Student Enrolment Terms and Conditions

1. Definitions

  • A ‘course’ is defined as a period of time on a single course type as described in our current brochure – for example, the Intensive General English course or the IELTS Exam Preparation course.
  • The ‘minimum period’ is the minimum booking length possible for the course (for example one week for General English).
  • A booking can consist of either a single course or a combination of courses.

2. Making a Booking

When you make a booking, you must pay:

  • a non-refundable registration fee of £ 80/US$109 – this includes your course materials as stipulated in our current brochure as well as access to Oxford English Online.
  • a course deposit of 50%, or if agreed otherwise.
  • If you want accommodation, you must also pay:
    • an accommodation deposit of 50% if you choose homestay accommodation

3. Refund Policy

Please note that the following applies to all students and no exceptions will be made. Upon acceptance of the quote, or payment in any form, including a deposit, to Oxford English Academy, for tuition or accommodation, including all miscellaneous fees, course books, airport transfers, etc. then the student/payee automatically agrees to accept the Oxford English Academy Refund Policy as stated herein:

  • If a course is cancelled more than 2 weeks prior to the starting date, after deposits have been paid, there is a non-refundable registration fee of £ 80/US$ 109.
  • If a course is cancelled after the course has begun, or as stated on the quote accepted by the student/payee, regardless of whether or not the student is/was present, there is no refund.
  • In an emergency situation, the Oxford English Academy may request proof thereof and consider a full or  partial refund. It remains at the discretion of Oxford English Academy whether to:
    • Accept or dismiss the proof provided
    • Demand alternative proof if it is believed that proof is insufficient or lacking
    • Refund the full amount
    • Refund a partial amount only
    • Give no refund at all
  • If the course booked for the student is/was longer than 4 weeks from start date to end date, a tuition credit will be given for the unused part of the course after the first 4 weeks.
    This tuition credit must be used within one year of the date of issue and is non-transferable.
  • There is no refund or tuition credit for a cancelled course at any stage during the first 4 weeks of the course.
  • If a course is cancelled more than 2 weeks before the starting date, after deposits have been paid, and accommodation has been arranged, the non-refundable £ 80/US$ 109 will apply. The remainder of fees deposited will be refunded.
  • If accommodation is cancelled after the student has arrived one week’s notice must be given, or one month’s accommodation must be paid. The remainder of the accommodation fees will be refunded.
  • If a student asks to change accommodation, Oxford English Academy reserves the right to charge an additional accommodation finding fee of £ 30/US$ 65 per accommodation change.
Missed Classes and Public Holidays
  • No refunds will be given for individual classes and days missed for any reason.
  • Should a student wish to take a holiday, they must fill in a holiday form with the school. The length of the holiday may be restricted due to visa regulations.
  • Schools will be closed on public holidays and classes will not be made up.
  • Should a student wish to change a private lesson, they must do so at least 24 hours before their lesson is scheduled. Should they cancel on the day of the lesson, they will not be able to reschedule the lesson or to receive a refund for that lesson.

If a student is unable to get a visa and they can provide written evidence of this from the relevant embassy or consulate, there will be the non-refundable registration fee of £ 80/US$ 109, but all other fees paid will be refunded.

4. Extending your Booking

It is usually possible to extend your booking while you are here. The extra fees you pay will be based on the length of your original booking. For example, if you originally booked 13 weeks on the Intensive General English course and extend by 4 weeks, you will pay for these 4 weeks at the 13-week rate. You must pay a deposit, or full fees, in order to guarantee a place.

5. Postponing your Course

If you want to postpone a course, you must do so in writing. You may postpone on the following conditions:

  • you must pay the full deposit agreed upon by the original starting date of the course booked, and
  • you must take the postponed course within 3 months of the original starting date.

If you postpone a booking, we will give you a credit towards the postponed booking.

6. Holidays

If your courses at the school last for 6 weeks or more, you may take a holiday on the following conditions:

  • Your holiday must consist of whole weeks, must last at least 1 weeks, and must not normally exceed 4 weeks.
  • Total holidays must not normally exceed 20% of your total course.
  • You must give us at least 15 working days’ notice of taking a holiday.
  • We will not give you a refund for holiday weeks, but you may extend your stay by the same number of weeks.
  • If you later cancel part of your course, holiday weeks will be lost and weeks during which you were on holiday will be counted as course weeks for the purpose of calculating fees and penalties.

7. Homestay Accommodation

  • Homestay accommodation is only available while you are taking a course in the school, including any time necessary to take an exam connected with your course, and in multiples of whole weeks.
  • Homestay accommodation is booked from the day before your course starts to the day after it ends. If you want to arrive earlier, or leave later, you will be charged accordingly, but we may have to offer you an alternative such as a hotel for the extra nights.
  • The accommodation placement fee is non-refundable if we have arranged your accommodation, whenever you cancel.
  • If you want to leave homestay accommodation while you are in the school, you must give 6 working days’ notice or pay 1 week’s rent instead. If you leave homestay accommodation because you are unhappy there, we will not ask you to pay this as long as your decision to leave is reasonable.
  • We recommend that you reserve accommodation for the whole time you are in the school. If you reserve accommodation for a shorter period than your course, and then wish to extend it, you must give us at least 1 weeks’ notice. We will do our best to extend it, but we cannot guarantee to do so.
  • If you take a holiday break during a long course, you may be able to remain in your homestay, but this is not guaranteed. If you wish to leave your homestay at this time, you must give us at least 1 weeks’ notice. We will try to arrange for you to return to the same accommodation, but we cannot guarantee to do so.
  • You are liable to pay for any deliberate damage that you cause at your accommodation.

8. Attendance

  • If attendance drops below 80%, the Academic School Director will arrange a meeting with the student and his/her agent – or will send a written warning to the agent/parent as well as to the student – informing them that unless there is no improvement, Oxford English Academy has the right to ask the student to leave.
  • If the problem continues, and the student shows no indication of trying to conform to what the school requires, the student can be asked to leave and the appropriate Home Office informed.

9. Behaviour

  • Respect and treat others fairly, regardless of their race, ancestry, place of origin, colour, ethnic origin, citizenship, religion, gender, sexual orientation, age or disability.
  • Demonstrate honesty and integrity.
  • Provide and be an example of good conduct that you wish others to follow.
  • Respect a young person’s right to personal privacy.
  • Be aware that physical contact may be misinterpreted.
  • Recognise that special caution is required in moments when you are discussing sensitive issues.
  • Challenge unacceptable behaviour and report all allegations/suspicions of abuse.
  • Show proper care and regard for school property and the property of others.
  • Oxford English Academy will not tolerate inappropriate behaviour and will respond to any form of bullying or harassment.
  • Bullying can be described as offensive, intimidating, malicious or insulting behaviour, an abuse or misuse of power intended to undermine, humiliate, denigrate, or injure.
  • Harassment occurs when a person is continually troubled and annoyed by someone else. It may be related to age, sex, race, disability, religion, sexual orientation, nationality, or any personal characteristic of the person.

10. General

  • We try to run all advertised courses, but we reserve the right to cancel courses where this is unavoidable. In this case we will always offer you an alternative, but if you choose not to accept it, we will refund you all fees paid.
  • If you have come to us through an agent, their Terms of Contract may apply to you, but we reserve the right to apply our own Terms.
  • In order to fulfil our obligations to you it is necessary for us to see and copy your passport (and visa if appropriate), to have contact details for you in Oxford or Cape Town (including a mobile phone number if you have one), and to have details of your next of kin in your own country. You therefore agree to provide these and tell us if they change during your stay.
  • We reserve the right to hold our courses at our school in Oxford, at either Cape Town centre or at a suitable offsite location, irrespective of the published location. Although we will always try to respect the stated maximum class size, we reserve the right to exceed it by one.
  • If a situation arises that has not been covered by these Terms, we reserve the right to take any fair and reasonable action that we think appropriate.