Terms and conditions

The conditions below relate to tuition fee payment only for the International Foundation Year. For full Royal Holloway, University of London terms and conditions, please click here.

Important

These Terms and Conditions are issued by a Study Group Company, Bellerbys Educational Services Limited a company incorporated in England and Wales (Company Registration Number: 02325576) whose registered office is 1 Billinton Way, Brighton, BN1 4LF United Kingdom (Contact: +44 (0) 1273 339333). Please ensure you read these Terms and Conditions carefully and understand them before signing your final acceptance of a place at the Royal Holloway International Study Centre (hereafter referred to as RHUL ISC). The RHUL ISC is administered and taught by Bellerbys Educational Services. The Terms and Conditions referred to herein constitute the entire agreement between the parties and shall supersede any and all promises, representations, warranties or other statements whether written or oral made by or on behalf of one party to the other of any nature whatsoever or contained in any leaflet brochure or other document given by one party to the other concerning such subject matter. By signing these Terms and Conditions you give permission to participate in course related trips arranged by the RHUL ISC..

Application and confirmation payment

If the application is accepted, a written Offer of a Place will be made. To accept this Offer a confirmation payment is required comprising a non-refundable enrolment fee of £180, £1,000 refundable security deposit and £500 in advance fees. All offers are made subject to availability. Non-payment by the fee deadline may put your place at risk. When a Confirmation of Acceptance of Studies, hereafter referred to as CAS is requested a further minimum payment of the first term’s fees is required, in order for the CAS to be issued. (Please note in some cases you may be required to pay three terms’ tuition fees). In the event of an official visa rejection, only one further CAS will be issued in support of a second and final visa application. Full fees must be paid in advance for a second CAS to be issued. RHUL ISC reserves the right not to issue a second CAS if it deems the risk of rejection too great. The issuance of a CAS is subject to meeting certain criteria including, but not limited to, your financial status and in some cases, a satisfactory interview.

The refundable security deposit is primarily held against any damages and other incidental expenses, and if at the end of a course there are any monies left these can be offset against disbursements, otherwise an invoice will be issued for any damages/disbursements in excess of the deposit. Any monies left will be refunded within 90 days of completion of the final term less any deductions made for any amount outstanding at that time. No other refunds will be made.

Additional charges may be made for such items as accommodation security deposits, bedding packs, accommodation specific insurance, University administration fees and other sundry expenses. These items may be charged either to your ISC student account or your University student account. Residential accommodation is subject to availability and early confirmation is advised.

Cancellation and Refund Policy

Cancellations must be made in writing and the period of cancellation applies only from the date upon which Study Group receives the written notice of cancellation. If cancelling the course, students must also confirm if they are cancelling StudyCare insurance.

For accommodation cancellations and refunds, individual tenancy agreements take precedent over these general terms and conditions.

View the full Refund Policy
View the full Accommodation Refund Policy

RHUL ISC tuition fees

Fees are payable termly to the RHUL ISC, one month before term starts.Termly payment will be subject to any increase in tuition or accommodation fees which may be announced during the course. Admission to classes is dependent on fees having been received by the RHULISC.Reasonable efforts are always made to keep fees to the minimum that is consistent with the provision of a modern and efficient teaching programme. However, fee increases may become necessary from time to time in order to maintain standards and will become effective immediately they are notified.If payments become overdue, the RHUL ISC reserves the right to suspend or cancel tuition and to charge interest on the balance at the rate of 2% above the base rate of NatWest Bank per month or part thereof.Fees remain payable if Notice of Withdrawal has not been given in accordance with these conditions.

Provision of tuition

Pre-arrival

The RHUL ISC reserves the right to withdraw programmes, if the number of student applications for those programmes fall below the minimum number required running the programme. Under such circumstances students will be given the opportunity to either change their programme of study or withdraw from the RHUL ISC with no liability for cancellation fees.Once the student has commenced the course:The RHUL ISC reserves the right to withdraw academic programmes if student numbers drop below the minimum number required to run the programme. If this occurs, the student will be offered an alternative academic programme or enrolment at another ISC (visa regulations permitting).

Undergraduate Programme Preparation Fee

Should the student be successful in progressing to a Royal Holloway University of London (hereinafter referred to as the University)Undergraduate programme, an amount equivalent to 15% of that Undergraduate programme’s first year’s fees will be payable by the student to Bellerbys Educational Services Limited as a degree programme preparation fee. At the same time, the student will be entitled to receive a 15% discount from the University in respect of its first year’s fees. The student will pay the Undergraduate programme preparation fee directly through their first year’s university fee.

Academic criteria

Students who do not yet meet university criteria for English Language proficiency will be expected to take an appropriate English Language course at the RHUL ISC.Students are accepted into the RHUL ISC on the strict understanding that progression through the course is conditional upon satisfactory and required attendance and successful attainment of prescribed performance targets (available at RHUL.ac.uk). Students are formally assessed at least twice a year. The assessment will take into consideration:
  • Course work assignments 
  • Internal examination results
  • Attendance
  • Commitment to study 
Students who do not meet the attainment criteria will not be allowed to proceed with their original course but will be offered an alternative course or invited to withdraw from the RHUL ISC without refund.

Study plan changes

All students’ English and numeracy skills will be tested on arrival. Should the required standards not be met the centre may be required to alter the student’s study plan to one more appropriate to their academic level. This may incur additional costs. Music tuition will be charged in addition to the IFP tuition fee, and payment will need to be made at the RHUL ISC.

Personal insurance

Accident and Medical insurance


It is necessary that all students have appropriate accident and medical insurance. Students must either take out the StudyCare insurance policy or provide proof of adequate cover at enrolment. Cover under the StudyCare insurance policy does not commence until the insurance fees have been paid in full.

Personal belongings and contents insurance

While the RHUL ISC takes all reasonable precautions to ensure the safety and security of students on the campus and in their accommodation, the University and RHUL ISC cannot accept responsibility, and expressly excludes liability, for loss or damage to students’ personal property (including computer equipment and software), including any financial or other consequential loss, where such loss or damage is as a result of theft, fire, flood, computer virus or any cause relating to University or RHUL ISC computing facilities, or any other cause, except where such loss or damage is caused by the University’s or RHUL ISC’s negligence.Neither the University or the RHUL ISC insure students’ personal possessions and cannot be held liable for loss or damage should individuals fail to arrange their own insurance cover. All students are, therefore, strongly advised to take out a contents insurance policy. If our StudyCare insurance is taken out, loss or damage to personal property which may occur is covered within the terms of the policy.

Breakages

Students are responsible for payment for any damage caused by them to RHUL ISC/University properties, including fixtures and fittings in accommodation. Occupants of shared accommodation are jointly and severally liable for the proper care of rooms, fixtures and fittings and the University reserves the right to recover costs for damage or exceptional cleaning.

Campus services not provided by the University

Some facilities, services or equipment are provided on campus by third parties and not by the University (e.g. the Health Centre, or the Students’ Union). Whilst the University will endeavour to ensure that those facilities and services are delivered to a reasonable standard, it can accept no responsibility for the nature of, and reserves the right to withdraw or change such facilities, services and equipment.

Withdrawal from RHUL ISC

Once a student has arrived in the UK, a minimum of one term’s notice (in writing) is required, or payment in lieu, whether or not the student continues to attend lessons.Students following the English Language Preparation courses are enrolled to progress on to the academic programme assuming a satisfactory level of English has been obtained. The student must therefore give the standard term’s notice if they do not wish to progress further at the RHUL ISC.If withdrawal is due to refusal of a visa extension then less notice may be accepted (at the RHUL ISC’s discretion) as long as full written details are provided before a course recommences.Where withdrawal is due to illness, if the student has taken out the comprehensive StudyCare plan insurance scheme (details of which are available on request), subject to the terms of the scheme the student may be able to claim a refund.Notice of withdrawal must be given in writing and is effective from the date it is received by the RHUL ISC. Enrolment is for the RHUL ISC only and is non-transferable.

Withdrawal/variation of degree programmes

If, after a RHUL ISC applicant has indicated an intention to progress onto a particular degree programme, but prior to the student completing the RHUL ISC programme, and the University discontinues the nominated degree programme, the student may either: (1) withdraw without liability for fees other than the fee liability for the RHUL ISC programme, or (2) transfer to such other programme (if any) as may be offered by the University for which the student is qualified. If in these circumstances the student wishes to withdraw from the University and enrols in a course at a different university, the University shall use its reasonable endeavours to assist the student.

Enrolment conditions for progress to degree programme

Students are required as a condition of enrolment to pay all fees due to the University according to fee status and published fee rates.Enrolment also entails the student’s agreement to abide by the provisions of the University.The provision of a facility or service may attract an additional charge (i.e.: separate from tuition fees). The University will make this clear in advance. If a student contracts voluntarily to receive an extra facility or service from the University, but subsequently fails to pay all or part of the agreed charge, the University maintains the right to withdraw the service and to recoup the outstanding charge.

Accounts procedures

Payments

Payment can be made to the ISC using a number of payment options via our PayOnline platform. Access to this platform can be found on How to Pay page using your unique student access code.
Certain payment options will carry a processing fee of 2.5%. We reserve the right to alter this charge from time to time.

Please note that we are NOT able to accept cash payments for fees. Cash payments may only be made to cover sundry charges as set out below. 

If you choose to pay in your local currency a foreign exchange rate will apply. The applicable exchange rate can be viewed online as at the time and date of the payment. Bank charges and commission for both the sending and receiving banks should be paid by the sender of funds or they will be applied to the student’s account.
Accounts communications will be sent both to the person responsible for paying the fees and to the student unless written instructions are received to the contrary.

Sundry Charges

Any incidental costs incurred on behalf of the student will be charged to their account, for example taxi charges, fax costs, field trips, text books and vacation accommodation.

Refunds

Refunds will only be made to the person responsible for the fees unless written authorisation is provided to the contrary from that person. Refunds will be made within 90 days of the end of the relevant term.

Refunds are made after calculating any damages or disbursements due, or any other incidental fees or charges. Should the applicant decide not to pursue their place on the course after a CAS has been issued, no monies will be refunded.

Accommodation

Provision of Accommodation

Applicants who firmly accept an offer of a place and who complete the relevant accommodation application procedure by the published accommodation deadlines will be housed.

If you miss your start date for any reason, we reserve the right to change your accommodation. If you ask us to arrange accommodation for you, you agree that we may refer your request to a third party accommodation provider with whom we may share your personal information (such parties to include, but not be limited to, student.com). You further agree that such party may contact you directly in relation to accommodation.

Length of Tenancy

Students taking up accommodation will be required to sign a tenancy agreement for a period which may include the Christmas and Easter vacations, if these fall between the start and end dates of their course. Students starting their course in January in certain types of housing may be asked to move to alternative accommodation for July and August.

Rent

Rents vary according to the type of accommodation offered. Rent is due as per the accommodation terms and conditions and students can choose to pay in the following ways:

(a) the full amount in advance; (b) in instalments.

Room swaps and terminating a tenancy

Although we do our best to allocate students to their preferred choice of accommodation, it is not possible to meet everyone’s needs. The stock of accommodation is varied and some areas are more popular than others. If a student is unhappy with his or her room allocation, there is normally an opportunity to swap later on. An administration fee will be charged for any room changes. If a student decides to move out of their accommodation for any reason, he or she will be asked to pay a termination fee and will be liable for rent until another acceptable student is found to take the room. Vacation accommodation is available on request. The appropriate fee will be added to the student’s account.

Behaviour in residences

All residents are expected to behave in accordance with commonly accepted rules of good behaviour and to abide by the clauses in the tenancy agreement. All students will also be required to abide by and submit to the procedures of the University’s or housing provider’s disciplinary rules and regulations as amended from time to time.

Residents may be subject to disciplinary action and/or legal possession proceedings if they breach the terms of their tenancy agreement.

Publicity

The student (and, where applicable, his or her parent or guardian):

(i) agrees that the student's photographs, videos, artwork or other works, as well as recorded or written testimonials and details of the student's achievements ("Student Images and Testimonials") may be used by Study Group, or by a third party agent of Study Group, worldwide for promotional purposes including in its printed and online marketing materials and on any social media network without further consent or notification; and

(ii) gives consent to Study Group storing, or transferring across international borders, copies of the Student Images and Testimonials for such purposes.

Data protection

Any information provided to Study Group/Royal Holloway University of London International Study Centre may be held on computer and shall be used by Royal Holloway University of London International Study Centre in accordance with UK Data Protection law. Information provided to Royal Holloway University of London International Study Centre is held and processed for the purpose of administering your application, and we may share your information with Study Group's offices around the world. This information may be carried forward to your official student record, which holds data in electronic and paper form on your personal details, academic and administrative history and on relevant financial transactions. Royal Holloway University of London International Study Centre may disclose appropriate personal data and sensitive personal (each as defined in the Data Protection Act 1998) to third parties outside of the International Study Centre including, but not limited to, your agent, sponsor, any third party accommodation provider to whom we may make a referral (including, but not limited to, student.com) or the University, where there is legitimate need or obligation, during or after your period of study. This personal data may include data such as your performance, progress and examination results at Royal Holloway University of London International Study Centre. We will not disclose information about you to any other third parties without your permission unless there are exceptional circumstances, such as when the health and safety of yourself or others is at risk or where the law requires information to be passed on. Once you progress to a degree programme, the University is required to provide information to UK agencies including the Higher Education Statistics Agency. After you leave, the parts of your student record which the University needs to retain will be archived. Information may also be shared with the University for the purpose of managing our relationship with you as an alumnus. Other information will be destroyed. Throughout, your personal data will be held in accordance with current UK data protection law.


Liability

Any reference in these terms to liability of students shall also infer liability on the financial sponsor of the student, and such liability is joint and several.

Variation

No variation to these conditions is valid unless agreed in writing by the

Principal, ISCs provided always that the RHUL ISC reserves the right to make any addition, amendment or alteration to these coditions upon giving one term’s written notice of such change to all affected students.

UK government bodies

RHUL ISC is obliged to report, on request, visa status, attendance records and UK contact details to relevant UK government bodies. Study at the RHUL ISC is conditional upon Students complying with all policies of UK government bodies at all times. A student wishing to continue their studies in the UK after studying at the RHUL ISC may need to reapply for a visa from outside the UK and should check UKVI policy guidance from time to time as to whether this applies.

Complaints

It is recognised that students., their parents or their representatives may sometimes need to make a complaint about the services received during the application and admissions process. Study Group has a complaints services for this purpose. If you wish to make a complaint, in the first instance you should refer the issue to your Study Group Admissions contact who will discuss  the problem with you and attempt to make things right. If we are not able to resolve an issue in this way, you can then formally raise a complaint by email to UKEUISCQUERIES@studygroup.com*. Please include the following information in your email:

·         State explicitly that you wish to make a formal complaint

·         Include your name and student identification number or Admissions case number

·         Give a general description of the complaint and the dates on which any events occurred

·         Provide the names or positions of any members of staff or third parties directly relevant to the complaint

 

We will acknowledge receipt of your complaint within 48 hours, and we aim to formally respond within 5 working days.

Communication

Please supply the RHUL ISC with personal e-mail addresses and mobile telephone numbers prior to arrival, in order that communication, to include transmission of student reports, may be maintained at all times. Please also advise of any changes as they occur.

These Terms and Conditions apply to all bookings commencing after May 2014