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These Terms & Conditions apply to participation in programmes organised by Ox-Academic Summer Schools Ltd (“OASST”).
They should be read together with the relevant programme information, offer or acceptance documentation, published fees and payment schedule, and any additional information issued by OASST in relation to the programme.
Where a student’s participation is arranged and paid for through a partner university or other institution, separate contractual arrangements may also exist between OASST and that institution. Students remain responsible for complying with requirements communicated to them by their home institution.
Ox-Academic Summer Schools Ltd is an independent organisation.
OASST programmes may be hosted using facilities belonging to Oxford colleges. OASST has no formal connection with the University of Oxford and participation in an OASST programme does not confer membership, matriculation, registered Visiting Student status, a qualification or academic credit from the University of Oxford.
Where academic credit is available for participation in an OASST programme, recognition and award of that credit is determined by the student’s home institution or partner university.
Admission to an OASST programme is subject to the applicant satisfying the academic and administrative requirements applicable to the programme.
A place is confirmed when the applicant has been formally accepted and the required deposit has been received, or where participation has been confirmed under an agreed arrangement with a partner university.
Students applying through a partner institution may also be required to complete separate application, approval, study-abroad or administrative procedures imposed by their home institution.
Acceptance by OASST does not constitute confirmation that a student has completed their home institution’s requirements or any immigration, insurance or international travel requirements.
Programme fees and payment dates will be stated in the relevant offer, invoice, programme documentation or published fee information.
Payment must be made in accordance with the stated payment schedule.
The programme fee covers only those services and programme elements identified as included in the relevant programme information.
Unless expressly stated otherwise, programme fees do not include international travel, travel to and from Oxford, visas or Electronic Travel Authorisations, insurance, personal expenditure, independent travel or activities, meals not identified as included, or additional airline and baggage costs.
Failure to make payment by the stated deadline may place the student’s participation at risk. Students or partner institutions experiencing a payment difficulty should contact OASST before the relevant payment becomes overdue.
The programme deposit is non-refundable once paid.
Payment of the deposit secures a programme place and enables OASST to make advance financial commitments in respect of accommodation, academic provision, meals, transport, excursions, admissions and other programme services.
If a student withdraws after paying the deposit but before paying the remaining balance, the deposit will not be refunded.
All cancellations must be notified to OASST in writing.
Cancellation takes effect on the date on which written notice is received by OASST.
The following cancellation terms apply:
a. Cancellation after payment of the deposit but before payment of the remaining balance
The deposit is non-refundable.
b. Cancellation after payment of the full programme fee and more than 30 calendar days before the published programme start date
OASST will refund 50% of the total programme fee paid.
c. Cancellation 30 calendar days or fewer before the published programme start date
No refund will be payable.
d. Cancellation after the programme has commenced or failure to attend
No refund will be payable.
These provisions reflect the substantial advance financial commitments made by OASST in providing a student’s programme place, including accommodation, teaching, meals, transport, excursions, admissions and other services.
Programme fees are calculated for participation in the complete programme.
No pro-rata refund will normally be made where a student:
This applies whether or not the relevant service could subsequently be used by another participant.
A programme place is personal to the student who has been accepted and cannot automatically be transferred to another person.
Any proposed substitution requires the prior written approval of OASST and, where applicable, the relevant partner university.
A proposed replacement participant must satisfy the programme’s academic and administrative requirements and have sufficient time to complete all necessary immigration, travel and institutional requirements.
OASST does not guarantee that a substitution will be possible.
Programme places do not automatically transfer or defer to a subsequent year or programme.
Any request for deferral will be considered separately by OASST and, unless expressly agreed otherwise in writing, does not affect the cancellation and refund provisions applying to the existing booking.
Students are strongly advised to obtain appropriate travel and cancellation insurance as soon as their place is confirmed.
Students should consider insurance providing appropriate protection against circumstances that could prevent, delay or interrupt participation, including illness, injury, family emergencies and travel disruption.
It is the student’s responsibility to assess the suitability, exclusions and level of cover provided by any insurance policy.
The existence of circumstances that may be covered by insurance does not alter OASST’s cancellation and refund provisions.
Each student is responsible for establishing and satisfying the immigration and entry requirements applicable to their nationality and individual circumstances.
This includes obtaining, where applicable, a valid passport, visa, Electronic Travel Authorisation (“ETA”) or any other documentation or permission required to travel to and enter the United Kingdom.
Students should establish these requirements promptly following acceptance and allow sufficient time for any necessary applications to be processed.
OASST does not make immigration applications on behalf of students and cannot guarantee that a visa, ETA or other permission to enter the United Kingdom will be issued.
Where reasonably required, OASST may provide confirmation of a student’s accepted programme place, programme dates, accommodation or other relevant programme information.
OASST may issue travel, programme or accommodation confirmation to students before departure.
Such documentation is intended to provide confirmation of the student’s programme and arrangements and may be useful while travelling.
An OASST travel or accommodation confirmation is not a visa, does not constitute immigration permission and does not replace any visa, ETA, passport or other documentation required to enter the United Kingdom.
Students must not rely upon the future issue of an OASST travel confirmation as a substitute for establishing and completing their immigration requirements.
Students must notify OASST as soon as reasonably possible if a visa delay, refusal or other travel or immigration problem may prevent their attendance.
OASST will provide reasonable programme information in support of a student’s arrangements where appropriate but has no control over immigration decisions or processing times.
A visa refusal, visa delay, failure to obtain an ETA or other required documentation, or another inability to enter the United Kingdom does not automatically entitle the student to a refund outside the cancellation provisions contained in these Terms.
Students are therefore strongly encouraged to address immigration requirements promptly and to obtain appropriate insurance.
Students participating through a partner university remain responsible for satisfying any requirements imposed by their home institution.
These may include academic approval, study-abroad registration, immigration procedures, international travel registration, insurance requirements, orientation, safeguarding or other pre-departure requirements.
Nomination, acceptance or payment through a partner university does not necessarily mean that all requirements applicable to the individual student have been completed.
Students should carefully follow communications issued by both their home institution and OASST.
OASST programmes are academic programmes and students are expected to participate fully in the teaching and required academic activities associated with their chosen course.
Academic requirements may include lectures, seminars, tutorials, independent reading, essays, presentations, projects and field-based study.
Students are expected to attend teaching and any excursions, visits or activities identified as required components of their academic programme.
OASST may provide course information, assessment results, Tutorial Reports or other academic documentation following completion of a programme.
OASST does not award University of Oxford academic credit, degrees or qualifications.
Where participation is intended to count towards academic credit, the recognition, allocation and award of that credit remains a matter for the student’s home institution.
Students are responsible for establishing their home institution’s credit arrangements before attending unless these have already been agreed through an institutional partnership.
Programme accommodation is normally available only for the published programme dates.
Unless OASST expressly agrees otherwise in writing, students who arrive before the programme begins or remain after it concludes are responsible for arranging and paying for their own additional accommodation.
Students must comply with the regulations and reasonable requirements applying to any college, residence, hotel or other accommodation used by the programme.
Meal provision varies according to the programme, timetable and accommodation arrangements.
Only meals expressly identified as included in the relevant programme information form part of the programme fee.
Students are responsible for meals during periods identified as free time or otherwise not included within the published programme provision.
Published programmes, timetables and itineraries represent OASST’s intended academic and cultural programme.
OASST may make reasonable changes to timings, tutors, speakers, visits, excursions, accommodation, transport, activities or other programme arrangements where required by operational circumstances or matters outside OASST’s reasonable control.
Where a material programme element becomes unavailable, OASST will seek, where reasonably practicable, to provide an appropriate alternative and maintain the overall academic quality and character of the programme.
Minor or reasonable programme changes do not automatically create an entitlement to a refund.
If OASST is required to cancel a programme before it begins, students and partner institutions will be informed as soon as reasonably practicable.
Any refund or alternative arrangements offered following cancellation by OASST will be determined according to the circumstances of the cancellation and OASST’s legal obligations.
Students should not make non-refundable independent travel arrangements without appropriate insurance.
Nothing in this clause affects any statutory rights that cannot lawfully be excluded or restricted.
Students are expected to behave responsibly and respectfully throughout the programme and to comply with:
Serious misconduct, repeated breaches of programme rules, behaviour that creates a material risk to the student or others, or serious disruption to the programme may result in disciplinary action.
In serious circumstances, OASST may require a student to leave the programme.
A student removed from the programme because of serious misconduct will not normally be entitled to a refund for unused programme services.
Students should notify OASST of relevant accessibility, dietary or other requirements sufficiently in advance of the programme to allow appropriate arrangements to be considered.
Students participating through a partner university should also follow any relevant procedures established by their home institution.
OASST will seek to make reasonable arrangements where practicable, but the availability of particular adjustments may depend upon the facilities, accommodation, transport, venues and third-party services used by the programme.
Students are responsible for providing accurate information during the application and pre-departure process and for notifying OASST of material changes relevant to their participation.
Students should regularly monitor the email address supplied to OASST and, where applicable, communications from their partner university.
OASST may provide important information electronically, including payment information, joining instructions, accommodation details, programme schedules and changes to programme arrangements.
Unless expressly included within a particular programme, students are responsible for arranging and paying for their travel to and from Oxford, including airport transfers.
Students are responsible for allowing sufficient time for their journeys and for complying with the requirements of airlines, transport providers and immigration authorities.
Elements of an OASST programme may be provided by third parties, including colleges, accommodation providers, transport operators, attractions, venues and catering providers.
Students must comply with reasonable conditions and requirements imposed by those providers.
OASST will take reasonable care in selecting and arranging programme services but cannot guarantee that individual third-party services will remain unchanged where circumstances outside OASST’s reasonable control require alternative arrangements.
OASST takes reasonable care to ensure that programme descriptions, dates, fees and other published information are accurate.
Programme information may be updated where arrangements change or additional details become available.
Students should rely upon the most recent information provided by OASST in relation to their programme and contact OASST if clarification is required before making a significant financial or travel commitment.
These Terms & Conditions should be read alongside the programme-specific information supplied to the student or partner institution.
Where programme-specific arrangements expressly vary a general provision contained in these Terms, the specific written arrangement confirmed by OASST will apply to that programme.
Nothing in these Terms & Conditions is intended to exclude or restrict any right or remedy that cannot lawfully be excluded or restricted.
Questions regarding applications, payments, cancellations, programme arrangements or these Terms & Conditions should be directed to OASST using the contact details published on our website.
Cancellation notices should be made in writing and will take effect when received by OASST.
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