Terms and conditions
TERMS & CONDITIONS – 2016
These terms and conditions will become binding on the student and the school when the student enrols on a course.
1.1 The student is responsible for complying in full with any requirements of the British Immigration Authorities before the commencement of the course and throughout the duration of the course.
1.2 The student must ensure that he or she enrols in sufficient time to ensure that a visa can be obtained and that all requirements of the British Immigration Authorities are met.
1.3 The student must allow the school to inspect and copy the student’s passport and any other documents relating to the student’s visa.
1.4 The school reserves the right not to enrol any student if it believes that his/her intentions do not comply with the British Immigration Authorities’ rules and regulations.
1.5 Although Malvern House will provide assistance on the visa process, the school cannot be held responsible for
unsuccessful applications or any visa regulation changes which occur after the booking has been confirmed in compliance with visa regulations at the time of booking.
1.6 The student must keep the school informed of the progress of his/her visa application.
1.7 In case of course cancellations,there will be no refund of visa fees incurred.
2.1 Payments of all fees included in the invoices may be made by bank transfer or credit card and must be received in full 28 days prior to the course start date. Bank details are provided on the invoice. Payment must include all bank transfer charges (including intermediary bank charges).
2.2 The tuition fees entitle the student to receive academic instruction in relation to the chosen course but do not cover the cost of other materials and services that the student may require, including, but not limited to, text books, examination fees, bank charges, insurances, social activities and travel expenses. The student is required to purchase such of these materials and services as are required for the completion of the course. The school reserves the right to exclude the student from class if they refuse to buy a course book.
3. Information on Students
3.1 The student will be required to provide the school with such personal information as the school reasonably requires and
the student will ensure that such personal information is updated in the event of any changes.
3.2 The student permits the school to store records of the student’s personal information and to disclose this information to others as required by law.
3.3 Malvern House reserves the right to take photographs and videos during our courses, social activities and
testimonials which may be used for promotional purposes, including the production of brochures and use on our website. Please inform us in writing if you do not wish your image to be used in this way. We will also remove images from our website and social media outlets upon request.
4. Administration of courses
4.1 Failure to start the course on its commencement date or to complete the course without providing an acceptable explanation to the school will result in the expulsion of the student from the course without a refund or transfer to another course.
4.2 If a student wishes to change the time or date of classes, appropriate requests must be made to the reception staff on or
before Thursday for the transfer to be effective from the following Monday. All changes are subject to availability and at theschool’s discretion and an administration fee might apply.
4.3 The duration of the course or the time allotted to complete the course will not be extended by unauthorised absences or uncertified illnesses. Any additional fee payments made will be treated as payments towardstuition fees for a new course.
4.4 The school will use its reasonable endeavours to accommodate the student in relation to the location and timing of classes but reserves the right to change campuses, teachers, times and rooms and to combine classes for different courses at its discretion.
4.5 All Malvernhouse courses are subject to demand and the school reserves the right to cancel courses where demand is not met .Alternative courses will be offered when appropriate.otherwise fees will be refunded in full.
4.6 Students wishing to take a course which has a minimum level of English as a pre-requisite to entry must achieve the required level prior to admission to this course. If the student’s current level of English is insufficient for their chosen course at the time of application, the student is advised to book the relevant course (or courses) needed to bring their English up to the required level.
4.7 Should the student wish to transfer to another course, this will be at the school’s discretion and subject to payment of the difference of tuition fees and the granting of permission by the British Immigration Authorities if applicable.
4.8 All students are required to take a test prior to commencement of their course to determine the appropriate level of study.
4.9 Students may be entitled to take holidays depending on the administration of their chosen course. Please see the information provided in connection with the relevant course.
4.10 Students may choose to use some of their holiday allowance during periods when the school closes for public holidays or staff training days. There will be no reduction in tuition fees or additional classes provided when this occurs.
5.1 Students are obliged to attend all classes and to observe the timetables set in relation to their course and the school will not be responsible if the student misses any classes.
5.2 A leaving certificate will only be issued if attendance is above 80%. Students will receive a certificate letter for attendance between 70% and 80%. If attendance falls below 70%, the student will receive a certificate letter stating their attendance.
5.3 If the student has ongoing low attendance and is studying on a Tier 4 visa, the British Immigration Authorities will be informed.
5.4 Students must arrive at classes before the published start time and return promptly after any break. If a student arrives more than 15 minutes late to a class then the student will be excluded from class until after the break. No attendance will be given for that day and no refund of tuition fees paid will be made as a result. If a student is persistently late to classes, the student may be excluded from the course and no refund of tuition fees willbe made as a result.
6.1 Holiday allowance is agreed depending on the course duration and the student’s visa validity.
6.2 Holiday should be booked at reception before the student wishes to take it and not after the start date of the requested holiday week.
6.3 Holiday should be taken from Monday-Friday unless otherwise agreed in advance.
6.4 Holiday is given to students on the understanding that they can continue with t heir course until they have completed the number of course weeks for which they have paid. The school cannot give students holiday where this would lead to an extension beyond the visa end date.
6.5 Any shortening of the course caused by holiday taken will not be refunded by the school.
6.6 If a student has to stop his/her course early for any reason he/she will have to confirm this in writing, on the ‘Declaration of Intentions’. He/she will need to state why and when they will leave the country. This form can be o btained from reception. In these instances the student must also provide a copy of his/her travel ticket to demonstrate the departure date from the country.
6.7 Failure to complete the ‘Declaration of Intentions’ and to provide a copy of the travel ticket will mean that a certificate and/or other documentation from the school will not be issued.
7. Conduct and discipline
7.1 The school has the right to expel the student from the course for unacceptable behaviour, poor performance or lack of
attendance and no refund will be given.
7.2 In the event of expulsion, the school reserves the right to withhold completion letters, certificates or any such documents.
7.3 For the avoidance of doubt, the school views unacceptable behaviour as including, but not limited to, causing damage to
property, causing disturbance or nuisance, abusive or disrespectful conduct, failing to observe fire and safety rules and
smoking other than in authorised areas and selling or consuming alcohol or illegal drugs on school premises. Malvern
House expects students to show tolerance and respect to others regardless of race, religion, disability, gender, sexual
orientation or any other difference.
7.4 If the student causes damage to school property, the student must pay the full cost of repairing or replacing such property.
7.5 Students are prohibited from using the school’s computers for unauthorised purposes including, but not limited to,
accessing pornographic material or for commercial activities.
7.6 Students under 18 years of age must abide by the rules of conduct on the parental consent form.
Visa Refusal: On cancellation of a programme due to visa refusal, all fees will be refunded except for an administration fee detailed below follows:
General English, Business English, Examination English, Combination Courses, Language Explorer Summer Course: £125 Cancellation Fee
8.1 Subject to the provisions of this clause 8, the Student will be entitled to a refund of Tuition Fees if the Student is refused a Visa provided that:
8.1.1 no refund will be paid if refusal is due to the fact that the Student has not taken the required steps in applying for a Visa;
8.1.2 the original letter from the UK Immigration Authorities indicating the refusal of a Visa must be submitted to the School;
8.1.3 no refund will be available once the Course has commenced;
8.1.4 no refund will be paid if refusal is due to the fact that the Student has submitted fraudulent documents;
8.1.5 refunds may take up to 4 weeks to process once the letter referred to at clause 8.1.2 is received by the School;
8.1.6 refunds will be issued to the person who made the initiation payment and, if a credit/debit card was used to make payment, the refund will be issued to that debit/credit card;
8.1.7 no refund will be issued if the Student withdraws the application for a Visa or is expelled from the Course or expelled from UK by an authorized authority or government department; and
8.1.8 No refund will be given if a Student is granted a Visa and then decides they do not want to study through the School. In this instance the School will inform the UK Immigration Authorities that the Student has been accepted on and has not commenced a Course.
8.1.9 If a visa has been issued and course is cancelled by the student, there are no refunds except in the following scenario: Where the visa has been formally cancelled and the embassy is notified that the participant will not travel. In this case a £125 administration fee applies.
8.1.10 If payment has been made through an Agent, then the refund will be issued via that Agent.
8.1.11 If a non-EU Applicant has a visa refusal, they will get a full refund minus the registration fee
8.1.12 Excluding clause 8.1.4, if a EU applicant has a refusal, the following refund terms apply:
– Because of MH Documents:
Re- application is free. If the student decides not to re-apply, all fees refunded
– Because of any other reason:
If Re-applying Registration fee is chargeable. If NOT Re-Applying all fees minus £150 administration fee
8.1.12 Malvern House does not accept any responsibility in the case of visa refusals. In the instance of a refusal being related to Malvern House documentation we will refund all tuition fees and assist the student in applying again. However no additional compensation will be given
8.1.13 Should a student be refused entry to the state at the port of entry on arrival or by customs no refund will be due.
8.1.15 A student may postpone a course up to 7 days prior to course commencement date. In this case the student has 3 months to rearrange the new start date. A £80 change fee is required for all course date changes.
The student shall be entitled to cancel the course at any time before the course start date and the amount refunded will
vary according to how much notice of cancellation in advance of the start date the student has given:
• if the student gives 7 or more weeks’ notice of cancellation, the student will be refunded 80% of the tuition fees paid.
• if the student gives 5-6 weeks‘ notice of cancellation, the student will be refunded 65% of the tuition fees paid.
• if the student gives 3-4 weeks’ notice of cancellation, the student will be refunded 50% of the tuition fees paid.
• if the student gives 2 weeks‘ notice of cancellation, the student will be refunded 20% of the tuition fees paid.
• if the student gives 1 week’s notice of cancellation, the student will be refunded 10% of the tuition fees paid.
• If the student gives less than 1 week’s notice of cancellation, the student will not be entitled to receive any refund.
10.1 The school will use its reasonable endeavours to provide the student with homestay or residence accommodation at the student’s preference but the student’s first choice of accommodation may not always be available. The cost of accommodation is set by the school and may be revised from time to time.
10.2 When booking accommodation, the student must:
• book accommodation for a minimum of one week.
• pay the accommodation booking fee.
• ensure that arrival and departure dates are given to the school.
10.3 In relation to accommodation, the student acknowledges that:
• Arrival and departure dates may only be changed by special arrangement and those changes may be subject to a surcharge.
• Arrivals for residence must be at weekends only unless stated otherwise.
• After the student’s arrival in the UK, any requests to change accommodation will be dealt with at the school’s discretion and subject to availability. Refunds will only be made in exceptional circumstances and at the school’s discretion.
• Subject to type of accommodation, students may be asked to pay a deposit to cover damage to the property or loss of
keys. This will be refunded at our discretion when the student leaves the accommodation. If the student wishes to cancel any booked accommodation, then the following cancellation fees will apply:
• If the student gives notice of cancellation more than 14 days before scheduled arrival, the accommodation booking fee, is payable.
• If the student gives notice of cancellation 8-14 days before scheduled arrival, 1 week’s accommodation fees and the accommodation booking fee are payable.
• If the student gives notice of cancellation 0-7 days before scheduled arrival or fails to arrive, 2 weeks’ accommodation fees and the accommodation booking fee are payable.
• Once the student has moved into a homestay, the student cannot cancel that homestay for at least 4 weeks from the date of moving in. After that, homestay accommodation can be cancelled with 7 days’ notice.
10.4 In relation to residence accommodation, individual providers’ terms and conditions may apply. Please see the school‘s
website for details.
10.5 The school has the right, where reasonable to remove the student from the accommodation for unacceptable behaviour.
For the avoidance of doubt, the school views unacceptable behaviour as including, but not limited to, causing damage
toproperty, causing disturbance or nuisance, abusive or disrespectful conduct, failing to observe house rules.
11. Airport collections
11.1 The fee charged to the student for collection from the airport will include waiting time of 2 hours from the time of
arrival that the student has specified to the school. Any additional waiting time will be charged at the rate of £15 for
every thirty minutes.
11.2 No refund will be given if notice of cancellation of an airport transfer is given less than 7 days or if the details
provided to the school are incorrect.
12.1 The school will not be held liable for loss, damage or injury to persons or property.
12.2 The school will not be liable or responsible for any failure to perform, or delay in performance of, any of its obligations in
relation to the student’s course or accommodation that is caused by events outside the school’s reasonable control (Force
12.3 The school’s obligations in relation to the student’s course or accommodation are suspended for the period that the Force
Majeure Event continues, and the school will extend the time to perform these obligations for the duration of that period. The school will take reasonable steps to bring the Force Majeure Event to a close or to find a solution by which the school’s obligations can be performed despite the Force Majeure Event.
13. Consumer protection (distance selling) regulations (2006)
13.1 Applications made online or over the phone may be cancelled within seven (7) days of the initial application (the cooling off period).
13.2 Where the student chooses to exercise this right to cancel (within the cooling off period), the school must be notified in writing. Cancellations made by phone will not be accepted. Students must preserve evidence of having given the cancellation notice (within the cooling off period). The deposit and any fees paid will be refunded in full, less an administrative charge of £65.
13.3 Students are liable for all bank charges and will be billed for such charges on their first day if necessary.
14.1 Malvern House does not accept students under the age of 16 in adult classes. Malvern House accepts closed groups of students from 12 to 16 years old.
14.2 These terms and conditions shall be governed by English law and the school and the student agree to the non-exclusive jurisdiction of the English courts.