Terms & Conditions

Definitions

1. A ‘course’ is defined as a period of time on a single course type as described in our current brochure – for example, the General English course or the Exam Preparation course.

2. A booking can consist of either a single course or a combination of courses.

Making a booking

Students must be 16 years old or over

3. To become a student at Celtic School you need to send us the following:

• •    A completed application form.
• •    A copy of your passport.
• •    A copy of any English certificates from previous courses/educational certificates/transcripts.
• •    A copy of your SELT results (if applying under Tier 4).
• •    Full payment of your tuition fees / a letter from your sponsor stating that they will be financially responsible for you.
• •    Payment of accommodation and pick-up service (if required).
• •    A copy of your visa if you are already in the UK.
• •    A copy of your husband/wife’s visa if you are on a dependant visa and a proof of their course of study if they are a Tier 4 student.

4. You must pay your course fees at least 4 weeks prior to the start date of your course.  If you are making a booking less than 30 days before the start of your course, you must pay full fees immediately. 

Booking and Course Changes

5.  Celtic School will try to accommodate any request to change course start dates, but reserves the right to refuse any requests.

6.  It is important that you are at the right level to join our IELTS classes. We use the following information to make sure that you are able to join these courses:

• o    The Pre-Arrival Questionnaire
• o    Any information you send us as part of your application (for example the results of any English language tests)
• o    The placement test you complete on your first day

If your placement test results are below the minimum entry requirements for your chosen course, we reserve the right to place you in a different group until you are ready to join the course for which you originally applied.

If your level is too low to join the Introduction to IELTS, Bridge to IELTS or IELTS Preparation classes, we will place you in General English until you are ready to join an IELTS class.

7. It is usually possible to extend your booking while you are here. If you are going to stay on the same course, the extra fees you pay will be based on the length of your original booking. For example, if you originally booked 12 weeks on a General English course and extend by 4 weeks, you will pay for these 4 weeks at the 12 week rate. If you change courses, you will be charged the rate for the new course.  You must pay full fees in order to guarantee a place.

8.  Change of class is strictly subject to availability.  

9.  Courses will not be extended due to any unauthorised absences, including unauthorised holidays taken throughout the term.

10.  All class changes must be approved by the Director of Studies.  Class transfers cannot be made mid-week.  You can only change class if the Director of Studies deems your level to be suitable.

11.  Students cannot attend other classes apart from those assigned to them.

Changing your booking

12. If you change from a more expensive course to a cheaper one with less than 10 working days’ notice, we will not give you any refund, either in cash or in extra lessons.

13. If you change your course after you have started in the school, you must pay a rebooking fee of £30 for every change.  This fee covers administration and your new course materials.

Cancelling or postponing a course

14. If you want to cancel a course, you must do so in writing/by email. You may cancel on the following conditions:

• • more than 20 working days’ (Monday–Friday) notice before the course begins: enrolment fee
• • less than 20 working days’ notice before the course begins: 50% of tuition fees + enrolment fee
• • once the course has started: 100% tuition fees + enrolment fee
• 
  
• 15. If you want to postpone a course, you must do so by emailing or writing to us. You may postpone on the following conditions:
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  • you must take the postponed course within 3 months of the original starting date.

A postponed booking cannot be postponed again.  Refunds may take up to 28 days to process.  Refunds will be made by bank transfer to your account.  You must pay any bank charges.

Please note that it is your responsibility to arrange suitable insurance to avoid losing fees in the event of unavoidable cancellation or postponement.

Note that our terms apply even in the case of unforeseeable ‘force majeure’ events, which may not be covered by insurance.

16. If you cancel your booking because of a visa refusal, we will refund any fees that you have paid minus the enrolment fee if you send us a copy of the visa refusal letter issued by the British Embassy/Consulate. You must do this at least 5 working days before your course is due to start. If you notify us after your course start date, we reserve the right to charge you in line with our normal cancellation terms. Please note that it is your responsibility to apply for your visa in good time.

Shortening a booking after you have started or decreasing the number of hours you study

17. You can shorten your course after you have started, but you will not receive a refund for any weeks lost.  If you are a sponsored student, we will only invoice the Embassy for the weeks that you study.

18.  If you are a Tier 4 student you cannot decrease your study hours.  You must study the full number of hours indicated on your CAS statement.  If you are a non-Tier 4 student, you can decrease the number of hours you study, but you will not receive a refund for the hours that you drop.

Increasing the number of hours that you study

19.  If you are a Tier 4 student you can increase your study hours providing you fulfil the requirements of the course that you were originally accepted on.  You must study the number of hours indicated on your CAS statement and you can take supplementary lessons if required.   If you are a non-Tier 4 student you can increase the number of hours you study.  All students must pay the difference between the hours they are currently studying and the hours they will increase to.

20.  If you are a sponsored student, you must study the number of hours indicated on your sponsor letter.  You cannot increase or decrease without written permission from the Embassy and agreement from Celtic School.  

Changing your booking

21. If you change from a more expensive course to a cheaper one with less than 10 working days’ notice, we will not give you any refund, either in cash or in extra lessons.

22. If you change your course after you have started in the school, you must pay a rebooking fee of £30 for every change.  This fee covers administration and your new course materials.

Holidays

23. If your course at the school last for 12 weeks or more and you are a non-Tier 4 student, you may take a holiday on the following conditions:

• •    Your holiday must consist of whole weeks, must last at least 1 week, and must not exceed 2 weeks.
• •    You are entitled to 2 weeks for every 12 week study period, but weeks must be taken together during the 12 week period.
• •    You must give us at least 10 working days’ notice of taking a holiday.
• •    We will we add the weeks that you take as holiday on to the end of your course providing the holiday is authorised by the School Manager in advance.  It is your decision to take a holiday and we will hold your space at the school for you, but we reserve the right to change your class depending on school requirements.  No refunds will be given for holiday weeks if you do not want to add the weeks to the end of your course.

24.  If you are a Tier 4 student, you may take a holiday on the following conditions:

• •    Your holiday must consist of whole weeks, must last at least 1 week, and must not exceed 2 weeks.
• •    You are entitled to 2 weeks for every 12 week study period, but weeks must be taken together during the 12 week period.
• •    You must have enough time on your visa to take the holiday and add the course weeks that you take as a holiday to the end of your course.  You must complete your course.
• •    You must give us at least 10 working days’ notice of taking a holiday.  All holidays must be authorised by the School Manager.
• •    We reserve the right to change your class depending on school requirements.  No refunds will be given for holiday weeks.

25.  If your course lasts for less than 12 weeks, you are not permitted to take holidays.  Any days that you take off will be marked as unauthorised absences.

26. The school is closed on public holidays and for two weeks at Christmas.  Please see our current holiday dates for details.  If you book a course for a week that includes a public holiday, you will not be entitled to extra classes to make up for those classes that you miss.

Your level of English

27. It is your responsibility to check the level of English you need for the course you wish to take (please see our brochure or website or ask a member of staff). If you are uncertain about your level, please contact the school; we will be happy to advise you.   If you provide false information regarding your language level before your course starts, you must take full responsibility.  This includes receiving help from others when taking our placement test beforehand or at the school.  You will be tested on arrival no matter what.

28. If your level of English is unsuitable for the course you have booked, we reserve the right to move you to a more suitable one, or to refuse you admission to the school. If we move you to a more expensive course as a result, you will not have to pay the difference. If we move you to a cheaper course, you will not receive any refund.

29. If your level is too low to join a particular course, we may offer you a programme of Individual Tuition to compensate. As soon as a group course becomes available at your level, we will move you into the appropriate class.

30.  Celtic School reserves the right to change teachers, class times and/or combine classes if necessary or transfer a student from one class to another.  We will do our best to minimise any disruption and to do this as infrequently as possible.

Homestay accommodation

31. Homestay accommodation is only available while you are taking a course in the school, including any time necessary to take an exam connected with your course, and generally in multiples of whole weeks.

32. Homestay accommodation is booked from the day before your course starts to the day after it ends. If you want to arrive earlier, or leave later, we will try to arrange this at a rate of £16 per night (half board) and £18 per night (full board), but we may have to offer you an alternative.

33.  If you have paid for accommodation and wish to cancel your accommodation, you may do so on the following conditions:

• • more than 20 working days’ (Monday–Friday) notice before the course begins: no penalty
• • less than 20 working days’ notice before the course begins: 2 weeks’ accommodation fees
• • once the course has started: 100% accommodation fees

34. If you want to leave homestay accommodation while you are in the school, you must give 10 days' notice or pay 2 weeks’ accommodation fees instead. If you leave homestay accommodation because you are unhappy there, we will not ask you to pay this as long as your decision to leave is reasonable.  If you leave because your homestay provider is unhappy with your behaviour and asks you to leave, we will not ask you to pay.

35. We recommend that you reserve accommodation for the first 4 weeks of your course if you are studying for more than 12 weeks, or the full duration of your course if you are staying for less than 12 weeks.   If you book for 4 weeks and wish to extend, please give us at least 2 weeks’ notice.  We cannot guarantee that the same homestay provider will be available if you wish to extend.

36. If you take a holiday break during a long course, you may be able to remain in your homestay, but this is not guaranteed. If you wish to leave your homestay at this time, you must give us at least 1 week's notice. We will try to arrange for you to return to the same accommodation, but we cannot guarantee this.  Your host may be happy for you to leave your belongings in the house when you go on holiday.  If so, you may be expected to pay 50% of the accommodation fees per week to retain your space.

37. You are liable to pay for any damage that you cause at your accommodation.

38. The school’s accommodation service acts as an agent in introducing you to your homestay host. The contract is between you and your host.

Residence accommodation

39.  Residence accommodation fees must be paid in advance to Celtic School.  We will book the accommodation for you.  You must pay for the full duration of your stay.  

40.  Residence accommodation is only available while you are taking a course in the school, including any time necessary to take an exam connected with your course, and in multiples of whole weeks.  If you want to stay one or two extra days, you will be charged at the weekly rate.  

41.  We recommend that you reserve residence accommodation for the full duration of your course as it is subject to availability.  If you wish to extend your stay in residence accommodation, we will try our best but cannot guarantee that there will be a room available.  Please give at least 10 working days’ notice if you wish to extend.

42.  If you take a holiday break during a long course, you will be able to remain in the residence providing it has been booked in advance. If you wish to leave the residence at this time, you must give us at least 2 weeks’ notice.  You must inform the staff at the residence that you will be going on holiday.  You will not be refunded for the time that you are not in the residence.

43.  You are liable to pay for any damage that you cause at your accommodation.  If the room is left in an unacceptable state of cleanliness, i.e. very dirty, you may be required to pay an additional charge to have the room cleaned.  

Airport Transfers

44.  Celtic School will arrange your airport transfer for you (if requested) based on the flight details that you send to us.  Flight details must be received at least 5 working days before arrival.  Transfers must be paid for in full before arrival.  Transfer fees are per person.  

45.  If you have paid for an airport transfer and wish to cancel your transfer, you may do so on the following conditions:

• • more than 20 working days’ (Monday–Friday) notice before the course begins: no penalty
• • less than 20 working days’ notice before the course begins: 100% transfer fees.

46.  If you would like to change your airport transfer details, you may do so on the following conditions:

• more than 5 working days’ notice before the original arrival date.

If less than 5 working days’ notice is given, we reserve the right to cancel your airport transfer.  No refund will be given in this situation.

47.  Our driver will be waiting for you in the airport’s arrival terminal holding a Celtic School sign with your name on it and you will be provided with his/her contact details before you leave your home country.  If you cannot see our driver, please contact him/her or go to the airport information desk and ask them to put a call out for him/her.  

48.  If our driver is late due to unforeseen circumstances, you must wait in the airport terminal for him/her.  Please call the emergency number, which is provided to you, if your driver is not there.  We cannot be held responsible if the driver is late due to any ‘force majeure’ events.

49.  Celtic reserves the right to pick up several students at the same time.

General

50. Students are advised not to book courses starting at the end of a term.  Please refer to our term dates for further information.

51.  You are expected to attend all of your classes.  If you are not in the class, you are absent.  Any absence should normally only be for illness or pre-arranged and approved holidays.  It is your responsibility to inform the school of illness and other reasons for absence and to provide proof of why you were absent.

52.  All students are required to have at least 80% attendance every week.  If your attendance falls below 80%, Celtic School reserves the right to exclude you from the school.  You will receive warnings if your attendance is a concern.

53.  Students who do not attend for over 4 weeks (excluding certified illness or holidays) will be removed from the class register.  No refunds will be given and no weeks will be added to your course in these circumstances.

54. We reserve the right to refuse you entrance to the class in the event of late arrival of more than 10 minutes in the morning or afternoon and 5 minutes after the break.  You will be marked absent for the part of the class that you miss.  It is your responsibility to catch up on work that you miss.

55.  We reserve the right to exclude you if you attend irregularly or behave unacceptably. In this case no refund will be given.

56. We try to run all advertised courses/levels, but we reserve the right to cancel courses where this is unavoidable. In this case we will always offer you an alternative.  

57. If you have come to us through an agent, their Terms of Contract may apply to you, but we reserve the right to apply our own Terms & Conditions.

58. In order to fulfil our obligations to you and, in some cases, to the British authorities, it is necessary for us to see and copy your passport (and visa if appropriate), to have contact details for you in Cardiff (including a mobile phone number if you have one), and to have details of your emergency contact in your own country. You therefore agree to provide these and tell us if they change during your stay.

59. We reserve the right to hold our courses at either Cardiff centre or at a suitable offsite location, irrespective of the published location. Although we will always try to respect the stated maximum class size, we reserve the right to exceed it by one for a maximum period of one week.

60. If a situation arises that has not been covered by these Terms, we reserve the right to take any fair and reasonable action that we think appropriate.

Tier 4 Students

61.  If a student fails to enrol at Celtic School on the enrolment date or within the given enrolment period, Celtic School will report their details to the UK Border Agency no more than 10 working days after the end of their prescribed enrolment period.

62.  If a student ceases to attend Celtic School, either because the school has withdrawn them from the course or because they have told the school that they are leaving, Celtic School will report to the UK Border Agency no more than 10 working days after this is confirmed.

63.  If a student defers their studies after they have arrived in the United Kingdom will no longer be valid because they will not be actively studying.  Celtic School will inform the UK Border Agency of the deferral and advise the student to leave the United Kingdom.  When the student tis ready to continue their studies, they will need to make a new visa application.

64.  Unauthorised student absences without our reasonably granted permission will be reported to the UK Border Agency.  If a student has missed 10 expected contacts, which will normally be where the student has missed 2 weeks of course without our permission, Celtic School will notify the UK Border Agency within 10 working days of the 10th day of absence.