

Opting out of essential communications such as class schedules or billing updates is not permitted, as it may interfere with the student’s ability to participate in our programs.

XVIII.5 Privacy and security

Email addresses and personal information will remain confidential and will not be shared with third parties without explicit consent. L’Agence French takes reasonable measures to ensure the privacy and security of its digital communications.

XIX. Presence of a service dog

XIX.1 Notification and advance notice

Students, parents, or guardians must notify L’Agence French in writing and in advance if a service dog will accompany a student during in-person sessions. Advance notice is essential to allow the administration to make appropriate arrangements to support both the student and the classroom environment.

XIX.2 Reasonable accommodation

L’Agence French is committed to providing an inclusive learning environment and will make reasonable efforts to accommodate the presence of a service dog in accordance with applicable accessibility legislation. This includes taking steps to minimize disruptions while respecting the rights of all students and staff.

XIX.3 Responsibilities of the service dog owner

The student, parent, or guardian is fully responsible for:

• Ensuring the service dog is well-trained, well-behaved, and does not interfere with class activities.

• Supervising the service dog at all times.

• Addressing and covering the cost of any damage or disruption caused by the dog.

• Bringing necessary supplies and cleaning up after the dog, if applicable.

XIX.4 Consideration of allergies and sensitivities

L’Agence French takes into account the medical needs and sensitivities of all students and staff. If any participant in the classroom has allergies, phobias, or other concerns related to the presence of a service dog, L’Agence French reserves the right to explore alternative arrangements that prioritize the health, comfort, and learning conditions of everyone involved.

XIX.5 Health and safety standards

The health and safety of our students, French Educational Specialists, and service animals are a top priority. All in-person sessions involving a service dog must comply with applicable public health and safety guidelines. If any concerns arise regarding hygiene, safety, or classroom disruption, they will be addressed promptly and professionally.

XX. French Educational Specialist, student, parent - Interactions and Hiring

XX.1 Prohibition on direct hiring

Students, parents, and guardians agree not to solicit, hire, or engage any French Educational Specialist affiliated with L’Agence French for private tutoring, consulting, or any other educational services outside the framework of L’Agence French.
All educational services must be arranged exclusively through L’Agence French to maintain professional standards, safeguard the integrity of our programs, and ensure compliance with our internal policies and contractual obligations.

XX.2 Non-solicitation period

This non-solicitation policy remains in effect during the student’s enrollment and continues for a period of 24 months following the end of the student’s participation in any L’Agence French program.
This includes any attempt to hire or engage a current or former French Educational Specialist for private or independent services, regardless of whether the relationship with L’Agence French is still active.

XX.3 Exchange of personal contact information

To protect the privacy and professional boundaries of all parties involved:

• The exchange of personal contact information (including but not limited to phone numbers, personal email addresses, and home addresses) between French Educational Specialists and students or their parents/guardians is strictly prohibited.

• All communications must be conducted through L’Agence French’s authorized and professional channels, such as our official email accounts or booking platform.
  This ensures transparency, documentation, and accountability in all interactions.

XX.4 Consequences of policy violation

Any attempt to bypass L’Agence French by directly hiring or soliciting the services of a French Educational Specialist, whether during or within 24 months after the student’s enrollment, will be treated as a serious breach of policy and will result in:

• Immediate termination of the student’s enrollment and all associated services

• Permanent ineligibility to return to L’Agence French programs

• Financial penalties and/or legal proceedings

XX5. Legal enforcement

L’Agence French reserves the right to pursue legal action against any individual or party who violates this policy. This includes seeking financial compensation for damages, loss of business, and disruption caused by the unauthorized hiring, solicitation, or poaching of its educators.

By enrolling in any program at L’Agence French, students, parents, and guardians explicitly acknowledge and agree to comply with this policy in full.

 

XXI. Pick-up from Toronto French School

XXI.1 Optional courtesy service

L’Agence French offers a complimentary on-foot pick-up service from Toronto French School (TFS) for students enrolled in our programs. This is a courtesy service provided to assist families and is subject to availability.

XXI.2 Disclaimer of liability

By opting into this service, parents/guardians acknowledge and agree that:

• L’Agence French assumes no responsibility or liability for any incidents, accidents, delays, or issues that may occur during the walk from TFS to our facility.

• The pick-up is conducted on foot and students are expected to walk responsibly with the staff member assigned.

• This service is not guaranteed and may be modified or suspended at any time without notice due to weather, staff availability, or other unforeseen circumstances.

XXI.3 Parental consent

Parents/guardians who wish to use this service must read and sign the written consent provided in advance and acknowledge that:

• They understand the voluntary and non-obligatory nature of the service,

• They accept full responsibility for any risks involved during the walk,

• They will not hold L’Agence French, its owners, staff, or affiliates liable for any incidents that may arise.

This pick-up service does not replace the parent’s responsibility for ensuring their child’s safe arrival and departure from our premises.

XXII. The code of conduct at L’Agence French

The Code of Conduct is designed to ensure that all members of the L’Agence French community can learn and thrive in a respectful, safe, and harmonious environment.

To promote a positive and productive atmosphere, clear guidelines are essential. These rules of conduct help us understand our rights, responsibilities, the consequences of irresponsible actions, and the importance of restorative practices when needed.

At L’Agence French, we believe that rights cannot exist without responsibilities. Every student, parent, guardian, and staff member contributes to the well-being of our learning community. Respect, accountability, and mutual cooperation are the foundations of our shared success.

What is a right?

It is an obligation that others have towards me in order for me to flourish.

What is a responsibility?

It is an obligation that I have towards others and towards myself so that others can be fulfilled.

What is an irresponsible act?

It is the act of neglecting a responsibility.

What is repair?

It is a positive gesture towards the one or those whom I have hurt or offended.

THE RULES OF CONDUCT OF L'AGENCE FRENCH

Right #1 Everyone has the right to have responsibilities.

I'm responsible to assume my responsibilities.

Right #2 Everyone has the right to be respected.

I'm responsible for my own respect and the respect of others.

I'm responsible for speaking politely and listening to others with respect.

I'm responsible for doing what is asked of me by L’Agence French, its owners, employees, and French Educational Specialists.

Right #3 Everyone has the right to work and learn in peace.

I'm responsible for my active and positive participation in my learning.

I'm responsible of my contribution to the general climate of L’Agence French

I'm responsible  for entering silently.

I'm responsible for arriving on time.

I'm responsible to speak quietly so as not to disturb others.

Right #4 Everyone has the right to live in a healthy and safe environment.

I'm responsible to show respect for adults and peers in my attitudes, my words and my actions.

I'm responsible for speaking kind words to myself and others.

I'm responsible for choosing peaceful solutions to resolve my conflicts.

I'm responsible for my own safety and that of others (physical and psychological safety).

I'm responsible to respect the premises (cleanliness and maintenance of property).

Right #5 Everyone has the right to work with materials.

I'm responsible to respect my equipment and that of others.

I'm responsible for taking care of the equipment and furnishings of the premises of L’Agence French.

BEHAVIOR TO HAVE IN OUR PREMISES

Arriving

I enter in silence, I make no noise.

I speak in French throughout the period (except for Spanish and English lessons).

I say hello to my French Educational Specialist without disturbing others.

I put my coat/my jacket/… on my chair.

I put my belongings (e.g. boots) in the place previously indicated by Agence French.

I put my work materials on my work table.

I speak softly or whisper when addressing others.

Before leaving

I put my things away quietly.

I pick up trash and throw it in the appropriate places.

I put the chair back.

I thank my French Educational Specialist and say goodbye.

I leave in silence so as not to disturb the others who are working.

RESPECT AND COMMITMENT TO THE CODE OF CONDUCT 

Student Engagement

As a student of L’Agence French, I understand that I am expected to demonstrate responsible behavior in accordance with the institution’s Code of Conduct. If I exhibit irresponsible behavior (up to a maximum of three incidents), I agree to participate in a restorative action determined by L’Agence French, appropriate to the nature of the behavior.

I acknowledge that I have read and understood the Code of Conduct and agree to respect and follow these rules to help maintain a positive and respectful learning environment. I will review the Code of Conduct regularly and take full responsibility for my actions as a student.

Commitment of students, parents, legal guardians

I understand that L’Agence French reserves the right, at its sole discretion, to suspend or permanently terminate a student’s participation in its programs or activities if the student’s conduct, condition, or behavior is deemed:

• Unsafe or harmful to themselves, others, or the environment;

• Disruptive or detrimental to the learning experience of other students or the work of French Educational Specialists;

• In violation of the Code of Conduct, institutional rules, or policies; or

• Indicative of a deterioration in emotional, physical, or mental well-being that prevents safe participation.

No refunds or credits will be issued in cases where a student is dismissed for breaching the Code of Conduct or institutional policies.

As a student, parent, legal guardian, I confirm that I have reviewed all rules, policies, and regulations of L’Agence French. I agree, and have ensured, I understand and agree to abide by all such rules and that the student’s personal safety is their sole responsibility.

ACKNOWLEDGMENT AND CONSENT

By registering and paying, the student or myself through the L’Agence French website, I (the student, parent, legal guardian) acknowledged the checkbox labeled "Policies and Agreements- Participation Policies." This electronic confirmation is considered legally equivalent to a signed agreement, in accordance with the applicable regulations under the Province of Ontario.

 

XXIII. Acknowledgment of policies and code of conduct

XXIII.1 Agreement to policies

By registering for any program offered by L’Agence French, students, parents, and guardians confirm that they have read, understood, and agreed to abide by all policies, procedures, and the Code of Conduct outlined in this document.

XXIII.2 Acceptance of risks

By participating in our programs, students and their parents/guardians expressly acknowledge and accept the inherent risks associated with both in-person and online learning environments. L’Agence French shall not be held liable for any direct or indirect damages, injuries, losses, or disruptions that may arise during participation in its services.

XXIII.3 Waiver of liability and indemnification

Students and their parents/guardians agree to release, indemnify, and hold harmless L’Agence French, its owners, employees, volunteers, and French Educational Specialists from any and all claims, liabilities, damages, or expenses (including legal fees) resulting from participation in any of our programs. 

They further waive the right to pursue legal action against L’Agence French, its owners, employees, volunteers, or French Educational Specialists for any incidents, except where prohibited by law.

XXIII.4 Responsibility to stay informed

Students and parents/guardians acknowledge their responsibility to stay informed of any updates or changes to policies and agreements. L’Agence French communicates all updates via email, and it is the responsibility of the recipient to:

• Regularly check their inbox, including spam/junk or promotions folders,

• Read all communications in full, and

• Seek clarification from the administration if needed.

L’Agence French will not be held liable for issues arising from a failure to read or acknowledge emails, including instances where emails are filtered into spam or promotional folders.

Updates made in August 2025.