Terms & Conditions

for adult courses

Terms and Conditions

Terms & Conditions 2021

Wimbledon School of English (WSE) Terms & Conditions are binding on all students, regardless of whether the booking is direct, or through a representative. These terms and conditions include special conditions for the duration of the Covid 19 pandemic.

 

Age

1. The minimum age for individual students is 16 years, but we do accept 15 year olds in General English international classes, if they are part of a group with a group leader in attendance.

2. The minimum age for students in closed groups is 12 years. There is no maximum age. Any closed group must have the appropriate number of group leaders (maximum ratio 1:15).

3. Please note: students aged under 18 who come as individuals are not supervised except in lessons and on class excursions.

4. Under 18s: Parents or guardians of under 18s MUST email us a completed ‘Under 18 parental consent form’ before the student arrives in school. Students aged under 18 must abide by the curfew times and other rules as per this form. Failure to do so may result in their being sent home.

5. All group leaders with any under 18s in their group must provide us with a police ‘certificate of good conduct’ or ‘certificate of criminal record’ from their country of residence.

 

Returning Students

If you return to school for another course, you are not charged the registration fee. If you have taken a full-time WSE Live! Online course for a minimum of 2 weeks for junior programmes and 4 weeks for adult programmes, you are entitled to a 10% discount on any school-based course.

 

Payment and Bookings

Visa Nationals

No documents can be issued until we have received the following:

• Registration fee.

• Course materials fee.

• Full tuition fees.

• 2 weeks’ accommodation fees for student house-share and residential accommodation. (This will be deducted from your subsequent payment of accommodation expenses)

 

Non Visa Nationals including EEA and Switzerland

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

• Registration fee, course materials fees, full tuition and the first 4 weeks homestay accommodation (if requested).

• If applicable 2 weeks’ accommodation fees for student houseshare and residential accommodation. (This will be deducted from your subsequent payment of accommodation expenses)

Please note that original letters of acceptance and other details including accommodation are sent via e-mail.

 

All Students

All fees are payable in pounds sterling and payment can be made as follows:

1. By bank transfer directly to our account. Please note that students are responsible for any bank charges, otherwise this will be charged to the student directly on arrival. Please email us a copy of the remittance advice. Please indicate the student’s name on the remittance.

2. By UK Debit card. All debit card payments can only be in pounds sterling. We only accept credit card payments for the tuition fee deposit. All other payments including all accommodation must be paid by bank transfer or UK debit card.

3. International payments by Flywire. WSE has partnered with Flywire to make your international payments easier and safer. Flywire allows you to pay from almost any country by bank transfer, credit card and other local payment methods. How to make an international payment with Flywire:

• Go to wimbledonflywire.flywire.com

• Select your country of origin and preferred payment method

• Enter your payment details and receive confirmation of your payment

• Track your payment from start to finish on your student dashboard

We can send letters by special delivery (DHL) at an extra cost.

The cost of course books is covered by the course materials fee.

 

Accommodation

1. All accommodation payments must be made through the school.

2. We cannot confirm a reservation for a room in one of our student houses until we have received 2 weeks’ accommodation fees or for bookings for fewer than 2 weeks, the full fees.

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

4. If you leave school early for any reason, you will be asked to leave your accommodation.

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

6. You must always indicate your first and second choice of accommodation on the enrolment form.

7. If the first choice of accommodation is not available the school will book your second choice.

8. If you decide to leave your accommodation early, you must give 7 days’ notice in writing for homestay and 14 days for student houses.

9. Refunds will only be made for full calendar weeks. This applies to all accommodation options.

10. Under special circumstances we may need to move you to alternative accommodation at short notice and the school reserves the right to do this. Although we will do our best to find you new accommodation in the same category as your original accommodation, we cannot guarantee this.

11. If you only book accommodation for part of your stay (e.g. you book 4 weeks accommodation but have enrolled on a 24 week course) and you decide to extend your stay in school accommodation, we cannot guarantee that there will be accommodation available, especially during busy periods. You will not normally be able to stay in the same accommodation. You should always book accommodation for the full length of your study period unless you have already booked private accommodation.

12. After 3 requests to change accommodation, WSE reserves the right not to provide further accommodation.

13. 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.

14. If you book your own accommodation you must give your accommodation address and a contact telephone number to the Registrar before you come.

15. If you are a full-time WSE student but staying in private accommodation and would like to move to WSE accommodation, we require 2 weeks’ notice to find you suitable accommodation.

 

Homestay

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

2. Homestay accommodation may be booked from Saturday/ Sunday to Saturday/Sunday. If you wish to arrive or depart on a different day you must book hotel accommodation for the extra nights. If you arrive on a Saturday and leave on a Sunday and are in the homestay for the whole period, you will be charged for the extra night.

3. 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.

4. 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 be charged at the full weekly rate.

5. 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. This includes holiday taken over the Christmas period when the school is closed. Please give 2 weeks’ notice in writing to Reception if you wish to take holiday from your homestay.

6. All accommodation payments must be made to the school. You should send the money to us at least 7 days before your arrival.

7. If you are unhappy with your homestay accommodation, the school will relocate you to a new family as soon as possible (but see note 12 above) .

8. The school can only book homestay accommodation for students studying here. If you wish to have a friend to stay with you for a few days you must arrange this with your host yourself. Your host may ask your guest to pay for their accommodation.

9. Please note: because of death, illness or other unforeseen circumstances it may be necessary to change your accommodation at very short notice before you arrive or once you are here and the school reserves the right to do this. We guarantee 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. There is a £50 per week supplement if you wish to stay in homestay over the 2 week Christmas and New Year holiday period.

 

Student House Shares and Kingston Summer Residence

1. Students will be asked to sign an accommodation contract and abide by the terms and conditions of the contract. Failure to do so means they will be asked to leave the premises and no refund will be given.

2. Students will be asked for bank card details with their booking. This is to cover the cost of any breakages or other damage to the property up to a maximum of £300. If we do not receive these details with the booking, students must provide credit card details to reception on their first day of school.

3. These accommodations are available only for complete calendar weeks (Saturday to Saturday). If you arrive before or leave after Saturday you will need to book a hotel room for the additional night(s).

4. Check-in is on Saturdays only between 13:00 and 17:00. There is a charge of £60.00 for check-ins outside these times, but please note we cannot check-in students between 20:00 & 08.00.

5. If you take a holiday during your stay and are away you will still be charged the full rate for the period of absence.

6. Payments must be made to the school. For periods of 2 weeks or less, full payment must be made at the time of booking. For periods of 3 weeks or more, payment for the first 2 weeks must be made at the time of booking and all subsequent payments must be made in advance for a minimum period of 4 weeks per payment. No student house share or residence will be reserved until payment has been received.

7. Payments for student house share and residence accommodation must be made 4 weeks in advance throughout your stay. If you fall behind with your accommodation payments you will be asked to leave your accommodation.

8. We cannot postpone bookings for student house and hostel accommodation if you inform us 7 or fewer days before your arrival date. If you do you will still be liable for one week’s fee for your original accommodation dates.

 

Pre-arrival Cancellations & Refunds

We strongly recommend that students take out insurance to cover fees and costs in case of cancellation or leaving early. If you are not able to take the course as planned, there are two options:

Postponement

1. You may postpone the course with no penalties up to 7 days before the course starting date.

2. 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.

3. Any accommodation payment you have made will be refunded , less any bank charges.

 

Cancellation

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

2. If you cancel under 7 days before the course start date, we will give you a credit voucher, as above. If you have booked accommodation we will charge one week’s accommodation cancellation fee

3. If you cancel your course because your visa application has been refused you will need to provide documentary evidence from the relevant embassy before any refund can be considered. 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 & date of refusal, plus our original letter of enrolment, we will refund all monies received minus bank charges. If you have booked and paid through a representative the refund will be made to the representative.

4. 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.  Any accommodation fee paid will be refunded in full (minus bank charges)

5. 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

1. 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.

2. 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.

 

Other

1. If you choose to stop your course early, your tuition and materials fees are non-refundable under any circumstances.

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

3. Fees are non-transferable. This means you cannot transfer your fees to another person. You cannot convert full-time group study to One-to- One or Two-to-One study.

4. Accommodation will be refunded as per our notice period.

5. If you booked through a representative we will send any refund to that representative.

6. We require 7 days’ notice in writing to Reception for cancellation of additional One-to-One lessons. If you cancel less than 7 days before your lesson, you will be charged full fees

7. We require 7 days’ notice in writing to Reception for cancellation of tennis or horse-riding lessons. If you cancel less than 7 days before your lesson, you will be charged full fees.

8. Periods of absence due to accident or sickness are nonrefundable.

Please note: A good student insurance policy will refund the remaining fees if a student has to go home early for a medical or other serious reason. We strongly advise all students to take out insurance.

 

Extensions

1. If you wish to extend your course you may do so, provided there is a place available. As the school is often full we advise booking an extension at least 1 month in advance. Extensions must be paid in full before a place can be reserved. Please note it will probably not be possible to stay with the same host family or in the same Student House or Residence.

2. The course extension fee is the difference between the published price for the total weeks booked and the amount already paid.

3. Students who extend their course may be liable for an additional materials fee, depending on the length of their original course and the length of the extension.

4. If you have booked and paid through a representative, your course extension fee must be paid to the representative.

5. If you wish to extend your stay in WSE accommodation, for periods of 4 weeks or less, full payment must be made at the time of booking. For periods of 5 weeks or more, payment for the first 4 weeks must be made at the time of booking & all subsequent payments must be made in advance for a minimum of 4 weeks per payment.

 

Holidays

1. WSE is not open on Saturdays or Sundays or on UK public (bank) holidays.

2. Classes missed as a result of a public holiday will not be refunded or made up.

3. If you wish to take a holiday, you must give 7 days’ notice in writing to Reception. Please note that we do not give refunds for holiday periods, but you can extend your course. . NB If you have a visa, extensions cannot be made beyond your visa expiry date. Extensions can only be made for full calendar weeks. No extensions will be given for students who take holidays during courses with set dates or examination courses.

4. Students on long-term courses are advised to give their holiday dates at the time of booking.

5. You must ask in Reception for the School Holiday or Holiday Visa letter before going on holiday. You need this letter to show at UK Immigration on your return to the UK. Please note: the school is not liable either if you are delayed at the border or if you are not allowed back in to the UK for any reason.

 

Attendance

1. We are a serious school and expect every student to be on time, attend every lesson and do all their homework. Latecomers are not allowed into class.

2. We keep attendance registers.

3. Any student who is sick must:

I. For absences of up to 6 school days, complete a self-certification sickness form on their return.

II. For absences of 7 school days or more, provide a certificate from their doctor.

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

5. If a student is absent for 10 consecutive days or more, or is repeatedly absent (e.g. 1 or 2 days per week), without authorization, they will be reported to their sponsor if they are a sponsored student, and they may be asked to leave the school.

6. If a student is asked to leave the school for poor attendance or conduct, their fees will not be refunded. 7. Students will only receive a leaving certificate if their attendance has been 80% or more.

 

Visas

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 any student does not have appropriate leave to remain, we will terminate their course immediately and they will have to return to their country. In this case tuition and registration fees are nonrefundable.

 

Photographs and Filming

1. Classes cannot be filmed or otherwise recorded in any way by a student without the permission (in writing) of either the Principal or Director of Studies, except where the teacher may ask the class to record part of the lesson.

2. WSE may use film or still photographs of students for promotional purposes.

3. You (or your parents if you are under 18 years of age) must inform the school before your course starts if you will not allow us to use such images. Parents of under 18s will receive a Parental Consent form which must be completed and returned to us. Students over the age of 18 must inform us on day one of the course.

 

Conduct

1. 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.

2. We expect students to behave reasonably at all times (including when online or using any form of messaging or social media) towards other students and school staff and to respect cultural, racial and religious differences. We expect all students to uphold the core British values of democracy, individual liberty, tolerance, and the rule of law.

3. WSE reserves the right to refuse admission to any student or to dismiss any student from school or accommodation without refund of tuition fees in the event of misconduct, unsatisfactory attendance or work, or any other reason deemed necessary by the Senior Management Team such as an undisclosed physical or mental medical condition.

4. The school expects students to adhere to the standards and rules we set.

5. WSE expects students to behave responsibly online and follow the school’s guidelines on internet use, including not downloading or sharing any illegal or inappropriate material.

6. If a student is asked to leave the school for poor attendance or conduct, their fees will not be refunded and they will not be allowed to stay in WSE accommodation.

7. Students have to pay for any damage they cause on the school premises or at their accommodation.

 

Resolution of disputes

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

I. The complaint is made while the student is attending our school.

II. The complaint is registered in writing with the Director of Studies, Operations Director or Accommodation Manager.

III. 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

1. WSE does not accept any liability in the case of illness, accident, loss or damage to personal effects or property: I. occurring on the school premises, except where such liability is imposed under UK law. II. where accommodation or transport has been booked through the school.

2. WSE does not accept liability for losses or additional expenses you might incur because of cancellation or delays to your travel services. We strongly advise all students to take out insurance before leaving their home country.

 

Force Majeure

1. WSE 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 disasters 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.

2. In the event of an outbreak of an 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.

3. 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, agent etc.) was, where possible, notified of the likelihood or actual occurrence of the event.

 

Other

1. In very rare circumstances the stated maximum class size might be exceeded. If this does happen, it will only be by one person and for one week.

2. 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 of all fees. If the student decides not to take the alternative course offered, we will not be liable for any losses incurred by the student for cancelled travel arrangements.

3. Where there is only one person on a particular group course, we reserve the right to offer the cost-equivalent number of individual lessons instead of the group course.

4. If your English level is not suitable for the course you have booked, we reserve the right to move you onto a different course or to refuse you admission to the school.

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

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

7. Classes take place in both the main school building and additional premises located near the school. The School reserves the right to move classes between rooms and premises as appropriate.

8. Students who cannot read or write Roman script: please note that we are unable to teach literacy in our group classes. Any student who requires lessons in literacy must book private lessons with the school for this purpose.

9. The Managers of the School reserve the right at their absolute discretion to refuse any application for enrolment of any 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.

10. We reserve the right at any time, to search students and inspect the contents of all vehicles, 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.

 

Personal Information

1. We keep your information in electronic and paper format.

2. Some of the personal information you supply will be passed on to accommodation providers or the airport meeting service.

3. Under UK law we must give information to UK Visas and Immigration if required to do so.

4. In order to fulfil our obligations to you, and, in some cases, to the British authorities, it is necessary for us to see and copy your passport (and visa if applicable), to have contact details for you in London (including a mobile phone number if you have one), and to have details of your next of kin in your country. You must therefore agree to provide these details and keep them up to date if they change.

5. By accepting these Terms & Conditions you accept our right to use your personal information in this way. Students and/or parents are reminded of the need to disclose medical information about the student to the school when the application is made and to enquire prior to enrolling whether the school and accommodation facilities are suitable for the individual’s needs.

 

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 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

Terms and conditions are correct at time of publication. October 2020

 

Juniors T&Cs
Online T&Cs