ADMISSION & ENROLLMENT
The Kilgore Academy courses are generally open access, meaning that there are no specific prerequisites required to take them. We do however request that any individual registering for a course should be prepared academically through the secondary education level to ensure that there can be a reasonable expectation of completing the course successfully.

While the Kilgore Academy teaches and delivers its learning materials in English, as long as you have a good command of English (and access to translation apps) we encourage ESL individuals to enroll. Our methods of contents presentation and the length of course access provided lends itself well to aiding ESL students in learning the content AND towards further developing individual English language skills.

For some assessments and programs videoconference confirmation of identity may be required.

REGISTRATION PROCESS
Registration is completed online and is on a rolling basis.

Simply select the course you wish to study from within the Kilgore Academy catalog. When you select a course, you will be prompted to follow the payment pathway. We utilize Paypal as our processor and as such you can use your own Paypal account, a credit card, a debit card, and in some circumstances a direct bank transfer, all through the Paypal interface. Immediately upon completing the transaction you will receive an e-mail confirmation of payment.

Within 24 hours of registration you will then receive a welcome e-mail from the academy director providing you (1) access information to your course within the secure learning environment (https://ka.opuslearn.net) and (2) a student manual of navigation of the virtual learning environment.

TRANSFERABILITY OF CONTINUING EDUCATION CREDIT

Kilgore Academy will provide students administrative support if they choose to attempt to transfer credit earned to another educational institution to include; provision of syllabi, transcripts, and explanatory correspondence to the institute of transfer. It is not guaranteed that credits earned will be accepted in transfer.

CANCELLATION AND REFUND POLICY
A full refund will be made to any student who cancels the enrollment contract within 72 hours (until midnight of the third day excluding Saturdays, Sundays and legal holidays) after the enrollment contract is signed and fee paid. A full refund will also be made to any student who cancels enrollment within the student’s first three scheduled class access days.

1. Refund computations will be based on scheduled course time of class attendance through the last date of attendance (the number of days separating the date of registration and the request for refund). Leaves of absence, suspensions and school holidays will not be counted as part of the scheduled class attendance.
2. The effective date of termination for refund purposes will be the earliest of the following:
  (a) The last day of attendance, if the student is terminated by the school;
  (b) The date of receipt of written notice from the student; or
  (c) Ten school days following the last date of course activity.
3. If tuition and fees are collected in advance of entrance, and if after expiration of the 72 hour cancellation privilege the student does not enter school, a $50 administrative fees is retained by the school.
4. If a student enters a residence or synchronous distance education program and withdraws or is otherwise terminated after the cancellation period, the school may retain not more than $100 in any administrative fees charged for the entire program. The minimum refund of the remaining tuition and fees will be the pro rata portion of registration fees that the number of hours remaining in the portion of the course or program for which the student has been charged after the effective date of termination bears to the total number of hours in the portion of the course or program for which the student has been charged, except that a student may not collect a refund if the student has completed 75 percent or more of the total number of hours in the portion of the program for which the student has been charged on the effective date of termination. More simply, the refund is based on the precise number of course time hours the student has paid for, but not yet used, at the point of termination, up to the 75% completion mark, after which no refund is due. Form Texas Workforce Commission CSC-1040R provides the precise calculation.
5. State regulation requires refunds for items of extra expense to the student, such as books, tools, or other supplies are to be handled separately from refund of tuition and other academic fees. The student cannot be required to purchase instructional supplies, books and tools until such time as these materials are required. The Kilgore Academy supplies all learning materials and as such, such refunds are not applicable.
6. A student who withdraws for a reason unrelated to the student’s academic status after the 75 percent completion mark and requests a grade at the time of withdrawal shall be given a grade of “incomplete” and permitted to re-enroll in the course or program during the 12-month period following the date the student withdrew without payment of additional tuition for that portion of the course or program.
7. A full refund of all tuition and fees is due and refundable in each of the following cases:
  (a) An enrollee is not accepted by the school;
  (b) If the course of instruction is discontinued by the school and this prevents the student from completing the course; or
  (c) If the student's enrollment was procured as a result of any misrepresentation in advertising, promotional materials of the school, or representations by the owner or representatives of the school.
A full or partial refund may also be due in other circumstances of program deficiencies or violations of requirements for career schools and colleges.
8. A student of the school or college who withdraws from the school or college as a result of the student being called to active duty in a military service of the United States, the Texas National Guard, or documented orders to duty with another nation’s military service may elect one of the following options for each program in which the student is enrolled:
  (a) If tuition and fees are collected in advance of the withdrawal, a pro rata refund of any tuition, fees, or other charges paid by the student for the program and a cancellation of any unpaid tuition, fees, or other charges owed by the student for the portion of the program the student does not complete following withdrawal;
  (b) A grade of incomplete with the designation "withdrawn-military" for the courses in the program, other than courses for which the student has previously received a grade on the student's transcript, and the right to re-enroll in the program, or a substantially equivalent program if that program is no longer available, not later than the first anniversary of the date the student is discharged from active military duty without payment of additional tuition, fees, or other charges for the program other than any previously unpaid balance of the original tuition, fees, and charges for books for the program; or
  (c) The assignment of an appropriate final grade or credit for the courses in the program, but only if the instructor or instructors of the program determine that the student has:
    (1) satisfactorily completed at least 90 percent of the required coursework for the program; and
    (2) demonstrated sufficient mastery of the program material to receive credit for completing the program.
9. The payment of refunds will be totally completed such that the refund instrument has been negotiated or credited into the proper account(s), within 60 days after the effective date of termination.

EXTENSION OF STUDY
If, for personal reasons, the student cannot complete the course in the allocated eight weeks (or fails the assessments) the student can pay a $29.95 extension fee for an additional twenty six weeks of course access. In cases of compelling student hardship (evaluated on a case by case basis) the extension fee may be waived.

GRADES & PROGRAM COMPLETION
All assessments are scored according to a predetermined scoring rubric and verified by a second review to ensure accuracy, fairness, and equity for all students.

Each assessment and each course must be passed with a minimum of a 75% score in order to be credited towards completion of any program. All courses are recorded on the transcript as PASS or FAIL. The final cumulative percent score for each course will also be recorded.

A minimum aggregate mark of 75% is required to pass any formal assessment and count towards completion of the course. Each course is assessed PASS/FAIL. Students are notified of their passing of a course immediately following completion of internal grade verification processes. This generally occurs within 24 to 72 hours post notification of the academy staff by the student of completion.

Two attempts at formal assessments are allowed. If both attempts are failed then the student may elect to  purchase a $29.95 course extension to receive additional study time and opportunity to retake failed assessments. If a student fails two such retake attempts, they may re-enroll, pay complete fees for, and complete the entire course as if it was the first attempt.

STUDENT IDENTIFICATION FOR ASSESSMENT RECOGNITION
All written course tests are conducted online and are time limited and open book. The student may take tests at their home or wherever they access the internet. Time limitation ensures that the student may not simply look up answers individually. Video assessments are subject to on-camera face-to-ID matching with government issued identification (e-mail notifications are sent to set up such checks).

CONFIDENTIALITY
All content, specifically questions, answers, and diagrams of the tests, are the proprietary and confidential property of the Kilgore Academy, and any other designated and respective license holders. They may not be copied, reproduced, modified, published, uploaded, posted, transmitted, or distributed in anyway without express authorization.

APPEALS TO RESULTS
We endeavor to:


  1. Operate an appeal process that is fair to all candidates

  2. Permit appeals only on grounds that are valid

  3. Maintain the standards set for the courses

  4. Recognize exceptional circumstances
  5. Respond to appeals within a realistic timescale


If a student wishes to challenge test or assessment results based on concerns about one or more specific questions or items, they may file an appeal within 10 days of their receipt of results of the test or other assessment. During the appeal process, individual results along with specific question challenges will be reviewed by the Course Developer, Support Instructor, a Support Instructor not involved with the student, and the academy director. If the questions or items challenged are found to be faulty, flawed, or incorrectly marked and it is determined that the results were affected by the questions or items, a new score will be calculated and provided the student.

To apply for an appeal, the student must provide as much documentation as possible regarding the questions or items challenged. For example, they should state that they believe a question was worded ambiguously, had more than one clearly correct option, or contained biased language. Or if an answer is believed to be correct but was marked incorrect, the question should be articulated in the challenge along with source materials demonstrating the error in the test or assessment key.

In some instances an appeal is not required as the scoring software used can only score a word or phrase with precise spelling, word order sequences, or a specific pixel location on an image. Correct answers that are misspelled (<2 letter variation), or are a variant but acceptable word order, or if a digital tag is placed very near but outside a designated correct pixel space are detected, these will be corrected as a matter of normal course operation by a manual, two person, quality assurance review at the end of the course. Please note that within the Course News Forum in each course there is an informative post specifically about course test structure, errors, and our review and result correction system. It is important to read this information.

SPECIAL ACCOMMODATIONS
Course Participation
Students may request special accommodations for certain medical conditions that affect their participation in the course. If there is a visual, auditory, orthopedic or other medical condition that requires a modification in approach to learning and assessment an advance request must be submitted that includes:

  1. Documentation of diagnosis from a physician or other medical specialist

  2. A specific statement of the nature of the accommodation


Testing
Special arrangements can be made if the student has a visual, sensory, physical, or other disability that prevents them from taking the test under standard conditions. Documentation of the disability must be made by a professional qualified to diagnose the disability at the time of course registration. We reserve the right to determine the reasonableness of the accommodation requested. Requests for special accommodations must be made at the time of registration. Additional fees may apply if externally contracted student support is required.

ATTENDANCE, ENGAGEMENT, & SATISFACTORY PROGRESS
In order to remain in good academic standing the student must pass courses in which they are enrolled. If a student fails a course, he or she may not enroll in a subsequent course until the failed course is passed.

The Kilgore Academy virtual learning environment tracks engagement and as such if a student is not present in the virtual learning environment and not engaged with the learning materials for prolonged durations, a notification event is triggered that results in a correspondence from the academy director. The aforementioned correspondence is to determine if a bona fide issue exists with which the academy can assist and to provide options of support for the student. If a student is off line and not engaged with twenty one consecutive days remaining in course access, the academy staff will contact the student to arrange either extension of study or withdrawal from study. Students who withdraw from study may later re-enter a program in a probationary status, eligible to take one course at a time. If the course is passed on time, then the student will exit probation and return to normal student status. Handling of student withdrawals is compliant with Texas Education Code §132.061(f). If as student is given an “incomplete” grade for cause, the student may complete the course at any time within the following 12 calendar months.

REMEDIAL & REPEATED COURSES
The academy does not offer remedial course at the secondary education level. For any failed course that is successfully repeated, only the passing score and course information will be recorded.

INTERRUPTED STUDY/LEAVE OF ABSENCE
A student may request to interrupt their studies at any time in order to accommodate their personal and work circumstances. It is possible to take a break in your studies, however you must formally contact the director@kilgoreacademy.com to request the interruption and again to restart study. Without this contact course access will expire as scheduled.

STUDENT CONDUCT
By enrolling and registering for courses offered by the Kilgore Academy students agree to:

  1. Access academy websites and the virtual learning environment only for lawful purposes

  2. Act and communicate respectfully, attending to the privacy and wellbeing of other students, faculty, and administrators.

  3. Respect the diversity of opinions among the tutors and other students with whom the student interacts and agrees to conduct all correspondences in a courteous manner.

  4. Will comply with the terms and conditions of use policies of the academy.

  5. Be removed from study and enrollment for documented instances of harassment, stalking, threats, abuse, insults, or humiliation to students, tutors, or administrators. This includes any demeaning written or oral comments of an ethnic, religious, sexist, or racist nature. It also includes sending any sexual advances or intimidation by email, on discussion boards, or any other means of academy communication.
  6. Abide by all rules and regulations published for and by the Kilgore Academy.


PRIVACY
We are committed to protecting and respecting student privacy. This policy only applies to the sites and pages specific to kilgoreacademy.com, ka.opuslearn.net, and their related operational pages, if you leave these sites or pages, you will be subject to the policy of that website provider. We have no control over that policy or the terms of other websites and you should check their policy before continuing to access the site.

We may collect and process the following data about you:

  1. Information that you provide by filling in forms at the time of registering to use our site.

  2. Academic records of course grades.

  3. We may also ask you for information when you report a problem with our site.

  4. If you contact us, we may keep a record of that correspondence.

  5. Details of your visits to our site including, but not limited to, time engaged with materials, traffic data, location data, weblogs, operating system, browser usage and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.

  6. We may collect information about your computer, including where available your IP address, operating system, browser type, and for system administration. This is statistical data about our users' browsing actions and patterns, and does not identify any individual and we will not collect personal information in this way.


Our sites do use “cookies”, small text files transferred to your device when you visit a website. The cookies are then sent back to the originating website on each subsequent visit. Cookies are widely used to make websites work more efficiently, recognize your browser or device, improve your user experience, customize features, and provide reporting information about the services the website renders. We specifically use “Security and Authentication Cookies” and “Performance and Functionality Cookies”. The Kilgore Academy does not use “Social Media Cookies” or “Advertising and Targeting Cookies”. You can find out more information about cookies at http://www.allaboutcookies.org and http://www.youronlinechoices.eu.

You may set your browser settings to refuse to accept cookies. However, if you select this setting you may potentially be unable to access certain parts of our site or its display may not appear correctly and optimized for your browser and computing device. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site. By visiting or using our products or services in any manner, you acknowledge that you accept the practices and policies outlined in this notification and agreement.

The data that we collect from you may be transferred to, and stored at, a destination in the USA or the European Economic Area ("EEA"). It may also be processed by staff operating in these locales who work for us. Such staff maybe engaged in, among other things, the fulfillment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing, or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. By submitting your data, you agree to data storing or processing outside of the EEA or your country and acknowledge that not all countries guarantee the same level of protection for your information as the one in which you reside. Data transferred will be treated in accordance with this policy and, where applicable, the EU General Data Protection Regulation. Under GDPR you have certain rights including (but not limited to):

● Right of Access - know what data is being collected and how it is used (as described above and in the following passages)
● Right to be Forgotten - the ability to delete personally identifiable information from our systems if held
● Right of Rectification - the ability to correct information if it is inaccurate or incomplete
● Breach Notification - In the event that a data breach occurs we will notify impacted users according to the law

You can find out more about the GDPR here.

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. Your account is protected by password for your privacy and security. You must prevent unauthorized access to your account and Information by selecting and protecting your password and/or other sign-on mechanism appropriately. To help protect your information, you should not share your account information or password, reuse your password on other sites, or use a password you have used on other sites.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access.

We use information held about you in the following ways:

  1. To ensure that content from our site is presented in the most effective manner for you and for your computer.

  2. To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.

  3. To carry out our obligations arising from any contracts entered into between you and the academy offering these courses.

  4. To allow you to participate in interactive features of our service, when you choose to do so.
  5. To notify you about changes to our service.


We may disclose your personal information to third parties only in respect to delivery of education services. Our operation requires contracts or partnership with specific corporations in order to deliver our products and services to students. Each of those corporations have industry leading and robust privacy policies:  

Our operation includes PayPal as a payment processor. Here is their privacy policy.
Our operation includes Moodle as a virtual learning environment. Here is their privacy policy.
Our operation includes software system management by CAPDM LTD. Here is their privacy policy.

We do not release information to third parties for marketing or sales purposes. If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, we will disclose only the specific information required by law. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction.

AGE
You must be 18 or older to engage in our courses or services. Minors under 18 of age are only permitted to take our courses and use our services through an account owned by a parent or legal guardian with their appropriate permission and under their direct supervision. We do not knowingly collect information from anyone under the age of 18 or knowingly allow such persons to register for our courses or services.

ACCESSING HELD INFORMATION
You have the right to access information held about you. You may request disclosure meet our costs in providing you with details of the information we hold about you.

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to director@kilgoreacademy.com.

STUDENT COMPLAINT PROCEDURES
Complaints from any student concerning courses, programs, services, other students or staff are taken seriously by the academy. Any student who has a concern or complaint is encouraged follow this process:

  1. Communicate the issue to through the help desk for attention. Convey all pertinent information about the issue in an objective manner. Provide as much evidence as you can about the issue in order to speed resolution.

  2. If the issue is not resolved at the help desk level, then communicate the issue to the academy director (director@kilgoreacademy.com). Again, provide as much evidence as you can about the issue in order to speed resolution. The school director will formally investigate the complaint, will take appropriate action, and will then provide a written response to the student within ten business days after the receipt of a formal written communication.


 



POLICIES