Terms and Conditions

Admissions

  1. Students must be over 18 years old.
  2. An application form must be completed.
  3. An up to date passport must be provided.
  4. All students must complete an accurate medical form and inform Leeds English of any physical or mental issues that may affect their learning.
  5. Students must update Leeds English with any changes to visa status, arrival times or other information that may affect the expected start date.
  6. It is the responsibility of the student to apply for the correct visa and submit the correct documents. Leeds English cannot be responsible for any visa refusal.
  7. All students must contact Leeds English at least 2 weeks before the start date agreed on their visa or offer letter. Failure to do so may result in the student losing their place at Leeds English.
  8. Leeds English must be informed if the student is a beginner.
  9. Students must agree to abide by the health and safety policies of the school and in particular those in relation to Coronavirus (Covid-19).

All applications are dealt with on a case-by-case basis.  Students must complete an individual application form in full, including a medical information form, and a copy of a valid passport or I.D card.  We also require a personal email address for the student and copies of academic transcripts where appropriate.

The school may refuse to accept an application if we feel that we cannot meet the needs of the student on the grounds of Special Educational Needs (SEN) or medical grounds (please see “Students with SEN and disabilities” policy).

The school may refuse to accept a student based on their academic needs, for example if we feel we cannot meet those needs or if the student has unrealistic goals. For example, if a student’s level is too low (e.g. absolute beginner/A0) or too high (e.g. proficiency/C2) for the current levels being offered.

All students must complete the online test before their arrival date. This will be sent to the student prior to their start date. Failure to do so may result in a place in class not being available. If the student is a complete beginner, it is essential that the school be notified. 

The school may refuse to accept a student, without reservation, if there is a suspicion that there is any risk that the student will not comply with the requirements of their visa status.

The school may refuse an application, without reservation, if there is a suspicion that documents presented to support a visa application are not genuine.

The school may ask for a deposit, full fees or sponsorship document before issuing a visa letter. 

Updated August 2019

Payments

  • Payments should always be made in advance. This applies to tuition fees for self-funded students, accommodation and airport transfer.
  • Leeds English cannot be held responsible for any cancelled bookings if payments have not been received.
  • Financial guarantees for sponsored students  must be available in the first week of the student’s study.
  • For ways to pay, please see our payments page.

Postponing and Cancellation

We strongly recommend that students take out insurance before travel in case of cancellation due to travel disruption, medical issues or other emergency situations. Student Insurance Policies may refund tuition fees if a student has to go home early for a medical or other serious reason.

Courses start on any Monday, or on a Tuesday in the case of a public/bank holiday. The school expects students to arrive on the day that they have booked a course to start, and if delayed, to contact the school with a new arrival date at least one week in advance.

We understand that you may be delayed due to your visa or Embassy/sponsorship procedures which can result in more serious delays. The school must be contacted with any information and kept up to date with all information which relates to your travel, sponsorship or visa. 

Updated August 2019

The school must be notified of any cancellations at least 2 weeks before the start of the course before any refunds will be considered.  An administrative charge of £100 will always be charged. If the school is not notified in the expected time period we deduct 2 weeks tuition from any agreed refunds and a £100 administrative charge. (Please see “Refund” policy).

Visa refusal

The school has the right to ask for documentary evidence before issuing a refund – Visa refusal, medical reports or other relevant documentation resulting in the need for cancellation.

Updated August 2019

Cancellation or deferral before you arrive
All students who have booked and paid for a course but are unable to travel because of the COVID-19 situation can defer their course until a later date or convert to one of our online courses. A full refund minus the registration fee will be issued if it is not possible to change your course or study online.

School closure

In the event of a school closure due to government regulations all classes will be moved online. Your teacher will be available and will follow a similar schedule to face to face classes. Refunds or deferrals will not be possible in this scenario.

 

Self Isolation while studying

If you have to self isolate  because you or a family member have been tested then we will help and support you to allow you to keep up with the course work with your teacher helping you daily until you can come back to class. Homework, online platforms, tutorials and other learning activities will be offered and welfare support will be ongoing while students are in isolation. Refunds or deferrals will not be possible. 

During Study

All students must follow the latest COVID-19 Procedures while studying at the school. By accepting a place on a course you agree to abide by these rules which are designed to keep you and others as safe as possible. They can be found below.

Accommodation

  • Leeds English Language School can arrange accommodation in Student residence. The school will organise and arrange the booking and take payments where necessary.
  • Accommodation providers (e.g. Studylinks) are separate companies and it is the student’s responsibility to read the terms and conditions and the rules of the accommodation provider before booking.
  • If a student would like to leave their accommodation early, a 2 week notice period must be given at all times.
  • If the student wants to go on holiday but keep their room then they must understand that payment will still be required.

Accommodation should be booked through the school who will require a minimum payment of 2 weeks in advance plus booking fee.  A room will only be reserved for the period that the student has paid for. However, they may be able to extend as long as the room has not been booked by another student.

Students must respect the rules of the accommodation company and inform them immediately of any damage or breakages.

Students are not allowed to have guests living in your room on a permanent basis. However, if students have an occasional guest, then they must inform the staff of their presence. This is a health and safety requirement.

The school will inform the accommodation provider once they have left the school. After finishing their English course, students will not be permitted to continue living in rooms at accommodation assigned to our school.

N.B. Accommodation providers are separate companies and it is the student’s responsibility to read the terms and conditions and the rules of the accommodation provider before booking.

Updated August 2019

Force Majeure

  • We strongly advise students to take out travel insurance. The policy should cover flight delays for any reason.
  • Leeds English Language School cancellation and postponement policies apply in all cases. 
  • It is the student’s responsibility to keep Leeds English informed of changes to travel plans.
  • Leeds English is not liable for loss of tuition or other services due to factors outside our control. Refunds will not be made under these circumstances.

In the event of flight delays or force majeure and subsequent course cancellation or postponement, Leeds English Language School will not normally refund fees. However, given exceptional circumstances, where a cancellation can be seen to be directly as a result of force majeure, we will look sympathetically at the individual circumstances and may issue a credit for the full amount of the course fees, and assist with re-booking the course at a later date.
In these circumstances, the school will not charge cancellation fees, although accommodation charges may still apply.

In all cases it is the student’s responsibility to keep the school informed by email and phone of changes to travel plans.

Leeds English Language School takes the safety and welfare of every student very seriously.  The school will therefore do its best to limit the distress and inconvenience if a student is forced to make last-minute changes to his or her arrival or departure plans.

If students are unable to leave the UK at the end of their course, the school will assist students in finding temporary accommodation. Where possible, accommodation will be extended.

Updated August 2019

Classes and Teaching

Students will be expected to study at either of our 2 sites depending on level, class size and teacher availability.

Leeds English has continuous enrolment which may require classes to merge or split throughout the course. Students must understand that Leeds English will do the utmost to manage this with as little disruption as possible.

When making an application to Leeds English Students must understand that they cannot choose their teacher or class. Students are placed in the most appropriate class and the decision of the Director of Studies is final in this matter.

Please see “Moving level, class or site” policy.

English Level

Students understand that they can only move to the next level if:

  • they pass the final test
  • their continuous assessment shows good progress and that they are on target or above in most areas
  • they have good attendance (more than 85%)
  • they have good marks in weekly tests
  • they have completed assignments and homework

Students will only be allowed to study on the IELTS preparation course if they have completed an Intermediate course in school, have an IELTS score of 5.5 or test at Upper Intermediate.

Please see “Moving level, class or site” policy.

Leaving Early

Leeds English requires 2 weeks notice if you want to leave the course early plus any documentation showing reasons.

Leeds English Language School understands that some students wish to leave their course earlier than scheduled for a variety of reasons, for example to join a university pre-sessional course or due to an emergency. The school aims to be flexible but also must manage resources and staffing levels.

The school requires 2 weeks notice in advance before considering a refund unless:

  • Students have an offer to go to a higher education institute (copy of letter must be given to the school)
  • Students have a job offer (copy of letter or details given to the school)
  • Need to go home due to a family emergency, illness etc (flight tickets seen)

Please note that a 25% charge will be deducted from any agreed refunds. 

Refunds are not applicable if the student intends to stay in the UK without studying, move to another language school in Leeds or is asked to leave the school due to disciplinary procedures.

When you apply and pay for a course, you are expected to complete that course as indicated in your offer letter. All refunds are given in good faith and the school has the right to refuse any request.

Self-paying students who leave to go to another language school (not a university) will not be eligible for a refund. 

Updated August 2019

Attendance and Punctuality

We expect students to attend at least 85% of all classes. Students must inform Leeds English as soon as possible if they are unable to attend. Students who are continuously absent without good reason will be subject to our disciplinary procedure. Any sponsors will also be notified.

Students who are continually late will also be subject to our disciplinary procedure.

Leeds English Language School expects all students to attend all classes. The reasons for this are:

  • Regular attendance is the best way to make progress
  • Classes often follow a progressive pattern with revision/review from previous lessons
  • Low attendance is disruptive to your teacher and classmates
  • Low attendance may mean you will need to continue at the same level
  • Low attendance can affect future visa and university applications

Leeds English Language School expects at least 85% attendance from all students throughout their time at the school. If you have any problems that make it difficult for you to maintain good attendance, you must inform the school as soon as possible. 

Authorised absence

The following reasons can be accepted and marked as authorised absence if you inform the school in advance, or as soon as it is possible to do so: 

  • illness (with a doctor’s note) (marked as S (Sick))
  • doctor, hospital, or dentist appointments (marked as R (Reason))
  • university or school appointments (marked as R)
  • embassy appointments (marked as R)
  • family illness or emergency (marked as R)
  • IELTS exam (exam only) (marked as R)
  • holiday (when permission has been given by the school and you have been issued with a confirmation letter) (marked as H)
  • religious observance (marked as RO)

In these cases, your absence from school will not affect your overall attendance percentage. However, the total number of hours of authorised absence or holiday will be shown on your end-of-course report.

Unauthorised absence

In cases where you do not inform the school of your absence, or where the reason is not considered sufficient, you will be marked as A (Absent). In these cases, your absence from school will affect your overall attendance percentage. Also, the total number of hours of unauthorised absence will be shown on your end-of-course report.

Students who have low attendance during their studies – below 85% – without good reason may be subject to our disciplinary procedures. For sponsored students, the embassy will be informed. 

Lateness and punctuality

In the UK, being late is considered rude and disrespectful to the teacher and your classmates. As you are studying in the UK, it is important you understand this. 

It is essential that lessons can start on time and it is your responsibility to arrive on time. If you arrive late to class then other students are disturbed and the teacher will be interrupted. This can mean it is difficult for them to meet the high standard we expect in the classroom.

All classes start at 9.00 am and we expect all students and all teachers to be on time. You will be allowed into class until 9.05 am and will be marked as being present. If you are more than 5 minutes late, you will be asked to wait in the common room until 9.15 am, when a member of staff will take you into class. This means that the teachers and your classmates will only be disturbed once. If you are more than 15 minutes late to the first lesson, you will be unable to attend and will be asked to wait for the next lesson to start. If you are late on a regular basis, you may be subject to our disciplinary procedures.

You should only be late in exceptional circumstances. All students should be ready to study at 9.00 am prompt.

  • If you are on time, and up to 9.05, you will be marked as  / (Present)
  • If you arrive after 9.05 and before 9.15 you will be marked as L (Late)
  • If you arrive after 9.15 you will not be allowed into the first class under any circumstance and will be marked as A (Absent)
  • For lessons two and three (10.45, 1.00), you can enter up to five minutes after the start (up to 10.50, 1.05) but after this you will not be allowed to enter class.

You should not be more than 5 minutes late for the second or third lesson.

Welfare

If you are absent for more than 3 days without contacting the school, or if we have been unable to contact you, we will contact your embassy (if appropriate), and/or your emergency contact or next of kin. We need to know that you are safe and well. The school has a duty of care to you as a student during your time at the school and in Leeds.

Updated August 2019

Holidays and time off during your study

  • Holidays must always be booked in advance and at least 2 weeks notice given.
  • Unauthorised holiday will be marked as absent which will affect attendance and If a student is sponsored then their sponsor (e.g. Embassy) will be informed if holidays are taken without permission.
  • Students understand that they may have to repeat the level if they have missed too much of the course.

Leeds English Language School expects all students to attend all classes. The reasons for this are:

  • Regular attendance is the best way to make progress
  • Classes often follow a progressive pattern with revision/review from previous lessons
  • Low attendance is disruptive to your teacher and classmates
  • Low attendance may mean you will need to continue at the same level
  • Low attendance can affect future visa and university applications

Leeds English Language School expects at least 85% attendance from all students throughout their time at the school. If you have any problems that make it difficult for you to maintain good attendance, you must inform the school as soon as possible. 

Authorised absence

The following reasons can be accepted and marked as authorised absence if you inform the school in advance, or as soon as it is possible to do so: 

  • illness (with a doctor’s note) (marked as S (Sick))
  • doctor, hospital, or dentist appointments (marked as R (Reason))
  • university or school appointments (marked as R)
  • embassy appointments (marked as R)
  • family illness or emergency (marked as R)
  • IELTS exam (exam only) (marked as R)
  • holiday (when permission has been given by the school and you have been issued with a confirmation letter) (marked as H)
  • religious observance (marked as RO)

In these cases, your absence from school will not affect your overall attendance percentage. However, the total number of hours of authorised absence or holiday will be shown on your end-of-course report.

Unauthorised absence

In cases where you do not inform the school of your absence, or where the reason is not considered sufficient, you will be marked as A (Absent). In these cases, your absence from school will affect your overall attendance percentage. Also, the total number of hours of unauthorised absence will be shown on your end-of-course report.

Students who have low attendance during their studies – below 85% – without good reason may be subject to our disciplinary procedures. For sponsored students, the embassy will be informed. 

Lateness and punctuality

In the UK, being late is considered rude and disrespectful to the teacher and your classmates. As you are studying in the UK, it is important you understand this. 

It is essential that lessons can start on time and it is your responsibility to arrive on time. If you arrive late to class then other students are disturbed and the teacher will be interrupted. This can mean it is difficult for them to meet the high standard we expect in the classroom.

All classes start at 9.00 am and we expect all students and all teachers to be on time. You will be allowed into class until 9.05 am and will be marked as being present. If you are more than 5 minutes late, you will be asked to wait in the common room until 9.15 am, when a member of staff will take you into class. This means that the teachers and your classmates will only be disturbed once. If you are more than 15 minutes late to the first lesson, you will be unable to attend and will be asked to wait for the next lesson to start. If you are late on a regular basis, you may be subject to our disciplinary procedures.

You should only be late in exceptional circumstances. All students should be ready to study at 9.00 am prompt.

  • If you are on time, and up to 9.05, you will be marked as  / (Present)
  • If you arrive after 9.05 and before 9.15 you will be marked as L (Late)
  • If you arrive after 9.15 you will not be allowed into the first class under any circumstance and will be marked as A (Absent)
  • For lessons two and three (10.45, 1.00), you can enter up to five minutes after the start (up to 10.50, 1.05) but after this you will not be allowed to enter class.

You should not be more than 5 minutes late for the second or third lesson.

Welfare

If you are absent for more than 3 days without contacting the school, or if we have been unable to contact you, we will contact your embassy (if appropriate), and/or your emergency contact or next of kin. We need to know that you are safe and well. The school has a duty of care to you as a student during your time at the school and in Leeds.

Updated August 2019

Conduct and Expectations

  • All students are expected to abide by Leeds English rules which will be issued on the first day as part of the student agreement.
  • All students must adhere to Leeds English policy on personal harassment and bullying.
  • All students must show respect to all staff and students in Leeds English and be tolerant and understanding of other cultures, faiths and lifestyles and accept that Leeds English promotes British values.
  • All students must follow Health and Safety guidelines to keep themselves and others safe.
  • All students must follow the Corona Virus (Covid-19) Guidelines set by the school and the UK government.

If you feel unwell at home

  • If you feel unwell when you are at home do not come to school.
  • Telephone the school as soon as possible to discuss your situation
  • If you have COVID-19 symptoms it is important to get a test (the test needs to be taken in the first 5 days of having symptoms)
  • It is important to stay at home until you get your result
  • Once you have received your test result contact us again with the outcome

UPDATED 24/09/20

If you feel unwell during your classes

  • Come to the office and let us know that you are unwell and let us know your symptoms
  • If you have any of the COVID-19 symptoms we will ask you to go home and arrange to get a test (the test needs to be taken in the first 5 days of having symptoms)
  • It is important to stay at home until you get your result
  • Once you have received your test result contact us with the outcome

Symptoms are 

  • a high temperature – this means you feel hot to touch on your chest or back (you do not need to measure your temperature)
  • a new, continuous cough – this means coughing a lot for more than an hour, or 3 or more coughing episodes in 24 hours (if you usually have a cough, it may be worse than usual)
  • a loss or change to your sense of smell or taste – this means you’ve noticed you cannot smell or taste anything, or things smell or taste different to normal
  • You may have other symptoms in addition to one or more of the above

If you are tested positive

  • A positive result means you had coronavirus when the test was done.
  • If your test is positive, you must self-isolate immediately.
  • If you had a test because you had symptoms, keep self-isolating for at least 10 days from when your symptoms started.
  • If you had a test but have not had symptoms, self-isolate for 10 days from when you had the test.
  • Anyone you live with, and anyone in your support bubble, must self-isolate for 14 days

If you have a negative test result

  • A negative result means the test did not find coronavirus.
  • You do not need to self-isolate if your test is negative, as long as:
  • everyone you live with who has symptoms tests negative
  • everyone in your support bubble who has symptoms tests negative
  • you feel well – if you feel unwell, stay at home until you’re feeling better
  • If you have diarrhoea or you’re being sick, stay at home until 48 hours after they’ve stopped.

If your test is unclear, borderline or inconclusive test result

  • An unclear, void, borderline or inconclusive result means it’s not possible to say if you had coronavirus when the test was done.
  • If you had a test because you had symptoms, you must keep self-isolating and have another test within 5 days of your symptoms starting.
  • If you’re not able to have another test in time, you must self-isolate for at least 10 days from when your symptoms started. Anyone you live with, and anyone in your support bubble, must self-isolate for 14 days. Read more about how long to self-isolate.
  • If you had a test but have not had any symptoms, you do not need to self-isolate while you wait to get another test. People you live with, and anyone in your support bubble, do not need to self-isolate.

If a relative or family member/friend is unwell or been tested positive

  • If you live with others, the person who has symptoms should stay at home for 10 days from the day their symptoms started. All other household members should isolate as a household for 14 days even if they don’t have symptoms themselves.
  • Inform the school that you are self-isolating as soon as possible

Arriving 

  • When you have entered the building you should wash your hands in the kitchen where you will find soap and disposable hand towels.
  • You will be provided with your own personal hand sanitizer but there will also be extra sanitizer in school
  • We expect you to wear a mask when you are not in your class but during your lessons you can remove this

Your classes

  • Classes will be kept smaller or split between classrooms to ensure social distancing can be maintained, and classrooms will be reorganised to help with this
  • Desks will be arranged to avoid close contact with your classmates
  •  Lesson times and break times will be staggered to reduce the pressure on corridors, communal areas and public transport
  • Teaching techniques will be adapted, including the use of technology, to provide the best learning conditions
  • Students will be tested online for level before arrival to avoid contact with other members of staff
  • Digital handouts will be used as needed to avoid sharing resources
  • Please bring your own laptop.  If you are unable to do so please let us know so that we can  make alternative arrangements. We will also provide a book for you to write in with a pen for your personal use.
  • Classes will be rearranged to minimise the number of students and staff you have contact with, creating class bubbles where possible

In and around school

  • Hand sanitiser and handwashing facilities will be widely available around the school and clear rules on hand washing will be displayed.
  • The cleaning of the school will be stepped up to include daily disinfection of all high frequency contact areas
  • Movement around the school will be managed to ensure that social distancing is maintained
  • Make sure you are always at least 1m apart from any other person
  •  Posters outside and around the school will give clear information on personal hygiene and social distancing
  • Students and staff will be expected to wear face coverings on their journey to and from school, and around common areas where appropriate. Face coverings can be removed during your classroom (You should bring your own mask or face covering. You can buy one from school if necessary).
  • The use of the toilets will be managed by a one in one out system to allow no crossing on the steps and to minimise the numbers of students using the toilets at the same time.

Food and drink and break times

  • You must  bring your own food and drink to avoid having to use school equipment. There will be a coffee machine and free coffee is available if you bring your own cup. Please use a tissue when pressing the buttons you need to make your choice. There is also a water dispenser available.
  • If you need to smoke there is a smoking area in the garden. Please make sure you stay socially distanced from anyone else who is there and put your cigarettes in the disposal bins after.

Staff and welfare of students

  • Welfare staff and academic staff are available for you to discuss any concerns or welfare issues you have. You will be able to speak to them at break times or after school.
  • If you  need to speak with a staff member urgently you will be given staff emails for you to contact them digitally and arrange a Zoom  meeting or personal meeting if appropriate. If you want to go to reception, please make sure no-one else is in the room before entering.
  • Welfare and safeguarding procedures will be adapted, and fresh training will be provided to all staff, with a particular emphasis on how mental health may be impacted by current circumstances

When you arrive on Monday to start your class you will be given a health and safety talk and further instructions by your teacher or a member of staff

Photographs and Filming

Students must inform Leeds English before arrival or on their first day if they do not want their photographs or any filming used in promotional materials at Leeds English. School cannot accept responsibility for other students sharing images on social media.

Personal Information

It is the student’s responsibility to keep their information safe. They must also inform Leeds English of any changes of personal information before and during their stay.