Terms and Conditions

Important: Please ensure you read these Terms and Conditions carefully and understand them before signing your final acceptance of a place at Heriot-Watt University International Study Centre (herein referred to as HWUISC). These 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, prospectus or other document given by one party to the other concerning such subject matter. By signing these Terms and Conditions you give permission for your son/daughter to participate in outings arranged by the HWUISC.

The HWUISC is administered and taught by a Study Group company, Bellerbys Educational Services Limited from Brighton.

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 consisting of £500 fees in advance and a security/disbursements deposit of £500. This 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 28 days of completion of the final term less any deductions made for any amount outstanding at that time. No other refunds will be made. All payments are refundable in the event that a student is unable to meet visa entry requirements, subject to receipt of an official visa rejection letter.

All offers are made subject to availability. To hold your place until the fee deadline, we need to receive your confirmation payment, together with any accommodation confirmation payment that may be required. To secure your place, we need to receive fees as per terms and conditions. Non payment by the fee deadline may put your place at risk.

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

The following charges apply for courses cancelled before arrival in the UK where visa entry requirements have been met:

8 weeks or more before commencement: cancellation fee of £500
Less than 8 weeks before commencement: cancellation fee of £1,000

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

HWUISC tuition fees

Fees are payable termly to the HWUISC, one month before term starts. Termly payment will be subject to any increase in tuition or acommodation fees which may be announced during the course. Admission to classes is dependent on fees having been received by HWUISC.

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. The course fees, which are payable termly, include a charge of £1,000 in respect of the cost of admission to and registration at the HWUISC.

If payments become overdue, the HWUISC 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 Barclays 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

The HWUISC may give one term's written notice to either change or end a course without refund in the event of any circumstance arising or occurring which the HWUISC at its reasonable discretion deems to necessitate such action.

Academic criteria

Students who do not yet meet University criteria for English Language will be expected to take an appropriate English Language course at the HWUISC.

Students are accepted into the HWUISC on the strict understanding that progression through the course is conditional upon satisfactory attendance and successful attainment of prescribed performance targets. Students are formally assessed at least twice a year. The assessment will take into consideration:

Course work
Internal examination results
Attendance
Effort in class and in homework

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 HWUISC without refund.

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, which are non-refundable.

Personal belongings and contents insurance

While the University takes all reasonable precautions to ensure the safety and security of students on the campus and in University-managed accommodation, the University 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 a result of theft, fire, flood, computer virus or any cause relating to University computing facilities, or any other cause, except where such loss or damage is caused by the University’s negligence.

The University does not 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.

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 Service, or the Students’ Association). 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 HWUISC

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 HWUISC.

If withdrawal is due to refusal of a visa extension then less notice may be accepted (at HWUISC'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 insurance scheme, 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 HWUISC. Enrolment is for the HWUISC only and is non-transferable.

Withdrawal/variation of degree programmes

If, after a HWUISC applicant has indicated an intention to progress onto a particular degree programme, but prior to the student completing a HWUISC academic programme, the University discontinues the nominated degree programme, the student may either: (1) withdraw without liability for fees other than the fee liability for the HWUISC 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 to enrol in a course at a different University, the University shall use its reasonable endeavours to assist the student.

Once the student has commenced the first term of degree-level study, if:

the University’s ability to deliver programmes or other services in accordance with the descriptions provided is compromised by circumstances beyond the control of the University (e.g. third party industrial action), the University will use all reasonable endeavours to minimise disruption as far as it is practical to do so;
the programme is cancelled or substantially varied from that described in the prospectus for reasons other than circumstances beyond the University's reasonable control, the University will use reasonable endeavours to provide a suitable replacement programme, but cannot guarantee to do so. If the student does not wish to accept the replacement programme, the student shall be entitled to withdraw from the programme. In the event of such withdrawal the University shall make an appropriate refund of tuition fees. Depending on the point at which the withdrawal takes place, the University reserves the right to retain fees or charges to cover the tuition or services which the student has actually received.

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 observe the current Charter, Statutes, Ordinances and Regulations of the University and to comply with such other rules which the University may make for its students from time to time (view current versions).

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 HWUISC by cheque, Sterling bank draft, telegraphic transfer or credit card. Please ensure that the student's name and customer reference are always included on the transfer document, indicating that the transfer is in respect of fees. 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. Payment by credit card is subject to a surcharge of 2%. Payment by debit card is subject to a surcharge of £1. 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 28 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.

Accommodation

Provision of accommodation

The University guarantees University-managed accommodation to applicants who firmly accept an offer of a place on an academic programme and who send in a completed Accommodation Application Form by the published accommodation deadlines.

Length of Tenancy

Students taking up accommodation with the University will be required to sign an occupancy 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 University accommodation during June, July and August (this will be made clear at the point that you sign the occupancy agreement).

Rent

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

the full amount in advance
in three equal instalments

Conditions of occupancy

All students are expected to abide by the Terms and Conditions of Occupancy for University accommodation, which will be sent to you at the time an offer is made. You can also download the accommodation guidance booklet (pdf file, 250kB).

Terminating a tenancy

If a student wishes to withdraw from University accommodation for any reason he or she will be required to pay a termination fee and will remain liable for rent until another acceptable student can be found to take over their room.

Behaviour in University residences

All residents are expected to behave in accordance with commonly accepted rules of good behaviour and to abide by the Residences Regulations. A copy of the current regulations is available on request from the University. You will also be required to undertake to abide by the Code of Student Discipline Ordinance 9 (download Heriot-Watt University Ordinances pdf file, 500kB).

Breakages

Students are responsible for payment for any damage caused by them to HWUISC/University property, including fixtures and fittings in University-managed 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.

Publicity

Students agree that the students' images and sound, details and achievements may be used for promotional purposes without written consent or notification.

Data Protection

Any information provided to HWUISC may be held on computer and shall be used by the HWUISC in accordance with its Data Protection registration and the UK Data Protection law. Information provided to HWUISC is held and processed for the purpose of administering your application, and 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. 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. Some information will also be processed 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 parents or guardian of the student, and such liability is joint and several.

Variation

No variation to these conditions is valid unless agreed in writing by the Course Director provided always that the HWUISC reserves the right to make any addition, amendment or alteration to these conditions upon giving one term's written notice of such change to all affected parents, guardians and students.

UK Government Bodies

HWUISC is obliged to report, on request, visa status, attendance records and UK contact details to relevant UK government bodies.

Communications

Please supply the HWUISC 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.

International Study Centre