Terms and Conditions
All students are expected to have read, understood and agreed to the terms and conditions below. The conditions below are the terms of contract between the student and LanguageUK.
1) Confirmation of Booking
Bookings are confirmed upon receipt of a completed enrolment form and are only guaranteed when payment has been cleared through our bank. Please note that courses and accommodation must be paid for in advance in order to confirm the booking. If payment is not received, courses and accommodation cannot be guaranteed.
a) All fees are payable in full four weeks before arrival.
b) If you are making a booking less than 4 week before the start of your course, you must pay in full when booking.
c) All courses of up to 12 weeks’ duration must be paid in full on enrolment.
d) All payments must be made in GBP sterling
e) If you are attending a course of 12 weeks or more, we will accept instalments payable in advance. This will be agreed once enrolment has been confirmed.
Maximum number of payments per weeks booked:
1-11 weeks Full payment at enrolment.
12-24 weeks 2 payments
25-41 weeks 3 payments
42 weeks + 4 payments
If payments are not paid on the agreed date, then the entire outstanding amount must be paid immediately. If payment is not made, the course will be cancelled. If payments are late, LanguageUK may discontinue the instalment plan. It is the responsibility of the student to make payments into the agreed instalment payment plan. Instalment payments are only available to learners who complete the full course. All payments must be made in advance.
Please note that LanguageUK reserves the right to withhold a student’s leaving certificate if there are any outstanding fees on their booking. This includes tuition and accommodation.
f) Registration fee: £50 per individual student or per family non-refundable. This will include visa letter if required.
g) Returning students will not be charged registration fee or finder’s fee for accommodation.
h) Re-issue UK Entry Visa application letter £30 non- refundable.
i) Any monies outstanding then we reserve the right to discontinue the student’s studies and charge interest over and above the current base rate as held by our bank.
j) The course fees do not include costs that are incurred on your behalf such as examination fees, personal medical insurance. Transport fares or the cost of any social activities. Course books are bought separately and any added supplements such as dietary and allergies requirements will be added to your invoice.
k) 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 U18 is aware of the enrolment and is bound by the terms and conditions.
3) Under 18s
(a) Students aged 16 and 17 are not supervised (except in lessons).
(b) Bookings at LanguageUK are made on the basis that other students on our courses may be over 18.
(c) Students under the age of 18 are children in British law. All students under 18 are expected to abide by UK laws which relate to the restriction of activities to under 18-year-olds – in particular, the purchase and consumption of alcohol and tobacco.
(d) If any student under the age of 18 wishes to study at LanguageUK, the person or people with parental responsibility for them in their own country should complete a consent form and return it to the Admissions Team with a copy of their ID. This form outlines the rules and conditions that will apply for LanguageUK to accept a booking for a student under 18. If for any reason the school does not receive the consent form by 7 days prior to arrival the booking will be cancelled, and the standard cancellation terms will be applied.
(a) It is the student’s responsibility to ensure that they have the correct visa type and appropriate leave to remain in the UK. In the event that we find that they do not have appropriate leave to remain, we will terminate the course immediately. In this case, tuition and registration fees are non-refundable.
(b) Information on visa types can be found on the Home Office website:https://www.gov.uk/government/organisations/uk-visas-and-immigration
5) Non-Visa Nationals and Visa Nationals
(a) For students applying for a Short-Term Study Visa, letters of acceptance, booking confirmations and accommodation details are normally sent via e-mail. Original documents can be sent by post or courier upon request at an additional cost.
LanguageUK is working in partnership with Endsleigh, to provide our students with a policy which has been specifically designed to meet your requirements whilst you are studying in the UK.
(a) It is an advantage to take out travel insurance at the time of booking the trip as cover will commence for pre-departure cancellation from the date accepted for cover. This will, therefore, provide cover should the trip have to be cancelled for an insured reason such as illness or serious accident preventing travel.
(b) Students must arrange their own suitable travel insurance and travel with all relevant policy documents upon arrival to the UK.
7) Cancellation of a Course by LanguageUK
In the unlikely event that the number of students on a course or in a class, drops below the minimum number required to make a course viable, or if there are other events which are outside our reasonable control, LanguageUK reserves the right to cancel all or part of that course and/or activity programme. In most cases, students will be offered an alternative. If no alternative arrangements can be made, or if the alternative arrangement is unacceptable to the student, a full refund of fees will be made. Once a refund has been made, LanguageUK shall have no further liability.
A refund will not be considered if:
a) If you are refused entry at ports or if you are asked to leave the UK.
b) If it is found that you have engaged in any fraudulent practice in order to obtain the necessary documentation from LanguageUK to apply for a visa. In such cases, LanguageUK will inform the appropriate authorities and you will be asked to leave the course.
c) If a visa is refused due to documentation being different to that approved by LanguageUK or documentation that is out of date or documentation is presented that fails to comply with visa requirements as stated at https://www.gov.uk/check-uk-visa.
d) 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 LanguageUK within 7 calendar days from the date of refusal notification, in order for the refund request to be processed.
9) Once a refund is approved, please note:
a) Refunds may take up to one (01) month from the date when the requisite paperwork is complete.
b) Registration fees are non- refundable and any third-party costs such as examination fees, accommodation booking fees and courier fees are not refundable.
c) If the student appeals against the decision to refuse to grant a visa, LanguageUk can put on hold the enrolment until a final decision on the immigration status has been reached.
e) We do not allow students to transfer their enrolment, credit notes or course fees to any third party.
f) 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.
Amount of time given before course percentage refund
g) Cancellation less than 30 days in advance 30% of the course fees
h) Cancellation less than 3 days in advance 75% of the course fees
i) Cancellation of a language course, accommodation or transportation less than 24 hours before arrival or after the course has started – 100%
j) Please note Registration and visa letters are non-refundable
k) LanguageUK will deduct the cost of any bank transfer charges incurred in making a refund.
l) In the event that the student is dissatisfied with his/her course, LanguageUK will do their utmost to rectify the situation in favour of the student. If the student remains dissatisfied and has a valid reason to feel this way, then LanguageUK will refund the remaining fees to the student.
10) One to one tuition
Normal payment in advance and cancellation rules apply (see above). Tuition is subject to availability of teachers and classrooms. LanguageUK may change teachers depending on availability. Learners are required to give at least 24 hours’ notice before rescheduling a one to one lesson, otherwise the student will be charged for the cancelled class. For lessons on Mondays, the college must be informed of a cancellation by Friday afternoon. Late students are not compensated for lesson time they have missed.
11) Changes to course details and extensions
(a) If students wish to change their start date, they must inform LanguageUK of any required change at least 7 days in advance.
(b) If you must stop your course early, your tuition and materials fees are non-refundable under any circumstances
(c) We are unable to offer credits to students who leave early.
(d) If students wish to extend their course they may do so, provided there is a place available. Extensions must be paid in full before a place can be reserved.
(e) Course extensions are charged at the published rate for the number of weeks booked overall (original booking plus extended booking).
(f) If students wish to extend their stay in accommodation for periods of 4 weeks or less, full payment must be made at the time of booking
(g) Please note it may not be possible to stay with the same accommodation provider.
We reserve the right to change teachers, times, dates and/or duration of lessons and location of courses and to combine classes if:
a) Numbers for any class are low, whatever the reason.
b) We must attend to building or maintenance work. A teacher is sick.
Students are entitled to:
A) A placement test & needs analysis;
B) Periodic tutorials with the Director of English
C) The maximum class size of 10 (general English).
D) There may be occasions when classes temporarily exceed this number before students are re-allocated.
E) Please note that we enrol students every Monday so the composition of each class changes from week to week.
F) 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.
G) Upon completion of their course the students will receive a certificate, showing their actual attendance rate and language level for that course.
H) We invite you to share any comments or feedback.
I) We will not review any feedback or response we receive after the class in question has been concluded or once you have left LanguageUK. You must raise any issues with us as and when they appear.
(a) All students should attend all classes that they have enrolled for on their course. No refunds are given for classes that students are absent for, except under special circumstances.
(b) We keep attendance registers for all students.
(c) We expect every student to be on time, attend every lesson and complete their homework. Latecomers are not allowed into class.
(d) If you are absent due to illness, you should telephone the school administration office as soon as possible, who will then notify your class teacher of your absence from that class
(e) Any student who is sick for 5 school days or more must provide a certificate from their doctor.
(f) If students miss a lesson, regardless of the reason, we cannot give a refund or allow them to take the lesson at another time.
(g) If a student is a visa national and absent for 10 consecutive days or more or is repeatedly absent (e.g. 1 or 2 days per week), without authorisation, they will be reported to the Home Office.
(h) Other students may be asked to attend a meeting with Head of English.
(I) If a student is asked to leave the school for poor attendance or conduct, their fees will not be refunded.
(j) If your attendance falls below 80%, you may be withdrawn from the course and no refund will be given. Students will only receive a leaving certificate if their attendance has been 80% or more.
(k) Attendance (%) is printed on student’s leaving certificates and this cannot be changed.
(l) You should be aware that information about your application, enrolment, attendance and progress at the school may be passed to the Immigration and Nationality Directorate of the Home Office for purposes connected with immigration. Your agent/parents will also be informed of any issues by LanguageUK.
(m) Records are kept of non-arrivals, non-attendance and attendance for all students on student visas. Students in breach of their entry clearance conditions will have action taken against them, including notification to the Home Office. If students terminate their course early, the Home Office will be notified of their withdrawal from their course at LanguageUK.
(a) 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 LanguageUK, even if such conduct is not in breach of these terms and conditions. LanguageUK decision is final.
(b) 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.
Only speak English in class and in the school.
Accommodation will be confirmed when full payment is made. LanguageUK reserves the right to change the type of accommodation if we cannot provide what has been requested when the payment is received.
(a) If host family accommodation has been booked, LanguageUK will provide the student with a profile of the family. In the case of very late bookings made less than 10 days before the course starts, details of the homestay might be advised on arrival.
(b) Students must indicate at the time of booking any special requests, dietary needs or allergies. Please note supplementary charges £25 are required for Celiac, gluten free, lactose intolerant, halal and vegan.
(c) Host families cannot accept students between 23:00 and 07:00. If you have a late flight you will need to book a hotel for your first night. Or pay a supplementary cost of £25.
(d) If your homestay accommodation involves extra days, you will be charged a daily rate £30.
(e) If you take any holiday during your stay and you are away from your homestay, you will be charged half of the weekly rate for accommodation for each calendar week of absence. Please give 2 weeks’ notice in writing to LanguageUK if you wish to take holiday from your homestay.
(f) All accommodation payments must be made to the school. You should send the money to us at least 4 weeks before you arrive.
(g) If students fall behind with their accommodation payments, they will be asked to leave their accommodation.
(h) Students must keep the school informed regarding the visa application process as Languageuk will not begin to find accommodation for students until they have successfully had their visa granted. Students should inform the school as soon as their visa has been granted.
(i) Accommodation is arranged for students only while they are studying at the school and may be extended on a case by case basis, subject to availability.
(j) If students wish to have a guest, they must arrange this with their homestay directly and students will be charged £30 extra per night
(k) Accommodation is booked from Sunday to Saturday. If students wish to arrive or depart on a different day, they must speak with our Accommodation Team.
(l) Students should send their full arrival details as soon as their travel arrangements have been made. If we do not receive flight details (and confirmation of visa approval where applicable) 7 days prior to arrival, we may not be able to reserve the student’s chosen accommodation. We reserve the right to offer an alternative at a different price.
(m) If students book accommodation for part of their stay and they decide to extend their stay in school accommodation we cannot guarantee availability, especially during peak seasons. Students should always book accommodation for the full length of their study period unless they have booked private accommodation.
(n) If you are not happy with your homestay accommodation, the school will relocate you to a new family as soon as possible. This will only occur if the reason for moving is a genuine reason. Students who request a host family change for no valid reason (such as, religion, sex, sexuality or disability) will be subject to a £100 charge
(o) Any complaint regarding a family must be made immediately and a complaint form completed. Complaints will be thoroughly investigated, and any necessary action will be taken. Homestay hosts will also be required to fill in their own complaints form.
(p) LanguageUK reserves the right to cancel accommodation booked if there are serious concerns about the guest’s behaviour. No refunds are made in these circumstances.
(q) Students leaving accommodation for weekend breaks etc will not be given discounts/refunds.
(r) LanguageUK is not responsible for any damage or loss of property whilst in accommodation arranged. Students are also advised that they should take out personal/travel insurance to cover their belongings against theft, loss or damage.
(s) There will be no refunds for students leaving pre-booked accommodation early (discretionary refunds may apply under special circumstances).
(t) Due to unforeseen circumstances, it may be necessary to change student accommodation either prior to arrival or during a student’s stay and the school reserves the right to do this. We guarantee to provide accommodation for the period that the student has booked but not necessarily with the same family or residence provider for the whole period. The accommodation will be of an equivalent standard. Students have no right to compensation in such an event.
(u) If students book their own accommodation, they must provide their contact details to the Admissions Team prior to arrival.
17) Residence Ivy Lane
(a) LanguageUK use our own residency Ivy Lane, and several different external resident accommodations which are based in the city centre within walking distance to school, shops, and amenities.
(b) Residence accommodation is only available to students who are aged over 18. Please be advised that we do not have family rooms and the maximum number of occupants is one per single room and two per double room.
(c) Guests are to familiarise themselves and comply with all fire regulations and evacuation procedures. Please note that fire evacuation procedures can be found on the back of bedroom doors.
(d) Residences are completely non-smoking. If students are found to be smoking, they may be asked to leave their accommodation.
(e) Alternative residences of an equal standard may be substituted when availability requires this or in extenuating circumstances.
(f) Students will be subject to a pre-departure checkout on their room in residence, during which a LanguageUK staff member will inspect the room for damages during their last week. Students do not have to be present for the check but may contact our Accommodation Team to arrange this.
(g) Please note that if students want to take a holiday or return home for a period of time and leave their luggage in their residence accommodation then they will have to pay a retainer fee. Students should discuss this with our Accommodation Team.
(h) Please note that pets and other animals are not allowed on LanguageUK premises except for guide or support dogs. If you are bringing a guide or support dog, please notify LanguageUK at the time of booking.
(i) The resident guest(s) will be held responsible for any loss or damage to LanguageUK property and the accommodation should be left in a clean and tidy condition, with any breakages notified to LanguageUK prior to departure. Guests will be given an inventory list of the property. A charge will be levied for malicious damage or unreasonable wear and tear to the property over the period of the booking.
(j) LanguageUK will not accept responsibility for loss or damage to personal property or vehicles and guests are therefore advised to ensure that accommodation and any vehicles are securely locked, and no valuables left unattended.
(k) All inquiries regarding occasional overnight visitors should be discussed with the LanguageUK accommodation department directly. Guests permitted are at the discretion of the accommodation department only.
(l) If keys are lost or not returned, a guest will be charged for each key by LanguageUK.
(j) If a guest requests to change rooms this will incur an additional admin fee.
(k) Guests will be charged a fee if they decide to cancel their accommodation after booking.
(l) LanguageUK does not accept liability for failure to provide any of the services contracted and reserves the right to alter or cancel any booking due to circumstances beyond our control, including but not limited to industrial action, postal communications, flooding, and failure in electricity, gas and water, or fire alarm evacuation. In the event of such an occurrence, LanguageUK will use all reasonable efforts to offer an alternative service.
(m) LanguageUK does not accept liability for accident, injury or damage to the Client, their guests, contractors and agents, or their respective property due to their own actions, neglect or actions of others.
(a) LanguageUK stores student information in electronic and paper format.
(b) Some of the personal information students supply will be passed on to accommodation providers or airport transfers companies.
(c) All students applying to study at LanguageUK agree to the disclosure of their data to appropriate inspecting bodies, such as the Home Office and the British Council, as required by the Data Protection Act.
(d) In order to fulfil our obligations to our students, and, in some cases, to the British authorities, it is necessary for us to see and copy student passports (and visas if applicable), to have contact details for them (including a mobile phone number if the student has one), and to have details of their next of kin in their home country. Students must, therefore, agree to provide these details and keep them up to date if they change.
(e) By accepting these terms and conditions students accept our right to use their personal information in this way.
(f) Students and/or parents are reminded of the need to disclose medical information about the student to the school when the booking is made and to enquire prior to enrolling whether the school and accommodation facilities are suitable for the individual’s needs.
(g) If a student has any specific learning requirements or special needs or physical disabilities, we strongly urge them to declare this at the booking stage. This will allow the school to ensure that we are in a position to consider the requirements in a professional and appropriate manner.
(h) LanguageUK will assess all declarations on a case by case basis. If the school feels that it does not have the resources or expertise to deal with the issues, then this will be communicated prior to arrival in the UK. Where the school judges that it cannot properly accommodate a student’s needs through reasonable adjustment, the school reserves the right to refuse admission.
(i) If a special need or disability is not disclosed at the time of booking but one is identified after arrival at LanguageUK, then the school will discuss options for special provision as appropriate with the student and/or his or her parents. Please note that the school does not offer a service for identifying special needs and does not have specialist resources to do so. If it becomes clear that we cannot adequately deal with the student’s particular needs through reasonable adjustment or by providing additional support (usually at an additional cost), the school will endeavour to find a more appropriate provider in the UK or will make arrangements for the student to return home. We will not be responsible for paying for these arrangements. We will not normally refund fees in these circumstances.
(j) The details provided in the registration form will be stored by LanguageUK on its administrative systems, whether on paper, computer, or any other medium, and will be used for LanguageUK purposes only. All personal details and any other information provided to LanguageUK will be processed in accordance with the provisions of the relevant national legislation (with reference to the Data Protection Act 1998) and relevant data protection authorities. LanguageUK will not supply any personal information provided by applications to any third parties unless necessary to provide services requested or perform LanguageUK marketing activities. It is the student’s responsibility to keep LanguageUK informed of any changes to their contact details for the entire length of their course.
19) Photography and Filming
(a) Classes cannot be filmed or otherwise recorded in any way without the permission (in writing) of the Principal or Director of Studies.
(b) LanguageUK may use film or still photographs of students for promotional purposes. Booking a course at LanguageUK implies consent for our student’s images to be used in this way unless they tell us that they do not consent at the booking stage.
(c) Students (or their parents if they are under 18 years of age) must inform the school in writing before the course starts if they will not allow us to use such images.
(a) LanguageUK reserves the right to refuse admission to any student or to dismiss any student from school or accommodation without refund in the event of misconduct or unsatisfactory attendance or work. The school expects students to adhere to the standards and rules we set.
(b) We expect students to behave reasonably at all times towards other students, school staff and accommodation providers and to respect cultural, racial and religious differences.
21) Resolution of disputes
All complaints will be fully investigated as per the school’s Complaints Procedure.
(a) LanguageUK, its directors, employees, representatives, agents, homestay hosts and sub-contractors will not be
liable for any sickness, injury or death of a student, any damage caused to a third party by a student or repatriation costs. LanguageUK strongly recommends that students take out adequate insurance.
(b) LanguageUK will not be liable for delays or cancellation of transportation arrangements, including airport transfers and missed flight departures, caused by bad weather, traffic congestion, road closures, official safety or security advisories, sickness or incapacity of drivers or vehicle breakdown. LanguageUK strongly recommends that students take out adequate insurance.
(a) LanguageUK is not liable for failure to perform its obligations if such failure is as a result of causes beyond its reasonable control but not limited to Acts of God (including fire, flood, earthquake, storm, hurricane, infectious diseases or pandemics or other natural disaster that are beyond the reasonable control of the parties), war, invasion, act of foreign enemies, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalisation, government sanction, blockage, embargo, labour dispute, strike, lockout or interruption or failure of electricity, internet or telephone service. Refunds will not be made in such circumstances.
(b) In the event of an outbreak of infectious disease, all students and or parents/guardians are required to comply with rules regarding quarantine as set by government agencies or by the school.
Updated 28th October 2019