Conditions of enrolment and fee refund policy

Your contract with ICM

1. When you accept the enrolment offer from ICM, you have entered a contract with ICM and are bound by the following declaration:

“I hereby accept and promise to observe the statutes, rules and regulations and ordinances (including, if any, bylaws, codes and policies) of ICM and of the program in which I am registered, and to any amendments thereto which may be made while I am a student of ICM.”

2. As a student, you are expected to regularly attend classes (including lectures, tutorials, seminars etc.) and to carry out all assigned evaluations (assignments, projects, examinations etc.). ICM is not responsible for the consequences of you neglecting your academic work and assignments. Students who are unavoidably absent because of illness or disability should report to their instructors and ICM as soon as possible. Any request for an academic concession must be clearly expressed.
3. ICM may, by written notice, vary the conditions of your enrolment as may be necessary to comply with any law, regulation, or amendment thereof, of Canada or the Province of Manitoba. Any such variance will bind ICM and its students upon reasonable notice being given by ICM to the ICM student population at large–specific notice to student individually is not required.
4. ICM reserves the right to withdraw a program(s) or course(s) from offer, at its discretion, at any time and without prior notice. Upon being notified of the withdrawal of a program in which a student is enrolled, the student will be given the option of completing the program on a full-time enrolment basis, being transferred to another program within ICM for which the student is eligible or obtaining a refund in accordance with the Fee Refund Policy set out below (note: a cancellation fee may be applied). Upon being notified of the withdrawal of a course in which the student is enrolled, the student will be given the option of transferring into another course in the student’s program or obtaining a refund of tuition, fees and charges paid in respect of that course in accordance with the Fee Refund Policy set out below (note: a cancellation fee may be applied).
5. The contract between you and ICM is governed by the laws of Canada and the Province of Manitoba.

Tuition, fees, and charges

1. Applicable tuition, fees, and charges are as set out in the Tuition Fees section of the ICM website (icmanitoba.ca). ICM reserves the right to vary its tuition, fees, and charges at any time and such changes are effective immediately, unless otherwise expressly indicated. For greater certainty, if the tuition, fees, and charges for a student’s program increase partway through the student’s program, the revised tuition, fees, and charges apply throughout the remainder of the student’s program.
2. All tuition, fees, and charges for each academic term are due and payable in advance of the term start date, which is listed on the ICM website (icmanitoba.ca). Students will not be permitted to commence or continue their program at the beginning of any term until all outstanding tuition, fees, charges, and accounts, including any outstanding amounts from prior semesters, are paid.
3. Tuition, fees, and charges for each program include the courses described in this brochure.
4. Where a student enrols in more courses than are required to complete their program, the student will pay the tuition, fees, and charges for their program, plus the current per-course fee for each additional course undertaken.
5. Where a student enrols in fewer courses than are considered a full course load (defined as four courses per term), the tuition, fees, and charges for the program payable in that term will be reduced accordingly, it being understood that the total tuition, fees, and charges for the program are not reduced, but will be paid over the time it takes for the student to complete the program.
6. If a student wishes or is required to repeat a course, the student shall pay the tuition, fees, and charges applicable for that course, prior to commencing the course, in addition to any other tuition, fees and charges applicable to the student’s program.
7. Any overpayment of tuition, fees, or charges will remain credited towards a student’s account and applied against tuition, fees, and charges in the following academic term(s).
8. Subject to rules set out in the Fee Refund Policy, refunds are only given once the policy is applied and if there is a credit in the tuition account.
9. Students are limited to 1 PAL reissuance. PAL re-issuance will be subject to a non-refundable document processing fee of $500.

Study permits

1. International students may be required by Canadian law to obtain a study permit to study in Canada. It is each student’s responsibility to obtain and maintain all required authorizations to study in Canada. For specific information on study permits, go to Citizenship and Immigration Canada (gc.ca/english/study/index.asp).

Academic and English language requirements

Students must meet the minimum academic and English language requirements for entry to their chosen program (see the entrance requirements of icmanitoba.ca for the current requirements). Students must provide original or certified transcripts and the results of their English language assessments to ICM, with their application for enrolment. If the results reveal insufficient academic and/or English language skills, as determined in reference to the entrance requirements section of the ICM website, ICM will, at its sole discretion, do one of the following:

1. Admit the student into their chosen program but require that the student enrol and achieve a certain grade in one or more academic or English language course in the first academic term of their program. The student shall pay tuition, fees, and charges for each additional course(s). If the student fails to achieve the required grade in the additional course(s), ICM may, in its sole discretion, refuse the student access to the remaining courses in the program until such time as the student can demonstrate that they meet the minimum requirements for their chosen program.
2. Deny the student admission to their chosen program and give the student the option to enrol in an intensive English language program or other programs at ICM. The student may wish to apply to another institution to pursue additional studies. In either case, upon completing these program(s) and demonstrating to ICM that the student now meets the minimum requirements for entry to their chosen program, the student may again apply for admission to their chosen program.

Deferral prior to commencing studies

1. Deferral requests must be made in writing.
2. Once a student is accepted into their chosen program, the student may defer their program start date by a maximum of two terms. Each deferral is defined as one semester. Student deferrals that exceed this limitation are subject to re-apply. Re-application fee is $125.
3. If the student advises ICM that they wish to defer their program start date a third time, the student’s acceptance to ICM will be terminated and the student will need to re-apply to ICM when they are ready to commence studies. For greater certainty, the eligibility requirements and tuition, fee, and charge rates in effect at the time of the re-application will apply to the student.
4. If a student defers their program start date, ICM will hold the tuition, fees, and charges paid until the student commences their program, without interest or penalty.
5. If the student withdraws without commencing their program or has their enrolment terminated in the manner described in Paragraph 3 of this section, the Fee Refund Policy will apply.

Leave of Absence after commencing studies

1. Students in the first academic term of their program may not defer their program start date after the third week of their first term. After the third week, students may request to take a Leave of Absence prior to the withdrawal with no academic penalty deadline of that term, however all tuition, fees, and charges for that term will be forfeited to ICM.
2. Once a continuing student has completed at least one term at ICM, they may take a Leave of Absence from their program if they make a Leave of Absence request within the first three weeks of the term. In this case, ICM will hold the tuition, fees, and charges paid by the student without interest or penalty and apply all such amounts to the next term.
3. If the student subsequently withdraws from ICM, the Fee Refund Policy will apply.
4. If the student applies for a Leave of Absence from their program after the third week of the term, the Leave of Absence request will be granted, but all tuition, fees, and charges for that term will be forfeited to ICM, except if the Leave of Absence request arises due to illness or compassionate reasons and an Authorized Withdrawal is granted.

Cancellation and withdrawal

1. The student may, at any time, cancel their enrolment at ICM. In all cases, the Fee Refund Policy will apply.
2. The student may, at any time, withdraw from a program. In all cases, the Fee Refund Policy will apply.
3. In all cases, if the student intends to cancel their enrolment or withdraw from a program, the student must notify ICM in writing.

Fee refund policy

1. For the purposes of this Fee Refund Policy, tuition, fees, and charges are defined in terms of one full-time term of study (four courses) in any program at ICM.
2. Students may dispute ICM’s decision regarding a refund by submitting a Refund Appeal Form. For more information about the appeal process, please visit Refund Appeal Policy. This process does not restrict the student’s right to pursue other legal remedies that may be available.
3. In cases of the cancellation of enrolment or withdrawal from a program or course, the cancellation fee, administration charge, if relevant, and the refund of tuition, fees, and charges, is calculated as shown in the table below.
4. In cases of deferrals, the tuition, fees, and charges paid by the student will be retained by ICM, without interest or penalty, until the student recommences their studies or withdraws from ICM.
5. If the student withdraws from ICM after having deferred, the Fee Refund Policy will apply as at the date ICM was advised of the student’s deferral. The Fee Refund Policy will be applied as if the student started in the semester they deferred from and applied as at the date of that semester.
6. Where a study permit:

a. is refused to the student after enrolment; or

b. is not, for any reason, extended by Citizenship and Immigration Canada;

ICM will charge the current term tuition and fees and $500 cancellation fee if the student is enrolled in courses and provided notice of study permit refusal subsequent to course drop with no financial penalty deadline.

If the student provides notice of study permit refusal prior to course withdraw no financial penalty deadline, ICM will retain the cancellation fee set out in the table below for ‘study permit refusal’ and refund the balance of the tuition, fees, and charges paid by the student.

7. A student whose enrolment is terminated by ICM due to a breach of the terms and conditions of the contract between the student and ICM, including, without limitation, the rules, regulations, and policies of ICM, will not be entitled to a refund of any tuition, fees, and charges.
8. As set out elsewhere in these conditions of enrolment, ICM reserves the right to withdraw a program or course(s) from offer. If, as a result, a student is unable to enrol in a similar program or course(s) at ICM and the student wishes to cancel their enrolment, all tuition, fees, and charges will be refunded, with the exception of a C$500 administration fee.
9. The cancellation fee in the table below will be applied based on the date the completed withdrawal forms are submitted with all supporting documents attached. Withdrawal requests must be accompanied by such information as is reasonably required by the ICM. In the case of a cancellation unrelated to a visa rejection this includes but is not limited to:

• • an unconditional Letter of Acceptance to another institution for post-secondary level study leading to a diploma or degree; or
  • a confirmed airline ticket back to the home country.

All refunds applied for under this Fee Refund Policy will be assessed and paid within four weeks of receiving a completed withdrawal form from the student and containing such information as is reasonably required by ICM and stated above.

*Commencement of classes will be the day of orientation
** Term fees = 4 courses
*** View program fees
**** Effective January 22, 2024, students require a provincial attestation letter to apply for a new study permit
*****Notification of withdrawal at any given time.
Please note: The cancellation fees listed above refer only to ICM tuition, fees and charges. For cancellation fees relating to airport reception or homestay placement, please contact the relevant third party.