Terms & Conditions

for junior courses at LWC & WSE

Terms and Conditions

Terms & Conditions 2021

Terminology

WSE means Wimbledon School of English Ltd.

The Parent or You means any person who has signed the booking form and/or has accepted responsibility for a child’s attendance at the WSE Junior Summer Centre. The Student means the child named on the registration form and/or the child attending the course.

 

General

WSE reserves the right to make changes to the programme of study and activities at any time. We may vary the organisation and content, or cancel some Study Skills Workshops and activities according to student numbers.

WSE reserves the right to cancel the course in the event of low enrolments or circumstances beyond our control. If such a cancellation is necessary the fees will be refunded.

On excursions we allow students aged 13 -17 free time to go shopping in small groups (minimum of 3 students) without the supervision of the course staff unless advised otherwise. This is a privilege and WSE reserves the right to disallow such free time in the event of poor behaviour or other circumstances.

All sports/activities/excursions are undertaken at the student’s own risk. WSE does not accept liability for accidents or injuries except where its staff have been found to be negligent. If you do not wish your child to participate in any particular activity or excursion, please advise us at the time of booking.

 

Payment and Bookings

Visa Nationals

No documents can be issued until we have received full payment.

 

Non Visa Nationals including EEA and Switzerland

Juniors in Wimbledon

We must receive the following at least 7 days before arrival:

• Registration fee, course materials fees, full tuition and homestay accommodation (if requested).

 

Junior Summer Centre at Lord Wandsworth College

We must receive full payment at least 6 weeks before arrival. Please note that original letters of acceptance and other details including accommodation are sent via e-mail.

 

Accommodation - (Juniors in Wimbledon only)

All accommodation payments must be made through the school unless private accommodation is being used.

Accommodation is arranged for students only while they are studying on full-time courses at the school.

If the student leaves school early for any reason, they will be asked to leave their school accommodation. In such circumstances the parent/ guardian must make suitable private arrangements for the student.

All accommodation is subject to availability and early booking is advisable.

If the student decides to leave their accommodation early, 7 days’ notice in writing must be given, refunds will only be made for full calendar weeks.

Under special circumstances we may need to move the student to alternative accommodation at short notice and the school reserves the right to do this. Accommodation should always be booked for the full length of your study period unless private accommodation with an authorised parent or legal guardian has been booked.

Any student who behaves in an unacceptable manner will be asked to leave their accommodation immediately. If this is part-way through a week they will still be liable for that week’s payment. In these circumstances we cannot guarantee that we will be able to find alternative accommodation. In such circumstances students may be asked to leave the school.

If own accommodation is booked you must give your accommodation address and a contact telephone number to the Registrar before the student arrives.

 

Homestay

The school’s accommodation service acts as an agent in introducing course participants to hosts. The contract is between guest and host.

Homestay accommodation is normally booked from Sunday to Sunday. If your homestay accommodation involves extra days, you will be charged a daily rate for up to 4 days. 5 or 6 extra days will becharged at the full weekly rate.

Host families cannot accept students between 23:00 and 07:00. Please ensure flights are booked outside these times. All accommodation payments must be made to the school.

Accommodation fees must be received at least 6 weeks before arrival.

If the student is unhappy with their homestay accommodation, the school will relocate them to a new family as soon as possible.

The school can only book homestay accommodation for students studying at WSE.

Please note: because of death, illness or other unforeseen circumstances it may be necessary to change accommodation at very short notice before arrival or once the student is here and the school reserves the right to do this. WSE guarantees to provide accommodation for the period you have booked but not necessarily with the same family or in the same category of family for the whole period.

Please note: There is a £30 per week supplement for special diets, such as halal, gluten-free or dairy-free.

 

Pre-course Cancellations & Refunds

If you are not able to take the course as planned, there are two options if you cancel at any time up to 7 days before the course start date:

1. Postponement We will give you a credit voucher valid for two years from the course start date. This voucher can be used for an equivalent school-based course or for online courses to the same value.

2. Cancellation You may cancel the course with no penalties up to 7 days before the course start date. We will refund your fees you have made in full, less any bank charges. If you have booked through an agent, the refund will be given via the agent.

• If you cancel under 7 days before the course start date, we will give you a credit voucher, as above.

• We are unable to offer refunds on any pre-booked horse riding or professional tennis lessons after arrival.

• If the school cancels the booking because we are unable to open, you can receive either a full refund (minus bank charges), a credit note valid for 2 years from the course start date, or transfer to an online course for the equivalent value.

• For all courses booked online you can cancel within 14 days (provided you have not already started the course within that period) and receive a full refund.

 

Cancellation/Change of Course after Arrival

Covid 19

If a student or a member of staff contracts COVID-19, the school may need to close for up to 2 days for deep cleaning.  During this period, all courses will be moved online.

In the unlikely event of a Government shutdown, all courses will be moved online, and students will be very welcome to stay in their accommodation and remain in the UK or return home and continue studying from there. If they do not wish to transfer to online courses, they will be offered a credit note valid for two years from their last day studying with us. If they return home the balance of their accommodation will be refunded.

Others:

If the Student has to stop his or her course early, the fees are nonrefundable under any circumstances. Should an airport transfer be necessary WSE will require a notice period of 24 hours which takes effect from the time the school receives notification. Full transfer costs must be paid by the parent/guardian.

We are unable to offer credits to students who leave early.

 

Visas

It is your responsibility to ensure the student has a valid visa and travel documents.

If a visa is necessary, WSE provides a Visa Invitation Letter. If the visa application is refused, the following refund policy applies:

• If you have to cancel the student’s course because his/her Visa application has been refused, you will need to provide documentary evidence from the relevant embassy before any refund can be considered, and you must return your letter of enrolment. Once we have received a copy of all pages of the Visa refusal letter including the last page with the signature of the Entry Clearance Officer and date of refusal, plus our original letter of enrolment, we will refund all monies received, excluding a £50 administration fee, any courier fees incurred and any bank charges.

• WSE will not refund you if the Visa application has not been made in sufficient time for the Visa to be approved.

• If a student is found to have the wrong type of visa, they will not be admitted onto the programme. In this case WSE will not be obliged to offer the Parent a refund of fees.

• If you have booked and paid through a representative, any refund will be made to the representative.

 

Insurance

The following insurance cover is included in the course fees

Cover

 
Medical Expenses £2,000,000
Personal Liability £1,000,000
Course Fees £8,000
Cancellation/Curtailment £3,000
Money & Personal Documents £100
Passport or Visa £500

WSE does not accept responsibility for any claims arising from a student or third party

 

Making an insurance claim

Should the need arise, the Parent understands and agrees that they are responsible for all paperwork. The Parent agrees that:

• WSE cannot make claims on behalf of the Parent

• The Parent will need to contact the insurance company directly

• Please note that there is an excess of £50 per claim

 

Medical

WSE accepts students on the assumption that they are in good health. The Parent agrees to inform WSE when completing the Application Form if the Student has any pre-existing medical condition, disability, allergy or learning difficulties.

The Parent agrees that any medication brought to the WSE Junior Summer Centre will be given to the Centre Manager on arrival. The WSE Junior Summer Centre shall only accept responsibility for medicines which are licensed in the UK, prescribed by a doctor and which are accompanied by an English translation. Such medicine will be properly stored and administered by the House Parent or an authorised person who is expressly appointed to administer medicines by the Centre Manager.

WSE First Aiders will administer common medicines such as paracetamol or throat lozenges as necessary, unless you advise us not to.

In case of emergency all students are taken to the nearest Accident and Emergency Unit, where treatment is initially free.

In the event of illness or injury WSE will follow the advice of the attending medical consultant unless advised otherwise by you.

Students may be charged for a medical consultation. The parent will be responsible for paying this fee and will need to claim it back through the WSE insurance policy.

 

Emergency medical treatment

The Parent authorises the Centre Manager, WSE Principal, WSE Managing Director or WSE Operations Director to consent on their behalf to the Student receiving emergency medical treatment including blood transfusions, general anaesthetic and operations where certified by an appropriately qualified person as necessary for the Student’s welfare and if the Parent cannot be contacted in time.

Medical expenses are covered by the WSE insurance policy (see above), provided they are not for a pre-existing condition. The Parent will be responsible for paying any medical fees and will need to claim these fees back through the WSE insurance policy.

 

Complaints

Any complaint should be brought to the attention of the Centre Manager immediately so that a satisfactory resolution can be found.

If a Parent would like to make an official complaint, they should request a copy of the WSE Junior School Complaints Procedure, or visit https://wimbledon-school.ac.uk/juniors/junior-summer-centre-policies

 

Resolution of disputes

All complaints will be fully investigated as per our “Complaints Procedure” providing:

• The complaint is made while the student is attending our school

• The complaint is registered in writing with the Centre Manager

• All invoices relating to the student making the complaint have been settled in full

We do not accept complaints received after the student has returned to their own country.

 

Liability

Wimbledon School of English does not accept any liability in the case of illness, accident, loss or damage to personal effects or property occurring on the school premises, except where such liability is imposed under UK law.

Where accommodation or transport has been booked through the school, Wimbledon School of English does not accept liability for losses or additional expenses a student might incur because of cancellation or delays to their travel services.

 

Damages (Juniors Summer centre only)

The Student will be asked for a £50.00 damages deposit on arrival. If the Student causes any minor damage during their stay, the Student will forfeit the deposit.

For any major damage, the full cost of repairing any damage caused by the Student to WSE Junior Summer Centre property or equipment, or to the personal property of another student, will be charged to the Parent. The Parent agrees that such payments to repair damage caused will be made from the Student’s pocket money account. Should funds be insufficient, the Parent agrees to make payment in full.

If a bedroom is shared by 2 or more students and WSE cannot ascertain who is responsible, costs will be shared equally between the occupants.

The £50.00 damage deposit will be returned in full at the end of the course providing no damage has been caused.

 

Valuables and property

On arrival, the Student will be asked to hand in their airline ticket, passort, any medication and all cash.

WSE Junior Summer Centre Rules must be observed at all times. Students who break British law, do not obey the WSE Junior Summer Centre Rules, repeatedly misbehave, do not follow the instructions of WSE staff or otherwise disrupt or adversely affect the smooth running of the programme will be asked to leave immediately at their own expense. No fees will be refunded.

Pocket money, provided by the Parent, can be taken out at stated times (usually before excursions). We recommend around £70.00 per week, and no more than £100.00 per week, to cover incidental expenses, plus an additional £30-£40 per excursion if the child wishes to take the optional Sunday excursions. If extra pocket money has to be transferred through a WSE bank account during the course, we will charge a handling fee of £25.00. In addition, the Student will need £50 for the one off damage deposit.

The Student must not bring any valuable possessions to WSE Junior Summer Centre or WSE Juniors in Wimbledon. If the Student does bring a valuable item with them, the Student is responsible for the security and safety of that item. There are no lockable cupboards or safety boxes in the bedrooms, therefore we advise all Students to bring a good lock for their suitcase.

WSE does not accept liability against theft or loss of property in our safekeeping or in any other locations.

Any student found in possession of unsuitable items will have them confiscated.

In the event of suspected theft, WSE reserves the right to search students and inspect the contents of all clothing, bags, parcels, etc., belonging to or in the possession of any students whilst entering, leaving or on the organisation’s premises or on organised excursions. Searches will always be conducted by two individuals one of whom will be a person of the same sex as the Student.

 

Promotional Material, Photographs & Filming

WSE staff or their representatives will take photographs and videos during our course activities and excursions which we may use for promotional purposes. Please advise us on the parental consent form at the time of booking if you are happy for the Student to appear in any promotional material.

Classes cannot be filmed or otherwise recorded in any way without the permission (in writing) of a member of the Centre Manager or Director of Studies.

 

Impromptu expenses

The Parent agrees that WSE shall not be obliged to make payments for impromptu expenses such as medical fees on behalf of the Student or the Parent. Where such payments are required, the Parent agrees for appropriate deductions to be made from the Student’s pocket money account. Should funds be insufficient the Parent will be asked to pay.

 

Transport

WSE does not accept responsibility for expenses due to transport delays or anything else beyond our control.

 

Transfers

Your course confirmation will include a Travel Form requesting flight details which the Parent must complete and return to WSE a minimum of 2 weeks before the arrival date. Upon receipt of the completed form, WSE will send an email confirmation. The Parent understands that:

• It is their responsibility to check the confirmation carefully and let WSE know of any errors or changes

• WSE Shuttle transfers from the airport to WSE Junior Summer Centre are often organised in groups and this means that some students will be required to wait at the airport for other students arriving on different flights (maximum wait time is 2 hours from landing).

• On some occasions and when a special airport transfer has been booked outside the WSE shuttle transfer time slot, students will be placed in a taxi alone with a driver who may be male or female. All such drivers have applicable police checks (DBS).

 

Attendance

We are a serious school and expect every student to be punctual, attend all lessons and do their homework.

We keep attendance registers.

If a student misses a lesson, regardless of the reason, we cannot give a refund or allow the student to take the lesson at another time.

If a student is asked to leave the school for poor conduct, as set out in the disciplinary procedure, their fees will not be refunded.

 

Conduct

Wimbledon School of English reserves the right to refuse admission to any student or to dismiss any student from school without refund of tuition fees in the event of misconduct or unsatisfactory work. The school expects students to adhere to the standards and rules we set.

We expect students to behave reasonably at all times towards other students and school staff and to respect cultural, racial and religious differences. We expect all students to uphold the core values of democracy, individual liberty, tolerance, and the rule of law.

If a student is asked to leave the school for poor conduct, their fees will not be refunded.

In instances of extreme disruptive behaviour, WSE reserves the right to remove the student from the premises and place with a legal guardian arranged by WSE if necessary and at the Parents’ expense until such a time as arrangements can be made to send the student home.

We expect all students to abide by UK Government and WSE safety guidelines, including COVID 19 guidelines, at all times as we accept students at the school on condition that they agree to do so and that they continually demonstrate that they are doing so.

 

Force Majeure

Wimbledon School of English is not liable for failure to perform its obligations if such failure is as a result of 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 sanctions, blockage, embargo, labour dispute, strike, lockout or interruption or failure of electricity, internet or telephone service.

Refunds will not be made in such circumstances.

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 UK government agencies or by the school. If the school asserts Force Majeure as an excuse for failure to perform its obligations, then the school must prove that it took reasonable steps to minimise delay or damages caused by foreseeable events, that the school substantially fulfilled all non-excused obligations, and that the other party (student, parent, agent etc.) was, where possible, notified of the likelihood or actual occurrence of the event. WSE reserves the right to take any fair and reasonable action we think appropriate should a situation arise not covered by these Terms.

 

Other

In rare circumstances the stated maximum class size may be exceeded. If this happens, the limit will be exceeded by a maximum of 1 student for 1 week.

The school reserves the right to cancel or alter a course. If we do so, we will offer either an alternative course or a refund.

If the student’s English level is not suitable for the course booked, we reserve the right to move them onto a different course.

The school reserves the right to change teachers at any time during the course.

The school reserves the right to alter dates, fees and any particulars in the brochure without prior notice.

The Managers of the School reserve the right at their absolute discretion to refuse any application for enrolment of a student at any stage of the application or booking process. The School shall be under no obligation whatsoever to give reasons for the decision of the Managers. If an enrolment is refused, all paid fees will be refunded.

 

Personal Information

We keep students’ information in electronic and paper format.

Some of the personal information a student supplies will be passed on to the airport meeting service.

We must give information to the UK Borders Agency, if required to do so under UK law.

In order to fulfil our obligations to the student and, in some cases, to the British authorities, it is necessary for us to see and copy the student’s passport or ID card (and visa if applicable), and to have contact details of their next of kin in their country. The Parent therefore agrees to provide these details and keep them up to date if they change.

Parents are reminded of the need to disclose to the school medical information about the student when the application is made and to enquire, prior to enrollment whether the school and accommodation facilities are suitable for the individual’s needs.

By accepting these Terms & Conditions the Parent accepts our right to use their children’s personal information in this way.

 

Privacy Policy

Our Privacy Policy governs any kind of processing of personally identifiable information. This policy applies to our processing of data collected through any means, actively as well as passively, from persons located anywhere in the world. We will be guided by the following principles when collecting and processing data:

• We will only collect data for specific and specified purposes; we will make it clear at the point when we request your information, what we are collecting it for and how we are going to use it.

• We will not collect data beyond what is necessary to accomplish those purposes; we will minimise the amount of information we collect from you to what we need to deliver the services required.

• We will not use data for purposes other than that for which the data was collected, except as stated, or with prior consent;

• We will seek to verify and/or update data periodically, and we will accept requests for amendments and deletion of personal data;

• We will apply high technical standards to make our processing of data secure.

Except when stated, we will not store data in identifiable form longer than is necessary to accomplish its purpose, or as is required by law.

You can view our full Privacy Notice at www.wimbledon-school.ac.uk/privacypolicy

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