General Terms and Conditions
1. Enrolment & Payment
1.1 The Heart of England Study Programmes Limited (herein referred to as “ HoESP” of
14 Hamilton Terrace Leamington Spa Warwickshire UK CV32 4LY Telephone 00 44 1926 311375 email firstname.lastname@example.org website www.heartengland.co.uk ) will confirm bookings in writing upon receipt of a fully completed enrolment form and receipt of a deposit of £100 (£500 for students requiring visa support). Places on courses and dates requested will not be held unless the deposit is paid;
1.2 HoESP will invoice for the whole course fee when the course is confirmed. The full course fees must be paid in GB Pounds (£) sterling, one calendar month before the course commences. If full payment has not been received, students will not be able to attend classes, remain at the HoESP arranged accommodation (including
host family) or attend excursions. In such a situation the student’s welfare will not be the responsibility of HoESP.
1.3 Payment can be made by cash, personal cheque drawn from a British bank or bank transfer HoESP bank details
HSBC Bank plc : PO Box 88, The Parade, Leamington Spa, Warwickshire, ENGLAND Account name : The Heart of England Study Programmes Ltd
Account number : 32251949
Sort code : 40-27-06
IBAN : GB21MIDL40270632251949.
1.4 All other bank charges and fees must be paid by the student;
1.5 Failure to abide by conditions of payment may result in cancellation of a programme even if the student has
already arrived in The UK. If the student wishes to continue with the booking and HoESP agrees to continue providing the course and the student pays in arrears, HoESP may charge interest at 5% above HSBC Bank Standard Variable Rate;
1.6 Please note that international transfer of money may take up to two weeks.
1.7 The student will be sent a prepared timetable before the commencement of the programme. This should be
examined thoroughly to confirm the requirements have been met. Adjustments to the timetable at a later date may incur further costs.
2.1 Course participants are responsible for their own travel arrangements to and from the HoESP course centre.
Transfers from ports and airports can be arranged but these carry a further charge;
2.2 HoESP cannot be held responsible for damage, injury or accident to students or their property how so ever
2.3 Students must be in good physical and mental health when starting the course and HoESP reserves the right to
require a student to leave any course at their own expense if they fail to declare any relevant matters relating to their health on their enrolment form. If HoESP is not informed of a medical condition that affects a student’s ability to participate normally in the course they are attending, it reserves the right to make a charge for additional support;
2.4 All due care and consideration is always taken to ensure the best possible supervision of the programme’s participants however HoESP cannot accept responsibility for students’ actions. For closed groups of students, the accompanying Group Leaders are responsible for discipline of students at all times. HoESP teachers and representatives will support but cannot take full responsibility at any time;
2.5 Expulsion – Students will receive an introductory briefing relating to general welfare including instructions on
travelling to and from school, school time, how to behave on excursions and with their hosts families. If students do not abide by these instructions HoESP reserves the right to require a student to leave the course and HoESP organised accommodation. Any expenses the student incurs in such a situation are the responsibility of the student. HoESP reserves the right to expel students for unacceptable behaviour including, but not limited to, harassment of teachers or other students, continual disruption of classes, possession or consumption of illegal drugs and alcohol, smoking in restricted areas, damage to school property or place of accommodation, threatening other students’ safety, breaking local law(s).In such circumstances no refund will be given. Repatriation is at the student’s own expense;
2.6 HoESP reserves the right to exclude the student from all/ part of the social programme for any misconduct on
the part of the student. Excluded students will be given supervised private study for three hours instead.
3.1 A comprehensive travel insurance policy is offered to and included in, the course fees for individual junior
students attending on Summer, Winter and Easter Camps and students on a closed group course with
StudentGuard+. Please ask for a copy of the latest policy document.
3.2 If students wish to have greater cover, this is a matter for the student to arrange at their own expense.
4. Visa Applications
4.1 HoESP cannot be held responsible for decisions taken by Embassies or Immigration Authorities regarding entry
visas or visa extensions;
4.2 Should the student’s arrival day be postponed due to delayed visa applications, HoESP cannot guarantee the original accommodation allocation;
4.3 It is HoESP policy, in accordance with UK Government guidelines, to report any student requiring a visa to the immigration authorities should they fail to arrive for their course or leave early without good reason.
5. Refunds and Cancellation Policy
5.1 If the student cancels the course :
a) More than 30 days before departure, HoESP retains 75% of the deposit.
b) Between 30 and 21 days before departure, HoESP retains 100% of the deposit.
c) Between 20 and 10 days before departure HoESP retains 50% of the course fees d) Less than 10 days before departure, HoESP retains 75% of the course fees
5.2 ‘Course fees’ means the total quoted price; and days means full calendar days including weekends;
5.3 If a visa application is rejected and HoESP is given written evidence at least 10 days before the start of the
course, the fees received will be refunded in full. If fewer than 10 days’ notice is given, 20% of the course fees will be charged;
5.4 No fees are refunded if a student cancels or curtails their course on or after the start date.
5.5 If a student curtails a course or changes from a more expensive course to a cheaper one, no refund will be paid;
5.6 Where a student is unable to attend a course as a result of serious illness, accident or bereavement in their immediate family, a reimbursement of tuition fees may be available under the insurance policy referred to in clause 3.1 above. However the student will have to provide the insurance company with documentary evidence;
5.7 If a student changes the course structure / accommodation there is an administration fee of £50 per change;
5.8 Absence – No refunds of tuition or registration fees will be given by HoESP should the student be absent from
school for whatever reason. Students must inform HoESP if they are going to be absent from school. Courses may not be extended to include any days/weeks tuition missed;
5.9 Cancellations of one to one and long running courses can be accepted with 48 hours’ notice. If no such notice is received students are liable for the full tuition / course fees;
5.10 For closed group courses, once student numbers have been booked, any reduction in those student numbers attending may mean an increase in the individual price for the remaining students in the group. Conversely if after student numbers have been booked further students are added to the group this may mean a reduction in the individual price for the students ;
5.11 In the event of circumstances beyond HoESP’s control, it may change the services offered, including details of
locations, courses, facilities and dates of programme;
5.12 Where the number of students at any level is insufficient to form a viable group, HoESP may provide group
lessons at different times of the day or locations, or one to one lessons. Alternatives provided will be of equivalent or greater financial value;
5.13 Lessons are held at HoESP school buildings or at alternative premises nearby. There may be occasional closed groups of juniors at some of the schools;
5.14 Horse riding, tennis and golf tuition take place away from the school; if they are cancelled due to the weather, students are invited to take English tuition instead. Refunds will not automatically be made. Educational visits and excursions may be changed in the event of bad weather or other circumstances beyond its control;
5.15 Social Programme – HoESP reserves the right to make changes to the social programme due to weather conditions or any other reasons beyond its control;
5.16 HoESP takes all reasonable steps to deliver the services the client has booked. However, if due to circumstances beyond its control, this is not possible, it reserves the right to provide alternative services of at least an equivalent standard at no additional costs to the student.
5.17 For larger groups, last minute changes to timetables are very difficult to accommodate. The weather may cause
changes to be made but these changes must always be discussed with the HoESP course co-ordinator prior to being made. If the group is not having a HoESP representative accompany them on excursions it is essential that
timetables are adhered to for the host families’ benefit;
5.18 For closed groups –it is at no time necessary for the accompanying Group Leader to make contact with the excursion site, this must always be done through the HoESP course co-ordinator;
5.19 For closed groups – Excursion destinations and industrial visits. In order to offer as wide a range of visits as possible we often request the assistance of companies and establishments which are not solely related to tourism. In these cases we cannot guarantee the quality of the visit as many of the staff will not be trained as tour guides. Please note that visits to local schools, private companies and local organisations are often offered by the host organisation free of charge or at reduced prices and so good will should be extended to them at all times.
6. General points for students to note
6.1 Morning tuition consists of 2 x 90 minute lessons and includes an additional 15 minute break;
6.2 Materials Deposit – Students who wish to borrow materials, such as books, CD’s and DVD’s, are required to
leave a deposit of £20 at the start of their course. This is refunded at the end of the course provided all borrowed materials are returned in the same condition as when they were loaned;
6.2 It is the students responsibility to :
a) Ensure that they arrive in the UK with all necessary documentation including passport, medical records etc.
Further that they have sufficient money for payment of items not included in the course fee.
b) Ensure that they have the correct visas to enable them to arrive, stay and study in the United Kingdom for the duration of the course. Further to ensure that the student has complied with all requests by the UK Border Agency;
6.3 Medical Information – HoESP must be informed of any special medical information which applies to the student.
Any student arriving with a serious medical condition not previously reported, or which requires regular staff supervision, may be sent back to their home country, without any refund of fees. Any costs incurred through repatriation will be borne by the student. HoESP will try to accommodate any special needs as far as it deems reasonable;
6.4 Accompanying of excursions – On closed groups, organised excursions may be accompanied or non- accompanied by a representative of HoESP and this will be stated in the quote/programme. For non- accompanied organised excursions, all arrangements will be made by HoESP and details given to the students at the beginning of the week. Where possible the excursions will be prepaid but if this is not possible the student will be asked to accept a cheque for payment on entry. Please note that pre-payment reduces the ability of the HoESP to refund money to non-attending students;
6.5 If one of our representatives accompanies the group they are required to do the following:
ensure that students know the times and places for meeting should the group disband
ensure that all students are back on the coach before it leaves
socialise with the group to activate the student’s English learning as much as possible
6.6 Please note HoESP representatives are not fully qualified guides and cannot provide detailed tours. A fully qualified blue badge guide can be booked for this purpose at an extra cost. Please ask for details;
6.7 All excursions on the Summer, Spring & Winter Camps will be accompanied by a HoESP representative. That representative cannot however take full responsibility for students’ actions during excursions or be put in situations which could endanger themselves or other students on the activity/excursion. For closed groups, the Group Leader remains responsible for the actions and behaviour of their students
7. Contact with HoESP
7.1 For a closed group, the course organiser will generally be available on the first and last morning of each programme to plan and analyse the course details respectively. A regular teacher is available to head the teaching programme and a representative of HoESP is always available from 8.00 a.m. – 7.00 p.m. for enquiries and 24 hours a day for emergencies. Details of who to contact will be given on the first morning of the course.
8.1 HoESP will not be responsible for any failure to comply with any of its obligations (and, therefore, will not be
responsible to provide any compensation) if the failure is occasioned by any cause beyond HoESP’s reasonable
control; nor shall HoESP be responsible for any costs incurred by or on behalf of the student as a result of any such cause. Such causes shall include but shall not be limited to war, threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster and unusually adverse weather conditions.
9 . Force Majeure
9.1 Without prejudice to the foregoing, HoESP will do its utmost to provide the necessary care of students affected by causes beyond its control; however extra accommodation, transfers, repatriation and any other expenses
resulting from such causes are to be borne by the student. In any such case, students might have to be accommodated in emergency accommodation which may not be of the same standard or located in the same geographical areas as the accommodation that would otherwise be provided by HoESP in terms of its obligations. If, notwithstanding that it has no obligation to do so, HoESP initially pays any costs for which the student is responsible, HoESP shall be refunded such costs in full.
10. Photography & Filming
10.1 HoESP may take promotional photographs and video footage of students. If students do not wish to participate, HoESP will respect their wishes.
11 . Website
11.1 The information contained on the HoESP website is for general information purposes only. The information is
provided by HoESP and whilst it endeavours to keep the information up-
to-date and correct, no representations or warranties of any kind are made, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose. Any reliance placed on such information is therefore strictly at the students own risk;
11.2 HoESP will not be liable for any loss or damage, whatsoever arising from loss of data or in connection with the use of the website;
11.3 Through the HoESP website there are links to other websites which are not under the control of HoESP. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them;
11.4 Every effort is made to keep the website up and running smoothly. However, HoESP takes no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond its control.
12. For Closed Group Courses – Group Leader’s responsibilities
The Group Leader is responsible for:
12.1 Prior to the departure from their country / commencement of the course, providing details to the students of the study programme they have chosen including the cost of the same, what is included in that fee and the cost of any additional excursions and / or services;
12.2 Arranging all travel schedules with the students, for travel from their home to the point of entry into the UK as
agreed with HoESP and to providing HoESP with confirmation of these arrangements both at the start of the course and onward travel at the end of the course either back to the students’ home country or a 3rd destination;
12.3 Providing all relevant and up to date information concerning the students’ current medication ( if any), the students’ medical history and any other fact of which HoESP should be aware to ensure the health and well-being of the students is maintained during the currency of the course provided by HoESP;
12.4 Ensuring that the students arrive in the UK with all necessary documentation including passport, medical records etc. Further that they have sufficient money for payment of items not included in the course fee;
12.5 Ensuring that the students have the correct visa to enable them to arrive, stay and study in the United Kingdom for the duration of the course. Further, ensuring that the students have complied with all requests by the UK Border Agency;
12.6 Explaining to the students, in their native language, the students’ responsibilities as set out in the attached ‘
Students’ Expectations & Responsibilities’ Information sheet (updated on ad hoc basis);
12.7 Liaising with the students from the initial contact through to the post course feedback to be provided to HoESP;
12.8 Informing the students that they are covered under Gibbs Denley StudentGuard+policy insurance policy ( see
attached for details of current cover) but that if they wish to have greater cover then this is a matter for the students to arrange;
12.9 Either attending the course or providing a suitably qualified adult leader (or leaders depending on the ratio of students to teachers see below) for juniors (under 18 years) who will:
a) accompany and b) lead the group
during the whole period of the course provided by the HoESP.
The appropriate ratio is 1 teacher for every 10 students or part thereof – accordingly for 10 students 1 teacher is required, for 11 students 2 teachers will be required etc.
12.10 For the duration of the course and the time that the students are in the UK, The Group Leader is responsible for:
a) all matters relating to the personal welfare, health and hygiene of the students, and
b) ensuring that the students are aware of and comply with all laws of the UK, rules of HoESP or whatever establishment the students are attending for tuition or visiting as part of an organised excursion;
12.11 Ensuring that they are available throughout the duration of the programme to support any issues which may
13.1 In all instances throughout this agreement the singular applies to the plural and vice versa likewise male applies to female;
13.2 This contract is entered into under, and is governed by, the law custom and practice of England and Wales;
13.3 A “closed group” is a group of students from one specific school /institution/ agent who have booked as a group ;
13.4 The term “ Group Leader “ includes all those individuals designated as teachers from the client school/organisation who are agreed to be teacher leaders at the time of booking the course/ upon subsequent arrival .
I have read and agree to be bound by these terms and conditions:
I have read and agree to be bound by the Parental/ Guardian Consent policy – see App 1
PRINT NAME ……………………………………….
NAME OF STUDENT / GROUP
ON WHOSE BEHALF YOU ARE SIGNING
Parental / Guardian Consent Policy
Emergency medical treatment
The Heart of England reserves the right to approve emergency medical treatment for students when parents / guardians cannot be contacted and the student’s life / wellbeing, both physical and psychological, are in danger. It will take advice from medical personnel and act in accordance with such advice, in what it deems to be in the student’s best interests.
All medical, mobility and related health information however seemingly insignificant, must be declared to the school before the student attends a course.
Using images of students
Occasionally, we may take photographs of the students at our school. We may use these images in our school’s brochure or on our website. We may also make video or webcam recordings for monitoring or other educational use. All students will, at times, have the opportunity to record and/or appear in audio or video projects. From time to time, our school may be visited by the media who will take photographs or film footage of a visiting dignitary or other high profile event. Students may appear in these images, which may appear in local newspapers, or on televised news programmes. To comply with the Data Protection Act 1998, we need your permission before we can photograph or make any recordings of
your child for promotional purposes. Please note that websites can be viewed throughout the world and not just in the United Kingdom where UK law applies. When you consent, the school commitment to you is:
1. We will not use the personal details or full names (which means first name and surname) of any child or adult in a photographic image on video, on our website, in our school prospectus or in any other printed publications without good reason.
2. We will not include personal e-mail or postal addresses, or telephone or fax numbers on video, on our website, in our school prospectus or in other printed publications.
3. We may include pictures of pupils and teachers that have been drawn by the pupils. We may use group or class photographs or footage with very general labels, such as ‘visit to Warwick Castle’ or
‘making Christmas decorations’.
4. We will only use images of pupils who are suitably dressed, to reduce the risk of such images being used inappropriately.
5. Your consent is valid for ten years from the date you sign it. The consent will automatically expire after this time.
Please note that the press are exempt from the Data Protection Act and may want to include the names and personal details of children and adults in the media.
Internet Use by students.
The school has broadband connection to the internet. The internet is a valuable resource to all students which helps them with their learning, this also offers the possibility for international communications between students. As anyone can add information to the internet, there is some material which is unsuitable for viewing by children. We will make every effort to ensure unacceptable material is not viewed by your son/daughter by making sure all equipment provided by ourselves is fully protected and regularly updated.
The Acceptable Use Policy is an agreement between you, your child and the school to use the internet for educational purposes only. Its aim is to:
• Allow all users to access and use the internet for educational purposes.
• Protect employees and students from sites, information and individuals, which could undermine the
principles, aims and values of The Heart of England Language School and Study Programmes
• Provide rules which are in agreement with the Data Protection Act.
When signing the policy the parent/ guardian and the student agrees to the following:
1. The student has the permission of the parent(s)/guardian to use the Internet.
2. The student agrees that it is his/ her responsibility to report abusive e-mails, inappropriate pictures and any contact by unknown persons, to the school.
3. The student will under no circumstances give out personal information such as addresses / telephone numbers or e-mail addresses of any member of staff or student at The Heart of England Language
School and Study Programmes, this includes publishing any names, photographs or video of students and any school employees, for use on the internet.
4. The student will not transfer inappropriate material from any source onto school computers, or onto any storage media or device.
5.The student will under no circumstances view, upload, download or include material for private use (music / film / games) onto any school devices or use the school’s internet connection to upload the same onto his/ her own devices. This applies to any material of a violent, dangerous, racist or of inappropriate sexual content or which is likely to be offensive in any way to any member of our school community. If I am in any doubt as to the suitability of any material I find I will check with a member of staff.
6. The student will not engage in on-line conversations (messaging or chat sites) unless given specific permission by a supervising member of staff. If this is the case the student shall be polite and appreciate that other users might have different views from my own.
7. The student understands that failure to comply with these rules will result in one or more of the following:
• access being suspended for 24 or 48 hours and/or having restricted internet access imposed.
• a letter dispatched informing my parent(s)/guardian of the nature of a serious breach of rules.
• appropriate sanctions and restrictions placed on access to school facilities.
• any other action as decided by the Director of Studies.
In response, The Heart of England Language School and Study Programmes agrees:
1. To only publish names or photographs of students on the internet with the written permission from parents/guardians.
2. To make every effort to ensure that the students do not view/hear unsuitable material.
3. To ensure that the school provides a safe internet access with suitable filters. Consent for school trips and other off-site activities
By booking activities and excursions with The Heart of England Language School and Study Programmes you are agreeing to your child:
• Taking part in activities and excursions that take place off school premises
• Being given first aid or urgent medical treatment during any activity or excursion
• Taking part in activity sessions on-site that include (but not exclusively) cookery, street dance, hula hooping, craft sessions.
1. That the trips and activities covered by this consent include:
• Off-site sporting fixtures during and outside the school day,
• Trips to venues as stated on the students’ timetables
• Performance events to local venues
• Adventurous activities offered by local venues
2. You can, if you wish, tell the school that you do not want your child to take part in any particular school trip or activity.
3. Any medication taken or medical conditions must be stated clearly on the student’s enrolment
form. The information on this form will be retained on our records to use for all future local trips/activities.
4. It is your responsibility to keep us informed of any changes that we should be made aware of
regarding your child’s health.
5. You must also keep us updated with new contact details. Privacy Notice – Data Protection Act 1998
We may hold personal data and use it to:
• Support your teaching and learning;
• Monitor and report on your progress;
• Provide appropriate pastoral care;
• Statistical forecasting and planning;
Assess how well our school performing.
This information includes your contact details, test results, attendance information, any special educational needs and relevant medical information. We will not give information about you to anyone outside the school without your consent unless the law allows us to do so.
By signing the Terms and Conditions above you, and the student you are booking for, are consenting to the content of this Parental Consent policy regarding
a. Consent to emergency medical treatment b. Using images of students
c. Internet use by students- the Acceptable Use policy
d. Consent for School trips
e. Privacy Notice Data Protection Act