Terms and Conditions
We: Academic Summer
Student: the person participating in the course
You: the person booking and paying for the course
To book a place on an Academic Summer course:
- Send us an enquiry by email, telephone, by post or via the website
- We will send you our brochure and a copy of our terms and conditions. Please ensure that you read the terms and conditions carefully because by signing the application form you agree to be bound by them.
- Complete our initial online application form.
- If a student is accepted onto the course, we will send you a confirmation letter and an invoice showing the outstanding balance.
- Please login via our website and complete the full application form. The form should be printed, signed and returned to us with an initial payment of 500.00GBP or should be signed online using Docusign. Please see the paragraph on Payments for information on how to pay. Please let us know if you require an invoice for your bank to release payment.
- If the student is a non-EU student we will send you a visa letter from Academic Summer to support the student’s visa application. Please note that we can only issue visa letters once we have received the initial payment for the course. There is a £100 charge for visa support.
- Make the final payment of the full fee for the course at least 5 weeks before the date the course starts.
Cancellation of Booking
Cancellations or changes to your booking must be made in writing
If you cancel your booking because you have been refused a visa, or if you are refused entry into the UK, Academic Summer will refund the fees you have paid. In order for Academic Summer to provide a course fee refund in these circumstances we must see the original visa refusal letter. We will not refund the fees if the visa was refused due to your mistake on the application form or the wrong documents being submitted.
In all other circumstances, the full fee is due according to the schedule above. All students are automatically insured by our Studentguard+ student travel insurance policy.This policy provides cover for cancellation. Details can be found on our website.
Medical Information and Student Health
You must inform Academic Summer of any relevant medical information which may affect a student’s health or ability to participate in the course, including any allergies and/or medication needs. You must advise us of any special dietary needs.
If you do not inform us of a relevant medical condition or if the student requires regular supervision for medical reasons, Academic Summer may send the student home. In these circumstances there will be no refund of fees and you must pay the full cost of the student’s return travel.
In the case of a student with a disability we will assess whether we can provide appropriate care in the leased school and the decision to accept the student will be based on this.
We will try to obtain prior consent for emergency medical treatment from parents/emergency contact. If we cannot make contact, then we or, in the case of a student at homestay accommodation, a responsible member of the host family will make a decision on treatment as recommended by a doctor. If there is a health risk caused by a virus or epidemic, we will take professional/government advice.
We request that the parents complete and sign our medical questionnaire which is part of our online application form. We must have the parents contact details.
The below are examples of non-preseribed medications which may be given to students to treat minor illnesses or injuries: Paracetamol, Travel sickness tablets, Cough and throat medication, Anaesthetic creams and sprays, Spray for blocked noses, Ibruprofen, Antihistmine tablets/sprays, Plasters, Eye drops. You must inform us on the medical consent form if you do not wish your child to be given such non-prescribed medications.
Personal property and horse-riding
Students are required to arrange full insurance cover for valuable items of property, particularly lapotops, iPads etc., which are not covered under the Studentguard+ policy.
Academic Summer does not accept responsibility for theft or loss or damage to student property. Students will be asked to pay for any damage they cause to property or equipment. The Course Director’s decision in such cases is final.
Horse-riding is an optional activity and students are insured by Sidcot School who are the provider of this activity.
Academic Summer prefers to use electronic communication where possible. One exception to this is in the delivery of visa support letters by courier if this is required.
On the application form, Academic Summer asks for an emergency contact who speaks English and is available 24 hours a day.
Personal Data (GDPR)
You also have the right to access, correct, sometimes delete and restrict the personal information we use. Please see our privacy notice for full information.
We gather your personal information from what you provide to us directly on your application form that you send either by email or you submit online via our website. Sometimes this information comes via agents that you have appointed.
We use your personal information to provide your child with a summer course with us. The lawful reasons for processing your personal data are contractual, to fulfil legal obligations and for legitimate business interests. We need to ensure we have all the necessary information to look after your child safely and to meet all their needs.
If you booked your child’s course through an agent, then we communicate with them unless you request that we do not.
When processing, using and transferring your personal date then we make sure we do this securely ensuring the necessary protection is in place.
We keep your personal information securely for as long as necessary and sometimes this period of time is a regulatory requirement for the protection of children.
By signing the application form, you agree to support Academic Summer in the enforcement of the rules set out in the course information and student handbook and you also agree to explain the rules to your student before they arrive. Students who break these rules, fail to follow instructions given by members of staff or display any unacceptable behaviour will be asked to
leave the course or will be suspended from the course for a period decided by the Course Director without refund of fees. Any extra costs incurred will also be your responsibility. The Course Director’s decision in these circumstances is final. In his or her decision he or she will consider the wellbeing of all students and staff and the effect on the course as a whole.
Students should tell the Course Director immediately if they have any questions or complaints, so that Academic Summer can help the student and deal with any problems quickly. The Course Director will ask for the details of the complaint to be submitted in writing.
Most problems can be resolved quickly and informally. However, if you are still unhappy with the Course Direcor’s decision or the problem continues then please contact the Managering Director in writing: Helen Lami (firstname.lastname@example.org)
We deal with complaints immediately and if a written complaint is made, we will reply in writing within 24 hours.
If you are still not satisfied, then you can contact our official accreditation body BAC. Details can be found on their website: http://www.the-bac.org/bac-complaints-procedure/.
Also known as Acts of God, certain events and occurrences are outside of Academic Summer’s control and Academic Summer does not accept liability for such events that may disrupt the course or the student’s travel.
With the exception of Force Majeure, Academic Summer will endeavor to give at least six weeks’ notice if the course needs to be cancelled. In these circumstances, Academic Summer will refund any fees paid.
Parents agree we can use images and videos of their students in promotional materials and on the website. Students’ personal identities will not be revealed. On arrival we take a photo of your child for use their ID cards and to help with indentification on our systems and at the end of the summer these photos are deleted securely.
We assess students from the information given on their application form and the CLIL assessment that is taken prior to arrival so we can place them appropriately. Students are placed into groups according to their age and then their academic ability. We ask students in our IB / A Level classes for their choices of academic subjects and we endeavor to give students their first choice but this may not always be possible depending on availability and appropriateness for the student. The Course Director’s decision in these cases is final.
We do ask a student to do an English CLIL assessment prior to arrival as this will assist with class placement and to help teachers to prepare their lessons. This can be completed as part of the application proces online.
When parents sign the Application Form they give permission to participate in all activities, sports and trips.
Academic Summer will look after students and provide appropriate and safe care. We will provide appropriate supervision in the accommodation and on all activities, sports and trips. We will
monitor students’ progress on the course and parents can access timetables, reports and accommodation information via our online system.
All fees are made payable in GBP and all bank charges must be paid by the student. Details for payment are on the invoice.
When you make a payment please make sure there is a clear reference on it so we can trace the payment.