Transfer & completion policy

Claristrat Institute Transfer of Credit Policy

1. Purpose

This policy defines how Claristrat Institute evaluates, accepts, or documents the transfer of credit for coach-education hours completed at other institutions, and how hours earned through Claristrat may be transferred to other ICF-accredited programs. It ensures fairness, consistency, and transparency in recognizing equivalent learning while preserving the academic and methodological integrity of Claristrat programs.

2. Scope

This policy applies to all participants in Claristrat Institute’s ICF Level 1 (ACC Path) and future Level 2 (PCC Path) programs who:

• Seek to transfer instructional hours from another ICF-accredited provider into a Claristrat program, or
• Request documentation of Claristrat instructional hours to transfer to another ICF-accredited provider.

3. Incoming Credit Transfers (to Claristrat)

Claristrat Institute does not automatically award transfer credit for training completed at other institutions.

The Institute may, at its discretion, consider transfer of coach-specific training hours from other ICF-accredited programs (Level 1, Level 2, or legacy ACTP/ACSTH) under the following conditions:

• The training must have been completed within the past five (5) years.
• The content, learning outcomes, and instructional methodology must be substantially equivalent to the corresponding Claristrat modules.
• Transfer credit requests must include an official transcript or certificate from the originating provider, specifying completed instructional hours.
• The maximum allowable transfer credit is 20 percent of total Claristrat program hours.
• Mentor coaching and performance evaluations must be completed within Claristrat to ensure consistency of standards.

Claristrat Institute is the sole responsible party for determining whether external coach-education hours meet equivalency and transfer requirements. The Institute reserves the right to deny or limit transfer credits at its discretion to preserve program integrity and alignment with ICF accreditation standards.

All transfer requests are reviewed individually by the Program Director to ensure equivalency and competency alignment.

4. Outgoing Credit Transfers (from Claristrat)

Participants who partially complete a Claristrat program may request official documentation of the verified instructional hours they completed.

• The documentation will specify whether the participant received the Certificate of Completion or partial credit only.
• Claristrat instructional hours are fully aligned with ICF standards and may be recognized by other ICF-accredited programs, subject to the receiving provider’s evaluation.
• Requests must be submitted in writing to institute@claristrat.com within six (6) months of withdrawal or completion.

5. Transfer of CCE or Non-Accredited Training

Claristrat does not automatically award transfer credit for Continuing Coach Education (CCE) hours or non-accredited training programs, as these are not evaluated under ICF Level 1/2 accreditation criteria.

Participants may submit such experience for review of relevance, but formal hour credit cannot be guaranteed. Participants may alternatively use such experience toward portfolio credential applications directly with ICF, at their discretion.

6. Fees

Each transfer-credit evaluation requires individualized academic and administrative review.

A non-refundable fee of USD 250 is charged per evaluation request, corresponding to approximately one hour of administrative and faculty review. Payment must be received before the review begins.

If the administrative load of complex or multiple verifications exceeds this baseline, additional fees may apply, communicated in advance and agreed upon in writing.

7. Documentation and Recordkeeping

All transfer requests and determinations are documented and retained for five (5) years. Records include copies of incoming transcripts, transfer decisions, and related correspondence.

8. Appeals

If a participant disagrees with a transfer decision, they may submit a written appeal within ten (10) business days of receiving the decision. Appeals will be reviewed by the Faculty Council, whose determination will be final.

9. Policy Review

This policy is reviewed annually as part of Claristrat’s quality-assurance process and updated as needed to remain aligned with ICF accreditation standards.

Claristrat Institute – Completion Policy

1. Purpose

This policy outlines how Claristrat Institute manages partial completion of ICF-accredited programs and ensures fair, transparent treatment of participants who do not meet full graduation requirements. It also describes how earned hours may be recognized toward ICF credentialing or future Claristrat cohorts.

2. Applicability

This policy applies to all participants enrolled in Claristrat’s ICF Level 1 (ACC Path) and future Level 2 (PCC Path) programs who withdraw, defer, or fail to complete all program components.

3. Definition of Partial Completion

Partial completion occurs when a participant has attended and successfully completed a portion of instructional hours but has not met all program requirements for certification, such as:

• Insufficient attendance (below the 80% minimum)
• Incomplete asynchronous assignments or assessments
• Unfinished mentor coaching or performance evaluations
• Withdrawal before the program end date

4. Documentation of Completed Hours

Participants who partially complete the program may request written documentation of the total verified instructional hours completed.

• The documentation will specify that the participant did not complete the full program and therefore did not earn the Certificate of Completion.
• The hours documented will clearly state the number of synchronous and asynchronous instructional hours completed, consistent with ICF definitions.
• Documentation requests must be submitted to institute@claristrat.com within six months of the participant’s withdrawal or final attendance date.

5. Transfer of Hours

At the Institute’s discretion, partially completed hours may be:

• Applied toward a future Claristrat cohort if the participant re-enrolls within 12 months of the original start date; or
• Counted toward ICF credentialing as non-certification hours (“Continuing Coach Education” or CCE units), subject to ICF’s independent verification.

All transfers are reviewed on a case-by-case basis to ensure equivalence of learning outcomes and program integrity.

6. Financial Considerations

Participants who withdraw or defer after partial completion are subject to the Withdrawal and Refund Policy outlined in the Enrollment Agreement. Tuition credits, if granted, will be proportional to verified hours and limited to one future enrollment cycle.

7. Re-Enrollment after Partial Completion

Participants who wish to rejoin a later cohort must:

• Submit a written re-enrollment request to institute@claristrat.com;
• Pay the applicable tuition difference, if any, for the new cohort; and
• Complete any updated curriculum or mentor-coaching requirements in effect at the time of re-enrollment.

8. Record Retention

Claristrat maintains records of attendance, completion, and mentor-coaching hours for a minimum of five years in accordance with ICF accreditation and data privacy requirements.

9. Questions and Support

Claristrat’s administrative team provides individualized guidance for participants navigating partial completion, deferral, or hour-transfer scenarios. All inquiries should be directed to institute@claristrat.com.

Claristrat Institute – Illness and Extenuating Circumstances Policy

1. Purpose

This policy establishes procedures for participants who are unable to attend or complete portions of a Claristrat Institute program due to illness, injury, or other serious personal circumstances. It ensures that all participants are treated fairly and compassionately while maintaining program integrity and ICF accreditation requirements.

2. Scope

This policy applies to all participants enrolled in Claristrat Institute programs, including the Claristrat Core Method™ Professional Certificate in Executive Coaching (ICF Level 1) and future programs under Claristrat accreditation.

3. Definition of Extenuating Circumstances

Extenuating circumstances include but are not limited to:

• Personal illness, injury, or medical condition that prevents participation
• Serious illness or death of an immediate family member
• Family or caregiving responsibilities arising from a health crisis
• Natural disasters or other emergencies that disrupt participation

These circumstances must be supported by reasonable documentation (e.g., medical certificate, letter from healthcare provider, or relevant official confirmation).

4. Notification Procedure

Participants experiencing illness or extenuating circumstances should notify the Institute as soon as reasonably possible by emailing institute@claristrat.com.

The notification should include:

• A brief description of the situation
• Expected duration of absence or impact on participation
• Supporting documentation, where available

The Institute will review the request promptly and respond within five (5) business days to confirm next steps.

5. Attendance and Make-Up Options

Claristrat will make reasonable efforts to help affected participants remain on track with their cohort through one or more of the following options:

• Providing access to session recordings or asynchronous materials to cover missed content
• Allowing limited make-up sessions or participation in another cohort session where feasible
• Rescheduling mentor-coaching sessions or assessments without penalty, if medically justified

Make-up arrangements must align with ICF’s attendance requirements and the participant’s health and recovery timeline.

6. Deferral or Withdrawal Due to Illness

If the illness or personal circumstances prevent continued participation:

• Participants may request a deferral to a future cohort within 12 months of the original start date.
• Tuition paid will be credited to the next available cohort, subject to seat availability.
• In cases where a deferral is not possible, the Withdrawal and Refund Policy will apply.

Requests for deferral or withdrawal due to illness must be submitted in writing and supported by documentation, when available.

7. Faculty or Mentor Illness

If a faculty member, mentor, or program leader experiences illness or incapacity:

• Claristrat will arrange for a qualified replacement or adjust the schedule as needed to ensure continuity.
• Participants will be informed promptly of any changes to the delivery schedule or personnel.

8. Confidentiality

All health-related and personal information provided under this policy is treated as confidential and handled in compliance with privacy laws, including GDPR and U.S. data protection standards.

9. Review and Continuous Improvement

Claristrat Institute reviews this policy annually to ensure compassionate, fair, and consistent practices that uphold both participant well-being and program quality.