ELC Policies and Procedures

Academic Honesty

ELC students should be honest with others, complete their own work and be evaluated based upon that work, and avoid academic dishonesty including cheating, falsification, and plagiarism.

Cheating

Cheating is acting dishonestly or unfairly to gain an advantage and often involves taking someone else's work or ideas. Examples include:

• Using AI programs (such as ChatGPT) to complete assignments.
• Copying from another person's work while completing an assignment, quiz, or test
• Allowing someone to copy from you while you complete an assignment, quiz, or test
• Using unauthorized materials while working on an assignment, quiz, or test
• Talking with others without permission while working on an assignment, quiz, or test
• Completing an assignment, quiz, or test for someone else
• Allowing someone else to complete an assignment, quiz, or test for you
• Work on a timed assignment, quiz, or test after the time has ended
• Using work from a previous class without approval
• Completing an assignment, quiz, or test and then telling a classmate what was on it
• Asking a classmate about an assignment, quiz, or test that you have not yet taken

Falsification

Falsification is acting dishonestly by making up or changing the original information. Examples include:

• Citing a source that does not exist
• Citing a source for ideas and information that are not included in the source
• Intentionally changing the meaning or purpose of data
• Inventing data or statistical results to support conclusions

Plagiarism

Plagiarism is taking someone else’s work and claiming it as your own. Examples of plagiarism include:

• Direct Plagiarism—Copying an original source exactly without citing the author, including copying another student’s work and submitting it as your own
• Paraphrased Plagiarism—Paraphrasing ideas from an original source without changing the wording, structure, or phrasing; not citing the author
• Plagiarism Mosaic—Borrowing of words, ideas, or data from an original source and combining this original material with your own without citing the author
• Insufficient Acknowledgment—Not completely citing the authors for their words, ideas, or data from an original source
• Inadvertent plagiarism – Accidentally failing to properly cite authors words, ideas or data.
• Self-plagiarism – Using a previously completed assignment and presenting it as original work done for the current class.

Students who have questions about citing an author should talk with their teacher.

Reporting Academic Dishonesty

Teachers are required to talk to students who cheat, falsify, or plagiarize. They are also required to report every incident to the Student Services Advisor.

Attendance Policy

LC students must maintain 80% attendance in every course. When a student’s attendance goes below 80% in any one of the four courses, that student receives a warning letter and is put on attendance probation. Any additional unexcused absences before raising your attendance back to in dismissal from the ELC program. Upon receiving an attendance dismissal letter, students should go to the Admissions Office (105 UPC).

Students are marked absent when they

• are more than 10 minutes late,
• miss more than 10 minutes of class,
• or leave more than 10 minutes early

When absent, students should contact their teachers to receive information on missed learning experiences.

Some absences may be excused. Students who are sick and unable to attend class should provide a doctor’s note to the Teacher and Student Services Office (103 UPC) within two days of returning to class. Students should also notify ELC administration in writing of any planned absences, (for example: a family wedding or a death in the family). These documents should be delivered to the same office (UPC 103). These absences will be considered on an individual basis and may not necessarily be excused.

Books and Class Materials

Students are required to purchase books and other materials for each course. Books and resources may cost up to $300.00 per semester. In most cases, students must purchase new books or materials that have not been used before.

Bulletin Boards

Only approved flyers, advertisements, and posters are allowed on bulletin boards. Please talk with a student office worker in Room 103 for approval.

Children at the ELC

Children (non-students between the ages of 0-17 years) are not allowed at the ELC during instruction time (8:30-10:50am and 12:00-2:20pm). They are not allowed in the computer lab or 177 UPC at any time. They cannot be in the public areas of the building (hallways, lobbies, chapels, gym or classrooms) unless accompanied by an adult. Children are permitted to attend ELC activities if it clearly states that children or families may participate, and only if they are accompanied by an adult.

Class and Level Assignment Changes

Before the Semester Begins

Students who are unhappy with their assigned level for a future semester may take the challenge tests or complete a petition to change levels. For more information about challenge tests or petitions, students must contact the Teacher and Student Services office at elcmainoffice@byu.edu or (801)422-3137.

Students may also choose to transfer to another school. For information about refund availability, please review the refund section.

Students may also choose to return to their country. If a student decides to return to their country, they should officially withdraw from the ELC, and then they have 14 days to leave the U.S. If a student chooses to return to their country because their petition to change levels was denied, they can receive a full refund if they withdraw from the ELC before the first day of class.

For more information about transferring or returning to their country, students must contact the Admissions office at elc_admissions@byu.edu or (801) 422-2691.

After the Semester Begins

Class assignment changes after classes have started are rare. Diagnostic tests may show that a student is placed in the wrong level. A student may be moved up or down a level at the beginning of the semester. ELC administration makes these changes. Students can respond to a survey during the end of the first week with their opinions on their class. No changes will be made during the first week of classes. At the end of the first week, administrators will decide on class assignment adjustments. Any changes will happen on the first day of the second week. 

Communication

1. Communicate using byu.edu email or Canvas messaging only. Private messaging via social media or other platforms is inappropriate.
2. Check your BYU email daily.
3. Update your personal information on MyBYU. If you need help, visit room 103.

Conducting Research & Using ELC Resources

Those interested in conducting research at the ELC should contact the Program Coordinator(ben_mcmurry@byu.edu). With multiple research projects occurring during the same semester, data collection must be coordinated with the ELC administration.

If the research is approved by the ELC, and the work is intended for publication, it will also need to be approved by the IRB before work can begin. This includes theses and projects. Researchers should communicate with the Program Coordinator to verify that the IRB has been approved. The only studies that will not need an IRB approval are those associated with BYU courses, conducted under the direction of BYU faculty and that are not intended for publication. Studies that become implemented in the curriculum do not require IRB approval until the researchers decide to publish the research.

Copyright

ELC students and teachers must comply with state and federal copyright laws. The BYU Copyright Licensing Office has more information and helpful tools. Here are a few key concepts

Copyrightable subject matter includes:

• Printed or other written materials,
• Computer programs and databases.
• Audio and audiovisual recordings and motion pictures.
• And paintings, sculptures, and other artistic work.

Copyrighted materials may become public domain after a period of time. Please check copyright laws to make sure the item is considered public domain.

As a general rule, copyrighted material can be copied only with permission from the copyright owner. Some copying of copyrighted materials without consent is permissible under the “fair use” stipulation.

Teachers and students are responsible for obtaining consent and encouraged to allow sufficient lead time for obtaining permission for materials to be used in class. For print or digital media copyright clearance or questions contact the Copyright Licensing Office in 3760 HBLL, email copyright@byu.edu or call 801-422-9339. For questions relating to any of the above guidelines, please see the BYU Copyright Policy.

Dating & Romantic Relationships

ELC employees including administrators, teachers, tutors, lab employees, administrative staff, and interns are not allowed to date or be in a romantic relationship with current students. Students should talk to the Student Services Advisor if they have any questions about this policy. Teachers should talk to the Program Coordinator if they have questions.

The ELC usually does not admit students who are spouses of members of the ELC staff such as administrators, teachers, tutors, lab employees, administrative staff, and interns. Similarly, the ELC usually avoids hiring the spouse of a student.

Dismissals from the ELC

• Students can be dismissed from the ELC for various reasons including:
• Attendance below 80%
• Learning experience grades below 80%
• Not making adequate progress on their Level Achievement Tests
• A violation of the honor code, including inappropriate behavior (BYU Honor Code)
• Other problems such as not paying bills on time

Students receive a warning before being dismissed. If the problem is very serious, students can be dismissed without such a warning. Dismissed students are not eligible for refunds.

Dismissal for Low Attendance

Dismissal due to the ELC’s attendance policy can result in termination of the I-20. The ELC Admissions Office will notify the student a week before taking the SEVIS action of terminating the student. Terminated students will need to leave the US within two weeks. Dismissed students who want to transfer to another school prior to the termination of their I-20 must do so within one week of the notice of dismissal. After that time the I-20 termination will be official and transferring to another school will not be an option unless the new school will help the student apply for reinstatement. Students who are permanent residents or on other visa categories should contact the Admissions Office to determine if the ELC dismissal could affect their status.

Learning Experience Probation and Dismissal

Students with low learning experience grades—below 80% (2.6)—in one or more classes, will be placed on a three-week probation.

When on probation, students will meet with the Student Services Advisor and plan with their teachers to raise their grade. Students who make progress during the three-week probation will be given a three-week extension. Students who raise their grades above 80% (2.6) will no longer be on probation. Students are only allowed two probation time periods in a semester. Lack of progress results in dismissal.

Dismissal for Lack of Progress

ELC students are allowed to repeat a level one time. Failure to progress as indicated by the Language Acquisition Tests, results in dismissal. Because these dismissals occur between semesters, deposits and tuition payment for future semesters may be refunded. They can transfer to another school or depart the country within 60 days.

Honor Code and University Violations Probation and Dismissal

Some violations may lead to immediate dismissal. In some cases, the student may be given a three-week probationary period to fix or improve the situation.

• Academic Probation happens when a student chooses not to follow the Academic Honesty Policy.
• General probation happens when a student chooses to not follow the Honor Code after having been warned or when a student chooses to display inappropriate or disruptive behavior.

When students are placed on probation, they must meet with the Student Services Advisor and plan to resolve the issue. If the issue continues or other problems arise, that student is dismissed from the ELC. Students dismissed for Honor Code or University violations must stop attending classes immediately. They can transfer to another school or depart the country within 14 days.

Dress and Grooming Standards

• Students, teachers, and all ELC employees should meet BYU’s dress and grooming expectations.

• CES Dress and Grooming Principles

• Represent Jesus Christ, the Church, and the Church Educational System.
• Maintain an inspiring, distraction-free environment.
• Promote modesty, cleanliness, neatness, and restraint in dress and grooming.
• Uphold high standards unique to Church educational institutions.

Dress for Men and Women:

• Be modest in fit and style, covering the temple garment, or if not endowed, the area it would cover.
• Adjust for athletic activities if needed.
• Be neat and clean.
• Avoid sloppy, overly casual, ragged, or extreme clothing.

Grooming:

• Keep hair clean, neat, modest, and avoid extreme styles/colors.
• Men's hair should be neatly trimmed.
• Men should be clean-shaven, but neatly trimmed mustaches are okay.

Early Withdrawal from School

If it becomes necessary for a student to leave school before the semester ends, they must contact the ELC Admissions Office by email explaining why they are withdrawing from classes and what their last day will be. The student’s status will be changed to “official withdrawal.” After the student’s last day of class, they have approximately 2 weeks to leave the US. If a student is not attending school or on an approved vacation, they cannot remain in the U.S. legally. If a student withdraws early, they cannot legally transfer to another school. If a student wishes to remain in the U.S. after withdrawing from classes, contact the U.S. Department of Immigration to apply for a change of status to a tourist visa. Students that withdrawal early are not entitled to a tuition refund.

Employment

ELC students who are attending class at Foundations C or higher are allowed to work on campus. However, school is your priority. Work is not an excuse for missing class or tests, or failing to complete homework.

Please remember that unless you have a work permit from the Immigration Service, it is against the law to get an off-campus (non-university) job in the United States. Students who break this law will be dismissed from the ELC and could be deported.

New students who are placed in academic levels (Academic A, Academic B or University Prep) will be allowed to begin the employment process during the first week of classes. Students who are placed in Foundations C must wait until the second week of classes when their placement is finalized before seeking employment. Foundations A and Foundations B students are not allowed to work on campus. There are no exceptions to this policy.

English Use

Teachers and students encourage each other to speak English in the classrooms and the hallways (and express gratitude to those who do it as well).

Finances

Tuition Charges

After a student is accepted to the ELC the tuition charge will the added to the student’s BYU My Financial Center account, found at http://mfc.byu.edu/. For international students seeking an I-20 the payment must be made before the I-20 is issued. Tuition charges are added one semester at a time and must be paid by the posted due date.

Refunds

If a new student is unable to attend and informs the ELC Admissions Office prior to the start of their first semester they are eligible for a tuition refund. Students must inform the admissions office prior to the start of the semester to request a refund.

For future semesters, if a student withdraws prior to the start of a semester and notifies the admissions office, they are eligible for a refund of the tuition payment minus the nonrefundable tuition deposit. The tuition deposit is nonrefundable unless the student submits an official acceptance letter to a degree-seeking program in the United States and will start at the other program the beginning of the next semester. If the student transfers to a different ESL program, or otherwise decides not to attend the ELC program, the tuition deposit is nonrefundable.

All refunds must be paid to the original payee and will be refunded in the following way:

• Credit Card - Refunds of payments made by credit cards must be refunded back to the credit card if the payment was made in the last 6 months. Payments made prior to 6 months can be refunded via Direct Deposit, check, or wire transfer.
• Direct Deposit – Students can set up a Direct Deposit account in their BYU My Financial center account, found at http://mfc.byu.edu/.
• International Refund (PayMyTuition) – Upon approval of the refund students will receive an email from studentrefunds@paymytuition.com with further instructions for receiving the refund.
• Check – Checks can be mailed to the original payee if they live within the US.

Food and Drink in Classroom

Only water in closed containers is allowed in the classroom. Food and other drinks are allowed in the gym.

You may eat your lunch in the cultural hall (room 221) but not in the classrooms, halls, labs or lobby. Vending machines are available on the first floor for snacks, sandwiches, and drinks, but no eating or drinking should take place in this area. There are microwave ovens near the vending machines for student use; however, students must carefully watch the food being cooked to ensure that it does not burn. Microwaves are also available in the cultural hall. Kitchens are not available for student use.

Future Semesters

Each semester, students complete an e-form stating their intentions for future semesters. Students choose one of the four options:

1. Return for another semester of study
2. Take a vacation (if eligible)
3. Transfer to another school
4. Last semester at the ELC

To return to the ELC or apply for a vacation students must verify their I-20 expiration date and apply for an extension if needed.

Returning for another semester of Study

During each semester students in good standing are given the opportunity to enroll for the following semester. A tuition deposit charge for the following semester is added to each student’s BYU My Financial Center account during the semester. Students desiring to return must complete the Next Semester Plans e-form, pay the tuition deposit and extend their I-20 if needed. The remaining tuition charge will be added to the student’s account in BYU My Financial Center and must be paid by the posted due date.

Extending an I-20 Form

To extend the I-20, students need to complete the Next Semester Plans e-form and submit the following items:

• Bank statement, dated within the last three months, showing sufficient funds for the requested extension
• Statement of Support by Sponsor (or a letter of support from the sponsor) — If students provide their own bank statement no Statement of Support by Sponsor form is needed.
• Tuition deposit for next semester — the charge will be added to the student’s My Financial Center.

I-20 form extension requests need to be completed at least two weeks before the I-20 expiration date. Once a student’s form has been processed, they will be notified of their new I-20 extension date and when to pick up the new I-20. Note – I-20’s will only be extended up to 3 semesters or to the end of program availability whichever is sooner.

Taking a Vacation

Students who have attended the ELC for eight consecutive months (two semesters), are in good academic standing, and plan to return to the ELC can apply for a one semester break. The vacation application must be submitted by the application deadline in the Next Semester Plans e-form. If the vacation is approved they must adhere to the vacation policies. For more information, see the Vacation Policies section of this page.

Transferring to another school

If students are accepted to a different school in the United States, they must fill out the Next Semester Plans e-form and attach their official acceptance letter. The ELC Admissions Office will notify you when the transfer is complete. Once your SEVIS record is transferred you are no longer an ELC student and can no longer work at BYU.

If students are accepted to BYU as a degree-seeking student, they must contact the BYU International Admissions Office or the BYU Graduate School Office before their current I-20 form expires to obtain a new I-20 form.

Last semester at the ELC

If you are not continuing as a student in the ELC, and you have successfully completed the semester, your ELC I-20 form will end (or be shortened to end) on the last day of the semester you last attended. This will allow you 60 days to either leave the US or to transfer to another school. If you are not in school or on an approved vacation, you cannot remain in the U.S. for more than 60 days after the end of a semester.

Grades

The ELC gives two grades: a proficiency grade and a learning experience grade. The ELC uses a grade point average (GPA) system. For example, 4.0 is a perfect grade, 3.0 is good, 2.0 is low, 1.0 is failing. Grades are reported every three weeks and at the end of the semester.

Proficiency grades represent the ability to use English. Class tests and quizzes, essays, projects, portfolios, presentations, and other proficiency measures are used to evaluate language learning. To advance to the next proficiency level, students generally need a minimum proficiency score of above 2.0. Students who repeat a class and still fail to move to the next proficiency level are dismissed.

Learning Experience Grades are based on your participation in important practice opportunities that will increase your performance on proficiency assignments.

To return the following semester, students must do the following:

1. maintain a learning experience GPA of at least 2.6 (80%)
2. and keep attendance above 80%.

Students who struggle to keep their learning experience grades at or above 80% are put on learning experience probation.

Guest Access

BYU recommends that each student manage their own account but understands that there are cases where it is necessary for a parent, spouse or third-party to access information or complete transactions on behalf of the student. For more information, and to add guest access go to https://finserve.byu.edu/mfc-guest-access.

Health Care

If you are sick or injured, you must go to the BYU Student Health Center first. If you need to see a specialist, the Health Center physician will refer you to one. Utah has a dry climate. You may need to drink more water and use moisturizing lotions and lip balm to stay healthy. Fast food (hamburgers, pizza, etc.) is not usually very healthy. Please remember to eat regular meals with plenty of fruit and vegetables. Daily exercise and plenty of sleep will help you stay healthy and well.

Health Insurance

All students are required to (1) get the BYU health insurance, or (2) prove that they have an adequate a health insurance policy purchased through an US-based company and approved by BYU (see accepted insurances for a list of accepted insurances). If a student chooses to obtain insurance coverage from a private insurance company, the student must first meet with the Student Life Advisor. The insurance must be effective for the entire semester. Students who have not completed an insurance waiver form will be billed for the BYU insurance premium. The deadline for paying for the insurance or submitting the waiver form is two weeks from the start of class. Those who do not complete the waiver or pay for insurance on time will not be allowed to attend classes and will be dismissed from the ELC. For more information on BYU health insurance visit the Health Center’s website or speak with a student life advisor.

Medical Leave

If you become very sick and have to stop attending classes for the remainder of the semester, you can apply for a medical leave.

• Only those who are planning to continue in school for the next semester are eligible for a medical leave within the current semester
• To apply for a medical leave, you need to submit an official letter on letterhead from a U.S. medical doctor stating that you are ill and need to be released from attending classes for the semester. The letter needs to state the medical diagnosis of your condition. 
• No refunds are given to those on medical leave for the current semester’s tuition. 
• If you work on campus you must stop. Students on medical leave cannot work.
• Your I-20 form has to expire for the semester after the medical leave. 

If you are not well enough to return to school for the semester after the medical leave, you will need to leave the U.S. or transfer to another school before the beginning of the next semester.

Tuberculosis Test

Every international student is required by the Utah State government to have a skin test for tuberculosis. Every new student at the ELC will have this test within the first few weeks of class. Doctors and nurses from the Health Center come to the ELC to perform this test. You must come to receive the test. Students who do not have the test or do not get the test checked in three days by a nurse from the Health Center will not be allowed to go to class until the testing is completed. Student health insurance will not pay for this test if you do not get it done at the ELC. If the test shows that you have a problem, you will be required to have a chest x-ray. Student health insurance will pay 80% of the cost for the x-ray. All medical records are kept at the Health Center, not the ELC. A request for a copy of TB test results can be directed to the Medical Record Office in the Health Center.

Language Acquisition Tests (LATs)

Language Acquisition Tests (LATs) are given at the end of each semester. They are used to test your progress in English in each skill area. Every student at the ELC must take the LATs for the semester to be complete. Find more information about the LATs at https://elc.byu.edu/lats.

Challenge Tests

If a student is not satisfied with the level they are placed into for the next semester, they may take a challenge test.

• Students should talk to the Student Services Advisor to request to take the Challenge Tests.
• The Challenge tests happen a week and a half before the first day of class.
• All Challenge tests must be taken on the same day.
• The fee for each challenge test is $10.
• Requests to take the Challenge tests and the fee payment must be made by one week before the Challenge tests are given. Any requests after that will be denied.

Lost and Found

The Lost and Found is in the Teacher and Student Services Office (UPC 103). Lost items may be turned in if found. Anything valuable, such as a cell phone, USB drive, or wallet will be placed in a secure location. Please talk to the student office workers about lost and found items. If the item is not in 103 UPC, call the UPC Building Supervisor (801) 422-1283 or visit the office (UPC 139) to see if it is there.

Passports, Visas, and I-20s

Students must maintain a current passport and a current I-20 form to be in the U.S. legally. You can remain in the U.S. on an expired student visa as long as you keep a current I-20 form. If you leave the U.S. and your visa has expired, you will need to apply for a new visa before you can re-enter the U.S. If you need to leave the U.S. during your enrollment and plan to return to the ELC within the same semester, you must inform the ELC in writing, and you must see the Student Services Advisor to receive an authorization signature on page 2 of your current I-20 form. You have been allowed to enter the United States as a student because of the I-20 sent to you by the ELC. To maintain your I-20, you must obey the ELC rules and the BYU Honor Code. 

Safety and Security

Do not walk alone after dark. Although Provo is a relatively safe place, crimes do occur. Keep your apartment locked at all times. Do not leave books, purses, wallets and backpacks unattended. Keep valuables and money in a safe place. Don’t leave cash or checkbooks in your apartment. Don’t loan money to friends or to roommates.

Students with Disabilities

Students with Disabilities should meet with the Student Services Advisor for help in identifying ways to accommodate any special needs. Teachers who suspect or are aware that one of your students has a disability, should also contact the Student Services Advisor (801-422-5318). If ELC teachers receive notice of disability document from a student or from another entity on campus, the teacher should share the letter with the Student Advisor as soon as possible.

Accommodations for students are agreed upon by two administrators.

Learning Accommodations

The Students Services Advisor and the Coordinator of Curriculum and Instruction work with the student to identify learning accommodations that will be helpful to the student. The accommodations will depend on the skill area language needs, as well as the impact on others. Once agreed upon the ELC Student Services advisor will send a letter to the teacher explaining the accommodations. When an accommodations letter is issued, the Coordinator of Curriculum and Instruction will work with the student’s teachers to identify the best approaches to implementing the accommodations at the ELC.

Teachers can only make accommodations for students after receiving an email from the Student Services Advisor. If ELC teachers receive an accommodation letter from a student or from another entity on campus, the teacher should share the letter with the Student Advisor as soon as possible.

Testing Accommodations

The Students Services Advisor and the Coordinator of Assessment and Technology work with the student to identify testing accommodations that will be helpful to the student and appropriate for the test.

Physical Accommodations

For accommodations involved the building and furniture, the ELC Office Manager and the Program coordinator will work with the student and physical facilities to make any necessary accommodations.

Title IX

Title IX of the Education Amendments of 1972 is intended to eliminate sex discrimination and sexual harassment in educational contexts. Visit BYU's Title IX webpage for more information. For questions, contact Sandy Hatchett (801-422-5318, sandy_hatchett@byu.edu) or Dr. Ben McMurry (801-422-8521, ben_mcmurry@byu.edu).

Vacation Policies

Students may take only one semester vacation while in the foundations and academic levels. Students who are currently attending their first or second semester of University Prep may apply for a second vacation. To take a vacation, students must:

• Have attended the ELC for eight consecutive months (two semesters) and have met the minimum learning experience grade requirements (refer to the Grades section),
• Pay the non-refundable deposit for the semester following the vacation,
• Apply for vacation by the e-form deadline,
• Extend their I-20 prior to taking the vacation (I-20s cannot end during the vacation period),
• Attend the Vacation Policies Meeting,
• Pay all BYU charges in full prior to the vacation (The remaining tuition balance for the semester following the vacation will be added to the student’s account and must be paid by the posted due date in My Financial Center.),
• Be covered by insurance while on vacation. (BYU Health Plan charges will be added to the student’s BYU account and must be paid by the posted due dates. If you have private US insurance, please meet with the Student Services Advisor.),

Students on vacation may only work in BYU campus jobs and are permitted to work up to 40 hours per week on campus while on vacation. Students on vacation will be required to take the ELC placement test following the vacation and will need to attend classes in the level indicated by the test.