Our Policies

Fee Waiver

No child is ever denied access to an education in the ACCES because of an inability to pay. If you can’t afford the fees, there are several ways to qualify for a  fee waiver.

Approved applications will have the following fees (if applicable) waived for the school year:

  • Book Fee
  • Program Payment
  • Equipment Rental

How to Qualify  

Waiver applications for the current school year are available from June 15 to August 30. Waiver applications that are submitted past the deadline may not be approved.

A new fee waiver application form must be completed for each school year.

Waiver Category


Supporting Documents

Low Income with proof of government support

A family is approved for a municipal or provincial support program during the current school year, including

  • Alberta Child Health Benefit letter and card, OR
  • Social Services benefit card, or current letter verifying your receipt of benefits

Both the applicant and student(s) names must appear on the documents


Government Sponsored Refugee

A family are Convention refugees sponsored by the Government of Canada

  • Parent(s) “Confirmation of Residency” papers indicating Convention Refugee and a current Citizenship and Immigration cheque stub, OR
  • A copy of current dated Interim Federal Health Certificate of Eligibility for applicant and children.

Death of a Parent/Legal Guardian or Student

A family has experienced the death of a parent/legal guardian or student within 12 months of the school year.

  • Obituary, OR
  • Funeral program, OR
  • Death certificate

Family Emergency

A family has experienced a traumatic life event (such as a natural disaster or a life-altering illness/injury) and are unable to pay for school fees as a result.

  • Proof of current household (see low income due to sudden loss of income category for suggested supporting documents)
  • Evidence of catastrophic event (e.g. police report, doctor’s note insurance claim, court order, eviction notice, etc.
  • Any other documents to support your application

How to Apply

Please note: In addition to the steps below to have fees waived, you will still need to register for all services by filling out and submitting the required online forms.

Step 1:

Review the waiver categories and gather your supporting documents. Photocopies are accepted.

Step 2: 

Complete and submit the Fee Waiver application Letter with the detailed reasons for the application with all the detailed information of the applicant and the student.

Applications can take up to 3-5 weeks to process. To allow sufficient time to process your application, please apply as soon as possible. 

 Program Refunding Policy:

“ACCES” refers to the “Alberta Chinese Cultural Education Society” when used in all following policies and waivers

Under No circumstances is the Registration fee refundable.

If you request a refund at least one week prior to the program’s first session, you will be provided a full refund.

If you request a refund less than one week before the program’s first session, you will be refunded 80% of the total program fees.

If you request a refund before the start of the second session, you will be refunded 50% of the total program fees.

Program Policies:

For Instructors:

In the event that an instructor is late for a session without just cause or advanced notice for more than fifteen minutes two times in a row, a letter of warning will be given to the instructor, with a notice letter sent to parents and related staff. A third late session will result in the instructor’s removal of the program with a termination of the contract. Parents will be informed of both the instructor’s removal and resulting replacement.

In the event that an instructor must be removed from the program and replacement staff cannot be sourced, forcing the program’s cancellation, missed sessions will be rescheduled accordingly, with the newly scheduled times being decided by discussions with affected applicants.

In the event that an instructor is absent for an entire session, applicants will be given the choice to participate in a rescheduled session, or be provided a refund.

For Students:

If a student is marked as absent more than two times in a row without just cause or advanced notice, a warning letter will be sent to the student.

If the student is then absent for the following session, or two more sessions are missed in a row, their name will be removed from the school-year-end scholarship candidate list.

If a student is absent for three or more sessions in a row with just cause or advanced notice provided, the cost of the programs will be reimbursed in the form of credit that can be used for program fees at any point in the future. Such credit cannot be used to cover registration fees.

The minimum number of sessions a student must attend to be eligible for the School-Year-End scholarship is 85%.


If facilities are not available, or scheduling is incorrect, or staff cannot be provided, or other mistakes are made by ACCES staff that causes a program’s discontinuation, ACCES wil give notice to affected parents and applicants, and full refunds will be provided based on request.

Refund Policy for COVID-19-Impacted Programs:


Any equipment brought by parents or participants to be used in program sessions, such as but not limited to balls and water bottles for sports programs, and electronics and stationery for language classes, is the responsibility of the participant and not ACCES or its staff. ACCES wiil not be held financially liable for any instances of damage to these items during programming hours.


In conformity with Canadian legislation, ACCES collects personal information only for the purposes of communicating with members and registrants regarding programs, and in all related matters of health and safety. The information given to the Society may be shared with health care providers in the event of a medical emergency, and for insurance coverage. No personal information will be disclosed for any reason in exception of our programs and any related matters. ACCES reserves the right to use group photographs of participants as showcases of our programming within different applications; no further personal information will be released.


The Terms of Service and the parent’s/participant’s agreement is:

I agree to indemnify and hold harmless ACCES against any and all claims, suits or actions of any kind whatsoever for liability, damages, compensation or otherwise brought by me or anyone on my behalf, including attorney’s fees and any related costs, if litigation arises pursuant to any claims made by me or by anyone else acting on my behalf. If I incur any of these types of expenses, I agree to reimburse ACCES.

I acknowledge that ACCES and their directors, officers, volunteers, representatives and agents are not responsible for errors, omissions, acts or failures to act of any party or entity conducting a specific event or activity on behalf of ACCES.

I acknowledge that this Activity may involve a test of a person’s physical and mental limits and may carry with it the potential for death, serious injury, and property loss. The risks may include, but are not limited to, those caused by terrain, facilities, temperature, weather, lack of hydration, condition of participants, equipment, vehicular traffic and actions of others, including but not limited to, participants, volunteers, spectators, coaches, event officials and event monitors, and/or producers of the event.

In the event that medical care or treatment should be required, I permit ACCES to seek medical treatment in the event that I or the child’s other listed contacts are unavailable or unable.

In the event that any damage to equipment or facilities occurs as a result of my or my family’s willful actions, neglect or recklessness, I acknowledge and agree to be held liable for any and all costs associated with any actions of neglect or recklessness.

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