Terms and Conditions

Booking a Course

All courses must be booked in advance and a completed booking form should be sent to the school along with a scanned copy of your passport.

  • All course fees must be paid in advance of the course start date
  • Bookings are not transferable.
  • Bank charges are paid by students.
  • An (non-refundable) enrolment fee of £40 must be paid at the same time as paying for your course.
  • Course fees do not include course books, travel expenses, social events where fees are charged or personal and health insurance. Some course materials are provided
  • All students are required to present their passports on their enrolment day and the school will retain a copy within the school building.
  • Students must be 16 years of age or over.
  • Students under 18 will be accepted at the discretion of The Essential English Centre Ltd.

Starting a course

All courses start on a Monday and on your first day you must attend your enrolment appointment before you can start your course.

Booking accommodation

All accommodation must be booked at least 2 weeks in advance and is subject to availability.  The Essential English Centre does not own its own accommodation but uses local, student residence and host family accommodation.

Students who wish to extend their stay must give at least 1 week’s notice in writing and payment must be made 1 week in advance and is subject to availability.

*Important* Students must vacate their accommodation at the agreed time.  In such cases where a student does not vacate and/or has not made payment, a written warning will be issued in the first instance and students may be subject to the trespassing laws of England.

Visas

All students who require a visa to study in the UK should also read our Visa student terms and conditions before booking a course.  These terms and conditions are in addition to our standard terms and conditions.

Insurance

The Essential English Centre’s insurance policy covers accident or injury on the school premises only. It does not cover illness, theft, damages or loss of a student’s personal effects.

The Essential English Centre holds no responsibility for any illness, theft, damages or loss of personal effects and strongly recommends that students take out personal insurance which covers, as a minimum, travel, health and money. More information about buying student insurance can be found on our website. EU Nationals may be eligible for health cover through the E111

Any activity undertaken by a student during their stay is strictly at their own risk and the school will accept no responsibility. This includes activities where a staff member is present, whether or not in an official capacity.

The Essential English Centre will not be held responsible for any difficulties a student may face due to any undisclosed medical conditions.

Cancellation Policies

(a) Cancellations before the course start date.

  • If a course is cancelled more than 28 days before the course start date, we will charge administration fees only.
  • 15-27 working days before the course start date, we will charge 1 week’s tuition fee
  • No refunds will be made for cancellations made lesson than 15 days prior to the course start date

(b) Cancellations after the course start date:

  • No refunds will be made once the course has started.
  • All notice of cancellations must be made in writing to the director(s) of the school by the person who booked the course and within school office working hours. Office working hours are Monday-Thursday 9am-5:30pm and Friday 9am-4pm. Where a refund is issued, the school will not cover the cost incurred as a result of an international bank transfer.

Accommodation cancellation:

  • Cancellation more than 20 working days before the start of the accommodation – £100 administration fee
  • Cancellation less than 20 working days before the start of the accommodation – 4 weeks’ accommodation fee for student residence accommodation and 2 weeks’ accommodation fee for homestay.

Students who wish to change their homestay accommodation during their stay must give 2 weeks’ notice in writing on the first Monday of the 2 weeks period.  All of our homestay families undergo a thorough inspection process ensuring the health and safety needs of our students are met.  If a student wishes to change homestay accommodation without a valid reason, we cannot guarantee that another host family can be made available.

This policy applies throughout your stay.

Attendance

  • Students are encouraged to arrive for lessons on time. Late entry to the class is at the discretion of the teacher who may refuse entry to any student who is more than five minutes late or is habitually late.
  • The Essential English Centre Ltd will try to contact any student who remains absent from their class for 2 lessons or more. This is so that the School can find out what may be wrong with the student, to offer any welfare assistance and to remind them of the implications of underachieving on their course. If a student fails to attend 4 consecutive lessons without informing the school then the course will be cancelled and no refunds will be made.

Holidays

All students must apply for holidays, in writing at least two weeks in advance. It is not sufficient to notify a member of staff verbally. The maximum authorised holiday permitted for students is 1 week for every 12 weeks of study.  The permitted time will be added to theend of the course or you will be given the possibility to attend additional classes. This will be decided by The Essential English Centre.  You will not be issued a refund for any holidays taken.

The school will be closed on public holidays and students are not charged for these lessons. No additional hours are added to any course for these days.
The school will be closed during the Christmas holidays. No charges are incurred by students for the days on which the school is closed during this period.

Postponement

If you are required to postpone your course start date, or your accommodation start date then the following rules will apply.
Postponing your course

  • If you wish to postpone your course, you must pay the full course fees by the original start date and may take up the place within 3 months.
  • Postponed courses are subject to availability and where a course is fully booked you will be offered an alternative start date which will be decided by The Essential English Centre.

Postponing your accommodation

  • You must request to postpone your accommodation in writing (by post or email) more than 10 working days before the check-in date.  After this time it will be treated as a cancellation and our Accommodation Cancellation Policy must be followed.
  • You may postpone your accommodation twice free of charge and after this, it will be considered as a cancellation and our Cancellation Policy must be followed.
  • Postponing your accommodation will most likely lead to you being placed within a different room or with a different host family than originally stated in your Letter of Acceptance and will be decided by The Essential English Centre.

Refunds

  • The enrolment fee, accommodation booking fee and bank transfer fees are non-refundable.
  • For cancellations please refer to our cancellation policy.
  • No refund will be made for shortening the course duration after the payment is received.
  • No refunds are given in any circumstances where a student is absent from class. In exceptional circumstances a student may apply for special leave, however this is granted at the discretion of the director(s).
  • The Essential English Centre Ltd may, in very exceptional circumstances, issue a refund to a student. Refunds must be applied for in writing to the Director(s) of the school and will be entirely at the discretion of the school.
  • All refunds must be applied for in writing and a ‘Refund application form’ must be completed.
  • All refunds will be issued within 14 days of receiving a Refund application form.  It is the student’s responsibility to ensure that all details of the form are correct.

Complaints procedure

We hope that you enjoy your time at The EEC.  However, in the event that you wish to make a complaint,The EEC has a clear complaints procedure which ensures you are listened to and that an objective resolution can be found.  The procedure can be downloaded here The EEC Complaints procedure

ADDITIONAL TERMS AND CONDITIONS

  • A student agrees on signing the registration form that The Essential English Centre Ltd keeps their personal records on file. Should any circumstances change it is the student’s responsibility to keep The Essential English Centre Ltd informed of all changes, in particular, of any changes of home address in the UK, as well as in their home country, changes to emergency telephone numbers and contact names and change of email address.
  • Students at the School all study together and it is required that students consider one another and all teachers and staff. This includes staff within the school and within the building. Any student whose behaviour causes inconvenience, offence or distress to other students or The Essential English Centre Ltd staff may be given the opportunity to discuss those issues in the first instance but may be immediately excluded from lessons if such behaviour is considered to be abusive and no refund will be given. Persistent offenders will be expelled from The Essential English Centre Ltd and their course cancelled. No refund of course fees will be made.
  • Students are responsible for friends or relatives who accompany them to The Essential English Centre Ltd. Such persons are permitted to enter the building 10 minutes before the lesson start time and 10 minutes after. They are not permitted to remain in the school or the building at any other time. If these rules are not adhered to and if the behaviour of a friend or relative causes inconvenience, offence or distress to other students or The Essential English Centre Ltd staff, the enrolled student will be given the opportunity to discuss those issues in the first instance but may be immediately excluded from lessons. Persistent offenders will be expelled from The Essential English Centre Ltd and their course cancelled. No refund of course fees will be made.
  • Letters and certificates will not be issued to students who have not paid, attended or reached the levels set out by their course tutor.
  • The maximum number of students in a class is fourteen.
  • Details of the class times are those which are agreed with your course tutor and may be subject to change.
  • Timetabled hours include short breaks.
  • Students taking an examination course will also be required to take a written test and/or have a senior tutor’s approval, and will not be permitted onto the course if they are not at the required level. Students who take an exam course are also required to complete a substantial amount of homework as part of their course. It is the students’ responsibility to give homework to the teacher to be assessed. Teachers are not responsible for reminding students to complete and hand-in homework.
  • Change of class or time is strictly subject to availability. Although every effort is made to place students in the location and at the time of their choice, students can only move if there is a space in the class and if the student is at the right level for the class.
  • Students will be required to book and pay for any external examinations and The Essential English Centre Ltd does not accept any responsibility for the final grade that a student achieves.
  • The Essential English Centre Ltd reserves the right to cancel, move, adjust the guided learning hours or merge any class where there is insufficient demand or any other justifiable reason to do so. For cancelled classes the School will offer an alternative class of the same value. Where a group lesson has less than 3 students in the class, the teaching hours will be adjusted according to coincide with the value of private lessons. One student will receive 1.5 hours of private tuition and two students will receive 2 hours of tuition.
  • Complaints about the School’s courses or services should be made immediately as complaints made after the course has finished will not be accepted.
  • Students are advised that the School, its employees and its representatives accept no liability for personal injury and / or loss of / damage to personal property on the Schools premises, whether by fire, burglary, theft or otherwise. This condition also applies to public and private places when students are on School trips or excursions.
  • The School is not responsible for the safe keeping or delivery of any fax, post, etc .sent to the students at the Schools addresses.
  • The School is not responsible for the safekeeping of exam results or certificates.
  • Students may from time to time be photographed and recorded moving images, the photographs and videos. It is your responsibility to inform The Essential English Centre Ltd if you do not wish for your image to be used.
  • It is the policy of the School not to divulge any personal details of students to a third party, other than to the appropriate authorities, without the student’s prior consent.
  • In all cases the decision of the Directors of The Essential English Centre Ltd will be final and binding.
  • These Terms are governed by the law of England and are subject to the exclusive jurisdiction of the Courts of England.

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