Capacity building courses contract

General Agreement for Capacity Building Programmes

1. Purpose

The purpose of these programmes is to support the holistic development of students by nurturing knowledge, life skills, values, communication abilities, creativity, critical thinking, self-discipline, leadership qualities, emotional well-being, and responsible citizenship.

These programmes are intended to supplement regular academic education and encourage continuous learning and personal growth.

2. Programme Modules

The programmes may include age-appropriate activities related to:

Self-awareness and personality development

Communication and interpersonal skills

Critical thinking and problem-solving

Creativity and innovation

Leadership and teamwork

Time management and self-discipline

Goal setting and decision-making

Values and ethics

Emotional intelligence and resilience

General awareness and practical life skills

Independent learning and study skills

Confidence-building activities and presentations

Project work, assignments, discussions, and exercises

The exact content, sequence, and duration of modules may vary according to the age group, batch requirements, and educational objectives.

3. Benefits of Participation

Participation in these programmes may help students:

Develop confidence and communication skills

Improve learning habits and self-discipline

Enhance critical and creative thinking abilities

Build leadership and teamwork skills

Improve decision-making and problem-solving abilities

Develop responsible behaviour and ethical values

Improve adaptability and emotional well-being

Become more independent and self-motivated learners

Individual outcomes may vary from student to student.

4. Responsibilities of Students

Students are expected to:

Attend sessions regularly and punctually.

Participate actively and respectfully.

Complete assignments and activities sincerely.

Maintain discipline and appropriate behaviour.

Respect instructors, fellow participants, and learning materials.

Bring required materials, if any.

Use learning resources responsibly.

Inform the instructor in advance regarding absences whenever possible.

5. Responsibilities of Parents/Guardians

Parents/Guardians are expected to:

Encourage regular attendance and participation.

Support the student's learning efforts at home.

Ensure timely payment of fees and dues.

Maintain accurate contact information.

Communicate respectfully regarding concerns or queries.

Monitor the student's progress and participation.

Inform the programme provider of any special requirements that may affect participation.

6. Attendance Policy

Regular attendance is strongly encouraged.

Attendance records may be maintained.

Missed sessions due to absence may not always be repeated.

Repeated absenteeism may affect the student's participation and learning outcomes.

Certificates or acknowledgements, if issued, may be subject to minimum attendance requirements as determined by the programme provider.

7. Fee Structure is

Fees may be charged on a monthly, term-wise, module-wise, workshop-wise, or programme-wise basis.

The applicable fee structure shall be communicated separately.

Fees may vary depending on programme duration, learning materials, mode of delivery, and level of participation.

Additional charges, if any, for optional materials, activities, assessments, or events shall be communicated in advance.

8. Fee Payment Policy

Fees shall be paid on or before the prescribed due dates.

Delayed payments may attract administrative restrictions or late charges, if applicable.

Access to programme materials, activities, or services may be restricted until outstanding dues are cleared.

Payment receipts should be retained for future reference.

9. Refund, Cancellation, and Transfer Policy

Registration fees, if any, may be non-refundable.

Fees already paid for completed sessions or services generally shall not be refundable.

Refund requests, if considered, shall be governed by the applicable policy communicated by the programme provider.

Programme schedules, batches, or formats may be modified, postponed, merged, or cancelled due to operational reasons.

Transfers between batches or programmes may be permitted at the discretion of the programme provider.

10. Code of Conduct

Students and parents are expected to:

Maintain respectful behaviour.

Avoid disruptive conduct.

Respect diversity and inclusiveness.

Use appropriate language and conduct.

Avoid misuse of learning resources and materials.

The programme provider reserves the right to take appropriate action in cases of misconduct.

11. Learning Materials and Intellectual Property

Learning materials provided are intended solely for personal educational use.

Materials shall not be reproduced, distributed, published, recorded, or commercially exploited without prior permission.

Copyright and intellectual property rights in programme materials remain with the programme provider or respective rights holders.

12. Disclaimer

These programmes are educational and developmental in nature.

Participation does not guarantee specific academic results, examination scores, admissions, employment, career outcomes, financial success, behavioural changes, or personal achievements.

Individual progress depends upon factors including attendance, participation, effort, interest, practice, and personal circumstances.

The programme provider does not assume responsibility for outcomes beyond the scope of educational instruction and facilitation.

13. Limitation of Responsibility

The programme provider shall exercise reasonable care in conducting educational activities but shall not be responsible for:

Absences or interruptions beyond reasonable control;

Individual learning differences;

Technical disruptions;

Consequential losses or indirect damages arising from participation or non-participation.

14. Amendments

The programme provider reserves the right to revise schedules, policies, procedures, fees, programme modules, and terms and conditions as reasonably necessary. Any significant changes shall be communicated appropriately.

15. Acceptance

Enrollment, registration, payment of fees, or participation in any programme shall be deemed as acknowledgment and acceptance of these terms and conditions by the student and parent/guardian.

Student Name: ______________________

Parent/Guardian Name: ______________________

Student Signature: ______________________

Parent/Guardian Signature: ______________________

Date: ______________________

Programme Provider Signature: ______________________

Below are additional clauses that can be incorporated into your agreement.

Additional Policies and Terms

16. Eligibility Criteria

The programme is intended for students who:

Have completed 16 years of age and are below 40 years of age on the date of enrollment.

Have completed a degree or equivalent qualification.

Admission is subject to verification of eligibility criteria and seat availability.

17. Programme Duration and Schedule

The programme shall be conducted entirely through online mode.

There shall be no requirement for physical meetings, classroom attendance, travel, or in-person interaction.

Classes shall generally be conducted:

Two classes per week.

Approximately two hours per session.

Depending on the programme requirements, the total duration may range approximately from 120 to 180 instructional hours.

Class schedules and timings shall be communicated separately and may be revised if reasonably necessary.

18. Orientation Programme

Attendance at the orientation programme is compulsory for both the student and at least one parent or guardian.

The orientation programme shall explain:

Programme objectives

Learning expectations

Policies and procedures

Attendance requirements

Assessment and certification requirements

Code of conduct and responsibilities

19. Session Participation by Parents

Parents or guardians may attend programme sessions together with the student, wherever permitted by the programme provider.

Such participation shall be supportive in nature and shall not interfere with the conduct of sessions.

20. Assessment and Certificate Requirements

Participation certificates may be issued only upon satisfactory completion of programme requirements.

To be considered for a participation certificate, students may be required to:

Maintain satisfactory attendance;

Complete assignments, activities, projects, or assessments;

Participate sincerely in programme sessions;

Follow the code of conduct and programme requirements.

Mere enrollment or payment of fees does not automatically entitle a student to receive a participation certificate.

21. Absence and Rescheduling Policy

Students are encouraged to attend all scheduled sessions.

In case of student absence, missed sessions may not always be repeated individually.

If a session is cancelled by the programme provider due to unavoidable circumstances, reasonable efforts shall be made to conduct a replacement session.

Replacement sessions, wherever possible, shall be arranged on a mutually suitable date and preferably before the commencement of the next scheduled class.

22. Instructor Health and Emergency Situations

In the event of illness, medical conditions, family emergencies, technical disruptions, or other unavoidable circumstances affecting the instructor, classes may be postponed, rescheduled, or reorganized.

Every reasonable effort shall be made to inform students and parents as early as practicable.

Rescheduled sessions shall be conducted within a reasonable period whenever possible.

23. Instructor Qualifications

The instructor may possess educational qualifications, professional experience, self-acquired knowledge, training experience, practical expertise, and relevant competencies suitable for conducting the programme.

The programme provider reserves the right to determine the instructional methods, learning materials, and teaching approaches appropriate for the programme objectives.

24. Payment Instructions

No cash payments shall be accepted.

Payments shall be made only through approved non-cash payment methods communicated by the programme provider.

Fees shall become payable only after:

The programme provider communicates the applicable charges; and

A quotation, fee intimation, invoice, or payment request has been issued.

Students and parents are requested not to make unsolicited or advance payments unless specifically instructed.

25. No Refund Policy

All fees paid are final and non-refundable.

No refund, adjustment, transfer, or reimbursement shall be provided for:

Withdrawal from the programme;

Non-attendance or partial attendance;

Change of personal circumstances;

Failure to complete assignments or assessments;

Voluntary discontinuation of participation.

Enrollment shall be treated as acceptance of this no-refund policy.

26. Online Classroom Etiquette

Students and parents are expected to:

Join sessions punctually.

Maintain silence and avoid unnecessary distractions.

Use respectful and appropriate language.

Avoid interrupting sessions unnecessarily.

Refrain from bullying, teasing, offensive remarks, or disrespectful behaviour.

Address the instructor respectfully as "Madam" during programme sessions.

Avoid assigning nicknames, using inappropriate forms of address, or engaging in conduct that may cause discomfort or disrespect to any participant.

Participate in a manner that promotes a safe, inclusive, and professional learning environment.

27. Policy Note and Declaration

The student and parent/guardian declare that they have:

Carefully read and understood all terms, conditions, policies, instructions, disclaimers, and programme requirements;

Had an opportunity to seek clarification regarding any provision;

Understood the attendance, fee payment, no-refund, assessment, certification, and conduct requirements;

Voluntarily agreed to abide by all applicable policies and procedures.

By enrollment, registration, payment, or participation, the student and parent/guardian acknowledge their acceptance of these terms and agree to comply with them throughout the duration of the programme.

You can append the following clauses to your agreement:

Additional Understanding, Payment, and Online Learning Provisions

28. Nature of this Agreement

This document is intended primarily for mutual understanding, transparency, and clear communication of expectations between the programme provider, student, and parent/guardian.

The purpose of this document is to establish a cooperative and respectful learning relationship and to minimize misunderstandings and unnecessary complications.

All parties are encouraged to communicate concerns respectfully and attempt amicable resolution through discussion and mutual understanding.

29. Parent Participation

Attendance of parents or guardians during regular programme sessions is optional and not compulsory.

Parents or guardians may attend sessions whenever permitted by the programme provider and when they wish to observe or support the student's learning process.

Parent participation shall be non-disruptive and supportive in nature.

30. Orientation and Demonstration Session

Attendance at the orientation programme by the student is compulsory.

At least one parent or guardian is strongly encouraged to attend the orientation programme.

One demonstration class shall be conducted on the orientation day.

Attendance at the demonstration session by the student is compulsory as it forms part of the orientation process and helps participants understand:

The learning environment;

Programme expectations;

Teaching methodology;

Online participation procedures;

Communication protocols.

31. Online Mode and Technical Requirements

The programme shall be conducted entirely through online mode using the mobile application or web platform of Google Meet.

There shall be no physical meetings, travel requirements, or in-person classroom sessions.

Students are expected to possess basic prior knowledge of:

Joining an online meeting;

Using audio and video settings;

Muting and unmuting microphones;

Maintaining stable internet connectivity;

Accessing shared learning materials and communication messages.

Students are responsible for arranging suitable internet connectivity, devices, and a distraction-free learning environment.

32. Fee Collection and Payment Instructions

Fees shall ordinarily be collected on a post-payment basis at the end of the applicable month or billing period, unless otherwise communicated.

Students and parents shall not deposit or transfer any amount unless a specific payment intimation, invoice, quotation, or payment request has been issued by the programme provider.

No cash payments shall be accepted.

Payments shall be made only through approved non-cash payment methods communicated by the programme provider.

Applicable taxes, if any, shall be included in the amount communicated in the payment intimation or invoice.

33. Tax Invoice

A tax invoice or payment receipt may be issued in accordance with applicable laws and procedures.

Students and parents are advised to collect or download the tax invoice or payment receipt on the same day of payment and preserve it for future reference.

Requests for duplicate invoices or delayed collection of records may be subject to administrative limitations.

34. Acknowledgement

The student and parent/guardian acknowledge that they have read, understood, and agreed to:

The online nature of the programme;

The orientation and demonstration requirements;

The payment instructions and post-payment arrangement;

The no-cash payment policy;

The invoice collection procedure;

The expectations relating to communication, attendance, conduct, and participation.

Enrollment, participation, or payment shall be treated as acknowledgement and acceptance of these provisions.

You can append the following clause to your agreement:

35. Pre-Enrollment Discussion, Contract Execution, and Orientation Requirements

Before commencement of the programme, the student and parent/guardian shall:

Read the complete agreement, policies, and programme information;

Participate in a discussion regarding the programme terms, expectations, and procedures through email communication and a live online meeting conducted using Google Meet;

Seek clarification regarding any questions, doubts, or concerns before enrollment.

The programme shall commence only after:

The terms and conditions have been discussed and understood;

The agreement has been read and voluntarily accepted;

The contract has been signed or acknowledged by the student and parent/guardian, as applicable;

The compulsory orientation programme has been attended;

The compulsory demonstration class conducted on the orientation day has been attended by the student.

Enrollment shall be considered complete only after fulfillment of the above requirements and confirmation by the programme provider.

By signing this agreement and participating in the orientation and demonstration session, the student and parent/guardian acknowledge that they:

Have read and understood the programme details;

Have had adequate opportunity to ask questions and obtain clarifications;

Understand the policies regarding attendance, fees, assessments, participation certificates, online learning requirements, and code of conduct; and

Voluntarily agree to abide by all programme terms and conditions throughout the duration of the programme.

You may add the following clause. To avoid future enforceability issues, it is generally better to state that parties will first attempt amicable resolution and online mediation rather than completely eliminating all legal rights.

36. Witnesses and Dispute Resolution through Mutual Discussion

This agreement shall be signed or acknowledged by:

The Instructor/Programme Provider;

The Student;

The Parent/Guardian, where applicable;

One witness nominated by the Instructor/Programme Provider; and

One witness nominated by the Student and Parent/Guardian.

The witnesses are included in this agreement for the purpose of promoting transparency, mutual understanding, and amicable resolution of any misunderstanding, communication gap, internal conflict, or dispute that may arise between the parties.

In the event of any misunderstanding or dispute, the parties agree to:

Communicate respectfully and in good faith;

Attempt to resolve the matter through discussion and clarification;

Participate in one or more online meetings, including through Google Meet or another mutually agreed online platform, if necessary;

Permit the designated witnesses to be present during such discussions to facilitate communication and encourage an amicable resolution.

The witnesses shall act only as neutral facilitators and shall:

Encourage constructive communication;

Help clarify misunderstandings;

Promote mutual respect and cooperation;

Assist the parties in arriving at an amicable and mutually acceptable understanding.

The parties acknowledge that the primary intention of this agreement is educational cooperation, mutual understanding, and avoidance of unnecessary complications. Therefore, the parties agree to make reasonable efforts to resolve concerns through discussion and online mediation before considering any further steps.

Nothing in this clause prevents any party from exercising rights or remedies that may be available under applicable law. However, the parties agree that sincere efforts toward amicable resolution and online discussion shall ordinarily be attempted first.

Witness for Instructor/Programme Provider ( above age 18)

(Can be a relative or friend)

Name: ______________________

Signature: ___________________

Date: _______________________

Witness for Student and Parent/Guardian  ( above age 18)

(Can be a relative or friend)

Name: ______________________

Signature: ___________________

Date: _______________________

You can append the following section to your agreement:

37. Collection of Participant Information and Contact Details

For communication, administration, record maintenance, scheduling, certification, and programme management purposes, the student and parent/guardian shall provide accurate and complete information, including, where applicable:

Full Name of Student

Date of Birth and Age

Residential Address

Mobile Number

Alternative Contact Number

Email Address

WhatsApp Number

Parent/Guardian Name

Parent/Guardian Contact Details

Emergency Contact Details

Name of School, College, University, or Educational Institution

Educational Qualification and Current Academic Status

Any other information reasonably necessary for programme administration.

The student and parent/guardian are responsible for ensuring that all information provided is accurate and shall promptly inform the programme provider of any changes to contact information.

The information collected shall be used solely for legitimate programme-related purposes, including:

Communication regarding classes, schedules, orientation, assessments, and certificates;

Sending meeting links, notices, and programme updates;

Maintaining educational and administrative records;

Contacting participants in case of emergencies or unforeseen circumstances.

38. Witness Details

The witnesses to this agreement may be persons known to the parties and may include:

Friends;

Teachers;

Relatives;

Mentors; or

Any other responsible adult acceptable to the respective parties.

The following details of witnesses may be collected for communication and record purposes:

Full Name;

Relationship with the Party;

Residential Address;

Mobile Number;

Email Address or WhatsApp Number, if available.

The witnesses acknowledge that their role under this agreement is limited to:

Promoting transparency and mutual understanding;

Participating in online discussions if misunderstandings arise;

Facilitating communication and amicable resolution of concerns;

Encouraging respectful and cooperative interactions between the parties.

The witnesses do not become instructors, guarantors, financial sponsors, legal representatives, or decision-makers under this agreement and shall not assume obligations beyond the facilitative role described herein.

You can append the following clause:

39. Professional Boundaries and Communication Guidelines

The programme is intended solely for educational, developmental, and administrative purposes.

To maintain a professional, respectful, and comfortable learning environment and to avoid unnecessary complications, communications between the programme provider, student, parent/guardian, and witnesses shall ordinarily be limited to matters reasonably related to:

Programme activities and learning;

Class schedules and attendance;

Assessments and assignments;

Orientation and demonstration sessions;

Administrative matters;

Fees and payment-related communications;

Technical issues and programme-related concerns.

Personal matters, private affairs, family issues, personal opinions, financial matters unrelated to the programme, or any other topics not connected with the programme need not be discussed during classes, meetings, emails, messages, or programme communications.

All parties are expected to:

Maintain professional boundaries and mutual respect;

Communicate courteously and appropriately;

Respect personal privacy and confidentiality;

Avoid intrusive questions or unnecessary personal discussions;

Avoid actions or conversations that may create discomfort, misunderstandings, distractions, or unnecessary complications.

If any personal information is voluntarily shared, all parties shall treat such information respectfully and use it only for legitimate programme-related purposes where reasonably necessary.

The parties acknowledge that maintaining clear professional boundaries and limiting discussions to programme-related matters contributes to a focused, safe, respectful, and productive online learning environment.

40. Reading of Agreement, Declaration, and Documentation

Before the commencement of the programme, this agreement, including all terms, conditions, policies, instructions, and expectations, shall be read, explained, and discussed online by the programme provider with the student and parent/guardian.

The student and parent/guardian shall be provided a reasonable opportunity to:

Read and understand the agreement;

Seek clarifications and ask questions;

Discuss any concerns regarding the programme and its policies.

Upon completion of the discussion and after confirming their understanding, the programme provider, student, and parent/guardian may voluntarily make an affirmation or declaration that they have:

Read and understood the agreement;

Understood their respective rights, responsibilities, and expectations;

Agreed to act respectfully, honestly, and cooperatively;

Agreed to make sincere efforts to comply with the programme terms and policies.

The online orientation meeting, discussion of the agreement, affirmation, and demonstration session may be audio and video recorded for documentation, transparency, administrative records, and future reference.

The parties acknowledge and consent that such recordings and documentation may be maintained as programme records and may be referred to solely for legitimate programme-related purposes, including:

Confirming that the agreement was explained and understood;

Verifying participation in orientation and demonstration sessions;

Clarifying misunderstandings regarding programme policies and procedures;

Maintaining accurate administrative records.

The recordings and related documentation shall not be publicly disclosed, distributed, or used for purposes unrelated to programme administration except where disclosure is required by applicable law or is consented to by the concerned parties.

Participation in the orientation session, discussion of the agreement, affirmation, and attendance at the demonstration class shall be treated as acknowledgment that the parties have read, understood, and voluntarily accepted the programme terms and expectations.

Affirmation and Oath of Understanding and Cooperation

"We have carefully read, understood, and discussed this agreement and all its terms, conditions, policies, and expectations. We voluntarily agree to participate in this programme with honesty, sincerity, mutual respect, and cooperation. We undertake to follow the programme guidelines, maintain professional conduct, communicate respectfully, and make sincere efforts to resolve any misunderstanding amicably through discussion and mutual understanding. We affirm that we are participating willingly and shall work together to create a positive, safe, and productive learning environment."