SIA Policies Home /SIA Policies

Payment Policy Special Offers

· Invoices for each month will be sent before the start of the month. covering the fee for the upcoming month. Please review all charges carefully.

· Invoices for next month's tuition fee will be sent to your account in the academy platform (https://school.samaacademy.jp/ ).

· Payment is due by the 20th of each month.

· This invoice reflects the services provided as per our prior agreement.

· Payment Methods: We accept payments via bank transfer, direct despite, PayPal, or credit cards. Please inform the academy about your preference method. Cash payments are not accepted.

· The administration fee is waived for all registrations completed by December 2025 and is also waived at any time for students transferring from other educational centers.

· 10% discount for the fee for siblings enrolled in the academy in the same course.

· Students already registered in any course may enroll in additional courses without paying an additional admission fee.

· 10% discount for the fee when you enroll in multiply courses.

· We may provide affordable transportation services for students from select locations to and from the academy. The fee is 600 Yen per day for areas within 5 km of the academy, with an additional 200 Yen charge for every extra 1 km. Please check your eligibility and availability and reserve your seat as soon as possible.

· Students enrolled in the academy have access to a variety of workshops with free admission fee, the opportunity to borrow books from the academy's library, and the ability to utilize the study area for independent learning and group study.

Cancellation Policy

· Parents must submit cancellation requests in writing if they want.

· Refund is applicable for unused classes in the current month. The book cost and admission fee cannot be refunded.

Student Policies

1. Attendance & punctuality

· Regular attendance and punctuality are mandatory for all students.

· Students must arrive at least 5 minutes before class and leave promptly after dismissal.

· All students must present their academy ID card upon entry and use it for all academy-related activities and access.

· Students may use the study area after class only with prior permission from academy staff.

· Students must notify a teacher or administrator before leaving the academy premises.

· Parents must inform the academy at least 1 hour in advance if a student will be absent. Please specify whether the student will attend online (so we can prepare the virtual classroom).

2. Homework & Assignments

· Homework must be completed and submitted by the assigned deadlines.

· Tests will be conducted to evaluate student progress, and results will be shared with parents.

· Students must achieve at least 50% on summative assessments to advance to the next course level.

3. Discipline Policy

· Students must treat peers, teachers, and staff with respect at all times.

· Noise must be kept to a minimum in the academy to avoid disturbing others.

· Smartphone is prohibited unless prior permission is granted for educational purposes.

· Eating is not allowed in classrooms, and permission is required to eat in designated study areas.

· Students must remove outdoor shoes and wear academy-provided slippers indoors.

· Any incidents of bullying or disrespect must be reported immediately to the academy staff.

Note: While we work closely with parents to guide student behavior, repeated violations of academy rules will result in strict disciplinary action.

4. Safety & Emergency procedures

· Students must maintain safe behavior: no running, jumping, or throwing objects without teacher supervision.

· All students will receive training on emergency procedures and must follow staff instructions during drills or actual emergencies.

· Sick students must remain home to prevent illness spread. Online attendance options are available for contagious illnesses.

· Parents must register all authorized pick-up persons in advance

· Late pick-up fees:

o ¥500 for arrivals >15 minutes after class ends

o Additional ¥500 per hour thereafter

5. Parent/Guardian responsibilities

· Parents must provide current contact details (phone, email), and emergency contact information must be submitted and kept updated

· The academy provides regular progress reports. Parent feedback is welcomed and valued

· Concerns about student development are shared promptly.

· Formal parent-teacher meetings occur twice annually. Additional meetings can be scheduled as needed.

· Periodic questionnaires are distributed to improve services, and parent suggestions are carefully considered.

Grievance redressal & conflict resolution

Complaint procedure

1. Student conflicts: Students should immediately report to the teacher/administrator. Staff will do a proper investigation, document the incident, and solve the problem. If parents or students are not happy about the resolution, they should contact the director via email or phone. The director will do an investigation and may request a meeting with parents to solve the problem.

2. Staff-related concerns: parents should contact the director directly for behavior/attitude issues, and formal investigation will be conducted.

3. Anti-Discrimination and Bullying Policy

Sama International Academy maintains a zero-tolerance policy for all forms of discrimination and bullying. Our disciplinary procedure is as follows:

A. First Incident:

o The student will receive a formal warning

o We will educate the student about the consequences of their actions

o Parents/guardians will receive written notification

o A behavior improvement plan will be implemented in collaboration with parents

B. Repeat Incidents:

o Additional counseling and disciplinary measures

o Further parent meetings to address ongoing concerns

o Possible suspension of academy privileges

C. Persistent Misconduct:

o If behavior fails to improve despite interventions

o The academy reserves the right to permanently dismiss the student

Privacy Policy

All personal information provided by students is handled with strict confidentiality.

1. Information we collect

When you register or interact with SIA, we may collect the following types of personal information:

· Personal Information: Name, email address, phone number, date of birth, nationality, and other contact details.

· Educational Information: Course preferences, learning progress, student assessments, and feedback.

· Payment Information: If applicable, we may collect billing details for course fees (processed securely by third-party payment providers).

· Technical Information: IP address, browser type, device information, and website activity to enhance security and improve user experience.

· Communication Records: Emails, inquiries, and customer service interactions for support and improvement purposes.

2. Purpose of Collecting and Using Personal Information

We collect and process your personal information to:

· Provide and Improve Services – To deliver educational courses, track progress, and enhance learning experiences.

· Communicate with You – To send course schedules, updates, newsletters, and promotional offers.

· Process Enrollments and Payments – To facilitate registration and secure transactions.

· Enhance Website Security – To prevent unauthorized access and detect potential security threats.

· Comply with Legal Obligations – To fulfill regulatory requirements under Japanese law.

3.  Data Sharing and Protection

We implement robust security measures, including data encryption, access controls, and secure storage, to prevent unauthorized access, data leaks, or misuse. We are committed to protecting your personal information and will not share it with third parties without your prior consent, except in the following cases:

· Legal Compliance – When required by law, including requests from regulatory authorities.

· Service Providers – When necessary, we may share data with trusted third-party providers (e.g., payment processors, learning management systems) under strict confidentiality agreements.

· Emergency Situations – If disclosure is necessary to protect a person's life, health, property, or safety, and obtaining consent is difficult.

. Social Media & Photography Rules – We might use student images and class activities in posting in social media or general activities of the academy. Please let us know if you do not agree.

4. Storage and Retention of Personal Information

We retain personal data only for as long as necessary to fulfill its intended purpose or as required by law. When no longer needed, we will securely delete or anonymize your data.

5. Your Rights and Choices

Under Japan’s APPI, you have the following rights regarding your personal data:

· Access & Correction – You may request a copy of your data or correct inaccurate information.

· Data Deletion – You may request deletion of your personal data, except where required by law.

· Marketing Preferences – You can opt out of promotional emails at any time.