These terms together with those terms contained in the offer letter (together the “Terms and Conditions”) set out the
contractual terms which apply between New College Group (“NCG”) and students (“Students”) in relation to the English
language courses and/or academic programmes and any other NCG courses (the “Course”).
Once an enrolment is accepted by NCG, these Terms and Conditions become legally binding. All students agree to be bound by
the regulations, policies and procedures of NCG (paper copies are available on request).
For the purposes of the Terms and Conditions, any reference to NCG includes the following entities i.e. NCG (Manchester) Ltd,
NCG (Liverpool) Ltd, NCG Summer School Ltd.
1. Under-18 Students
1.2 When a Student is under 18 years of age at the start of their course at NCG, their parents or legal guardians must sign a
parental consent form. Confirmation documents will not be issued and the student will not be accepted on to a course
unless the parental consent form is returned signed.
1.3 In case of Students who are under 18 years of age, any reference in these Terms and Conditions to liability of Students shall
also infer liability on the parents or guardian of the Student and such liability is joint and several.
2. Booking & Payment of Fees
2.2 The tuition fee for your course will be as stated in the invoice you received from NCG.
2.3 Students and their parents or guardians or their agents/representatives, agree to pay the tuition fees and all other charges
applicable for the course. It is understood and agreed that failure to do so may result in withdrawal from the course and
cancellation of the enrolment.
2.4 In order to register for your course, you must comply with the payment terms stated in your invoice. NCG cannot issue any
visa documents until initial payment is made.
2.5 Airport transfers or accommodation will only be confirmed if all payment terms are met and proof of successful visa
application has been provided to NCG. NCG cannot guarantee these services if terms are met less than 72 hours ahead of
arrival in the UK and accommodation check-in.
3.2 The company reserves the right to change details of its advertised services, courses, facilities and course dates where
circumstances beyond the company’s control necessitate such changes or where the number of enrolments is not enough
to operate a course viably.
3.3 In the unlikely event that NCG is unable to deliver your course in full, you may be offered enrolment on a suitable
alternative course at no extra cost. You have the right to choose whether you would prefer to cancel the course (terms and
conditions apply), or to accept a place on another course. A minimum of eight students are required for English Language
courses to run. If there are fewer than eight students, alternative arrangements may be made. This may mean reduced
hours, or the class may be merged with another class.
4. Course Entry Requirements
4.2 All courses at NCG have entry requirements including minimum age and language level – see each course for details.
4.3 If any information provided in the application is incorrect, NCG reserve the rights to make the necessary changes to the
students’ enrolment at the students’ expense and if necessary, ask the students to leave their course and accommodation
without any refunds.
5. Booking Changes
5.2 Booking changes are subject to change fees as listed on the current pricelist.
5.3 Notification of change to, or cancellation of, airport transfers must be sent to firstname.lastname@example.org at least 72
hours prior to the designated arrival time. If notice is not received, full charges will apply.
6. Student Cancellation and Refund policy
6.2 Course bookings and accommodation fees will be treated separately.
6.3 Refunds can only be made to the same bank account or credit card from which original payment was received.
Cancellation fees before arrival:
6.4 Notice of any cancellation must be made by email to email@example.com. Failure to provide email
notification will lead to full charges being made.
6.5 For non-visa nationals, if a course booking is cancelled before arrival, a refund will be made less a £100/€100 administration
fee which will be charged. EU students right to cancel in accordance with Consumer Contracts Regulations is not affected.
6.6 For visa nationals, if a course booking is cancelled due to visa refusal, and an official visa refusal letter is provided, a refund will be made less a £200/€200 administration fee. Where no visa refusal letter is provided, no refund will be made. Where we receive this evidence, the refund will be paid to you within four weeks of your providing us with bank details and signed authorisation that the refund should be paid to that account. NCG must be informed the visa has been refused at least 72 hours before course start date to receive a refund. If the visa refusal was due to the applicant providing misleading or false documents to the embassy NCG reserves the right to withhold all payments received
6.7 If accommodation is cancelled 14 days or less before arrival, including “no shows”, 4 weeks (or the full amount if the
booking is for less than 4 weeks) of accommodation will be charged as applicable.
6.8 Some accommodation options may have alternative cancellations charges which will be communicated at the time of
Postponing start dates
6.9 Any postponing of start dates will be considered on a case by case basis and is subject to availability. Where rebooking is not
possible cancellation terms as above will apply.
6.10 Any change to booked and confirmed accommodation dates made with less than 14 days’ notice will be treated as
cancellation and rebooking charges will apply.
Cancellation fees after arrival:
6.11 When a student commences a course they are expected to complete that course as stipulated in their offer letter. In the
event that a student withdraws from a course, no refunds will be made in the following cases:
– A student decides to withdraw or leave early from their course programme;
– A student is withdrawn from a course due to poor attendance or poor academic progress;
– A student breaches the code of conduct resulting in expulsion.
6.12 In exceptional circumstances refunds of the remaining tuition fees can be agreed at the discretion of NCG. An exceptional
circumstance is a considered to be a serious personal accident, injury or critical illness requiring long term medical care of
student or close family member. Bereavement of close family member can also be considered. Close family members are
regarded as parent, spouse/partner, child, brother or sister.
Homestay and Residential Accommodation
6.13 Students leaving accommodation must give at least four weeks’ notice in writing on the first Monday of the four week
period. Students will be refunded for any additional accommodation fees paid that exceed the four week period.
Application for a Refund
6.14 Students can raise any general refund enquiries at NCG reception or administrative office. Students who wish to claim must
complete a Refund Application Form which is available at reception or by emailing firstname.lastname@example.org.
6.15 Students must read and complete the form, fully enclosing all official evidence supporting their request. Failure to do this
will lead to the request being declined and the student obliged to re-apply and re-submit another form.
6.16 The completed refund form must be either handed to reception or submitted by post/email.
Refund forms can be sent to the following address:
New College Group, Finance Office, 9 Portland Street (entrance on Aytoun Street), Manchester, United Kingdom M1 3BE.
Email to: email@example.com
6.17 Notice of course cancellation must be made in writing by email to firstname.lastname@example.org.
6.18 If NCG do not receive notice of course cancellation by email within timeframes described above, no refund will be offered.
6.19 In addition to the reasons stated above, no refunds will be made in the following circumstances:
– Visa nationals who successfully obtain a visa based on our sponsorship or fail to provide an official visa refusal
– The visa application is withdrawn by the student. In exceptional circumstances, refunds of the tuition fees/deposit
can be agreed at the discretion of NCG.
– The student is found to be in breach of UKVI regulations or is asked to leave the country by the UKVI.
6.20 If refunds are made outside the EU there will be a £20/€20 bank charge applied.
6.21 Right to Cancel: In accordance with the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations
2013, in the event of a distance contract, students can cancel a course booking at any time during the period up to 14 days
from the date the booking is confirmed by NCG. If notice of cancellation is received within 14 days, NCG will provide a full
refund of all tuition fees received (or, if the course has already started, a refund equivalent to the unused portion of the
course) within 14 days of receipt of the notification or cancellation. Note: this option applies to course fees only and does
not apply to accommodation and transfer services.
7. Group Bookings
7.2 NCG considers a booking to be a group if more than one student is included on a single invoice.
7.3 For group bookings, the following cancellation terms apply:
– Less than 30 days notice – 100% of total price
– Less than 60 days notice – 50% of total price
– Initial deposit is non-refundable
7.4 NCG reserves the right to refuse enrolment to any student who does not meet the minimum or maximum age requirements
advertised on the NCG website and brochure.
8. UK Visas & Compliance (courses booked in UK only)
8.2 It is the responsibility of the student to obtain a visa entry to study in the UK where required.
8.3 Students should consult the British Embassy or High Commission in their home country and refer to information on the UKVI
website at gov.uk/browse/visas-immigration/student-visas
8.4 NCG is committed to compliance with UKVI requirements and will pass on any information in accordance with its
responsibilities on student attendance and contact details.
8.5 Students are required to immediately report to NCG any changes in their contact details (address, telephone, mobile
number, email address) and/or changes in their circumstances affecting their immigration status and their permission to
stay in the UK.
8.6 There are restrictions on students from outside the EEA working in the UK. Details can be found on the UKVI website. Any
student found to be working in contravention of these restrictions will be reported to the UKVI and asked to leave the
9. Ireland Visas & Compliance (courses booked in Republic of Ireland only)
9.2 It is the responsibility of the student to obtain a visa to enter the Republic of Ireland if required.
9.3 Students should consult the Irish naturalisation and Immigration Services section of the Department of Justice website prior
to travelling to Ireland: http://www.inis.gov.ie/en/INIS/Pages/Irish%20Visa%20Information
9.4 It is the responsibility of the student submit the required documentation for their study visa application. Information can be
found on the INIS website: http://www.inis.gov.ie/en/INIS/Pages/Study
9.5 It is the student’s responsibility to make an appointment at the immigration office to obtain the study visa, by visiting:
9.6 Students are required to maintain a level of 85% attendance at all times in accordance with the INIS and ILEP regulations.
NCG is committed to compliance with INIS and ILEP requirements and will pass on any information in accordance with its
responsibilities on student attendance and contact details.
9.7 Students are required to immediately report to NCG any changes in their contact details (address, telephone, mobile
number, email address) and/or changes in their circumstances affecting their immigration status and their permission to
stay in the Republic of Ireland.
9.8 There are restrictions on students from outside the EEA working in the Republic of Ireland. Details can be found on the INIS
website http://www.inis.gov.ie/en/INIS/Pages/registration-stamps#stamp2. Any student found to be working in
contravention of these restrictions will be reported to the INIS and asked to leave the College.
10. Holidays and Public Holidays
10.2 Public Holidays: See NCG pricelist on website for a list of public holidays.
10.3 No Holidays are allowed for bookings of less than 12 weeks.
10.4 Holidays must be taken from Monday to Friday inclusive. NCG cannot grant holidays for less than 5 consecutive days.
10.5 Students cannot take holidays until they have completed 12 weeks of study. Holidays must be booked in accordance with
visa requirements and the college’s attendance policy.
10.6 The College will be closed on public holidays and over the Christmas period. No price reductions will be given for reduced
classes due to public holidays.
10.7 Please see our price list for details of any seasonal supplements that may apply.
11. Medical and Accident Insurance & Medical Treatment
11.2 Every Student must have appropriate insurance. NCG recommends that all students take out travel/student insurance which
is tailored to the needs of international students.
11.3 Purchase of insurance from NCG is mandatory for students under the age of 18 unless evidence of alternative insurance is
provided at time of booking. In the Republic of Ireland, private medical insurance is mandatory for students of all ages who
obtain a study visa.
11.4 Acceptance by the Student (or by his/her parent or legal guardian if the Student is under 18) of a place at NCG indicates that
the Student (or parent/ legal guardian if the Student is under 18) gives permission for the administration of emergency first
aid by appropriately trained staff if and when required. NCG staff are not allowed to administer any prescription or nonprescription medicine, but will promptly seek or recommend that the Student seeks medical, dental or optical treatment if
and when required.
12.2 NCG and its staff and representatives will not be liable for loss, damage or injury to persons or property howsoever caused,
except where liability is expressly imposed by law.
12.3 NCG will not be liable in the event of any service contracted by NCG becoming impossible to supply for any reason or any
cause outside our control.
12.4 Students will be liable for any damage to the property or facilities of NCG or accommodation providers (homestay or
residential) and will be required to compensate NCG or the accommodation provider against any loss.
12.5 Students will be liable for any harm caused to another student, member of NCG staff or external staff contracted to provide
services on behalf of NCG (e.g. social activity providers) and will compensate NCG accordingly.
13. Valid Prices
13.2 NCG reserves the right to change prices without notice.
14. Courses at NCG
14.2 NCG reserves the right to change or cancel an advertised course.
14.3 NCG reserves the right to use off-site classrooms of a suitable standard.
14.4 In the event of a course being cancelled by NCG, the student will be offered an alternative course and/or course dates. If the
student chooses not to accept this alternative, in cases where the course has not already started, they will receive a full
refund for the course and accommodation booked through NCG. If the student has already started the course, they will
receive a refund covering the remaining period of the course. If accommodation has been booked through NCG, the
student will receive an accommodation refund calculated from the Sunday following the effective date of course
cancellation through to the end of the accommodation booking.
14.5 NCG reserves the right to change student timetables as required.
14.6 NCG monitors students’ progression and places students in classes appropriate for their language level. Progression to
another level is at the discretion of NCG based on their assessments.
14.7 In order for students to obtain a certificate for the completion of their course, students must obtain an average attendance
rate of 80% or above by the end of their course.
15. Expulsion and Suspension
15.2 A reasonable standard of conduct is expected on all programmes. A student may be suspended or expelled without refund
in case of illegal, anti-social or dangerous behaviour. We will not accept:
– Poor attendance (lower than 80%);
– Disrespect to members of NCG staff, homestay hosts, staff of a residential accommodation provider or other
– Foul, inappropriate or abusive language, violence, intimidating or insulting behaviour, bullying, any form of
discrimination (including based on race, gender, religious beliefs or sexual orientation); or
– Any other act or behaviour that does or may bring NCG into disrepute or cause any harm or suffering to staff, other
students or members of the public.
15.3 If a student has unacceptable conduct, we may expel them. We may also take any further action we think is appropriate
including informing the appropriate Immigration Authorities, their parent(s) or guardian (if they are under 18 years of age)
or their course sponsor.
15.4 In the event of expulsion due to inappropriate conduct, there will be no refund of fees and any outstanding fees will
become payable immediately.
15.5 NCG reserves the right to expel a student if an NCG provider is unwilling to continue working with a student.
16.2 By submitting an application to NCG, the Student agrees to the storage of their personal details, including sensitive personal
data, in NCG’s administrative systems, whether on paper, computer or any other medium and to the usage of that
information for NCG’s purposes only.
16.3 We process personal information to enable us to provide education and training, welfare, safety and educational support
services, to administer school property, to maintain our own accounts and records, for administration and the organisation
of events. Our processing also includes the use of CCTV to maintain the security of the premises and for preventing and
16.4 Personal information about Students processed by NCG will include their full name, contact details and, where appropriate,
those of their parents, guardian, agent or sponsor. We will also keep data about their education, health, welfare,
accommodation, travel, passport/national ID, visa, finances and fees.
16.5 We will keep this information secure at all times as necessary to run our business, deliver their education and ensure their
welfare and safety.
16.6 We will sometimes need to share the personal information we process with other organisations in the UK or overseas. We
will only share all or part of a Student’s personal information when:
– It is necessary for the provision of services involving external suppliers (e.g. accommodation, transfer, etc.).
– It is legally required or lawful to do so.
– In the event of a medical emergency if it is necessary to protect their health or the health of others.
16.7 The student consents to their personal data being stored, processed and shared by NCG in this way. They consent to their
sensitive personal data including health, welfare, nationality, ethnicity, religious and other data being stored, processed and
shared by NCG.
16.8 Students agree that copies of their regular reports on their academic progress and performance (including attendance and
absence records) can be supplied to parents, sponsors or agents without prior notification.
16.9 On the first day of the student’s Course, they must give us their passport (or ID Card if they are resident in the EU/EEA). We
will copy it and return the original to them.
16.10 We will ask the student to provide us with certain personal information. It is the student’s responsibility to advise NCG
of any amendments to that information while they are enrolled with NCG.
16.11 We may take photographs and films of students for promotional and marketing purposes (printed and online) without
written consent or notification. Students, and their parents or guardians where applicable, must let us know if they do not
wish to be photographed or filmed.
16.12 NCG will process and share personal information provided by Students in accordance with the Data Protection Act 2018
and any other applicable data protection legislation.
17. Force Majeure
17.2 We are not responsible for any events outside our reasonable control which may cause the closure of part or all of the
School and the cancellation of any classes, courses or other services or materials we provide. Events outside our reasonable
control may include, without limitation, war, riot, civil strife, industrial dispute, terrorist activity, disaster, storm or other
extreme weather conditions, flood, plague and infectious disease.
18. Third Party Bookings
All students are bound by these terms and conditions regardless of whether it was booked directly with NCG or via any
other third party.
19. Equal Opportunities
19.2 NCG operates an equal opportunities policy. It aims to ensure that no applicant will receive less favourable treatment on
the grounds of age, sex, marital status, disability, race, nationality, ethnic origin, sexual orientation, or political or religious
20. Complaints Policy
20.2 For complaints, please refer to the complaints policy at http://www.newcollegegroup.com/college-policies/.
21. Governing law and jurisdiction
21.2 For courses in the United Kingdom, relevant United Kingdom law will apply to these Terms and Conditions and the relevant
courts of the United Kingdom will have exclusive jurisdiction in relation to these Terms and Conditions.
21.3 For courses booked in the Republic of Ireland, relevant Irish law will apply to these Terms and Conditions and the relevant
courts of Ireland will have exclusive jurisdiction in relation to these Terms and Conditions.
NCG reserves the right to change these terms and conditions in line with changes in legislation.
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