ELC Policies & Procedures

Terms & conditions

I. GENERAL AND DEFINITIONS  

We/Our/Us: English Language Centre (ELC), also referred to as the English Language Centre at Regent’s University London Ltd, Inner Circle, London NW1 4NS. 

You/Your/Student: Indicates you: the person who has booked our services. Minimum age for enrolment is 16, unless agreed upon by special request or agreement. If you are under 18 years of age, please be sure to read these terms with your parent or guardian and ask questions about anything that you do not understand. In that case, the ELC will require expressly written authorisation from a parent or guardian.  

Booking: Your booking for one of our courses or services when payment has been received.  

Courses: The language training advertised on our website, in our brochure or explained in person. 

Services/performance: Any interaction with us involving your booking, taking lessons and receiving tuition.  

Location: All lessons are delivered on site or online if public health measures call for this temporarily. The ELC is located at Regent’s Park, Inner Circle, NW1 4NS London. The ELC reserves the right to change the location of courses and other sites can be used.  

Writing or written: When we use these words below, this includes e-mail unless we say otherwise. 

CAS: Confirmation of acceptance for studies 

The same Terms and Conditions apply to all students (coming directly or from agencies) unless we say otherwise.  

II. BOOKINGS, REGISTRATION FEE AND PAYMENTS:  

a. Bookings  

Bookings can be made on our website. Bookings are made by completing and submitting the booking form with payment of the deposit. These terms will become binding once your deposit payment is made. Please ensure that you read these Terms and Conditions before you make your booking; if you have any questions, please do not hesitate to contact us. When you make a booking with us, this does not mean that you have been accepted on the course. We will inform you if we are unable to confirm your booking.  

b. Deposit payments  

The deposit payment fee is £400 for all group courses except when a CAS is required then a full course payment will be expected. 

The deposit payment is non-refundable. If your visa is refused, please refer to clause IV b.  

c. Course payments  

Course payments may be made by bank transfer or, credit/debit card and must be received in full at least 14 days before the course start date.  

Please note that, unless we agree otherwise, you will not be allowed to attend a course unless the course payment has been made in full 14 days before the course start date. Failure to pay will result in the cancellation of your course and any other services attached to it. All fees must be paid in Pounds Sterling (GBP). Payment must include all bank transfer charges (including intermediary bank charges). The Student remains liable for fees in the event any payment is refused or otherwise suspended by a third-party payment provider. We reserve the right to refuse any method of payment at any time for any reason.  

III. CANCELLATION AND REFUNDS  

a. General  

All cancellations must be made in writing to [email protected] and take effect from the date we receive such notice. Terms given for cancellation periods are based on the ELC’s normal working hours (i.e. 9.00-17.00 Monday to Friday UK time). If a cancellation request is received outside normal working hours, the notice period will be counted from the next working day. Any refund will usually be paid using the same method you used to pay for our services. Requests for refunds will normally be processed within thirty (30) calendar days of receipt of the request. Please note that the student will be responsible for any bank charges / handling fees in processing the refund. Fees and/or courses are not transferable to other students. Any refunds that are approved at our discretion will be calculated on basis of the course fee that was paid by the student. Deposit payments are non-refundable.  

b. Cancellations 

If you cancel your course at least 14 days before the start date of your course, your course fees will be refunded minus the deposit payment. The deposit payment is non-refundable. 

We will retain the deposit payment plus an additional 1 week’s course fee if you cancel the course during our normal working hours less than 14 days but before the start date of the course. Cancellations received outside our normal working hours will take effect from the next working day.  

Tuition and deposit fees are non-refundable once your course has started. 

Acceptance of enrolment is made on the understanding that the student will remain studying at English Language Centre at Regent’s University London for the duration of the course booked.  

c. Postponement 

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

d. Bookings from an Agency  

If the student has made a payment through an agency, it is the responsibility of the agent to deal with any refund request. If a student has booked through an agency but made the payment directly to us, any refunds will be calculated minus/less any commission paid to the agent.  

IV. STUDENTS WHO NEED A VISA  

a. Booking and visa queries  

It is the responsibility of the student to determine how far in advance they need to apply for a visa, and to allow sufficient time to obtain a visa. It is your responsibility to arrange all applicable travel permits or visas, to have a valid passport and visa to remain in the UK for the whole period of study. See the following website for further details: https://www.gov.uk/government/organisations/uk-visas-and-immigration 

A deposit payment of £400 must be received in full prior to any visa documents or confirmation of studies being issued. We can assist with queries regarding visas; however, it is the responsibility of the applicant to ensure that the most recent regulations / processes are being followed. We cannot be held responsible for decisions taken by embassies or immigration officials regarding entry visas or visa extensions. We cannot be held responsible for any visa regulation changes which occur after the booking has been confirmed in compliance with the existing regulations at the time.  

b. Refund details for Standard Visitor, Short-term Study Visa and Student Visa 

If your visa application is denied for reasons outside of your control you might be eligible for a partial refund, subject to a £150 cancellation fee. You will need to provide a copy of the refusal letter and a refund request in writing as soon as you receive your visa rejection.  

No refund will be given if the reason for the refusal states breach of visa conditions or if the refusal is due to falsified documents which have been submitted as part of the application to us or to Immigration authorities. We reserve the right to request that a student reapply for a visa before requesting a refund. If the student refuses to do so, they might waive their right to a partial refund.  

V. COURSES  

You must start your booked course within 12 months from the original booking date - unless otherwise agreed. 

a. Class information 

We reserve the right to change the delivery of our services including but not limited to: the classroom used, alternative premises or substitute teachers, lesson plans, teaching content and all teaching materials (including audio-visual aids).  

b. Changes to group course bookings  

If you decide to change your booking by switching to another course, course time, course type or defer the start of your course, you must provide at least seven (7) days’ notice of such a change to us in writing, otherwise you will be expected to attend the course originally booked. Any changes of the start date of the course can be made only within 12 months after the original course start date. Changes to the start date can only be permitted twice. Students are unable to change group lessons into private (one-to-one) lessons. If there is any difference between the cost of the original booking and your revised booking you will be required to pay any difference between the cost of the original booking and your revised booking at the time of your request.  

We cannot refund the difference between the cost of the original booking and your revised booking. We cannot issue your new documents until we have received written notice and any charges requested have been paid in full. Note that the ELC will try to give you alternative solutions, but we reserve the right to refuse your request. We may run a temporary timetable due to various reasons, and we can revert it to the actual booking when we are able to do so. The ELC reserves the right to transfer its face-to-face lessons to online lessons temporarily if the health and safety of our staff and students demands such a change in light of world-wide events. Students will receive the same lessons and material online as they did onsite.  

c. Closure dates 

English Language Centre at Regent’s University London will be closed on Public Holidays and for a three-week period covering Christmas and the New Year. Any days lost due to public holidays falling on weekdays will not be reimbursed as extra days of study.  

d. Level of English 

If a student does not have the minimum level of English required to follow a specific course, we reserve the right to move the student to an appropriate course for their level. 

e. Reduction of lessons  

English Language Centre at Regent’s University London reserves the right to close groups due to an insufficient number of students. If this is the case, we will endeavour to find alternative classes for the student but reserve the right not to do so. If we cannot find alternative classes, English Language Centre at Regent’s University London will calculate a refund on a pro rata basis.  

f. ONE TO ONE  

Private lessons will be scheduled subject to teacher/ classroom availability. Lessons will be confirmed after payment, which must be done at least 48 hours in advance. You cannot cancel or reschedule One-to-One classes if the time and date of the lesson have been confirmed with you and the teacher. Any cancellations will be charged and the lesson lost. You must complete your lessons within 12 months from the start of your booking. 

g. Under 18’s 

Minimum enrolment age for juniors is 16.  

h. Services provided  

We reserve the exclusive right to withdraw or limit any free services provided including, but not limited to; Wi-Fi, computer access, Conversation Club, Friday trips and Language Doctor classes and the first coursebook. Students are required to buy any additional coursebooks.  

VI. COURSE EXTENSIONS  

a. If you wish to extend your course you may do so, provided there is a place available and your visa allows to do so. We advise booking an extension at least one month in advance. Extensions must be paid in full at least 7 days before a place can be reserved. Please note it may not be possible to stay with the same homestay or in the same Student House or Residence. 

b. The course extension fee is the published price for the total weeks booked. 

c. 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. 

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

VII. OUR LIABILITY / FORCE MAJEURE  

• Marketing materials/website: Anything stated in marketing materials cannot be an incorporated condition of contract between us and our student.  

• Accreditations: Moreover, any accreditations/memberships related to English Language Centre at Regent’s University London, including but not limited to; the British Council, English UK is not a legally binding condition of your contract except where any accreditation or authorization is required by law.  

• Services provided: Free services including but not limited to the Wi-Fi, computer access, Conversation Club, Friday trips and Language Doctor classes are provided on an “as is” basis. They are not a legally binding condition of your contract.  

• Services provided by third party: (including but not limited to the accommodation and airport transfer) We do so only as an intermediary between you, travel and accommodation agencies. Unless and to the extent caused by our negligence, we will not be liable to you for any losses arising from any delays or failures relating to travel and accommodation arrangements. We will, however, use our reasonable endeavours to defend your interests and mediate on your behalf in the event of any breach of contract on the part of travel and accommodation agencies. English Language Centre at Regent’s University London and its staff and representatives will not be liable for loss, damage or injury to persons or property howsoever caused, except where liability is expressly imposed by law. We do not exclude or limit in any way our liability for death or personal injury caused by our negligence or the negligence of our employees, or for our liability for fraudulent misrepresentation or misrepresentation as to a fundamental matter or, for other liability which cannot be excluded or limited under applicable law. English Language Centre at Regent’s University London will not be responsible for any failure to comply with any of its obligations (and therefore shall not be required to provide any compensation) if the cause of the failure occurs beyond English Language Centre at Regent’s University London’s reasonable control. Nor shall English Language Centre at Regent’s University London 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, riots, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, unusually adverse weather conditions and infectious diseases.  

VIII. OTHER IMPORTANT TERMS  

a. Expulsion  

English Language Centre at Regent’s University London reserves the right to expel students for unacceptable behaviour or lack of attendance. No refund will be given. Repatriation comes at the student's own expense.  

b. Damage to property  

Students must pay the full cost of any damage they cause to property.  

c. Governing law and Jurisdiction  

These Terms are governed by English Law. You and We both agree to submit to the non-exclusive jurisdiction of English courts. However, unless both parties agree, the jurisdiction will depend on the English courts.  

d. Photography and Filming consent 

English Language Centre at Regent’s University London may take promotional images, testimonials, interviews, video and other materials which feature staff, students and others. By accepting the Terms and Conditions of Enrolment, you (or your parents if you are under 18 years of age) are giving us permission to use images and videos in which you appear for use in prospectuses, on the Regent’s website, in national and international advertising and other marketing materials.  

If students don’t want to participate, English Language Centre at Regent’s University London will respect their wishes but it is students’ responsibility to exclude themselves from the photograph/video. CCTV recordings are kept by us and by booking a course with us, you are giving your consent to being recorded by our CCTV.  

We will use the personal details (including sensitive information about health, religious practices or dietary requirements) that you provide to us:  

• To administer and provide our Courses to you  

• For internal training and monitoring purposes  

• To provide the most suitable accommodation for you  

We will not give your personal data to any third party other than:  

• If strictly necessary for us to perform our contract with you  

• To an accommodation agency for your booking  

• Any official bodies who request it under UK Law You have the right to access information held concerning you. Your right to access can be exercised in accordance with the Data Protection Act 2018.  

f. Privacy Policy  

We do not store credit card details nor do we share customer details with any 3rd parties.  

g. Intellectual Property  

Any electronic or printed material that is provided to students during their course tuition is the property of English Language Centre at Regent’s University London. You may not use or reproduce any Intellectual Property from our teachers or from our site, including any emails, marketing materials, registered or unregistered, for any reason without written permission from the relevant party.  

H. Delivery Policy  

All lessons are delivered on site unless otherwise agreed or in the event of forced closure due to pandemics etc.  

Complaints procedure

If you have a problem or you are unhappy about something, this is what you should do:

Step one: Talk to the person you have a problem with, if possible, for example:

  • If you have a problem with your class, talk to your teacher
  • If you have a problem with Reid Hall accommodation, speak to Reid receptionist
  • If you have a problem with your homestay, talk to your host.

Step two: If you still have a problem, or if you cannot talk to the person, please contact Katerina, the ELC Administrator, or a member of the ELC team and they will direct you to the right person to speak to. Explain your problem to Katerina/ELC team and they will try to help you.

Step three: If you still have a problem after speaking to Katerina/ELC team, you can make a formal complaint using the Student Complaints Form. If you have questions regarding the form, please go to the Student Hub and they will arrange for a member of Student Services to help you.

Step four: If you are not happy with the outcome of the formal procedure, you can contact the English UK, which is the organisation that accredits (recognises) English language schools in the UK:

English UK

219 St John Street

London EC1V 4LY

United Kingdom

[email protected]

ELC Under 18s

The English Language Centre at Regent’s University London accepts students who are aged 16+. Whilst we welcome 16- and 17 year-olds, parents/guardians should note that we do not provide 24-hour supervision and do not act in loco parentis. For this reason it is the parents’/guardians’ responsibility to consider if they would like to enrol their children on a course at the ELC. Please refer to the information for parents/guardians of under 18s document before booking an under 18 with us.

Students under 18 who would like to study at the English Language Centre of Regent’s University London are required to book accommodation with us. We provide on-campus accommodation and homestay accommodation to students under 18. Please also refer to the ‘Policy & Guidelines for Under 18 Students residing in on-campus accommodation’.

Parents/Guardians of students under 18 studying at Regent's University London's English Language Centre are required to complete the Under 18 Consent form and Medical Consent form when booking a course with us. Please find the forms below: