Terms and Conditions


By registering for a professional development course with CodeVA, you acknowledge that you have read, understood, and agreed to abide by these Terms of Service. If you have any questions or concerns regarding these terms, please contact CodeVA at info@codevirginia.org

Terms of Service for Registering for a Professional Development course with CodeVA

Effective Date: January 1, 2023

Please read these Terms of Service carefully before registering for a professional development course with CodeVA. By registering for a course or event, you acknowledge that you have read, understood, and agreed to be bound by the following terms and conditions:

Section 1: Eligibility to Participate

a. For Free Participation: CodeVA offers free participation eligibility for all Virginia and DC Public School educators, as well as Department of Defense Education Activity (DODEA) educators, pre-service teachers and educators, and educators serving public school students through out-of-school time programming. Only individuals who meet the specified eligibility requirements are entitled to participate in a course for free.

b. For Paid Participation: Paid participation is available to all other individuals. Our tuition schedule is available on our website.

Section 2: Tuition/Fees/Payments

a. For Free Participation: If you are eligible for free participation, no tuition or fees are required.

b. For Paid Participation: Tuition or fees associated with professional development courses are available on our website. Payment is required to secure your registration.

Section 3: Course Registration

a. For Free Registration: Educators who qualify may register for a course via our registration platform, which is managed by Arlo.co

b. For Paid Registration: For those who wish to register, but do not qualify for a free registration, please contact educators@codevirginia.org to receive an invoice. Accuracy of Information: By registering for a course, you agree to provide true, accurate, current, and complete information about yourself. You also agree to update this information promptly if there are any changes.

c. Confidentiality: You are responsible for maintaining the confidentiality of your registration details, including your password, and for all activities that occur under your account.

Section 4: Attendance

To ensure a productive and engaging learning environment, we have established the following attendance policy:

a. Attendance Criteria:

  1. For live online or in person courses: Participants must complete a majority of the course, which constitutes at least 75% of the total course work. Actively engaging in the learning process is essential. This includes having cameras on during online sessions, being physically present at in person sessions (missing no more than 30 minutes), participating in break-out sessions and discussion boards, and completing all assignments and activities.

  2. For asychronous course work: Participants must complete 100% of all learning activities in the course.

b. Marking Attendance:

  1. Participants will be marked as "Attended" if they meet the criteria mentioned above.

  2. Participants will be marked as Partial Attendance, defined as completing 75% or less of the total course, anyone not completing the course as listed above.

  3. Participants will be marked as "Did Not Attend" under the following circumstances: No-shows for scheduled sessions, lack of active engagement, such as having the camera off, not participating in break-outs or discussion boards, not completing assignments, or not answering when called on. Participants who completed less than 75% of the course will also be marked as Did Not Attend.

c. Certificates: Certificates of completion will only be issued to participants who are marked as "Attended" based on the established criteria. Certificates will not be provided to participants marked as "Did Not Attend."

d. Checking Attendance: Participants may check their registration status by logging into their Customer Prorile and viewing their completed courses.

Section 5: Rescheduling

CodeVA reserves the right to reschedule a course for any reason. In such cases, registered participants will be notified in advance, and reasonable efforts will be made to accommodate participants' schedules.

Section 6: Cancellation

a. By CodeVA: CodeVA may cancel a course due to unforeseen circumstances, including insufficient registrations or instructor unavailability. In the event of a cancellation, registered participants will be notified, and alternative arrangements may be offered, including rescheduling or a refund, at the sole discretion of CodeVA.

b. By Participant: Participants may request to cancel their registration using the process outlined below.

c. Cancellation Process. To cancel your registration, regardless of whether it is a free or paid registration, please follow the steps below:

d. Notification: Registrants may refer to their course instructions email for directions on how to self-cancel a course registration. Registrants may also log in to their customer portal and cancel a course registration.

e. Deadline: Cancellations must be received by our team no later than 7 days prior to the start date. Any cancellations received after this deadline will not be eligible for a refund.

f. Confirmation: Our registration team will acknowledge your cancellation request and provide confirmation via email. Please retain this confirmation for your records.

Section 7: Transfers

a. Transfers to Another Participant for Paid Registrations: Registered participants may request to transfer their registration to another eligible individual within their organization. CodeVA reserves the right to approve or deny such transfer requests.

b. Transfers to Another Participant For-Free Registrations: CodeVA does not allow transfers for-free registrations. Participants should cancel their registration using the process outlined above in Section 5.

Section 8: Refunds

a. Free Registrations: If you have registered for a CodeVA course, you may cancel your registration at any time without incurring any charges. To cancel your free registration, please follow the cancellation process outlined in Section 5 of this policy.

b. Paid Registrations: For educators who do not qualify for a free registration, registration fees may be refunded if the refund request is received at least 7 days prior to the course start date.

c. Special Events: All special event registration fees, including for CS4VA Regional Conferences, are non-refundable. Once a registration is submitted and payment is received, it is considered final, and no refunds will be issued.

d. Eligibility for Refunds: Refunds, if available, are subject to the terms and conditions of the refund policy and may be limited to certain circumstances or timeframes.

Section 9: Liability

a. Assumption of Risk: Participation in the professional development course is at your own risk. CodeVA is not responsible for any injuries, damages, or losses that may occur during or as a result of the course.

b. Limitation of Liability: To the fullest extent permitted by law, CodeVA, its instructors, employees, and affiliates shall not be liable for any direct, indirect, incidental, special, consequential, or exemplary damages arising from or related to the course.

Section 10: Intellectual Property

a. Ownership: All intellectual property rights, including but not limited to course materials, curriculum, and resources, provided during the course, are the property of CodeVA or its licensors.

b. Use Restrictions: Participants agree not to reproduce, distribute, modify, or create derivative works of any course materials without permissions provided by an authorized member of CodeVA's executive leadership.

Section 11: Copyright

a. Compliance with Copyright Laws: Participants shall comply with all applicable copyright laws and respect the intellectual property rights of CodeVA and third parties. All CodeVA resources and materials are copyright under Creative Commons Attribution-ShareAlike 3.0, and are free for you to use, copy and distribute, as well as to adapt and remix, including for commercial use, with attribution. This includes, but is not limited to:

  • online educational resources,
  • computer code,
  • documents,
  • student and teacher artifacts,
  • discussion forum posts,
  • audio recordings,
  • photographs,
  • videos,
  • messages,
  • links to external sites, and
  • other materials.

b. Infringement: Any unauthorized use or distribution of copyrighted materials is strictly prohibited and may result in legal consequences.

Section 12: Confidentiality

a. Confidential Information: Participants may be exposed to confidential and proprietary information during the course. Participants agree to maintain the confidentiality of any information designated as confidential by CodeVA or other participants.

b. Non-Disclosure: Participants shall not disclose or share confidential information obtained during the course without the express written consent of CodeVA.

Section 13: Ensuring Student Privacy

a. CodeVA is firmly committed to protecting online privacy including the online privacy of your students. To ensure your student’s privacy when sharing User Content, you agree to not include any identifiable student information, educational records or images directly related to a student. This includes:

  • direct identifiers (such as a student’s name, identification number or revealing a student’s face in photographic or video content) and
  • indirect identifiers (such as a student’s age, course period, or other information including biometric data such as handwriting which can be used to distinguish or trace an individual’s identity either directly or indirectly through linkages with other information)

b. If you accidentally include any Student’s Personal Information, please contact us at moderator@codevirginia.org so we may remove this User Content. If our site moderator identifies instances where we determine that a student’s privacy could be compromised, we reserve the right to remove the content without permission from the user.

Section 14: Use of Data

In accordance with our mission to scale high quality computer science education across Virginia, CodeVA engages independent third parties (“Evaluators”) to evaluate our work. You grant CodeVA and its Evaluators the right to use anonymized data including User Content from this Site in educational research and evaluation activities including presentations, reports and other dissemination activities in perpetuity.

Section 15: Termination

a. CodeVA's Right to Terminate: CodeVA reserves the right to terminate a participant's access to the course at its sole discretion, without prior notice, if the participant violates these Terms of Service or engages in conduct that is deemed inappropriate, disruptive, or harmful.

b. Participant's Right to Terminate: Participants may terminate their participation in the course by providing written notice to CodeVA. Refund eligibility, if applicable, will be determined according to the cancellation policy in Section 7.

Section 16: Course Content

a. Accuracy and Completeness: CodeVA makes reasonable efforts to ensure the accuracy and completeness of the course content. However, CodeVA does not warrant or guarantee the accuracy, reliability, or usefulness of the content.

b. Changes to Course Content: CodeVA reserves the right to modify or update the course content at any time, including but not limited to curriculum, resources, and materials.

Section 17: Participant Conduct

a. Compliance: Participants agree to comply with all applicable laws, regulations, and CodeVA's policies while participating in the course.

b. Respectful Behavior: Participants shall engage in respectful and professional behavior, refraining from any conduct that may be offensive, discriminatory, or disruptive to others, including but not limited to behavior that:

  • violates applicable laws regarding your use of the website;
  • is harmful to minors in any way;
  • is hateful or discriminatory based on race, color, sex, gender, religion, nationality, ethnic or national origin, marital status, disability, sexual orientation or age or is otherwise objectionable;
  • infringes, violates or misappropriates any third party's intellectual property rights or other proprietary rights or contractual rights;
  • is misleading, deceptive or fraudulent or otherwise illegal or promotes illegal activities;
  • is libelous or defamatory, or in a way that is otherwise threatening, abusive, violent, harassing, malicious or harmful to any person or entity, or invasive of another's privacy;
  • constitutes or contains any form of advertising, solicitation, spamming, or other activities including but not limited to personal businesses, services or enterprises; or
  • impersonates any other person, or falsely states or otherwise misrepresents your affiliation with any person or entity, or to obtain access to this Site without authorization.

Section 18: Technology Requirements

a. Participant Responsibility: Participants are responsible for ensuring that they have the necessary technology, software, and internet access to participate in the course effectively.

b. Technical Support: CodeVA will provide reasonable technical support, but participants acknowledge that they are responsible for their own technology-related issues.

Section 19: Login Details and Account Security

a. Participant Account: Participants will be provided with login directions to access the course materials in Canvas. Participants agree to keep their login details confidential and not share them with any unauthorized individuals.

b. Account Responsibility: Participants are solely responsible for all activities that occur under their account and shall promptly notify CodeVA of any unauthorized use or security breaches.

Section 20: Force Majeure

a. Eventualities: CodeVA shall not be liable for any failure or delay in performing its obligations under these Terms of Service if such failure or delay is caused by circumstances beyond its reasonable control, including but not limited to acts of nature, government restrictions, power outages, or internet disruptions.

b. Notification: In the event of a force majeure event, CodeVA will make reasonable efforts to notify participants and mitigate any adverse impact on the course.

Section 21: Your Privacy

CodeVA is committed to protecting your privacy as explained in our Privacy Policy. Please review it carefully.

By registering for a professional development course with CodeVA, you acknowledge that you have read, understood, and agreed to abide by these Terms of Service.

If you have any questions or concerns regarding these terms, please contact CodeVA at educators@codevirginia.org

Thank you for your cooperation and participation. CodeVA Team