A student’s registration and enrolment for courses will serve as a binding agreement to follow the course to completion and to pay the full fees. The application form must be signed to indicate the student’s agreement to abide by the terms and conditions of enrolment at Universal English Institute.
It is the responsibility of the student to book their course far enough in advance to enable any necessary visa requirements to be met. Courses may sometimes be postponed when waiting for a visa to be issued if a request is made at least one week before the course start date.
All new students are required to take a level test on their first day at the School. Students cannot choose the level at which they want to study as this will be determined by the speaking test. Students will sometimes miss one or more of their lessons on their first day at school to complete the registration and these missed lessons are non-refundable.
Payment
Payment of all course fees or a non-refundable deposit of 20% of the course fee must be received before a Certificate of Enrolment can be issued. All fees due to the school must be paid in full, prior to the commencement of the course.
A bank transfer may take up to one week to reach the School’s account and Certificates of Enrolment can only be issued after the funds or deposit have cleared into the School’s account.
Refund Policy
No refund can be made to students once the course has commenced and no transfer of courses in whole or in part can be made. Fees are non-refundable in the case of late registration or the abandonment of a course. Universal English Institute do not permit the transfer of credit from one student to another.
Any notice of cancellation must be made in writing. Cancellations made two weeks before the course start date will result in a loss of deposit. The remaining balance will be refunded.
Cancellations made less than two weeks before the course start date will result in a loss of deposit and one week’s tuition fee.
Refunds may take up to 90 days to process once notice of cancellation has been given.
Cancellations made due to visa refusal will result in a loss of deposit. The student must supply the School with the original notice of refusal from the Turkish Embassy or Consulate. No refund of tuition fees can be made until the school has verified the visa refusal is genuine.
Students who submit false information on their visa application resulting in a refusal will not be entitled to a refund on any fees they have paid.
No refunds will be given to any students who shorten their courses or reduce their number of lessons after their course has started. Students cannot shorten their courses and take additional lessons in replacement nor can they replace their classes with one to one lessons once they have enrolled on a course. It is the student’s responsibility to ensure their return date allows time to complete their course, especially where holidays taken have extended their end date.
If a student is dismissed for poor attendance or misconduct, no refund will be given.
General
All students are required to present their passports on their first day and the school will retain a copy.
Students are encouraged to arrive for lessons on time. Late entry to the class is at the discretion of the teacher who may refuse entry to any student who is more than ten minutes late or is habitually late.
Course fees do not include travel expenses, social events where fees are charged or personal and health insurance.
A student agrees on submitting the enrolment form that Universal English Institute keep their personal records on its computerised systems. (These will not be shared with any third party.) Should any circumstances change it is the student’s responsibility to keep Tarabya British Schools informed of all changes, in particular, of any changes of home address in Turkey, as well as in their home country, changes to emergency telephone numbers and contact names and change of email address.
Students at the School all study together and it is required that students consider one another and all teachers and staff. Any student whose behaviour causes inconvenience, offence or distress to other students or Universal English Institute staff will be excluded from lessons. Persistent offenders will be expelled from Universal English Institute and their course cancelled. No refund of course fees will be made.
Attendance
Students are expected to attend 100% of their course.
a) Students whose attendance falls below 80% in one week will be contacted and given a warning.
b) If they fail to attend 100% the following week they will be given a second and final warning.
c) If they do not attend 100% in week three then they will be permanently excluded from Universal English Institute.
d) If a student is ill, they must contact the Institute. If they regularly have one day absence due to sickness they will be asked to see the Institute’s Principal and may also be expected to visit their doctor.
e) If they are ill for three days or more, they must bring a doctor’s note.
f) If they have a hospital appointment they must bring the appointment letter.
Letters and certificates may not be issued to students who have not paid the full course fees, have attended less than 80% of their classes or have not reached the required level or failed to complete their course. Students requiring signed documents must request them at least five working days before or pay a small fee for letters required more urgently.
Courses
The maximum number of students in a General English class is twelve. For skills and exam classes the maximum is six.
All classes are fifty minutes with a ten minute break in between except the exam preparation classes.
Students wanting to take Business English or an examination course will also be required to take a written test and will not be permitted onto the course if they are not at the required level.
Change of class or time is strictly subject to availability. Although every effort is made to place students in the location and at the time of their choice, students can only move if there is a space in the class and if the student is at the right level for the class. Morning classes are never guaranteed.
Students will be required to pay for examination fees in addition to course fees. A list of examination fees is obtainable from the reception. Examination fees vary, depending on the type of course being undertaken. It is the student’s responsibility to ensure that examination fees are paid on time.
Universal English Institute reserve the right to cancel, move or merge any class where there is insufficient demand or any other justifiable reason to do so. For cancelled classes the Institute will offer an alternative class of the same value or lesson vouchers.
Complaints about the Institute’s courses or services should be made immediately as complaints made after the course has finished will not be accepted. Please ask reception for the full complaints procedure or refer to the students’ handbook.
Cancellation of one 2 one classes must be done at least one day before the lesson, between 9am and 4pm, and only by speaking to someone directly, otherwise you will lose that lesson’s tuition fee and no refund or additional lesson will allowed.
Universal English Institute Rules
Smoking is not permitted in the building. Smokers may use the garden.
Food is not allowed to be eaten in the classroom.
Mobile phones must be switched off during lessons.
Only English is allowed to be spoken in the classroom.
The use of dictionaries is not permitted unless with specific instruction from the teacher.
Tolerance of others beliefs and cultures is expected at all times and any form of prejudice or bullying will result in immediate dismissal.
Accommodation
A1. Accommodation bookings are confirmed only when full payment is received. Accommodation and course fees must be paid in full before you can arrive in your accommodation.
A2. A minimum of two weeks’ notice is needed in order to arrange homestay accommodation and a minimum of four weeks’ notice is needed to arrange student shared housing; especially during the very busy summer months from June to September. Although the Institute will endeavour to find the student’s first choice of accommodation we cannot always guarantee that the selection will be available.
A3. Notice of cancellation or postponement of homestay accommodation must be made in writing at least two weeks before the start date. Notice of cancellation or postponement of
student shared housing must be made in writing at least four weeks before the start date.
A4. Cancellations made less than two weeks before the start date will result in a loss of one week’s accommodation fee..
A5. Students must always give at least two weeks notice if they want to leave their homestay accommodation and four weeks if they want to leave their student shared housing or incur a charge of one week’s accommodation fee. If a student is unhappy with the accommodation on arrival, it is usually possible to arrange alternative accommodation by speaking to the accommodation officer the next working day. There is an emergency number for all accommodation bookings on the confirmation form in the case of an emergency.
A6. If a student wants to change the start date of their homestay accommodation, at least two weeks’ notice in writing must be given to Universal English Institute. If a student wants to change the start date of their student shared housing, at least four weeks’ notice in writing must be given to Universal English Institute.
A7. Students are liable for any damage they cause to a host family’s property or to a student shared house or residence. A student may be asked to complete a liability form upon booking certain types of accommodation with Universal English Institute.
A8. Students must always ask the host family’s permission before giving the home-stay address to receive post, in particularfor bank letters.
A9. You may not bring visitors back to your home without the consent of the host.
A10. You may not smoke in any of the homestay houses without the consent of your host. Smoking is not permitted in any of the student shared houses.
A11. The cost of the telephone is not included in your accommodation fee.
A12. Students are expected to respect and abide by the host family’s reasonable schedule and house rules. Failure to do so may result in the student being removed from the accommodation. If a student is removed from home-stay accommodation no refund will be given.
A13. Home-stay accommodation is not the same as hotel accommodation and therefore does not offer the same services.
A14. Those who do not request airport pickup will need to inform the School of their arrival time at the home-stay or student shared housing.
A15. Students will not be placed in home-stay accommodation with other students who speak the same language unless travelling together and by request.
A16. Twin rooms in host families are only available to students who are travelling together. Twin rooms in student shared houses are always to be shared with another independent
student of the same sex unless specifically requested otherwise.
A17. It is sometimes possible to extend your home-stay or find alternative accommodation if requests are put in early but this cannot be guaranteed.
A18. Universal English Institute accept no responsibility for loss or damage to any items left in the accommodation. Please ensure that adequate insurance (health, travel, personal possessions etc.) has been purchased before leaving your home country.
A19. Accommodation services will only be provided for students who have enrolled on a course at the School.
A20. Keys for student shared housing are always provided to students on their first day and should be returned as they leave. If keys are lost, a 10$ replacement fee is payable.
A21. Although some of the student shared houses have a weekly cleaner, students are still responsible for their own cleaning, cooking and clothes laundering.
Airport pick-up
Students must provide accurate arrival information: date, airport, airline, terminal number, flight number and arrival time. It is the student’s responsibility to inform the Institute of accurate and timely arrival details. If incorrect details are supplied, Universal English Institute will not refund the transfer fees.
Force Majeure
It is a basic stipulation of the agreement / contract between students and Universal English Institute or its representatives, that neither the Institute, nor its representatives, are liable for refunds or damages, howsoever arising, in cases where Universal English Institute are unable to fulfil any services to which they are contractually bound because of teacher disputes, adverse weather conditions, or other reasons which are beyond the Institute’s control.
Liability
L1. Students are advised that the Institute, its employees and its representatives accept no liability for personal injury and / or loss of /damage to personal property on the Schools premises, whether by fire, burglary, theft or otherwise. This condition also applies to public and private places when students are on Institute trips or excursions.
L2. The Institute is not responsible for the safe keeping or delivery of any fax, post, etc .sent to the students at the Schools addresses.
L3. Institute is not responsible for the safekeeping of exam results or certificates.
L4. Students may from time to time be photographed, the photographs of which may be used in the Institute’s promotional / publicity material. The Institute will obtain permission from the student before taking photographs and the student has the right not to be photographed. The School reserves the right to all photographs and the use of these photographs in promotional material where permission has been granted for their use. The copyright to all photographs shall belong to the Institute.
L5. It is the policy of the Institute not to divulge any personal details of students to a third party, other than to the appropriate authorities, without the student’s prior consent.
L6. In all cases the decision of the Managing Director of Universal English Institute will be final and binding.