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Policy regarding Refunds

Refunds are given whenever payment for tuition, accommodation, study tours or other services has been in excess of the price listed (which usually happens only with payments in foreign currencies), if you defer to a different course or switch accommodation choice to a less expensive option etc. We also give refunds if you cancel - and the information below outlines the policies we follow for cancellations.

Please note that if the refund needs to be done by foreign bank transfer then we will require you to bear the cost of the bank charges. To obtain a refund foreign bank transfer, please supply the bank account details (including SWIFT code etc - an example is located here). Refunds usually take 7-10 days in the case of amounts of JPY100,000 or less. In the case of refunds of amounts of JPY100,001 or more, permission from the board is usually required and the transfer would take 3 to 6 weeks from the time your account details are received. For student visa holders who stayed in Yamasa's accommodation, the refund can take up to 8 weeks because of the delay involved in receiving the final gas, water and electricity bills.


Section 1. If you cancel before you arrive in Okazaki:

If you are unable to take up your place in a program and you wish to cancel, then Yamasa will remit a full refund.

The only exceptions are:

a) If you applied for a student visa then we apologize for not being able to refund the student visa application fee of 21000 yen. This is due to the high cost of the processing required. The 21000 yen fee does not in itself cover the full cost of the application for the certificate of eligibility.

b) If you are transferring to Yamasa from another APJLE accredited school, or from Yamasa to the same, then a six month no refund policy applies for the tuition only - however in this case the "no refund" policy does not apply for your accommodation.

c) For accommodation, there is no cancellation charge if you have paid for accommodation in Yamasa owned student housing, but there is a 15,000 yen cancellation charge for a homestay if you cancel 7 days or less before the scheduled commencement of your course or program. This is because the homestay families go to considerable effort preparing for your arrival.

With the exception of a) and b), the refund is in full, however we require you to bear the cost of the bank charges when we remit your refund.


Section 2. If you cancel after you arrive in Okazaki or after the program commencement date:

Then it becomes a little more complicated due to the problem of fixed costs. Yamasa is non-profit and programs are supplied "at cost price" - we don't have the margins/markups used by profit oriented schools. To do this however we need to be able to calculate our fixed costs. Please understand that teachers hired cannot be suddenly unhired, accommodation allocated to you cannot suddenly be reallocated etc. Most universities and schools in Japan (and many elsewhere) wouldn't issue a refund at all or would have strict cancellation charges, but we do understand that the circumstances behind a cancellation are not always within your control. As a non-profit institute in the public service, we try to be as flexible and fair as possible. For cancellations after you arrive the following rules apply. We publish them here so that they are transparent.

a) Cancelling a study program after commencement: If you are cancelling during a program (definition = any day after commencement/placement testing), then you cannot be refunded for the weeks/days remaining in a quarter/module that you have already started. If you have a student visa - then you can not be refunded for your first 2 quarters as we need to be able to calculate our fixed costs. If you do not have a student visa, or are cancelling after completion of 2 quarters, please note that you will be refunded in full for all of your payments toward the quarters/modules that you have not yet started.

Examples:

  • AIJP/AJSP - If you have paid for 4 quarters in advance and need to cancel midway through your second quarter, then you can only be refunded for the "unsused" 3rd and 4th quarters. We cannot refund you the balance of the 2nd quarter.
  • SILAC Example 1 - If you have paid for 4 weeks and need to leave after 3 weeks, we cannot refund you for the final week.
  • SILAC Example 2 - If you paid for 8 weeks and need to cancel after 4.5 weeks then we can refund you the last 3 weeks but not the remainder of week 5 that you have already started. For Extension programs, each week starts at 9am on Fridays, or on the previous teaching day if the Friday of that week is a public holiday.
  • Acceleration - If you paid for 8 weeks and need to cancel after 4.5 weeks then we can refund you the last 3 weeks but not the remainder of week 5 that you have already started. For Extension programs, each week starts at 9am on Fridays, or on the previous teaching day if the Friday of that week is a public holiday.
  • Private & Semi Private Lessons (ie as a separate course, not part of AIJP/AJSP Plus) If you need to cancel a class, then you need to inform Yamasa in writing at least 72 hours prior to the class time to avoid a cancellation fee. If you cancel between 24 to 72 hours before the lesson, the cancellation fee is 50% of the lesson fee. If you can cancel less than 24 hours before the lesson then the cancellation fee is equal to the lesson fee. In the case of two people taking semi-private lessons where only one person cancels, the remaining person who is taking the class would have to pay the private lesson rate. For example, if the AM off-peak 16-85 lesson semi-private rate of 2,200 Yen per person was paid and one person cancelled, then the rate for the lesson would become 3,300 Yen (AM off-peak 16-85 lessons).

    b) Cancelling pre-paid accommodation: Accommodation is paid for on a monthly basis for students with a student visa, and on a weekly and/or daily formula for all other students.

    If you have a student visa and need to cancel, then the subsequent months will be refunded in full. If you cancel on or before the 15th day of the month then you will also be reimbursed for 1/2 a month provided you give Yamasa's housing office a minimum of 72 hours notice.

    Example:
    AIJP - If you have paid for 6 months in advance and need to cancel during the 1st week of your 4th month, then we can refund you 1/2 of the 4th month plus the 5th and 6th months. We cannot refund you for 5 days or 1 week etc.

    If you do not have a student visa and need to cancel, then you will be refunded in full for the accommodation fees that correspond to the program/course modules you are being refunded your tuition for. However you will not be refunded for the accommodation fees that correspond to the module you have already commenced.

    Examples:
    SILAC - If you have paid for 8 weeks accommodation in advance and need to leave after 5 weeks, then we can refund you for weeks 7 and 8 but not for weeks 5 and 6 or for week 6 only. This is because the room cannot be reallocated to another student that easily.

    Please note that if the refund needs to be done by foreign bank transfer then we will require you to bear the cost of the bank charges.

    Section 3. Refunds of accommodation security deposits and unused accommodation fees.

    If you study at Yamasa with a student visa or other longer term visa enabling you to enrol in courses of 6 months duration or longer, then for certain accommodation options you place a deposit and refunds of unused accommodation fees are calculated in calendar months or half months. The deposit is used to cover the costs of cleaning after you leave, along with any remaining utility bills such as for electricity and gas (issued monthly) and water (bi-monthly) which will arrive after you leave the accommodation, and for any damage to the apartment that needs to be repaired (holes in walls, cracked glass etc that occur while you are in residence) up to a value not exceeding JPY50,000. The cleaning bill, utilities bills, and bank charges are deducted when the refund transfer is made. If you are still in Japan at the time of refund, you can opt to receive the refund in cash. If you are not going to be in Japan at the time of refund, please supply appropriate bank account details prior to departure or as soon as possible thereafter.

    For short term students a deposit is not required as the utilities and cleaning bills are included in the original rent for the accommodation due to the difficulty that short term students have in opening bank accounts in Japan. Refunds of unused accommodation fees are calculated in 7 day weeks. The refund is in full except for any damage to the apartment that needs to be repaired (holes in walls, cracked glass etc that occur while you are in residence) up to a value not exceeding JPY50,000. If you are still in Japan at the time of refund, you can opt to receive the refund in cash. If you are not going to be in Japan at the time of refund, please supply appropriate bank account details prior to departure.

    Please note that if the refund needs to be done by foreign bank transfer then we will require you to bear the cost of the bank charges. To obtain a refund foreign bank transfer, please supply the bank account details (including SWIFT code etc - an example is located here). Refunds usually take 7-10 days in the case of amounts of JPY100,000 or less. In the case of refunds of amounts of JPY100,001 or more, permission from the board is usually required and the transfer would take 3 to 6 weeks from the time your account details are received. For student visa holders who stayed in Yamasa's accommodation, the refund can take up to 8 weeks because of the delay involved in receiving the final gas, water and electricity bills.

    Section 4. Refunds of tuition due to class cancellation.

    Under certain circumstances, such as earthquake damage, strong/dangerous typhoons, acts of terror, potential outbreaks of infectious disease etc, the Institute may be ordered to cancel classes by external authorities. There is no refund available for group classes cancelled under such circumstances. These cancellations are rare (on average one to three days per decade are lost due to typhoons), but are unavoidable as the Institute must comply with Japanese laws and customs, and protect the safety of all students and staff.



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    Hattori Foundation (est.1919) - The Yamasa Institute
    1-2-1 Hanehigashi-machi, Okazaki City, Aichi Prefecture, JAPAN 444-0832
    Tel: +81 (0)564 55 8111 Fax: +81 (0)564 55 8113 Email: Inquiries

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