Terms & Conditions

city college oxford terms and conditions

Terms & Conditions

These terms and conditions apply to admissions, enrolment, payment for courses and services. 

  • Admissions and enrolment
  • Entry levels
  • Fees
  • Visas
  • Services
  • Changes to enrolments
  • Changes to Airport Transfers
  • Course requirements and academic criteria
  • Attendance
  • Progression
  • Cancellations
  • Medical Insurance
  • UKBA compliance
  • Agents
  • Equal Opportunities

Once an enrollment is accepted by City College Oxford Ltd, the following conditions become legally binding.

All students agree to be bound by the rules, policies and procedures of City College Oxford Ltd. Copies of the rules are provided for students at in the Student Handbook and students must abide them at all times once they are enrolled.

Admissions and Enrollment

Students are required to submit an application – insert hyperlink.

Once the application is processed applicants will be sent an offer of a place (or not or maybe an offer of a suitable alternative) and information of the fees and any other additional requirements for the course/programme with timescales for receipt of payment. On acceptance of the offer the student can be enrolled onto a course or for one-to-one lessons. The enrollment form is sent to the applicant with the offer, accordingly. Students must enroll on arrival at the College.

Entry Levels

Most courses require minimum levels of English for entry – see course details. If after placement a student is unable to meet the minimum level required for the course, City College Oxford Ltd reserves the right to place the student in a class with fewer lessons and a different curriculum for the same price.


The tuition fees for your course will be as stated in the offer letter.

Payment of 50% iof the course fees is required 21 days before the start date to secure a place.  Immediate payment of 50% of fees is recommended to secure a place where there is high demand for a course.

Visa Documents are issued on receipt of 50% of the fees. This has to be done 21 days before arrival. The outstanding fees must be paid by the start date.


It is the responsibility of the students to obtain a visa entry to study in the UK where required. Students should consult the British Embassy or High Commission in their home country and refer to information on the UK Border Agency website at: www.ukba.homeoffice.gov.uk/studyingintheuk/adult-students/

No visa support documentation will be provided until 50% of fees have been received.

City College Oxford Ltd does not take any responsibility for visa applications that are refused due to inaccurate or false information provided by the student.

Airport Transfers and Accommodation

Airport transfer and accommodation are not confirmed until full payment of the fees has been received.

Students and/or their parents or guardian, agree to pay the tuition fees and other charges applicable for the course. It is understood and agreed that failure to do so may result in withdrawal from the course and cancellation of the enrolment. The remaining 50% of fees must be paid before the course/programme start date.


The company reserves the right to change details of its services, courses, facilities and course dates, where circumstances beyond the company’s control necessitate such changes or where the number of enrolments is not enough to operate a course. In the unlikely event that the College is unable to deliver a course in full, a suitable alternative may be offered  at no extra cost. Students have the right to choose whether you would prefer to cancel the course (terms and conditions apply), or to accept a place on another course. A minimum of four students are required for English Language courses to run. If there are less than four students, alternative arrangements will be made. This may mean reduced hours, or the class may be merged with another class.

Changes to Enrollments

The company reserves the right to charge an Administration Fee (GB £75) each time course or accommodation details are changed after a place has been confirmed.

Changes to Airport Transfers

Notification of change to airport transfers must be sent to our Admissions Centre at least 2 full working days prior to the designated arrival time. If notice is not received, an additional administration fee (GB £45) will apply.

Meeting course requirements and academic criteria [Student Contract/Journal]

Course assessment criteria are outlined in the course programme and students agree to work to these criteria as well as any criteria set by external accreditation bodies where appropriate . Students will be supported to meet the criteria. However students who fail to meet the criteria may be offered an alternative course or asked to withdraw from City College Oxford without a refund. (may want to consider timescale?)

Assessment consider a number of criteria including coursework, assignments, internal examination results, attendance, participation in learning activities and commitment to study.

Students who do not meet the assessment criteria will not be allowed to proceed with their original course but will be offered an alternative course or invited to withdraw from City College Oxford Ltd without a refund.


Students are accepted onto the programme on the strict understanding that they attend all classes. By signing the Enrollment Form the student accepts that if they fail to attend classes without good reason, or without the permission of the College, they may be deemed to be withdrawn or be required to leave the course. Tier4 students will be reported to the UKBA.


Progression is dependent on successfully meeting all course requirements within the required timescales and fulfilling the academic criteria.


Cancellations before Arrival

 The following cancellation fees apply:

Cancelled more than 4 weeks before arrival - £250 cancellation fee

Cancelled less than 4 weeks before arrival - £250 cancellation fee and one week’s tuition fees

Cancelled less than 1 week before arrival - £250 cancellation fee, one week’s tuition fees and 2 weeks’ accommodation fees

No refunds will be made in the following circumstances:

  • Visa nationals who successfully obtain a visa based on our sponsorship.
  • The visa application is withdrawn by the student. In exceptional circumstances, refunds of the tuition fees/deposit can be agreed at the discretion of the Managing Director.
  • The student is asked to leave the country by the UK Border Agency.
  • If the refusal was due to the applicant providing misleading, or false documents to the embassy.

Tuition and accommodation fees, will be refunded if a student’s visa application is rejected minus a non-refundable course fee of GB £100 for English Language courses, or £200 for graduate programmes. This is subject to the original visa refusal letter being received by our Admissions office at least 2 days before the course is due to start. City College Oxford Ltd do not take any responsibility for visa applications that are refused due to inaccurate information or false documents provided by the student.

Cancellations after Arrival

If a student decides to cancel their programme, no refund will be given. In exceptional circumstances refunds of the remaining tuition fees can be agreed at the discretion of the Managing Director.

Cancellation of one-to-one classes

Students must inform City College Oxford Ltd 24 hours in advance if they wish to cancel a lesson. No refund will be given if notice is not given.

Accommodation Refunds before Arrival

Students cancelling their accommodation less than 7 days before arrival will be charged one week’s accommodation.

For cancellations less than 48 hours before arrival, 2 weeks accommodation will be charged, or the full accommodation fee if the booking is less than 2 weeks in duration.

Accommodation Refunds after Arrival

Students leaving their accommodation must give at least 2 weeks’ notice in writing. Any additional accommodation fees paid after the two week notice period will be refunded.

Medical Insurance

Every student must have appropriate insurance. The company recommends that all students take out travel/student insurance which is tailored to the needs of international students.

All students in host family accommodation must take out insurance and a copy of the policy must be given to City College Oxford Ltd.

UKBA Compliance

City College Oxford Ltd is committed to compliance with UK Border Agency requirements and will pass on any information in accordance with its responsibilities on student attendance and contact details. Students are required to immediately report any changes in their contact details (address, telephone, mobile number) and/or changes in their circumstances affecting their immigration status and their permission to stay in the UK to the College

Information on restrictions on students from outside the EEA working can be found on the UK Border Agency website. Any student found to be working in contravention of these restrictions will be reported to the UK Border Agency and may be asked to leave the College.


All the above terms are applicable to direct students and agents unless variations are expressly agreed between the agent and City College Oxford Ltd.

Equal Opportunities

City College Oxford Ltd operates an equal opportunities policy. It aims to ensure that no applicant will receive less favourable treatment on the grounds of age, disability, ethnicity, gender, nationality, race, religion or belief, sex or sexual orientation.