NCG Summer Schools – Terms & Conditions
Once an enrolment is accepted by New College Group (NCG), the following conditions become legally binding. All students agree to be bound by the regulations, policies and procedures of NCG.
AGE
The minimum age of enrolment to NCG Summer Schools is:
Group bookings
Manchester, Portsmouth & Dublin – 12 years old
Individual bookings
Manchester, Portsmouth & Dublin – 13 years old
The maximum age of enrolment to all centres is 17 years old for group and individual bookings.
These age limits apply to the whole period of the booking, i.e. if a student turns 18 during the period of the proposed Summer School booking, we will not be able to accept their application. In the same way, if a student is 11 years old at the start of the booking, we will not be able to accept their application.
PAYMENTS
The tuition fee for your course will be as stated in the offer letter you received from NCG.
A non-refundable, non-transferable deposit of 20% of the total fee will secure the booking, payable at the time of booking (subject to the COVID-19 terms set out in Section 12). Visa documents will not be issued until the deposit has been received. Any airport transfers, accommodation or tuition details will not be confirmed unless full payment has been received.
The final balance of the course fees must be received by 17th May. If a group books after 17th May, full fees will be due immediately. Deposits and fees are not transferable between students.
CANCELLATIONS AND REFUNDS
Written notification of cancellation must be submitted in order to provide refunds.
Any deposits paid are non-refundable in case of any cancellation by the client (subject to the COVID-19 terms set out in Section 12)
A group deposit is a firm deposit per place and not a sum on account of the final invoice, i.e. if 30 places are booked and only 25 confirm, 5 deposits are lost.
An instalment payment for a group, however, is considered a part-payment of the final balance due, which will be adjusted to represent the actual number of places finally taken up, less any cancellation charges.
Cancellation charges are as follows (subject to the COVID-19 terms set out in Section 12)
More than 60 days before commencement: 20%
Between 60 days and 30 days before commencement: 50%
Less than 30 days before commencement: 100%
If a replacement is found for a cancelling student (i.e. for the same dates and services) no cancellation charges will be made, but an amendment charge will be levied.
Cancellation charges are not varied in case of illness, accident, bereavement etc. It is the customer or agent’s responsibility to ensure adequate insurance regarding cancellation.
Cancellation charges apply not only for cancellation of the whole of the services booked, but also regarding cancellation of part of the services booked (e.g. any supplementary tours or transactions etc.) or of cancellation of part of the time period booked e.g. a reduction in the number of weeks or nights. There are no refunds appertaining to any services not taken up or cancelled by the customer during the programme (i.e. after arrival) e.g. in cases of late arrival, early departure (for whatever reason), illness, accident, absence or change of mind. The full invoice charge applies, even in the cases where the invoice remains to be settled.
No refund is due in case of expulsion or suspension of a student from a programme for irregular, anti-social or disruptive behaviour.
VISAS
Students and their parents or guardians, agree to pay the tuition fees and other charges applicable for the course. It is understood and agreed that failure to do so may result in withdrawal from the course and cancellation of the enrolment.
Students are responsible for fully complying with all requirements of the Immigration Authorities both before and during their stay in the destination country. If they fail to comply with these requirements and are expelled from the country, they will not be entitled to any refund of fees. NCG reserves the right to refuse an application if we do not think there is an intention to comply with the Immigration Authority regulations.
Students should contact their local embassy, consulate or High Commission to ensure they are allowed to enter and study in the destination country. NCG will endeavour to support students at all times, but cannot be held responsible for decisions taken by embassies or Immigration Authorities regarding entry visas or extensions, or regarding changes made to regulations.
If the visa application is refused, an original copy of the visa refusal letter must be provided. If a student’s visa application is refused for reasons beyond the student’s control, all fees will be refunded less any non-refundable charges (deposit, courier charges, bank charges). If the visa is refused due to incomplete, inaccurate or false information provided by the student no refund will be authorised. This is subject to the original visa refusal letter being received by our Admissions Department at least 14 days before the student’s scheduled arrival date.
We will not refund any fees paid if students withdraw their application after a visa has been issued.
AMENDMENTS TO BOOKINGS
Any changes to bookings are subject to availability. Any additional fees that may be incurred due to a change must be paid for in advance of the change being implemented. If a customer, group or agent changes (or wishes to change) the services requested or dates of arrival/departure without notification (e.g. on or after arrival) NCG will not be obliged to service these changes (e.g. re: early arrival/late departure). In case of changes of dates and services an amendment charge may also be levied, and/or the appropriate charges for any accommodation nights or services other than those booked.
Prices as invoiced represent a contract of booking and will not be altered by NCG except in case of extraordinary circumstances beyond our control e.g. act of government etc. However, NCG may alter its prices as per its general tariffs or its agency agreements at any time without notice before any booking has been confirmed or invoiced.
NCG reserve the right to amend the programme e.g. in rare cases where the bookings received for a programme or any option associated with it do not reach the number required to viably operate it (such cases must be notified at least two weeks before the programme is due to commence). NCG shall whenever possible inform the client of such changes and if these are substantial, the client may choose to cancel (but only within 7 days of the date of notification) and a full refund will be awarded. No other claims for compensation or expenses will be considered.
Any schedules or lists of customer activities (e.g. sports) published by NCG are subject to change at any time regarding the timing or type of activity, providing that the overall ‘package of services’ is in substance fulfilled.
Some teaching or living accommodation provided by NCG may include access to communal or other facilities e.g. swimming pools, tennis courts, and it is always possible that such facilities may be withdrawn from service during the whole or part of the stay or tour e.g. for maintenance.
Any accommodation or services booked for a customer are reserved exclusively for those (named) customers. No other persons may use these in addition or by substitution without written permission by a NCG representative, in which case extra charges may be levied.
CLASSES
On the student’s first day, they must sit our placement test so that we can assess the standard of their English language skills. The results of this test will determine the appropriate level of study. We reserve the right to move the student to an appropriate class for their level. Our decision to move the student to a different class will be entirely at our own discretion, and will be final.
COMPLAINTS
In the unlikely event that a customer wishes to complain about any aspect of the services provided by NCG, the complaint should be made in the first instance to the NCG Centre Manager on site. In the event that the matter is not resolved, the customer or their agent should make an immediate complaint in writing to New College Group’s Manchester Office. The complaint must be received within one month of the customer’s return.
The customer must register in writing the initial complaint with the NCG Centre Manager responsible at the earliest opportunity during the programme. The invoice relating to the student and all other payments due from the same student must have been settled in full.
BEHAVIOUR
A reasonable standard of conduct is expected on all programmes including good attendance and study performance. A student may be suspended or expelled without refund in case of extremely irregular or anti-social behaviour. Any damage caused by a student must be paid for by that student in full. A deposit will be collected from each student on arrival and will be refunded on the final day providing no damage has been caused.
We will not accept: poor attendance; disrespect to members of staff or other students: foul, inappropriate or abusive language, violence, intimidating or insulting behaviour, bullying, any form of discrimination (including based on race, gender, religious beliefs or sexuality), or any other act or behaviour that does or may bring NCG into disrepute or cause any harm or suffering to staff, other students or members of the public.
If the student fails to meet our minimum conduct requirements, we may expel them. We may also take any further action we think is appropriate including informing the appropriate Immigration Authorities and their parent(s) or guardian.
Students must use our computers and internet access in accordance with our instructions and applicable codes of conduct. Students may not use our computers or internet access for any illegal or unauthorised purposes (including accessing pornographic, obscene or illegal material) or for any commercial purposes.
In the event of expulsion due to inappropriate conduct, there will be no refund of fees.
Repatriation is at the student’s own expense.
ARRIVAL
Unless agreed otherwise, services are not guaranteed to commence earlier than 10.00 hrs on the day of arrival or to continue later than 12.00 hrs on the day of departure. Students may only arrive earlier/depart later by prior agreement. This may involve extra charges.
Groups must advise us of their specific arrival and departure dates and times prior to arrival.
All charges are on a per week basis and not a ‘calendar month’. If students have been approved to stay extra nights that will incur extra fees.
TRANSFERS
NCG will arrange transfers to and from the Summer School and the airports listed in the Price List, which also lists the charges for transfers. Groups and individual students must book their transfers through NCG. At least 14 days before their arrival they must give us details of both their arrival and departure flights, including airport, arrival/departure time, flight numbers, airlines and point of origin. They must also let us know if any of this information changes. If we are not provided with this information, we will be unable to arrange transfer and no refund will be given for the transfer fee.
Transfers will only be booked upon receipt of full payment and so payment must be made in advance of arrival. If incorrect flight information is provided, and a transfer is sent, we will not refund the transfer fee.
ESSENTIAL DOCUMENTS
All bookings must be accompanied by a completed Parental Consent Form.
For Group bookings the following documents must be received by NCG at least two weeks before arrival:
- Group Leader Contract
- Group Leader passports
- Group Leader police checks
ACCIDENT AND MEDICAL INSURANCE
All students must purchase insurance through NCG unless evidence of an alternative insurance provision is supplied.
COVID-19
The following clauses are in relation to events which arise and can be directly linked to COVID-19:
- Summer School cancellation: Should the Summer School be cancelled due to a change in UK government regulations the following will apply:
- Cancellation up to 31 March 2022: A full refund will be provided (less any bank charges applied);
- Cancellation post 31 March 2022: A full refund less an administration charge of 5% of the total fee for the student will be applied.
- Refunds when contracting COVID-19 pre-arrival: Should the student contract COVID-19 within ten days of the start of the Summer School and not be able to travel, then a refund, less an administration charge of 5% of the total fee for the student, will be provided. The student will be required to provide support of this positive COVID-19 test.
- Contracting COVID-19 post-arrival (which does not extend the stay required from the student): NCG will follow UK government requirements and guidance for England. As government guidance is changing on a regular basis, information about government requirements will be sent pre-arrival. Accommodation, food and adult supervision will be provided by NCG. Refunds will not be provided for missed classes, activities or excursions.
- Contracting COVID-19 post-arrival (which extends the stay required from the student): Should the student contract COVID-19 prior to departure from the Summer School, then the following will apply:
- NCG will be responsible for arranging adequate supervision and accommodation for the student should they have to extend their stay due to COVID-19. The student will be responsible for additional costs incurred;
- Insurance purchased through NCG covers medical claims relating to Covid-19 as long as the student has not travelled against government advice (please consult policy for full information on coverage). Should the student purchase their own insurance (see Section 11), then this must include cover specifically in relation to medical and other costs that arise due to contracting COVID-19.
PHOTOGRAPHY
We may take photographs and videos of students for promotional and marketing purposes. Parents should indicate whether they consent for these pictures to be used on the parental consent form.
FORCE MAJEURE
We are not responsible for any events outside our reasonable control which may cause the closure of part or all of the Summer School and the cancellation of any classes, courses or other services or materials we provide. Events outside our reasonable control may include, without limitation, war, riot, civil strife, industrial dispute, terrorist activity, disaster, storm or other extreme weather conditions, flood, plague and infectious disease.
SERVICES
NCG reserves the right to change details of its services, including facilities, accommodation and programme dates, where circumstances beyond its control necessitate such changes or where the number of enrolments is not enough to operate a programme viably.
LIABILITY
NCG and its staff and representatives will not be held liable for loss, damage or injury to persons or property howsoever caused, except where liability is expressly imposed by law.
The student is solely responsible for the safety of any personal property they bring to Summer School, including any post sent to them at the School.
NCG will not be liable in the event of any service contracted by NCG becoming impossible to supply for any reason or any cause outside the control of NCG.
DATA PROTECTION
In order to deliver education and protect welfare, NCG will collect, keep and otherwise process personal data, including sensitive personal data that relates to the student and their circumstances. This will include their name, and contact details and where appropriate those of their parents, guardian, agent or sponsor. We will also keep data about their education, health, welfare, accommodation, travel, passport, visa, finances and fees.
We will keep this information secure at all times as necessary to run our business, deliver their education and ensure their safety. We will also release the data where it is legally required or lawful to do so, or in the event of a medical emergency if it is necessary to protect their health or the health of others.
The student consents to their personal data being stored, processed and released by NCG in this way. They consent to their sensitive personal data including health, welfare, nationality, ethnicity, religious and other data being stored, processed and released by NCG in this way.
On the first day of the student’s Course, they must give us their passport. We will copy it and return the original to them.
We will ask the student to provide us with certain personal information. It is the student’s responsibility to advise NCG of any amendments to that information while they are enrolled with NCG.
We will comply at all times with our obligations under the Data Protection Act 1998 in relation to the student’s personal information.
GOVERNING LAW AND JURISDICTION
Depending on the Summer School location, relevant United Kingdom or Irish law will apply to these Terms and Conditions and the relevant courts of the United Kingdom or Ireland will have exclusive jurisdiction in relation to these Terms and Conditions
EQUAL OPPORTUNITIES
New College Group operates an equal opportunities policy. It aims to ensure that no applicant will receive less favourable treatment on the grounds of age, sex, marital status, disability, race, nationality, ethnic origin, sexual orientation, or political or religious belief.