Terms & Conditions
The following agreement applies to all students taking courses offered by Genki Japanese and Culture School.
*Students who receive the invoice before January 31, 2025, will be subject to previous terms and conditions.
For a list of changes, in chronological order, see the Changelog.
Before applying for the chosen courses, please read and understand the Genki Japanese and Culture School course agreement, to ensure that you understand your rights and obligations. We have tried to write this clearly, but if you do not understand any of the terms, please feel free to contact us to request clarification.
The terms of this agreement apply to all contracts for Programme Courses applied for on or after October 1st, 2004.
- 1. Contract offer and formation
- 2. Reasons for refusal of application
- 3. Extent of duty of the School
- 4. Fees
- 5. Payments
- 6. Cancellation by the School
- 7. Cancellation and Refunds
- 8. Changes after application
- 9. Course Changes if Few Students
- 10. Exemption from responsibility
- 11. Governing Law
- 12. Jurisdiction
- 13. Amendment of this Agreement
1. Contract offer and formation
- Applications are completed by the applicant sending an estimate request form to the school.
- For 1-year and 18-month courses, applicants must apply and pay the screeining fee by the application deadline.
- The school assumes that all applicants complete their applications after having read and understood the terms and conditions.
- The contract is concluded when the school sends the invoice to the applicant.
2. Reasons for refusal of application
The School reserves the right to refuse any application without reason, at the sole discretion of the school. In particular, applicants will be refused in the following cases:
- The applicant is under 18, and the applicant's parent or legal guardian has not given verifiable permission to study.
- The applicant has not reached the age required by the school to take the course (18 years old in Tokyo, 16 years old in Nagoya, 14 years old in Kyoto/Fukuoka)
- The requested course is unavailable or full. (The School alone determines availability.)
- The time to complete the procedures to apply for the requested course is insufficient. (We ask people to apply at least one month in advance. However, shorter notice is possible, especially if accommodation is not required.)
- The School judges that the applicant's medical history, or current physical or mental status, are not suited to the pressures of the course of study.
3. Extent of duty of the School
The School, upon receiving the application, will perform the following duties.
- Furnishing of information
Upon receiving the application, the School will provide timely information to the applicant in response to the applicant's questions or requests. - Living arrangement procedures
The school will provide accommodations according to the applicant's requests. Accommodation is contracted directly between the applicant and the accommodation provider, not the school. The school acts as a contract facilitator. If the requested accommodation is not available, the school may ask the applicant to consider another accommodation type.
If the applicant is not willing to accept alternative accommodation, the applicant may choose to withdraw from the contract without penalty as provided in these terms. In some cases, two or more students may stay in the same accommodation at the same time.
Accommodation is contracted directly between the applicant and the accommodation provider, NOT the School. The School acts as the contract facilitator. In case of contractual claims related to accommodation, the School will do all in our power to help, but the contractual responsibility lies with the accommodation provider, and the School cannot accept responsibility for provisions outside the terms of this contract.
For example, if the student wishes to cancel the accommodation early, there may be a cancellation fee levied by the accommodation provider, in addition to any School cancellation fees provided for in these Terms. Clarify with the accommodation provider in advance, if you do not receive notification.
4. Fees
No objections with regard to fees will be accepted after the applicant's course of study has begun.
- 1 year course/18-month course
- Screening fee: ￥50,000
- Tuition*: ￥1,070,000 (1-year course), 1,520,000 (18-month course)
- 1-year cours/ 18-month course (If enrolling with a long-term visa other than a student visa)
- Screening fee: ￥26,000
- Tuition*: ￥1,070,000 (1-year course), 1,520,000 (18-month course)
- Other courses and fees
- Registration fee: ￥16,000 (including ￥1,000 screening fee)
- Standard course: ￥36,000 per week including materials fee.
- Additional conversation class: ￥12,000 per week.
- Cultural class: ￥12,000 per week
- Additional private lessons: ￥7,000 per lesson
- 10 week package: ￥355,000 including registration fee, screening fee, and teaching materials fee.
- 20 week package: ￥660,000 including registration fee, screening fee, and teaching materials fee.
- Summer Course Packages 2025
- Fukuoka Summer Camp
- ￥665,000 total
- Kyoto Summer Program
- 2 Weeks - ￥148,000***
- 4 Weeks - ￥280,000***
- 6 Weeks - ￥412,000***
- 8 weeks - ￥544,000***
- Lodging fee
The fees vary depending on accommodation type and length of stay. If a student wishes to cancel their accommodation early, they may be subject to a cancellation fee charged by the accommodation provider in addition to the school's cancellation fee stipulated in 7. Early Cancellation and Refunds. - Accommodation arrangement fee, accommodation change fee, accommodation period change fee
It costs ￥20,000 for each accommodation arrangement. For example, if you book two accommodation types, two accommodation arrangement fees will be charged. If you wish to change your accommodation after the requested accommodation has been arranged, an additional arrangement fee of ￥10,000 will be charged.
Accommodation arrangement fees will not be refunded. However, if the accommodation information had not yet been sent to the student at the time of cancellation notification, we will refund ￥10,000 of the ￥20,000 arrangement fee. - Meal fees
Breakfast and dinner only are provided at the homestay destination. No meals are provided at other accommodation types. The applicant is responsible for the cost of other meals. - Travel and transportation expenses
Applicants will be responsible for all travel and commuting costs. - Alteration fee
If the applicant requests a change to the study period, the following change fee will be charged:- Extension of study period: No fee
- Shortening of study period: ￥2000 (if refund is required)
- Bank charges/transfer fees
Bank fees/transfer fees are to be borne by the customer for both payments and refunds. - Airport Pickup
If a student wishes to cancel their airport transfer in advance, they may be subject to a cancellation fee charged by the transfer service provider in addition to the school's cancellation fee stipulated in 7. Early Cancellation and Refunds. Additionally, if your flight does not arrive on time due to flight changes or delays, additional charges may apply to reschedule your transfer. - Other considerations
- Exchange rate fluctuations
All billing is done in Japanese yen. When values in other currencies are provided, they are only for informational purposes, and do not form part of the contract. Final payment must be made in yen, and changes in the exchange rate (e.g., between the date of billing and the date of payment) are the responsibility of the applicant. - International travel insurance
Applicants must purchase international travel insurance. Most international visitors are not eligible for publicly funded medical services while in Japan. If you receive medical treatment while in Japan, you may need to cover the entire cost of that treatment. If a student wishes to cancel the overseas travel insurance purchased through the school early, they will be charged a cancellation fee from the insurance provider in addition to the school's cancellation fee stipulated in 7. Early Cancellation and Refunds.
- Exchange rate fluctuations
*The cost of all textbooks and materials used in the course is included in the price. There are no additional charges for textbooks or materials. Normally, all textbooks and materials used in class are distributed to students.
**The screening fee is nonrefundable for any course.
***In addition to the fees listed for The Kyoto Summer Program, accommodation and airport transfer will be added
The fees listed below are not included in the invoice, and will be charged separately depending on request and/or requirement.
The fees listed below will be charged to or paid out-of-pocket by applicants based on their requests and/or requirements.
5. Payments
All fees specified in this agreement must be paid in full to the school by the date specified and in the manner specified.
- Payment deadlines
- For 1 year course/18 month course.
- Screening fee ￥50,000 and accommodation arrangement fee ￥20,000: To be paid at the time of application (by the deadline specified in the recruitment guidelines for each term)
- Remainder of the payable fee: To be paid when the Certificate of Enrollment (hereinafter referred to as COE) is issued (usually 1.5 months before the start of classes). If a COE is not required, this payment is due 2 months prior to the start of classes.
- For 1-year cours/ 18-month course If enrolling with a long-term visa other than a student visa.
- Screening fee ¥26,000 and accommodation arrangement fee ¥20,000: To be paid within 14 days after the invoice is issued.
- Outstanding balance of the invoice: To be paid by 60 days before the start of the course.
- For other courses
- Registration fee (including screening fee) of ¥16,000 and accommodation arrangement fee of ¥20,000 due within 14 days after the invoice is issued.
- The outstanding balance of the invoice must be paid no later than 60 days prior to the course start date.
Note 1: When paying the registration fee (including screening fee) and accommodation arrangement fee, it is also possible to pay all other fees together with them.
Note 2: If you apply less than 60 days before the start of the course, full payment will be required before the course and accommodation can be confirmed. Accommodation cannot be arranged until full payment has been received.
Note 3: If you require support for a tourist visa, full payment of the invoice is required in order to receive the support documents.
- For 1 year course/18 month course.
- Payment methods
- Flywire (online bank transfer via link provided on invoice), credit card, international bank transfer*1, Paypal*2.
- Transfer fees will be borne by the applicant.
- For Paypal, an additional fee of 4.2% of the total invoice amount will be charged.
6. Cancellation by the School
- The School may cancel the programme contract in accordance with this Agreement upon notifying the applicant, if any of the following causes are established.
- If necessary documents requested of the applicant are not received by the specified date.
- If fees billed to the applicant are not paid by the specified date.
- If the school is unable to contact the applicant for a period of more than 30 days.
- If documents submitted to the School by the applicant are found to contain a falsehood, or a vital omission, including omission of diagnosed medical conditions.
- Any other reason, as decided solely by the School.
If the school cancels the contract based on any of the above, the cancellation will be processed in accordance with the provisions stipulated in 7. Cancellation and Refunds.
7. Cancellation and Refunds
- If the applicant wishes to cancel the contract, they must contact the school directly and request cancellation.
- The applicant may withdraw from the program at any time. However, depending on the date of cancellation, a cancellation fee may be required.
- In the event that a contract is canceled mid-term, the canceler shall be responsible for the following expenses.
Courses with durations ranging from 2 to 8 weeks
| Date of cancellation | Amount Charged |
|---|---|
| Within 8 days of receiving the invoice (during the Cooling-off period) | ¥0 |
| 15 or more days before the course start date | ¥16,000 |
| From 14 to 8 days before the course start date | ¥52,000 |
| 7 or less before the course start date | ¥88,000 |
| After the start of classes |
Total amount of points 1, 2, and 3:
|
Courses of 9 weeks or longer
| Date of cancellation | Amount Charged |
|---|---|
| Within 8 days of receiving the invoice (During the Cooling-off period) | ¥0 |
| From the 9th day after recieving the invoice until the day before of the start date | ¥16,000 |
| After the start of classes |
Total amount of points 1,2 and 3
|
1-year course and 18-months course
| Date of cancellation | Amount Charged |
|---|---|
| Within 8 days of receiving the invoice (During the Cooling-off period) | ¥0 |
| From the 9th day after recieving the invoice until the day before of the start date | ¥50,000 |
| After the start of classes |
Total amount of points 1,2 and 3
|
1-year course and 18-months course - for those holding a long-term Japanese visa or permit, other than a student visa
| Date of cancellation | Amount Charged |
|---|---|
| Within 8 days of receiving the invoice (During the Cooling-off period) | ¥0 |
| From the 9th day after recieving the invoice until the day before of the start date | ¥26,000 |
| After the start of classes |
Total amount of points 1,2 and 3
|
Summer Course Packages
| Date of cancellation | Amount Charged |
|---|---|
| Up to 61 days before the start |
|
| 60 to 31 days before the atart |
|
| 30 to 15 days before the start |
|
| 14 days or less before the start |
|
| After the start |
|
| Date of cancellation | Amount Charged |
|---|---|
| Up to 31 days before the start |
|
| 30 to 15 days before the start |
|
| 14 days or less before the start |
|
After the start |
|
What is the Cooling-off Period? - Find out here
※ When calculating the canacellation fees, the following rates will be applied:
- Standard Japanese Course - ¥36,000.
- Optional Modules (Culture and Conversation) - ¥12,000.
- Private Lessons - ¥7,000.
※ Cancellations of optional classes will be charged for the scheduled classes from the week following the cancellation request up to the next two weeks.
※ If there is a change in the course duration during enrollment, the cancellation policy for the course length as of the cancellation date will apply.
※ Accommodation arrangement fees will not be refunded. However, if the accommodationn information had not yet been sent to the student at the time of cancellation notification, we will refund ￥10,000 of the ￥20,000 arrangement fee.
※ Accommodation providers are third party partenrs and as such the school follows their cancellation policies.
※ Refunds are provided for full weeks only. Per-day refunds are not provided.
※ The amount returned to the applicant will be calculated based on the yen value originally received, regardless of changes in the exchange rate since the original payment.
※ You may be charged a cancellation fee in addition to the above fees if you cancel your accommodation, transportation, or travel insurance.
※ School business hours are Monday to Friday from 9:00 to 18:00(JST), excluding holidays on the school calendar. Contacts received outside of business hours will be processed on the next business day.
※ As stated in 3. Extent of duty of the School above, accommodation facilities are contracted directly between the applicant and the accommodation provider, not the school. The school acts as a contract facilitator. It is the applicant's responsibility to read their accommodation's cancellation fees, etc. If your accommodation provider does not provide this guidance, please contact them before moving in.
※ If you wish to shorten your study period, you must move out of the accommodation arranged by the school within one week from the last day of your study. In this case, the school is responsible for informing the student of the last day of their accommodation stay.
※ When the school is closed for national holidays or other scheduled closing, a free event will be held instead, or students will be refunded tuition for missed classes. If no event is held, students will be refunded ￥1100 per group lesson, or ￥4200 per private lesson. A student’s fees will not be refunded even if the student chooses not to attend the scheduled event.
※ If the applicant is absent from scheduled classes, no refund will be provided regardless of the reason.
※ When shortening a student visa course, any refund you might be eligible for will only be made after the school has been able to confirm that you are no longer resident in Japan using the student visa provided by the school.
※ In cases where a third party has paid all or part of the student's fees, the permission of the third party is required before the school can refund directly to the student.
8. Changes after application
- Students can request to change the course of study after an application has been completed. The school reserves the right to refuse this change of course. However, we try to accommodate all requests where possible.
- Requests to change the course of study must be made at least one week in advance of the requested date of change. Changes are only accepted to take effect from Monday of each week. Therefore, a change request made on a Tuesday, for example, will take effect on the second Monday thereafter. This period may be shortened at the discretion of the school.
9. Course Changes if Few Students
-
If the class that GenkiJACS has placed you in has only one or two students, and you are not studying on a student visa, lessons will be given as follows:
- One student only:
- Standard Course: 5 private lessons per week plus 10 group lessons with the closest available class, or 10 private lessons per week if no appropriate class is available.
- Japanese Plus Conversation Course additional conversation lessons: 2 private lessons per week.
- Two students only:
- Standard Course: 10 semi-private lessons per week plus 10 group lessons with the closest available class, or 15 semi-private lessons per week if no appropriate class is available.
- Japanese Plus Conversation Course additional conversation lessons: 3 semi-private lessons per week.
- One student only:
10. Exemption from responsibility
If any of the following causes result in the applicant being unable to study, the date of study being changed, or any other problem, we will do our best to work with the applicant to make alternate arrangements; however if arrangements can not be made, the School will not accept legal responsibility.
- If the desired accommodation cannot be secured due to factors beyond the school's control (such as illness of the selected host family).
- If the applicant is refused accommodation due to an act that violates the accommodation's rules or an act that clearly violates social standards.
- If it is considered impossible to provide classes due to the applicant's health, and staying in Japan is deemed unfeasible.
- If admission is refused for the reasons listed in Section 6 above.
- Cancellation or change due to the applicant's personal reasons outside of those listed here.
- In the event of other causes beyond the control of the school, such as accidents or natural disasters (including bad weather).
Applicants are responsible for their own actions from the time they arrive in Japan. The school will not bear any legal responsibility for any damage caused by the applicant's intentional actions that violate laws, regulations, customs, or school regulations. In addition, if the applicant's intended actions result in a loss to the school, we will request the applicant to pay compensation for damages.
Applicants are responsible for their own valuables during their stay. Always keep valuables in a locked suitcase or safe place.
The school will not bear any legal responsibility for any physical, psychological or economical damage caused to the applicant due to earthquakes, tsunamis, storms, floods, fires, wars, riots, civil disturbances, terrorism, strikes, lockouts, infectious diseases, enactment/revision/abolition of laws and regulations, orders/dispositions by public authorities, and other force majeure events.
11. Governing law
This agreement shall be governed by and construed in accordance with Japanese law.
12. Jurisdiction
For any disputes related to this agreement, the Nagoya District Court or Nagoya Summary Court shall have exclusive jurisdiction of the first instance.
13. Amendment of this agreement
This agreement may be amended without notice to the applicant, depending on circumstances. Changes will be posted to the International Student Terms and Conditions Changelog, and it is the applicant's responsibility to check for any changes.
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Head Office
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