2022-2023 Administrative Policy Manual Published September 2, 2022 
    Apr 20, 2024  
2022-2023 Administrative Policy Manual Published September 2, 2022 [ARCHIVED COPY]

English Language Institute

Policy Number: 3.3.7  
Effective Date: March 1, 2023
Revision History: First issued: August 1, 2018
Policy Contact: Dean of Student Success; Director of Internationalization

I. Purpose and Policy Statement

The English Language Institute (“ELI”) policies guide the operations of ELI programming. The English Language Institute’s operations are overseen by the staffs of Student Success and the Office of Internationalization.

II. Scope

The ELI policies apply to ELI students, ELI staff, and those who participate in programs of the ELI. In addition, there may be implications of ELI policies for other GGC offices and staff.

III. Definitions

English Language Institute (“ELI”) student: An ELI student is an English language learner enrolled in one or more courses at the ELI. ELI students are not Georgia Gwinnett College (“GGC”) students, and acceptance or enrollment in the ELI does not constitute admission to GGC.

English Language Institute (“ELI”) course: A course at the ELI is a non-college credit English language training class designed to help non-native English language learners advance their academic, professional, or personal language learning needs. Except for some special programs, ELI courses are typically offered within an 8-week session. Upon completion of the advanced level of ELI courses, ELI students receive a certificate of completion.

Full-time ELI student: An ELI student who attends the intensive English program (20 hours per week) is a full-time ELI student. ELI students who need an I-20 or DS-2019 (Certificate of Eligibility) are required to study full time.

Part-time ELI student: An ELI student who attends ELI classes only part of the day, and so studies for 16 or fewer hours per week, is considered a part-time ELI student.

Special Program: A Special Program at the ELI is an agreement with an ELI student or group of ELI students to allow that student or group to attend ELI courses on a short-term basis (i.e., part of an 8-week ELI session), typically to aid that ELI student or group in achieving a short-term, targeted language development goal. The ELI students (or sponsoring organization) involved in a Special Program must make satisfactory arrangements with the ELI to pay for the course(s), and the ELI students agree to attend regularly for all sessions so approved.

IV. Roles and Responsibilities
  1. ELI courses and the ELI curriculum are overseen by the Dean of Student Success, while recruitment, admission, and enrollment, and visa advisement are overseen by the Director of Internationalization.
  2. Accepted ELI students acknowledge that they are solely responsible for adhering to any study limitations placed on their visa, if applicable. ELI students acknowledge that it is their responsibility to understand and comply with U.S. federal regulations pertaining to the engagement of study at the ELI. Full-time international ELI students holding F or J visas are required to have health insurance that meets the minimum standards set by the University System of Georgia.
V. ELI Mission

The ELI is intended to meet the academic, professional, or personal literacy needs of learners with English as a second or additional language (“ESL”). ELI students are recognized by GGC in a special “ELI student” classification for purposes of recording their participation in ELI programming and record management. ELI students will be prepared to succeed in an English-speaking higher educational institution, such as Georgia Gwinnett College, or in a professional work environment where English is the predominant language. The ELI is jointly administered by Student Success and the Office of Internationalization. They collaborate in planning, overseeing, and assessing ELI programming, with areas of responsibility and revenue divided based on agreement.

VI. Compliance
  1. ELI Acceptance and Enrollment
    1. Acceptance as an ELI student or enrollment in ELI courses is not equivalent to acceptance or admission to Georgia Gwinnett College. ELI students are not Georgia Gwinnett College students, but are enrolled in an approved USG campus-based ESL program of study.
    2. All applicants to the regular program must be at least 18 years of age on or before the start date of the program session they wish to enroll in. Applicants to the ELI who need an I-20 or DS-2019 (Certificate of Eligibility) are required to study full time (Intensive English program) at the ELI. Applicants to the ELI who do not need an I-20 or DS-2019 (Certificate of Eligibility) to study in the United States may be admitted to the ELI to study full time (Intensive English) or part-time.
    3. New ELI students are assigned to a curriculum level based on placement tests at the beginning of each session. For qualified ELI applicants, the ELI may offer the option of joining regular ELI courses on a short-term basis. ELI applicants may be determined by ELI staff to be qualified to join ELI courses already in progress if they demonstrate such participation would benefit their development, and provided the ELI students (or sponsoring organization) can make satisfactory arrangements to pay for the course(s), and that the ELI students attend regularly once they enroll. ELI students must also maintain student health insurance that meets the University System of Georgia minimum standards in order to enroll and remain in the program.
  2. ELI Fees
    1. The approved ELI application fee must be paid in full, and all sections of the ELI application form must be fully completed in English for an ELI application to be processed. ELI students pay an ELI program fee to attend ELI classes and may pay some approved GGC fees, which may make them eligible to participate in some corresponding campus activities or benefit from the corresponding services. Based on the 8-week (single ELI session) or 16-week (two ELI sessions) program, any GGC campus fees will be prorated.
    2. ELI program fees are determined and posted on the ELI website before the start of each session. Short-term program fees will vary and are set forth in specific agreements. Accepted ELI students are expected to pay all their ELI fees by the first day of ELI classes: Intensive English Program fees for full-time ELI students, which include any approved required campus fees; Everyday English program fees for part-time students; or short-term program fees for ELI students who have been accepted for a special ELI short-term program. After the designated level adjustment period (normally the third day of class in the ELI session), no one will be permitted to attend classes until full payment of fees has been verified.
    3. If an ELI student withdraws from the program for which they have enrolled, the following refund policy applies:
      1. 75% program fee refund if withdrawn from the program before the end of the first week of classes.
      2. 50% program fee refund if withdrawn from the program before the end of the second week of classes.
      3. 25% program fee refund if withdrawn from the program before the end of the third week of classes.
      4. No program fee refunds after the third week of classes.
  3. ELI Course Structure and Satisfactory Progress
    1. Before classes begin each session, the ELI has an orientation at which ELI students learn about the academic program and other requirements, take placement exams, and register for classes. ELI students who have been accepted must attend orientation or make individual arrangements with the ELI in case of unavoidable absence, which must be documented (e.g., unexpected delays in arrival).
    2. Courses in the Intensive English program of the ELI are offered in 8-week sessions (2 each fall, 2 each spring, and 1 each summer) at the following levels: Beginner, Intermediate (divided into Lower Intermediate and Upper Intermediate), and Advanced (divided into Lower Advanced and Upper Advanced).
    3. ELI students who have successfully completed one level, based on instructor assessment as reflected in the final grades issued for each class at a given level, will be promoted to the next level. Those enrolled in the Intensive English program who complete the Advanced level of courses and have demonstrated progress in all other ways have completed the ELI Intensive English program. To demonstrate progress, ELI students must attend at least 85 percent of their classes and do the assigned work, earning a final grade of C or better in all of their ELI courses for the session. Failure to attend classes as indicated or to demonstrate progress may result in dismissal from the program.
  4. Attendance and Repeating Levels
    1. ELI instructors take class attendance each day, and students may be marked Present, Tardy, or Absent. To demonstrate progress and remain in good standing, ELI students must attend at least 85 percent of their classes in each session of enrollment.
    2. Any ELI student whose cumulative attendance falls below 85% during the session is issued an attendance warning at midterm (mid-session). If the low attendance mark occurs only after mid-session, the warning will be issued to the student as soon as possible after it is noted.  
    3. Failure to raise attendance back to at least 85% by the end of the session will result in the student being placed on Attendance Probation for the next session. During the next session, if the student’s cumulative attendance at any point falls below 85% for the probationary session, the student is subject to dismissal from the program.
    4. If an ELI student is making progress in a level, but the student’s instructors determine the student is not ready to move to the next higher level of study, the student may be given a grade of IP (in progress), which would require the student to repeat the level. A student may voluntarily repeat a level that she or he has satisfactorily completed one time, with instructor and administration approval.
    5. In some cases, ELI instructors may recommend a student repeat a completed level to enhance the student’s academic preparedness before she or he advances to the next level. In such cases, it is the student’s decision whether to repeat the level. In all cases in which an ELI student repeats a completed level voluntarily, the student must repeat it in the very next session of ELI enrollment.
  5. ELI Student Expectations. In addition to following all ELI policies, ELI students are expected to follow the GGC Student Code of Conduct, including the Academic Integrity policy, with the exception that the appeal procedures for disciplinary actions within the Code of Conduct procedures are different for ELI students and GGC students. For ELI students, any appeal of a disciplinary action as a result of a Code of Conduct or Academic Integrity violation will be filed with the Dean of Student Success or the Director of Internationalization or their designee, depending upon the nature of the appeal. The decision of the Dean or Director or their designee shall be final, and any violation of the ELI policies or the GGC Student Code of Conduct may result in disciplinary action, including dismissal from the program. With respect to APM 4.1.2 Equal Opportunity, Affirmative Action, Non-Discrimination and Harassment Policies and Complaint Procedures, the general policies of the institution apply to ELI students, and the protections associated with these areas extend to ELI students.
VII. Related Regulations, Statutes, Policies, and Procedures

University System of Georgia English as a Second Language (ESL) Programs
University System of Georgia English Proficiency Requirements
APM 3.3.2 Student Success Course in English for English as a Second Language (ESL) Students