Terms and Conditions of Service
- Admissions and Enrolment Procedures
- Cancellation and Refund Policy
1. ADMISSIONS AND ENROLMENT PROCEDURES
These terms and conditions apply to admissions, enrolment, payment for courses and services.
- Changes to enrolments and transfers
- Course requirements and academic criteria
- Medical Insurance
- UK VISAS AND IMMIGRATION compliance
- Equal Opportunities
Once an enrolment 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 enrolment
Students are required to follow the application procedure.
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 enrolment form is sent to the applicant with the offer, accordingly.
Admissions and Enrolment Diagram
Monitoring of offers and applications
- Application received
- Application uploaded to the system
- Application processed – and offer letter sent or not, as appropriate
- When offers are accepted the applicant file is updated to proceed to the enrolment process
- Numbers of offers and applications are monitored on a regular basis (by accessing the data from the CCO Data Education System) by the Admissions Officer, Principal and Director as required.
- Where a student fails to attend, in breach of UK Visa and Immigration regulations CCO will inform UK Visa and Immigration
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.
Full payment of 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 full payment of the fees.
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 UKVI website at
No visa support documentation will be provided until full 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 transfer and accommodation are not confirmed until full payment 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 Enrolments
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
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 Oxford City College without a refund.
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 enrolment 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 UK VISAS AND IMMIGRATION.
Progression is dependent on successfully meeting all course requirements within the required timescales and fulfilling the academic criteria. Teachers monitor student progression. Students who fail to meet the course requirements and make adequate academic progression will be reported to UK Visas and Immigration.
2. GENERAL CANCELLATION AND REFUND POLICY
a)Cancellations before Arrival
The following cancellation fees apply:
- Cancelled more than 4 weeks before arrival - £100 cancellation fee
- Cancelled less than 4 weeks before arrival - £100 cancellation fee and one week’s tuition fees
- Cancelled less than 1 week before arrival - £100 cancellation fee, one week’s tuition fees and 2 weeks’ accommodation fees
b) 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 Chief Executive.
- 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. This is subject to the original visa refusal letter being received by the 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.
d) 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.
e) 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.
f) 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.
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.
UK VISAS AND IMMIGRATION Compliance
City College Oxford Ltd is committed to compliance with UK Visas and Immigration 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 Visas and Immigration website: https://www.gov.uk/browse/visas-immigration/student-visas
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.
City College Oxford Ltd operates an equal opportunities policy. It aims to ensure that no applicant will receive less favourable treatment in line with the requirements of the Equality Act 2010.