Please read the following items before proceeding with payment via Flywire.
1. Filling Out the Form
Please fill out the designated form completely and accurately. Any errors or omissions may result in complications during visa applications.
2. Eligibility for Enrollment
This applies only to individuals aged 16 or older residing outside of Japan. Those under 20 must have the consent of a guardian when filling out the form. Applications by a representative will not be accepted. The applicant must handle the procedures personally.
3. Payment of Tuition and Fees
Payments via Flywire can be made either by credit card or domestic bank transfer (in some countries, only credit card payments are available). If applying with a credit card under a name other than that of the applicant, please ensure you have the cardholder’s consent.
Fees other than tuition, such as material costs, vary by course and class. Please make payments at the school after the class is confirmed.
The admission fee is valid for five years from the last date of attendance.
4. Level Check Test
① If starting from the beginning of the term, please come to the school on the designated level check test day.
② Those who do not fall under ① should directly contact each school to reserve a level check test.
5. Holidays and Class Times
Classes are held on the specified days and times listed in the schedule, and no classes will be conducted on the listed holidays.
Class times may vary by level.
6. Cancellation of Applications Before Course Start
All cancellations must be made in writing (email). We will reply after confirmation.
If you do not receive a reply, please contact us again.
For cancellations before the course starts, regardless of the reason, the following regulations apply. The admission fee is non-refundable.
If remittance fees are necessary for refunds, they will be the responsibility of the applicant.
| Cancellation Date | Cancellation Fee |
|---|---|
| 31 days before start date | Free |
| From 30 days to 15 days before start date | 10% of tuition |
| From 14 days to 6 days before start date | 20% of tuition |
| From 5 days to 1 day before start date | 50% of tuition |
| On the day of the start date and no-show without notice | 100% of tuition |
7. Changes or Cancellations After Course Start
Changes or cancellations after the course begins are not allowed.
8. Travel Insurance
Please take out overseas travel insurance before arriving in Japan to cover accidents during your stay. ARC Kyoto Japanese Language School is not responsible for any losses or damages caused by accidents, illnesses, natural disasters, strikes, etc. We are also not responsible for any accidents that occur while using transportation or at accommodations. We are not responsible for theft, damage, or loss of personal belongings.
9. Personal Information
ARC Kyoto Japanese Language School will use students’ personal information only to the extent necessary for the following purposes. The data will be managed appropriately by the staff of ARC Kyoto Japanese Language School and will not be used for any other purpose without the student’s consent.
- Class arrangements and related tasks.
- Emergencies to ensure student safety.
- Disclosure requests from public institutions such as immigration offices when deemed necessary by ARC Kyoto Japanese Language School.
10. In Case of Visa Denial
Depending on the country and consulate, additional documents may be required for visa applications, such as the admission letter (invitation letter). If an admission letter is needed, please inform us. It will be issued after payment confirmation.
ARC Kyoto Japanese Language School assumes no responsibility for visa issuance or entry permits. If a visa is not issued or entry is denied, please notify us of your cancellation by phone or email immediately. In that case, the prescribed amount will be refunded according to the regulations in section 6 [Cancellation of Applications Before Course Start].
11. Exemption from Classes
No refunds will be issued for class cancellations due to unavoidable circumstances such as earthquakes, typhoons, accidents, or infectious diseases.
12. Use of Cameras and Videos
ARC Kyoto Japanese Language School may take photographs and videos for records and educational purposes. These may also be used for promotional activities (internet, brochures, school posters, etc.), but they will not include names or any identifying information.