Terms and Conditions
1. Registration and Payment:
1.1. In order to reserve a place on a course a registration fee must be paid. Until we receive these monies we will not reserve a place for you. The purpose of this fee is to cover the administration cost of enrolling a student. A registration fee is a one-off payment and ensures that you are a registered member of the college – it has life-time validity.
1.2. Registration fee:
1.2.1. £25 registration fee for 2019. From 2nd December 2019 it rises to £40.
1.2.2. If original enrolment documents are required to be sent then a courier fee of at Least £25 will be applied
1.2.3. A registration fee is applicable to all registrations.
1.2.4 Fees provides for one (1) student’s ID card. If you lose or would like to change the ending date of the course, there is a £5 charge per ID Card.
1.2.5 Regarding reenrolments, access to the building will always be extended by updating our system. A new free card showing the extension end date will only be given to:
– Full-time students who extend for 2 weeks or more.
– Part-time students who extend for 4 weeks or more.
– One-to-one students who extend for at least 10 hours of one-to-one lessons.
1.3 Full payment for the course must be made prior to starting the course, including payment for any official documentation.
1.4. All costs incurred due to measures taken to recover unpaid fees will be paid by the student.
1.5. Should any monies be outstanding then we reserve the right to discontinue that student’s studies and charge interest at 7.5% over and above the current base rate as held by Lloyds Bank.
1.6. The course fees do not include costs that are incurred on your behalf such as examination fees, personal medical insurance, Transport for London fares or the cost of any social events. Course books are not included in the course fees. You will need to buy the course book for your class level. You will not be allowed to attend classes until you are in possession of the relevant course book. You may buy the course book at any book retailers and the College does not require that you purchase the book from us. However please check on the edition in use to ensure that you are buying the correct book.
1.7. If you change courses or book a course that spans the use of more than one book then you will be required to purchase subsequent, relevant course books.
1.8. ‘Distance Contract’ means a distance contract or an off-premises contract as defined in the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 (as amended from time to time). In the event of a Distance Contract, students who are EU citizens shall have the right to cancel within 14 days of the initial application. If a student exercises his or her right to cancel during this fourteen-day period, he or she will receive a full refund of all amounts already paid by the student less any fees charged for services already performed by UKCE.
1.9. Should a student change any of their course details, then we reserve the right to charge a further £25 administration charge.
1.10. The minimum age for enrolment on to an adult course is 16 and for those students aged 16 and 17 we proceed on the basis that the parent, guardian of the student under 18 is aware of the enrolment and is bound by all the terms and conditions set out in this document in lieu of the student.
1.11.Your registration will only be considered complete once all monies are paid, all required documentation has been submitted and your language level has been assessed. For international bank transfers, please add £10 to your payment to cover all bank charges in the UK or 4% if paying by credit card. It is important that when making payments to us, you consult your bank with regards to any charges in your country that may be applicable. We will not cover the bank charges from your country.
2.1. As a part of the registration process we ask you to disclose to us all information that we require in order to assess our obligations and to better understand yourrequirements.
2.2. When you enrol we will require that you produce all appropriate documentation, including passport copies, in order to verify the details submitted to register for the course.
2.3. UKCE is committed to comply with the principles andrequirements of the General Data Protection regulation 2018 relating to the holding and processing of your personal data. UKCE will hold and process both electronic and manual, personal data relating to you, any data will be necessary for the performance of this contract and for other lawful processing reasons such as the legitimate interest of the company and where it is necessary for compliance with legal obligation. This data is held electronically on a secure database.
2.4. Contact details: you are required to provide – and keep up-to-date – your contact details in London, your next of kin’s contact details in your own country and any other changes of circumstance; especially if you hold a visa.
3.1. A refund will not be considered if:
3.1.1. You decide to withdraw or cancel your enrolment (Except in case of point 1.8)
3.1.2. If you are refused entry at ports or if you are asked to leave the UK.
3.1.3. If it is found that you have engaged in any fraudulent practice in order to obtain the necessary documentation from the College to apply for a visa. In such cases, the College will inform the appropriate authorities and you will be asked to leave the course.
3.1.4. If a visa is refused due to documentation being different to that approved by the College or documentation that is out of date or documentation presented that fails to comply with visa requirements as stated at https://www.gov.uk/check-uk-visa
3.2. Refunds will only be considered in cases of visa refusal upon receipt of relevant official information and upon completion of the refunds process, which is started by emailing firstname.lastname@example.org (except in the case of 1.8.)
3.3. Refund Request Process. If your visa application is not granted and you therefore wish to seek a refund then the notification of the refusal must be submitted to the College within 7 calendar days from the date of refusal notification, in order for the refund request to be processed.
3.4. Once a refund is approved, please note:
3.4.1. Refunds may take up to two (02) months from the date when the requisite paperwork is complete.
3.4.2. Registration fees are non- refundable and any third party costs such as examination fees, accommodation booking fees and courier fees are not refundable. Except in the case of 1.8.
3.4.3. We will deduct an administrative fee of £150. Except in the case of 1.8
3.4.4. If the student appeals against the decision to refuse to grant a visa, the College can put on hold the enrolment until a final decision on the immigration status has been reached.
3.5. We do not allow students to transfer their enrolment, credit notes or course fees to any third party.
3.6. If you have requested a refund and it is declined & you are not satisfied with our decision you can visit: www.englishuk.com/en/students/complaints
4.1. We reserve the right to change teachers, times of lessons and location of courses and to combine classes if:
4.1.1. Numbers for any particular class are low, whatever the reason.
4.1.2. We have to attend to building or maintenance work.
4.1.3. A teacher is sick.
4.2. The school is closed for bank holidays and we will not extend courses to compensate.
Students do not lose attendance on these days.
4.3. Holiday entitlement: 3
4.3.1. 1 to 7 weeks – no holiday entitlement;
4.3.2. 8 to 12 weeks – 1 week’s holiday
4.3.3. 12 to 17 weeks – 2 weeks’ holiday
4.3.4. 18 to 23 weeks – 3 weeks’ holiday
4.3.5. 24 to 32 weeks – 4 weeks’ holiday
4.3.6. 33 to 39 weeks – 5 weeks’ holiday
4.3.7. In excess of 40 weeks – 8 weeks’ holiday
4.3.8. Holiday must be taken during the tuition period
4.3.9. The notice period for taking holiday is 5 working days. Students must talk to a member of the reception team and email email@example.com or firstname.lastname@example.org at least 5 working days prior to their holiday.
4.4. The school is normally closed for two (02) weeks over Christmas (this holiday will be deducted from your holiday entitlement).
4.5. Absence from school during time taken off as holiday entitlement will not affect your attendance record.
4.6. You cannot reduce weekly study hours or change from a full-time to a part-time course.
4.7. You must use your holiday entitlement when the College is closed.
4.8. If you take an unauthorised holiday, you will not be able to use the time taken at the end of your course.
4.9. Once you have started your course the course cannot be stopped or postponed.
4.10. Changes to the end date of a course already started may be charged £25.
5.1. Students are entitled to:
5.1.1. A placement test & needs analysis.
5.1.2. Monthly tutorials with their teacher.
5.1.3 A student ID Card
5.2. The maximum class size is 14.
5.2.1. There may be occasions when classes temporarily exceed this number before students are re-allocated.
5.3. The timetable and structure of the course may be changed whilst the course is running. The College will keep disruption to a minimum. For the most up-to-date information on the timetable please look at the College website
5.3.1. Please note that we enrol students every Monday so the composition of each class changes from week to week.
5.3.2. If you are studying on a part-time basis you will need to be aware that you may be joining an existing full-time course. Our courses are designed around continuous enrolment and cater for both full-time and part-time students.
5.4. General English and Exam Preparation are run on a termly basis. At the end of each term the teacher may be changed.
5.5. Upon completion of their course the students may, on request, receive a certificate, showing their actual attendance rate and language level for that course.
5.6. We invite you to share any comments or feedback. To receive a certificate, you will need to complete the feedback instrument.
5.7. We will not review any feedback or response we receive after the class in question has been concluded or once you have left to College. You must raise any issues with us as and when they appear.
5.8 Super-Saturday and one-to-one students will be given a non-transferable lesson card which must be brought to every lesson and be given to their teacher at the beginning of the lesson. In case of loss, the College reserves the right to terminate their course and the student may be liable for any extra costs.
6.1. If your attendance falls below 80% then we may move you to another class. If your attendance does not improve then your enrolment may be terminated. We reserve the right to inform government authorities if you abscond from your course and you are enrolled on a visa issued in the name of the College.
6.2. Day One of any course or any start date will be given over to induction for all new students – students accept that they may not enter class on that day. Students who do not complete the placement test prior to the Friday before their chosen start date will not, in any case, be permitted to enter class on Day One. Note – we operate a programme of continuous enrolment and new students may join the class on any Monday.
6.3. We reserve the right to terminate your enrolment in the event of conduct or behaviour which in our opinion diminishes (or may diminish) the reputation of the College, even if such conduct is not in breach of these terms and conditions. The College’s decision is final.
6.4. You must contact the College if you are unable to attend your class. Please refer to the College website for contact details.
6.5. If you arrive more than 10 minutes late for a class then you may not permitted to enter the class until the next break.
6.6. The intellectual property pertaining to our course hand outs and other teaching materials is owned by us and you cannot copy or reproduce the materials for commercial benefit. You also are no allowed to access illegally copied and stored versions of any published material and to do so may put in jeopardy your place on the course.
6.7. You must:
6.7.1. Only speak English in your class.
6.7.2. Inform us if you cannot attend a class for any reason – the production of official documentation to substantiate any such absence will be required.
6.7.3. Comply with reasonable requests made by College employees.
6.7.4. Adhere to our Health & Safety Policy (failure to do so will constitute grounds for expulsion).
6.7.5. Not smoke or congregate within 5 metres of the entrance of the school building either before or after their class, or during break times. Any students found congregating outside the building will be given a written warning. If you continue to congregate outside the building after this warning they will be expelled from the College and no refund will be given.
6.7.6 Students must wear a Student ID at all time. One will be given to you on your first day.
7. 16-17 year olds
7. 16-17 year olds
7.1. Students of this age must be aware that they will be placed in a class with adults and treated as adults. However, their teacher will have passed police checks to ensure there is no reason why they cannot teach this age group. In the event of this teacher being ill then and the College not being able to provide a cover teacher who has also undergone the check, the student will be moved to a different class with a teacher who has the necessary clearance.
7.2. UK College of English provides day trips through carefully chosen third parties & only those day trips will be offered to 16- & 17-year olds. To join these day trips parents must complete the section in the parental consent where permission can be granted. If permission is not granted we cannot allow under 18s to join these day trips.
7.3. Students aged 16 and 17 without a guardian in the UK must stay with a homestay. They must book, full board (packed lunch is provided by the families) and returned airport transfer unless a guardian (21 years and over) is meeting and taking them from and to the airport.
7.4. A parental consent form must be signed and returned to us before 16 and 17 year olds can join a course.
8. Disability Policy
UKCE does not discriminate against anyone in terms of any physical or learning disability. The College may make enquiries during the booking process regarding students’ physical or learning difficulties and any other health issues. If you share any of these issues during the booking process we can better advise you. The resources at the College’s disposal are as follows:
8.1. The lift at the Oxford Street site gives access to all floors.
8.2. We do not currently have any provision for students with hearing difficulties in terms of induction loops.
8.3. Materials can be amended to aid students with visual impairment to a certain extent though they would still need to be able to negotiate the building unaided. Guide dogs are most welcome.
8.4. Students with learning difficulties such as dyslexia and dyspraxia are admitted. Teachers who have these students are made aware that they are joining the class and provided with support on how best to teach students with these difficulties.
8.5. If students reveal any health issues which may impede their performance on the course or their ability to complete the course we will make them aware of our attendance and refund policy. Any information is stored on the student record and academic managers make teachers aware of any students joining their class with physical or learning difficulties or any relevant health issues. All staff are trained to deal with this information sensitively and confidentially.
9.1. Accommodation will be confirmed when full payment is made. The College reserves the right to change the type of accommodation if we cannot provide what has been requested when the payment is received.
9.2. Stays must begin and end on Saturdays or Sundays.
9.3. Bookings are charged for a full week (7 nights) as standard.
9.4. Minimum stay is 2 weeks. A one week supplement of £15 will apply to bookings of under 2 weeks if an exception is made.
9.5. When booking accommodation, you must inform UKCE or your host of your estimated arrival time at least 3 days in advance of your arrival in UK. This is to ensure that someone is available when you arrive. Failure to do this may result in you having to wait to gain access to your accommodation. UKCE will not be held responsible for such delays, nor will we pay for any expenses incurred as a result.
9.6. International students will only have accommodation details and confirmation of the final address when they get their visas and after sending a copy of it to email@example.com. The school reserves the right to change or ask the student to pay any difference if the original accommodation request is
9.7. The accommodation agencies that we work with are British Council registered.
9.8. Should a guest wish to extend their stay, we must be given at least 1 weeks’ notice. Extensions are subject to availability. If an extension is not possible, we will endeavour to find a similar alternative. All revisions and extensions to a guest’s stay must come through us directly and not the host.
9.9. Transfers: A Flight Transfer waiting time of 1½ hours is included in the transfer price. If you do not contact the driver within 1½ hours of the flight’s arrival time, the driver will leave the airport and any request for a further transfer will be charged at full rate. Waiting time starts from the scheduled time of arrival, unless the flight is early, in which case waiting time will start from the actual flight arrival time. There are no refunds for Flight Transfers. Please read your Airport Transfer confirmation documents carefully before departure to the UK, as they include important arrival information.
10. Accommodation Cancellation Policy
10.1. In all cases (Visa Refusal/Non-Visa-Refusal and any other cases) cancellation, postponement or curtailment of stay received less than 4 weeks prior to arrival will incur a charge of 4 weeks plus accommodation booking fee.
10.2. In the event that a student has been refused entry into the UK, we must receive a copy of the visa refusal letter from the British Embassy within 7 days of it being issued if any refund is to be awarded. In such cases, wewill not refund (if applicable) the accommodation booking fee nor any supplementary expenses incurred. Failure to send us a copy of the visa refusal letter in time will mean the guest incurring the Non-Visa Refusal cancellation charges above.
10.3. Our hosts are normal British families and cancellation by host does sometimes occur, especially in the case of personal emergencies. If a host cancels a booking at any time prior to arrival, we will offer you an alternative homestay. If you choose not to accept the alternative homestay, or if we cannot find one, then we will offer you a full refund. We will not be held liable for the costs of alternative accommodation, or for any other costs incurred, as a result of a cancellation by host prior to arrival (whenever so occurring).
10.4. Accommodation stated in the UKCE invitation visa letter cannot be cancelled.
10.5. No refund for curtailment of stay after arrival or no show. A “No-show” occurs where a student or guest fails to arrive at the Accommodation on the confirmed arrival date without previous notification to UKCE or the Host. The College will wait for 48 hours to hear from the No-show before applying the cancellation policy.
10.6. For any guest wishing to leave their accommodation early after arrival, the guest must serve 4 week’s written notice. The start of the notice period will apply from the date UKCE receives the written notice.
10.6.1. For stays under 4 weeks who cancel, there will be no refund issued.
10.7. Cancellation requests must be received during office hours, which are from 09.00 – 17.00 (GMT) Monday to Friday. Saturdays, Sundays and national holidays (including the days between Christmas and New Year) are excluded
11. Student Finance
11.1 Students are not automatically entitled to join the student finance plan and acceptance on to the plan is entirely at the discretion of the College. The College may decide to take up credit reference checks prior to acceptance on to the plan
11.2 Student finance is organised and administered jointly by UK College of English and Worldpay (25 Walbrook, London EC4N 8AF, United Kingdom).
11. 3 A payment plan is only applicable on +4-week full-time courses and +8-week part-time courses.
11.4 Students can have up to three instalments, depending on the length of their course.
11.5 Students will receive the agreement via email. It is the responsibility of the student to agree to their future payment plan and ensure all payments are made by the due date.
11.6 Once students have agreed to their payment plan, payments will be deducted from a nominated bank account on the days set on the agreement.
11.7 Payments will only be accepted via direct debit.
11.8 Where a student fails to make payment by the due date, a £25 fee will be charged on the following instalment.
11.9 If a tuition fee debt remains overdue, a student may not be allowed in the classroom and the college reserves the right to cancel the course. If a student fails to make payment, the tuition fee debt will be actively progressed through use of an external debt collection agency, where required, and Court Action taken as necessary. When a debt is recorded with the external debt collection agency or their solicitors, the student’s future credit rating will be affected and additional cost incurred.
12.1. Save for death or personal injury caused by our negligence we exclude to the extent permitted by law all conditions, warranties and other terms which might be implied by statute, common law or equity any liability for any direct, indirect or consequential loss or damage of any kind, howsoever arising and whether caused by tort (including our negligence), breach of contract or otherwise even if such loss is foreseeable.
12.2. The provisions of clause 8.1 do not extend to any liability to students arising out of any fraudulent misrepresentation made by us or our employees or agents.
12.3. Subject to the provisions of clause 8.1 all activity undertaken by a student is strictly at the student’s own risk and we take no responsibility. This includes any activities where our employee is present as a guide or facilitator.
12.4. It remains each student’s responsibility to safeguard their property and consider whether insurance is required. UKCE will take no responsibility for personal possession brought onto College premises
12.5. We shall take all responsible steps to fulfil student expectations regarding the course but we do reserve the right to alter services to at least an equivalent standard at no additional cost.
12.6. While we take all reasonable steps to ensure the information contained in our brochures and website is accurate, we reserve the right to alter this, substitute or withdraw any amenity without further notice.
12.7. Should any of the following events occur then we will not be liable to provide further services:
12.7.2. Industrial action.
12.7.4. Civil unrest.
12.7.5. Acts of God.
12.7.6. Legal action.
12.7.7. Withdrawal of regulatory consents.
13.1. These terms of business are written in accordance with the laws of England and the parties submit to the exclusive jurisdiction of the English courts.
13.2. The Contracts (Rights of Third Parties Act) 1999 is excluded.
13.3. No variation to these terms will be binding unless the variation is recorded in writing and signed by us and the student.
13.4. These terms of business represent the entire agreement reached by the parties and excluding any fraudulent misrepresentation, no other statement, whether oral or in writing, will be regarded as a contractual term of these terms of business.
13.5 Passport/ID Cards/ Proof of Payment- All students are required to present their passport/ID card and proof of payment on their first day and the school will retain a copy.
13.6 Photography – Sometimes the College or our representatives take photographs and videos during our courses which may be used for promotional purposes. Please advise us at the time of booking if you do not wish to appear in any promotional activity.