Spanish Classes Antigua Guatemala-Spanish Academy Ciudad Vieja

In-person Classes  

Student Conduct 

• Students are expected to attend all classes they have booked , if there are any changes, please notify the school directly by e-mail at least 5 days in advance. 

Course Payment And Signing Up 

• Unless otherwise stated or agreed, course fees must be paid in full on the first day of the course.
• Long-stay discounts apply only when the relevant weeks are booked and paid for in full in advance.
• When paying by bank transfer, all bank charges must be covered by the student, ensuring the full course fee is received.
• When paying by debit card, credit card, or PayPal, a surcharge may apply, which must be paid by the student.

 Course and Extracurricular Activities

• All comments, requests, claims, schedule changes, or other communications must be addressed exclusively to the Head of School or the Coordinator, or via email. Instructors are not authorized to receive or process such requests.
• If a student cannot attend a scheduled class, the school must be notified at least 24 hours in advance to arrange rescheduling.  Exceptions may be considered only in cases of documented emergency.
• The Spanish Academy Ciudad Vieja operates year round and closes only on the following National and Local holidays: 
• New Year’s Day (January 1), 
• Good Friday
• Independence Day  (September 15)
• All Saints’ Day (November 1)
• December 8, (Immaculate Conception of Mary-Ciudad Vieja Fest Day) 
• Christmas Day (December 25). 
• Students may complete missed instructional hours on alternative days or attend classes on Saturdays, subject to availability.
• Requests for booking amendments, including but not limited to changes in dates, course duration, course type, or accommodation, may be approved at the school’s discretion and are subject to availability.
• Fees for extracurricular activities and excursions are not included in the course rate unless explicitly stated otherwise.
• Information regarding extracurricular activities and excursions will be provided on the first day of the course. The availability of activities may vary from week to week, and the school reserves the right to modify, substitute, or cancel activities as necessary.

Accommodation

Length of Stay

A standard week of accommodation consists of seven consecutive days and nights. For example, a typical stay might run from Saturday to Saturday or from Wednesday to Wednesday. If necessary, students may add extra days at the beginning or end of their reservation to better match their travel plans. Any additional days or nights will be charged on a prorated basis.

Compliance with Rules

All students are required to follow the accommodation rules and guidelines provided by both the school and the landlord or landlady. Adherence to these regulations is mandatory to ensure a smooth and respectful living environment.

Meal Plan

The homestay meal plan includes breakfast, lunch, and dinner served from Monday through Saturday. Please note that no meals are provided on Sundays or during national holidays.

Special Dietary Requirements

When possible, special dietary needs will be considered. Students should notify the school of any dietary restrictions or requests. The availability of special meal accommodation and any related additional charges will be confirmed upon request.

Homestay Keys

Each student will be provided with keys to their homestay. Should a student lose their keys, they will be responsible for covering all associated replacement costs.

Visitor Policy

Only individuals who are registered with the school are permitted to enter or stay in a student homestay. Unregistered guests are not allowed under any circumstances.

Airport Pick-Up Service

Providing Flight Details

Students who wish to use the airport pick-up service must submit their flight number and arrival time to the school. This information needs to be provided at least five days before the student’s arrival.

Responsibility and Notification Policy

The school is not responsible for airport pick-up arrangements or issuing refunds in cases where there are delays or changes in flight information and the school was not informed in advance. It is essential that students notify the school of any updates regarding their travel plans to ensure proper coordination.

Cancellation Policies

 Once a course has begun, cancellations are not permitted and no refunds will be provided after the course start date.
If a cancellation is necessary after the course has started, the school may issue a voucher worth 50% of the total course fee, valid for one year, which can be used for future courses or online classes.
 

Accommodation Fees

• Payments for accommodation are strictly non-refundable. Once accommodation fees are paid, they cannot be returned under any circumstances.
   

Advance Course Payments

• If the total course fee is paid in advance, the refund amount depends on the timing of cancellation:
   
  • 30 days or more before the course start date: 50% refund of the total course fee.
     
  • 15 days or less before the course start date: 25% refund of the total course fee.

Visa/Travel Issues

If you are unable to travel due to visa refusal, travel restrictions, health/medical reasons or other personal matters, the standard refund scale above applies. The Spanish Academy Ciudad Vieja strongly encourages you to purchase travel/health insurance to cover such situations, the Spanish Academy  Ciudad Vieja is not responsible for losses outside its service.

Online Classes: Policies and Procedures

Online Classes

Student Conduct

Students are expected to maintain a high standard of conduct during their enrollment in online classes. Attendance is a key requirement, and all students must attend all classes that they have booked. If a student needs to make any changes to their scheduled classes, it is essential that they notify the school or their assigned teacher at least 24 hours in advance. This ensures that both the school and teachers can make necessary adjustments and maintain an effective learning environment.

Payment

Payment procedures for online classes are clearly defined to facilitate smooth scheduling and participation. Students must pay the full amount for their chosen class package before they can schedule or attend their first lesson. Once payment has been processed, the school and the assigned instructor will send a confirmation email within 72 hours. This email will provide details and instructions on how to proceed with scheduling the lessons.

Course Overview

Lesson Duration

Lessons are offered in sessions that last either 30 or 60 minutes. Students can choose the session length that best fits their learning needs and schedule.

Flexible Schedule & Content

The course schedule and lesson content are adaptable. Each student will receive a personalized program tailored to their individual requests, ensuring a customized learning experience.

Late Arrivals

If a student arrives late to a lesson, any time lost due to the delay will not be made up. Should the delay exceed 25 minutes, the teacher is not obligated to wait, and the class may be canceled.

Rescheduling Lessons

Lessons that a student cannot attend as planned may be rescheduled at no additional cost, provided that at least 24 hours’ notice is given in advance.

Package Rules

Lesson packages are subject to the following rules unless otherwise agreed:

• Packages cannot be transferred to another person.
• Packages cannot be shared with others.

Recording & Photography

Students are not permitted to take photographs or record videos during lessons.

Refund Process

• Submit your refund request in writing to info@academiaciudadvieja.com or via the contact form, providing proof of payment and cancellation reason.
• If the refund is approved, it will be processed within 30 business days via the original payment method, unless otherwise agreed.
• The refunded amount will be net of any non-refundable portions, third-party costs and administrative deductions. 

Non-Refundable Fees

• Registration or application fees are non-refundable     once paid.
• Any funds already paid by the Academy to third-party providers (e.g., host-family, housing, transportation, excursion, internship agency) cannot be refunded by the Spanish Academy Ciudad Vieja.

Photo & Media Consent Policy

1. Purpose of the Policy

Spanish Academy Ciudad Vieja Antigua Guatemala docusent Policyments program experiences to showcase cultural immersion, Spanish language learning, and student engagement. Photos, videos, and other media may be used on our website, social platforms, printed materials, and promotional campaigns. This policy explains how we collect, use, and safeguard participants’ images.

2. Automatic Consent Upon Enrollment

By completing payment and enrolling in the program, participants automatically agree to the use of their photos, videos, and other media as described in this policy, unless they choose to opt out (see Section 6).

Participants authorize Spanish Academy Ciudad Vieja Antigua Guatemala to:

· Photograph, film, or record them during program activities

· Use, reproduce, and publish these images or recordings

· Share media on digital platforms (website, social media, online ads)

· Use media in printed promotional materials (flyers, brochures, posters)

This consent applies worldwide and does not expire unless withdrawn.

Opt-Out Option

Participants may decline media usage at any time by emailing written notice to the program. Opting out will ensure:

· We avoid intentionally photographing or filming the participant

· We refrain from using new images that include them

· We remove digital media upon request when reasonably possible

Note: Printed materials already distributed cannot be recalled.

How to Opt Out:
Send an email with your full name and program dates to:
info@academiaciudadvieja.com
  

Respectful & Responsible Use

Spanish Academy Ciudad Vieja Antigua Guatemala is committed to using all media respectfully, professionally, and in a manner that reflects the cultural and educational goals of the program. Media will never be used in a harmful, misleading, or inappropriate way.

Governing Law

This policy is governed by the laws of the Republic of Guatemala and any dispute shall be resolved under the jurisdiction of Guatemalan courts.