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Terms and Conditions

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By paying either a deposit or full fees you have read, understood and agree to the following conditions. All terms and conditions are applicable to direct students and agents unless variations are expressly agreed between the agent and Boston Academy of English (BAE).

AGE

The minimum age is 16 years. There is no maximum age. Please note that BAE does not provide supervision for students who book an adult course.

Parents and guardians of under-18’s should read our parental info sheet, and are required to send us the completed consent form before the student’s arrival date.

VISAS

Students are responsible for fully complying with all requirements of the Immigration Authorities both before and during their stay in their chosen country. If they fail to comply with these requirements and are expelled from the country, they will not be entitled to any refund of fees. BAE reserve the right to refuse an application if we do not think there is an intention to comply with any of the Immigration Authority regulations.

Students should contact their local embassy, Consulate or High Commission to ensure they are allowed to enter and study in their chosen country. BAE will endeavour to support students at all times, but cannot be held responsible for decisions taken by embassies or immigration Police regarding entry visas or extensions, or regarding changes made to regulations.

Payment must be received in full prior to any supporting visa document being issued. There are additional fees to have original documents couriered.

Should the student’s arrival date be postponed due to a delayed visa application, we cannot guarantee the original accommodation allocation, and we reserve the right to offer alternative accommodation. We also reserve the right to charge additional accommodation fees if less than 1 weeks’ notice is provided.

If their visa application is refused, an original copy of the visa refusal letter must be provided. Accommodation fees will be refunded less the equivalent two weeks’ notice period if applicable. Fees, excluding the non-refundable deposit (see below), will be refunded to the fee payer if the visa was refused through no fault of the student. If you reapply for a visa after being refused, you will not have to pay the deposit fee again, but you will incur any registration or visa documentation related fees (Courier, I-20).

If applicable, a cancellation fee equivalent to 1 week’s accommodation will apply if we receive written confirmation of a visa rejection less than 1 week before the arrival date.

BAE is authorised under federal law to enrol non-immigrant students. By law, to issue the I-20 form, the school must receive a fully completed application form, applicable fees, and current bank statement or letter with proof of sufficient funds to cover tuition and living expenses whilst in the US. Issuance of an I-20 is for programs of a minimum 2 weeks’ duration and 18 class hours per week. F-1 students transferring their I-20 from another school in the US must also be in active status and have completed a SEVIS transfer to our school.

PAYMENTS

Payments can be made by bank transfer, credit card or and must be received in full 30 days prior to the course start date. A non-refundable deposit of 150.00USD is required at the time of application. If a student books less than 14 days before their course start date, full fees will be due immediately. Deposits and fees are not transferrable between students.

We will aim to release transfer and accommodation details 14 days prior to arrival date, subject to receipt of full payment.

Course and Accommodation is only secured for the period that has been paid for in full.

A fee of $25 will be imposed for any checks that are returned due to insufficient funds or incorrect information.

SCHOLARSHIPS

Recipients of scholarships or government grants are expected to pay a deposit. This is refundable upon receipt of an official financial guarantee letter. If, upon the student’s arrival, the school is not in receipt of an official financial guarantee letter, we reserve the right to charge tuition at the published higher rate on a weekly basis until the guarantee letter has been provided. Scholarship students will not be allowed into class without either a guarantee letter or tuition fees paid. Any fees paid direct to the school will be refunded to the fee payer upon receipt of the guarantee letter.

If choosing to stay in accommodation provided by BAE, recipients of scholarships or government grants will also be asked to pay for 4 weeks of accommodation fees in advance of their arrival date.

CANCELLATIONS, POSTPONEMENTS AND REFUNDS (PRE-ARRIVAL)

If BAE cancels a programme after a student’s enrolment, all monies paid will be refunded to the fee-payer.

BAE will refund all fees in full if written notification of cancellation is submitted prior to starting the course and prior to entering the country on a school sponsored I-20.

If the student has entered the country on a school sponsored I-20, but cancels prior to starting the course, the school will retain 4 weeks of tuition.

There will be a charge equivalent to the cost of two week’s accommodation fees, if you cancel accommodation, or postpone your arrival date, less than 2 weeks before the start date.

Refunds will only be paid to the fee-payer, via the original payment method. In the case of cash payments, funds will be returned by check.

Refunds will be disbursed within 45 calendar days of receiving notice of cancellation.

WITHDRAWALS AND REFUNDS (POST-ARRIVAL)

Refunds will not be issued for any unused tuition or accommodation due to expulsion as a result of poor attendance or disciplinary policies.

Prorated refunds will be calculated on a weekly basis at the new course duration pricing tier. When determining the number of weeks, the school will consider a partial week the same as if a whole week were completed.

Promotions and/or other discounts may be nullified and removed in the recalculation of course fees.

Programs of four weeks or less:

  • Tuition is non-refundable if withdrawal is not received in writing prior to the start of the program.

Programs of more than four weeks (including prepayment of multiple months):

  • If the withdrawal is before or at the mid-point of the program (defined as the period for which the student has paid), the school will retain a pro-rated amount of tuition. If the withdrawal is after the midpoint, the school will retain all of the charges for the program.

Part Time TEFL and Part Time English (First Session)

  • If the withdrawal is at any point during the first four weeks of the first session, pro-rated tuition for the first four weeks will be retained.

Any refunds due will be disbursed within 45 calendar days of receiving notice of withdrawal.

AMENDMENTS TO BOOKINGS (POST-ARRIVAL)

Any changes to bookings are all subject to availability.

Any additional fees that may be incurred due to a change must be paid for in advance of the change being implemented.

2 weeks’ notice must be provided if a change to the accommodation type is requested.

There will be no refund given to students who wish to change to a course of a lesser value.

CLASSES

On the student’s first day, they must sit our placement test so that we can assess the standard of their English language skills. The results of this test will determine the appropriate level of study. If a student does not have the minimum level of English required to study on a specific course, we reserve the right to move the student to an appropriate course for their level. Our decision to move the student to a different course will be entirely at our own discretion, and will be final.

Classes will take place either at our premises, or at alternative premises which will be of a similar standard to our own premises.

Private/One-to-One lessons will be scheduled subject to teacher/classroom availability.

The average number of students in any class depends on the course and the time of year, but will not be more than 15.

ATTENDANCE

We expect all students to attend every class in their course. We will take disciplinary measures if students fail to attend AT LEAST 85% of the classes on their course. Students must arrive at each class before it starts and return promptly after any break. Entry to class will not be allowed if students are more than 10 minutes late. If students are persistently late or absent, it may result in expulsion from the School.

We may be required to contact the student’s fee payer or financial sponsor if we enter into disciplinary measures.

Students must let us know if they plan to be absent from class for any reason. A doctor’s certificate must be provided if absence of more than 5 consecutive days is due to illness. We are not obligated to issue credit to students who are absent due to illness.

Refunds will not be issued due to expulsion as a result of poor attendance.

For students that hold an F1 visa studying in the US, and fail to meet our minimum attendance requirements, they will be expelled from the School, and their SEVIS record will be terminated.

HOLIDAYS/VACATIONS

BAE will not make up any lessons or classes for national US holidays in which the school is closed.

If students take any holiday, we cannot guarantee they will be in the same classes or accommodation when they return. Students wishing to leave luggage in their accommodation, or return to the same accommodation upon their return, will be required to pay the full accommodation rate for that period.

Full-time students will become eligible to take vacation after completing 16 weeks of studies. For each 6 weeks of studies completed, students will accrue 1 week of vacation time. In order to be eligible to use accrued vacation time, a student must have a cumulative attendance percentage of at least 80%, and must have paid for at least 4 weeks of class after the vacation finishes. The student must submit a written vacation request at least 2 weeks in advance of the vacation. Vacation can only be approved for complete weeks. If the student plans on leaving the US, the student must speak with a staff member to discuss eligibility and other immigration requirements.

Part time students are not eligible for vacation.

ACCOMMODATION

Accommodation details will be issued to the student after receipt of full fees. We will endeavour to release accommodation details 14 days prior to arrival.

Students must advise us of their specific arrival and departure dates and times prior to arrival, which may be adjusted later if necessary.

Accommodation cancellations less than 2 weeks before the arrival date will incur a fee equal to 2 weeks accommodation.

All charges are on a per week basis, and not a ‘calendar month’, and extra per-night charges will be incurred for students staying extra nights, if extra nights have been approved. Arrival should be on a Sunday, and departures should be on a Saturday.

If a student wishes to change accommodation, they will be required to give a minimum of 2 weeks’ notice to the school, or forfeit 2 weeks accommodation fees, unless there is cause due to gross negligence on the part of the accommodation provider.

Whilst BAE will always strive to provide the type of accommodation requested, there may be times when a type may not be available. In these instances, the student will be given the opportunity to select an alternative type, or decline to accept accommodation. BAE is not obligated to guarantee a particular accommodation type at any time.

There is no obligation for the host family to spend a specific amount of time with the student.

There is a non-refundable $100.00 housing placement fee for all accommodation placements. Payment of this fee will be due at the time of the student’s initial application. Payment for the first 4 weeks’ housing fees are due in full at least 14 days prior to the program start date, otherwise the student may forfeit the hold on their accommodation along with their housing placement fee.

Students requesting a change of accommodation will be charged an additional $100.00 housing placement fee.

The minimum time in which a student may be enrolled in a Housing arrangement is for 2 weeks, during which the student must be enrolled in a full-time program.

TRANSFERS

We can arrange transfers to and from the School and the airports listed in the Price List, which also lists the charges for transfers.

Students must let us know if they would like us to arrange an airport transfer. 7 days before their flight they must give us details of their flight, arrival airport, arrival time, flight number, airline and point of origin. They must also let us know if any of this information changes. If students do not provide us with this information we will be unable to arrange your transfer, and no refund will be given for your transfer fee.

Transfers will only be booked upon receipt of full payment and so payment must be made in advance of arrival.

If you provide us with incorrect flight information or you miss your flight, and a transfer is sent to collect you, we will not refund your transfer fee.

CONDUCT AND EXPULSION

We will not accept: poor attendance; disrespect to members of staff or other students; foul, inappropriate or abusive language; violence; intimidating or insulting behaviour; bullying; any form of discrimination (including based on race, gender, religious beliefs or sexuality); or any other act or behaviour that does or may bring the School into disrepute or cause any harm or suffering to staff, other students or members of the public.

If the student fails to meet our minimum conduct requirements, we may expel them. We may also take any further action we think is appropriate including informing the appropriate Immigration Authorities and, if they are under 18 years of age, their parent(s) or guardian.

Students must use our computers and internet access in accordance with our instructions and applicable codes of conduct. Students may not use our computers or internet access for any illegal or unauthorised purposes (including accessing pornographic, obscene or illegal material) or for any commercial purposes.

In the event of expulsion due to inappropriate conduct, there will be no refund of unused tuition fees. Accommodation fees will be refunded, less the notice period amount.

Repatriation is at the student’s own expense.

PHOTOGRAPHY

We may take photographs and films of students for promotional and marketing purposes. Students must let us know if they do not wish to be photographed or filmed.

FORCE MAJEUR

We are not responsible for any events outside our reasonable control which may cause the closure of part or all of the School and the cancellation of any classes, Courses or other services or materials we provide. Events outside our reasonable control may include, without limitation, war, riot, civil strife, industrial dispute, terrorist activity, disaster, storm or other extreme weather conditions, flood, plague and infectious disease. Whenever reasonable and practical, BAE will endeavour to offer compensatory classes, however this cannot be guaranteed.

SERVICES

BAE reserves the right to change details of its services, including courses, facilities, accommodation and course dates, where circumstances beyond it’s control necessitate such changes or where the number of enrolments is not enough to operate a course viably.

LIABILITY

BAE will not be held liable for loss, damage, or injury to persons or property while attending the schools. The student is solely responsible for the safety of any personal property they bring to the School, including any post sent to them at the School and exam results or certificates.

Students must pay for any damages caused by them to BAE property or to property in which they are housed.

INSURANCE

Students are solely responsible for ensuring they have appropriate insurances in place to cover their travel to their chosen country and attendance at the School.

Insurance is available to purchase at the school if policies have not been bought in advance. Students not wishing to purchase any insurance must sign a waiver, confirming that:

  1. they have declined to purchase health insurance
  2. they understand that they will be personally responsible for any health related expenses.

MEDICAL RELEASE

In the event of illness or injury to the student, permission is granted for medical authorities to examine and treat them, and the release of medical records for treatment and health insurance is granted. The student understands and accepts that they are responsible for all medical expenses above the limits of applicable medical insurance.

DATA PROTECTION

In order to deliver education and protect welfare, BAE will collect, keep and otherwise process personal data, including sensitive personal data that relates to the student and their circumstances. This will include their name, and contact details and where appropriate those of their parents, guardian, agent or sponsor. We will also keep data about their education, health, welfare, accommodation, travel, passport, visa, finances and fees.

We will keep this information secure at all times and we will share it within Cambridge Education Group as necessary to run our business, deliver their education and ensure their safety. We will also release the data where it is legally required or lawful to do so, or in the event of a medical emergency if it is necessary to protect their health or the health of others.

We may also provide reports to their agent, parent or guardian on their progress.

The student consents to their personal data being stored, processed and released by BAE in this way. They consent to their sensitive personal data including health, welfare, nationality, ethnicity, religious and other data being stored, processed and released by BAE in this way.

On the first day of the student’s Course, they must give us their passport. We will copy it and return the original to them.

We will ask the student to provide us with certain Personal Information. It is the student’s responsibility to update any Personal Information they give us if it changes.

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