Booking Terms & Conditions for BIC Courses
Applicants for full-time study will only be considered as candidates for admission to Bristol International College (hereafter referred to as “the College”) once a completed and signed Registration Form has been submitted to the Director of Admissions along with payment of the non-refundable Registration Fee, copies of the applicant’s recent school reports and a character reference from their current school. A copy of the applicant’s passport and birth certificate must be provided at the time of registration.
Admission to the College is based on the availability of a place and the applicant satisfying the College’s admissions requirements and procedures. The Offer of a place at the College will be confirmed in writing by the Director of Admissions. To secure a place, a completed and signed Acceptance Form along with payment of the Deposit must be returned as per the instructions in the Offer letter, normally three weeks from the date of the Offer letter.
The Medical Questionnaire, Guardianship (if under 18 years of age) and Travel Form must be returned to the College before a student’s arrival at the College.
A Deposit is payable on Acceptance of a place on one of the College’s courses. The Deposit amount is stated on the relevant Fees List for each of the College’s courses. This Deposit must be paid to the College no later than three weeks after the receipt of the College’s Offer and invoice in order to guarantee a place on that particular course. If a student does not take up the place on the chosen course without reasonable justification (e.g. a doctor’s letter), the Deposit will not be refunded.
The Deposit must be paid in full (net of any bank transaction charges) on Acceptance of a place and within three weeks of the date of the Offer letter and invoice. The Course Fees are invoiced in two stages and are must be paid in full (net of any bank transaction charges) by June 1st and January 1st respectively. In the case of late applications, both the Deposit and the Course Fee must be paid within three weeks of the date of the Offer letter and invoice. Please note that no student will be permitted to start a Course until the Deposit and any Course Fees due have been paid in full. The College reserves the right to request additional documentation relating to payment of Fees where required. The payor’s bank should be instructed to pay all charges including those for the College’s bank. Acceptance and entrance to the College and its courses constitutes a contract to pay all Fees and associated charges due.
All students are admitted to the College on the basis that they will attend the College for the duration of their chosen course. As such, should a student request to leave early, any refund is at the discretion of the College and will only be considered in exceptional circumstances.
Any additional activities or services requested by the parents for a student that are not covered by the Fees (see Fees List for what is included in the Course Fees), will be charged termly to the student. The cost of the additional activity or service will be communicated in writing before the commencement of the activity or service. The College will require a minimum of 48 hours’ notice in writing to cancel an additional activity or service or such other notice period as communicated in writing from time to time depending on the activity. If notice is not given in writing within the notice period, the activity or service will be charged to the student’s account. The College will require four weeks’ notice to cancel a set of activities. If such notice is not given, the activities will be charge to a student’s account.
Cancellation or Withdrawal
If parents cancel their Acceptance of a place for their child less than 12 weeks before the start of the term or entry date, or the student does not join the College after a place has been accepted but not cancelled, then the full fees will be payable. Cases of serious illness or other extenuating circumstances may receive special consideration on written request.
Fees are not refunded if a student is asked to leave the College because of unsatisfactory behaviour or work. Any additional costs associated with an early withdrawal will be charged to the student’s account.
If a student cancels their course after accepting a place more than 12 weeks in advance of the course start date, then any Fees paid will be refunded, less the Deposit which will not be refunded.
Students will be accommodated by the College in a building leased and managed by the College and staffed by members of College staff. Students are responsible for any damage caused by them to the property itself or any item in the property. The College reserves the right to recover costs for any damages incurred.
All students are expected to arrive before 18:00 on the official Arrival Day and leave before 14.00 on Departure Day each term. The College has no half term holidays and no fixed exeat weekends, although parents may take students out of College at weekends, by prior arrangement.
Absence from the College at other times can only be authorised for academic purposes – e.g. to visit universities for interviews, for medical reasons or due to important family issues, in which case parents should contact the Principal well in advance so that the absence can be authorised. In particular, holidays during term time cannot be authorised.
Parents and guardians should note that the College is required to maintain records of all absences, authorised and unauthorised, for the Department for Education (DfE) and UK Visas & Immigration (UKVI). The College is required to report to UKVI any non-arrivals, unauthorised absences of more than ten consecutive days or any students who depart from their course early.
The College seeks to foster good relationships between members of staff, between the students themselves and between members of staff and students. Bullying, harassment, victimisation and discrimination are not tolerated. The College’s Anti Bullying Policy is available on the College website.
The College will do all that is reasonable to safeguard and promote the welfare of all students and to provide pastoral care to at least the standard required by law and often to a much higher standard. The College attaches great importance to courtesy, integrity, good manners, good discipline and respect for the needs and property of others.
By accepting a place, parents accept the authority of the Principal and of other members of staff on the Principal’s behalf to take all reasonable disciplinary or preventative action to safeguard and promote the welfare of each student and the College community as a whole.
All students attending the College are required to abide by the College Behaviour Policy. The sanctions that may be imposed include detention, formal warning, suspension and expulsion. The College reserves the right to amend the College rules and Behaviour Policy as it sees fit from time to time. A copy of the Behaviour Policy is available on the College website. Drugs, alcohol, vaping and tobacco are strictly forbidden. The College may carry out alcohol and/or drugs testing where involvement with alcohol or drugs is suspected. The parents will be informed before a drugs test is carried out.
The College reserves the right (subject to Data Protection and other legislation) to monitor the students’ email communications and internet use and compliance with acceptable use practices whilst at the College or its accommodation.
Students are responsible for the security and safe use of all their personal property and are, therefore, advised not to keep more than £20 in cash on their person in College. Facilities exist for money to be deposited with the College, and it is the policy of the College to encourage a sense of responsibility and appreciation for the value of money among all students.
Suspension and Expulsion
The College reserves the right to suspend or expel a student whose behaviour is counter to the College Behaviour Policy. Suspension and expulsion are at the sole discretion of the Principal whose decision is final.
If a student is suspended or expelled, there will be no refund of Fees; any additional costs incurred will be passed to the parent or guardian for immediate settlement.
Where the course price includes insurance, the student attending the College will be covered by the College’s Travel, Medical and Personal Insurance. Details of the insurance policy taken out by the College for its students can be found on the College website and it is the responsibility of the student’s parent / guardian to ensure that this represents appropriate cover for the individual circumstances of the student.
The College cannot accept any responsibility for loss or damage of any student’s personal property nor is it responsible for any medical or dental costs incurred by the student during their stay. All students are, therefore, advised not to bring valuable items such as expensive watches or jewellery.
A student’s personal possessions cannot be covered by College insurance. The College does not accept responsibility for any loss or any expense due to delays or changes in public transport, weather, quarantine, sickness, civil disturbance of any other cause.
Welfare and Guardianship
Every full-time student under the age of 18, whose parents are not resident in the United Kingdom is required to have a UK based ‘Guardian’. The Guardian must be over the age of 25 and resident in the UK, they must be able to take responsibility for a student if they are not in the College and/or in the case of an emergency. The College will provide this service according to the description in the Products Schedule. However, parents may choose to nominate a family member or friend living in the UK to act as Guardian. In this case the College will ask for proof of identity, right to live in the UK and proof of address of the Guardian.
Parents must provide the College with full contact details for both parents and/or legal guardians, and any nominated UK Guardians. This includes full addresses, phone numbers, mobile phone numbers and email addresses. This information must be received by the College before the student arrives at the College.
The College reserves the right to appoint a Guardian, should the proposed guardianship arrangements not meet College requirements.
The College must receive a completed Medical Questionnaire for all students before their arrival at the College or vacation course venue. Parents must inform the College in writing of the following, either before or during their course of study.
If the student:
- Develops any medical conditions, health problems or allergy
- Suffers an injury that may affect their ability to fully participate in College activities
- Is unable to take part in games or sporting activities
- Has contact with any infectious disease
The College will register all students staying for more than one term with the local doctor. Any students attending for less than one term will be temporarily registered as required.
The College may at times require a medical certificate or opinion as to the student’s general health. A student of sufficient age and maturity may insist on confidentiality.
Throughout their time at the College, the Principal shall have the right to disclose confidential information about a student if considered to be in the interests of the student or necessary for the protection of other members of the College community. Such information will be given and received on a confidential basis.
The parents authorise the Principal and Head of Boarding to consent on behalf of the parents to the student receiving emergency medical treatment including blood transfusions within the United Kingdom; general anaesthetic and operations under the NHS or at a private hospital where certified by an appropriately qualified person to be necessary for the student’s welfare and if the parents cannot be contacted in time.
If the College so requires (due to a health risk posed by the student to others or vice-versa, or by reason of a virus, pandemic, epidemic or other health risk) the parents will keep the student away from the College (either at home or at a suitable guardian) and not permit them to return to the College until such time the College believes the risk has been averted. The College shall use reasonable endeavours to continue providing education to the student during any such periods, e.g. by sending work assignments. The College can only accept students on the assumption that they are in good health. Upon request, the College reserves the right to remove a student from the College on the grounds of ill health as advised by the College appointed doctor.
Travel and Transport
At the beginning and end of each term the College will arrange a transfer with a driver licensed by the Local Authority from/to Bristol (BRS) or London Heathrow (LHR) airports. Parents must inform the College of their child’s flight details no later than eight weeks prior to the date of travel.
During term time, parents give their consent to their child using public transport (all students will be provided with a public transport travelcard for the duration of their stay and this is included in the course fees) and to being driven in a motor vehicle by a responsible adult who is duly licensed and insured to drive a vehicle of that type.
Depending on individual circumstances, the College may refer parents to an immigration specialist to assist with a student’s visa application. Any associated costs should be paid directly by the parents. Any additional documents requested by the College to support the visa application process must be provided before any supporting documents or CAS will be released by the College.
If the visa application is refused, and depending on the reason for the refusal, Fees paid to the College may be refunded, but the Deposit will not be refunded.
By signing the Registration Form, students and their parents or legal guardians agree that the student’s achievements and College photographs and video may be used for promotional purposes both with the College and a wider audience without giving additional consent or notification. Personal information such as the student’s full name will not be included unless permission has been sought separately. If parents do not wish their child to appear in any of the College’s promotional material, they must make sure that the student knows this, and they must notify the Principal in writing.
By signing the Registration Form, the parents hereby give their consent to personal information (including financial and sensitive personal information) being processed and held electronically for College in-house purposes, in accordance with the Data Protection Act of 2018. Data is processed according to the College Data Protection Policy.
By accepting a place at the College, parents agree to do all they reasonably can to:
- Pay the Fees in full and in a timely manner;
- Ensure the student takes a full part in the activities of the College;
- Ensure the student arrives and departs from the College in accordance with the arrival and departure times specified by the College;
- Ensure that the student works hard, is well behaved and complies with College rules;
- Encourage the student in their studies and give appropriate support at home;
- Keep the College informed of matters affecting the student (including health, family and emotional matters) which the College needs to be aware of;
- Maintain courteous and constructive relationships with College staff;
- Provide cooperation and assistance to the College to enable the student to participate and benefit from the College’s provision of education and extra-curricular activities.
A copy of the College’s Complaints Procedure is available on the College website. The College reserves the right to amend this procedure as it sees fit from time to time.
By signing the Registration Form and Acceptance Form you are agreeing to the College’s Terms and Conditions.
These Terms and Conditions and any contract to which they apply are governed in all respects by English law. The Courts of England and Wales will deal with any dispute, claim or other matter, which arises out of or in connection with such contract.