Terms & Conditions
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Oxford Scholastica Academy Terms & Conditions
i. ‘Acceptance’ means OSA sends the Student an email confirming the Student has been accepted onto OSA
ii. ‘Application’ means submitting an application on OSA website (www.oxfordscholastica.com) or via the Oxford Scholastica Academy paper application form
iii. ‘Business day’ means Monday to Friday
iv. ‘Campus’ means the accommodation at St Thomas’ Annex, St George’s Annex, Lampl Building, Cherwell House and any facilities hired by OSA
v. ‘Commencement Date’ means the start date of the chosen programme at Summer School.
vi. ‘Contract’ means the legally binding arrangement that OSA enters in to with the Student once the Student is accepted on the chosen programme and accepts the place for Summer School and is subject to these Terms & Conditions as well as other documents to which they refer.
vii. ‘Intellectual Property Rights’ shall mean copyright (and related rights), designs, patents, trademarks, confidentiality, confidential information and all other intellectual property rights that may subsist or will subsist in the future. This includes all such rights, whether they are registered or unregistered, and the rights to apply for renewals or extensions of those rights (where relevant);
viii. ‘OSA’ means the Oxford Scholastica Academy Ltd, a company incorporated in England & Wales (registration number 07746591)
ix. ‘Rules and Regulations’ shall means all of OSA’s rules and regulations which are applicable.
x. ‘Summer School’ means OSA’s programme as described on its website (www.oxfordscholastica.com)
xi. ‘Student’ means the student and, where he is a minor, includes his parents or guardian
xii. ‘VAT’ means value added tax as provided for in the Value Added Tax Act 1994
xiii. ‘Graduation’ means the event at which the Student graduates from the Summer School, and includes the Graduation Certificate and Tutor Report
i. By making an Application, the Student acknowledges he has read this Contract and that he will be bound by this Contract if he is a) notified of his Acceptance by OSA and b) he pays the deposit
ii. The Student must be aged between 13-18 at the start of the Summer School unless otherwise agreed in writing.
iii. The Student must be able to speak, understand and read English to an Intermediate/Upper Intermediate/Advanced English level. The Student’s English language level must be above Common European Framework Level C1. If during the Summer School OSA determines at its sole discretion that the Student’s English proficiency is not at this level, OSA reserves the right to remove the Student from his course and transfer him/her to a course of English Language private tuition, and the Student will be required to pay any additional fees
iv. The Student must provide information on his medical/dietary/educational/religious/special needs requirements on his application form or on his OSA Student Booking Further Details Form, so that OSA can start to consider and make reasonable arrangements. OSA is a residential Summer School but some travelling (on foot or by wheelchair) will be required by the Student, including but not limited to travelling between the Campus and the classrooms, for activities or on trips
i. By submitting an application form, this does not constitute Acceptance. Any Acceptance is solely at the discretion of OSA subject to reviewing the Student’s application form, including his personal statement. An interview may follow, and OSA may seek references which the Student is obliged to provide.
ii. After Acceptance, the Student’s place is not confirmed until he has paid the non-refundable deposit of £795.
iii. OSA reserves the right to withdraw any offer that is made to the Student, or terminate the Contract if it transpires that the Application is inaccurate or incomplete.
i. Fees are inclusive of VAT where appropriate and when outlined on the invoice
ii. Payment of the deposit must be made in pounds sterling via Stripe, Paypal, Braintree, TransferWise, bank transfer, or, at the discretion of OSA, by another method. Payment of the balance must be made in pounds sterling via bank transfer/wire. The exact amount must be paid. The Student should bear in mind that some banks will charge a fee for transferring the money, or the exchange rate may fluctuate, and it is the Student’s responsibility to cover these payments and ensure that the exact amount is received by OSA
iii. The deposit is not refundable in any circumstance except in accordance with clause 5 (i)
iv. The balance of fees is due either by 31st March each year, or if the Student is accepted after 31st March then the balance of fees is due within 7 days of the invoice. The Student must pay the balance via bank transfer/wire
v. In addition to the balance of fees, the Student may be invoiced for a £200 deposit to cover any damage or loss caused by the Student, which will be repaid less any damage or loss after the Summer School
vi. OSA has the right to terminate the Student’s place without refunding his deposit if payment of the balance has not been received by the due date
vii. If any fees are late, interest will be payable by the Student, calculated on a daily basis at the rate of 5% p.a. above the base rate of the Bank of England
viii. All payments made or to be made under this Contract shall be made in full, without any deduction, withholding, set-off or counterclaim on account of any taxes or otherwise
i. The Student has the right to cancel this Contract and receive a refund of the deposit (net of any bank charges or foreign exchange losses) if the cancellation is made within fourteen calendar days after entering in to the Contract (minus an administrative charge of £50 to cover costs incurred) unless the Summer School starts before the fourteen calendar days has expired. The refund payment (less the administration fee) will be repaid to the Student within 30 days following cancellation. After this period, the deposit is not refundable in any circumstances.
ii. If the Student wishes to cancel this Contract in accordance with clause 5.i, OSA must be notified in writing via the contact address or email account at www.oxfordscholastica.com/contact-us.
iii. Other than in accordance with clauses 5 (i) and (ii), if the Student notifies OSA that he wishes to cancel his place on the Summer School on or before 30th April, OSA will refund the Student the full amount of the balance paid. If the Student cancels between 1st May and 15th May (inclusive) then OSA will refund the Student 50% of the balance paid. If the Student cancels between 16th May and 31st May (inclusive) then OSA will refund the Student 10% of the balance paid. However, if the Student cancels on or after 1st June he will receive 0% of the balance.
iv. All refunds will be net of any bank charges or foreign exchange losses
v. If the Student cancels other than in accordance with clause 5 (i)and does not give notice in accordance with clause 5 (iii), then he shall not be entitled to a refund under any circumstances (including, for example, cancellation as a result of illness before or during the summer school, or failure to be issued with an appropriate visa for studying at OSA), nor shall the Student be entitled to carry forward the fees to another year, nor shall the student be entitled to transfer their place or funds paid to another Student.
i. OSA reserves the right at any time to terminate this Contract by written notice without refunding any fees to the Student if OSA determines at its sole discretion that:
a) Payment of the fees in full (including the deposit and the balance) has not been made within 30 days of the invoice of the balance, or if the Student is accepted after 31st March then within 7 days of the invoice of the balance
b) The Student has not fully filled in the Student Information Form 30 days before the Commencement Date, including details such as medical conditions, emergency parent/guardian contact details etc., or, in the sole judgement of OSA, has not filled this in accurately or comprehensively.
c) The Student has not updated OSA immediately about any changes to these details in the Student Information Form
d) In the sole judgement of OSA, the Student is medically unfit to participate in the Summer School
e) The Student rejects being moved by OSA from his course to a course of English language private tuition, or does not pay the additional fees for this, after OSA has determined at its sole discretion that the Student’s English proficiency is not at the level required for the course, in accordance with clause 2 (iii)
f) The Student has behaved unacceptably, missed classes, broken any of OSA’s Rules & Regulations or any UK law. OSA also reserves the right to refer such instances to the relevant authorities such as the police.
ii. In the event of termination of this Contract by OSA while the Student is attending the Summer School,OSA reserves the right to send the Student home immediately with no refund of any course fees. The Student is required to leave the Summer School permanently within 24 hours of notification of termination. During this 24 hour period, the Student is not entitled to participate in any of the classes, activities or other events of the Summer School, nor to interact with other students, and the Student will be required to remain in a room designated for them by OSA.
iii. The Student is fully responsible for his return home and for paying the costs up front in full. OSA reserves the right to book same, next-day or future flights or other modes of transport for the Student at any cost. The Student is required to follow any travel plans made for them by OSA. If OSA incurs any cost in sending the Student home, the Student will be responsible for reimbursing OSA in full within five days. OSA accepts no responsibility for any loss or damage experienced by the Student as a result of termination, including but not limited to any costs such as transport costs or accommodation costs for the Student or other persons
iv. In the event that OSA terminates this Contract, the Student will not be allowed to graduate from the Summer School, will be prohibited from attending the graduation ceremony and will not receive his graduation certificate or tutor report (or, if the Student has been issued with his graduation certificate or tutor report these will be withdrawn)
v. The rights, liabilities or remedies of either party shall not be affected after termination, nor will the continuance of any of this Contract’s provision (to the extent to which it is expressed or by implication intended to continue)
i. The Student is required to take out comprehensive insurance to cover himself, including health, contents and travel insurance, which will insure him against, but not limited to, issues such as flight costs and course fees incurred in the event of cancellations, theft of personal items, medical treatment, repatriation, personal accident, public liability, legal expenses etc, and to bring along proof of these insurance policies. The Student must also pay any additional expenses OSA incurs in the event of any of these circumstances or similar circumstances
ii. In addition, EU Nationals are advised to bring valid European Health Insurance Cards
iii. It is the Student’s responsibility to follow the relevant requirements of their insurer, for example in informing the insurer promptly after any accident and claiming from the insurer
i. It is the Student’s responsibility to ensure he has the correct visa required for studying in the UK during the Summer School and that he can comply with relevant border entry and passport requirements. No refund will be made by OSA to the Student if he is unable to attend the Summer School in these circumstances.
i. OSA will require the Student to provide an accurate record of his medical history before the Summer School. The Student agrees to keep OSA updated immediately with any changes to his medical records or information.
ii. OSA has the right to request for a qualified medical practitioner to assess the Student’s health or need for any medication and to provide a written record of this to OSA. Any medical expenses incurred are the responsibility of the Student. Where OSA pays for the Student’s medical expenses, the amount must be reimbursed within five days by the Student
iii. If, in the judgement of OSA, at any time the Student is unfit to attend the Summer School, the Contract will be terminated pursuant to clause 6
iv. If, in the judgement of OSA, the Student requires qualified medical attention he will be taken to a GP’s surgery or hospital. Any medical expenses incurred are the responsibility of the Student. Where OSA pays for the Student’s medical expenses, the amount must be reimbursed within five days by the Student
v. In the case of sickness, accident or injury, OSA has the right to administer first aid and/or medication to the Student, including but not limited to paracetamol. The Student may opt out of this by informing OSA in writing
vi. OSA will not administer or store any non-basic medication. The Student must notify OSA on his Student Information Form if he needs any prescribed or non-basic medication, including injections. The Student is fully responsible for the administration and storage of these.
vii. In the case of any medical emergency, OSA will arrange for the emergency services to take the Student to hospital, where he shall be in the care of the National Health Service (NHS) who will treat him according to their regulations and policies. OSA will not be held liable for the decisions of the NHS
viii. OSA has the right to confine the Student to their room if they are unwell or contagious
10) Limitation of Liability
i. OSA will not be liable to the Student or any connected persons for any claims, costs, expenses or damages (including but not limited to property, personal belongings or money) losses (including but not limited to loss of profits, revenue, data, contracts or opportunities) or any liabilities of any kind (whether direct or indirect), except for death or personal injury resulting from proven negligence in an English court of law. Without limiting the generality of this clause, OSA will not accept liability in the following circumstances:
a) Loss of or damage to personal belongings whether or not caused by OSA’s negligence. Students are advised to arrange insurance to cover such eventualities.
b) If the failure or improper performance of this Contract is the fault or part-fault of the Student, or is the fault of someone else not connected with the provision of the Summer School
c) Any unusual or unforeseeable circumstances beyond OSA’s control, the consequences of which could not have been avoided even if all due care had been exercised.
ii. Students are advised to lock their room doors and windows. OSA is not liable for any theft, loss or damage to these belongings and it is recommended that the Student takes out insurance to cover these. Where the Student uses the OSA safe to lock away his belongings, OSA is not liable for any theft, loss or damage to these belongings and it is recommended that the Student takes out insurance to cover these.
iii. The Student will indemnify and keep indemnified OSA from and against any losses, claims, costs, expenses or damages or any liabilities of any kind incurred by it as a direct or indirect result of a breach of this Contract or a violation of OSA’s Rules and Regulations by the Student
iv. Where OSA makes any payment to the Student arising from this Contract, the Student must assign to OSA or its insurers any rights it may have to pursue any other third party. The Student must also provide OSA and its insurers with all assistance required.
11) The Student agrees to:
i. Abide by the laws of England
ii. Not participate in any act or illegal activity that may bring OSA or any of its facilities into disrepute
iii. Abide by OSA’s Rules & Regulations and the decisions of OSA’s staff. In the event of any breaches of these Rules and Regulations, OSA reserves the right to send the Student home and terminate this Contract in accordance with Clause 6, or to ground the Student in accordance with OSA’s Discipline Policy.
iv. Abide by OSA’s Rules and Regulations, together with its other policies including, but not limited to, OSA’s Health & Safety Policy, Fire Policy and Attendance Policy, as well as the Regulations and Policies Applying to All Users of Oxford University ICT Facilities (www.ict.ox.ac.uk/rules)
v. Indemnify OSA from and against any losses that the University of Oxford may suffer which are result of the Student’s access of the University’s network, internet and email facilities and infringement of its Intellectual Property Rights.
vi. Indemnify OSA against any and all damages, losses, expenses, claims, costs and reimbursements arising from any connection with any act or omission of the Student
vii. Behave considerably, responsibly and co-operatively towards anyone involved with OSA, including fellow students, tutors and staff, and to respect the privacy of other residents and neighbours during the Summer School
viii. Sign in and sign out of the Summer School every time the Student enters of exits the campus buildings. Where a parent/family member/family friend is taking the Student out, the parent/guardian of the Student must have given OSA written permission which must have been accepted by OSA in writing, and the appropriate OSA forms must be signed by the Student and the parent/family member/family friend who must also prove their identity to the Summer School Director or senior staff member when fetching the Student
ix. Treat all buildings and facilities that OSA uses with care, and not to attach anything to or decorate any property, including the campus
x. Permit OSA to enter the Student’s room to search the room if OSA suspects any breach of this Contract or its Rules & Regulations. OSA will undergo this search in accordance with its Searching & Confiscation Policy (available on request)
xi. Permit OSA to search the Student’s clothing or belongings outside of his room if OSA suspects any breach of the Contract or Rules & Regulations. OSA will undergo this search in accordance with its Searching & Confiscation Policy (available on request)
xii. Not damage property, premises or persons, and to fully indemnify OSA for any costs incurred in such damage
xiii. To pay OSA the actual replacement cost of any replacement room key, card or fob in the event of damage or loss to the original
xiv. Not make use of the name, logos, crest, trademarks, coat of arms or insignia of The University of Oxford (‘the University’), St Peter’s College, Corpus Christi College, Cherwell College or the Oxford Scholastica Academy except where written permission has been given
xv. Not publish any material by any medium relating to OSA, its staff, students, facilities or any other person or body OSA has a relationship with without OSA’s written permission
xvi. Not give interviews or statements to any form of media outlet (including social media) in relation to OSA unless given written permission to do so by OSA.
xvii. Withdraw any material given to any form of media outlet (including social media) where permission was not given by OSA.
xviii. Not purchase or consume alcohol, any illegal / recreational drugs or tobacco/cigarettes/e-cigarettes.
xix. Not smoke in any building or in any grounds of the campus
xx. Take particular care with road safety, including but not limited to always walking on the pavement and not the road and crossing the road at official crossings. OSA is not responsible for any road injury caused to the Student
xxi. Vacate the accommodation on his final day at 9am, or additional charges may be incurred. Luggage may be left, at the Student’s risk, in an area designated by OSA
xxii. Abide by any statutory requirements, including those which may relate to any visa requirements which the Student must adhere to.
i. Graduation is at the discretion of OSA. In order to graduate from the Summer School, the Student must:
a. attend all compulsory sessions for the full duration of the Summer School, including but not limited to classes and Masterclasses (except those for which the student is ill where the illness is certificated by OSA at their entire discretion), and have participated positively and appropriately;
b. complete to an appropriate level and hand in all work required by the Student’s tutor;
c. not plagiarise any work;
d. not have had the Contract terminated by OSA
i. All notices shall be in English and in legible writing and be deemed duly given if signed by, or on behalf of, a duly authorised officer of the party giving the notice
ii. Notices shall be deemed to have been duly given:
a. when delivered, if delivered by courier or other messenger (including registered mail) during normal business hours of the recipient; or
b. when sent, if transmitted by fax or e-mail and a successful transmission report or return receipt is generated; or
c. on the fifth business day following mailing, if mailed by national ordinary mail, postage prepaid; or
d. on the tenth business day following mailing, if mailed by airmail, postage prepaid.
in each case addressed to the most recent address, e-mail address, or facsimile number notified to the other party.
iii. Service of any document for the purposes of any legal proceedings concerning or arising out of this Contract shall be effected by either party by causing such document to be delivered to the other party at its registered or principal office, or to such other address as may be notified to one party by the other party in writing from time to time
14) Data Protection
i. OSA will comply with the Data Protection Act 1988 and unless the Student instructs otherwise, may:
a. use the personal information to provide the services at the Summer School;
b. contact the Student with other marketing information for OSA for future products.
15) Force Majeure
i. OSA shall not be liable for any failure, delay or part-performance in performing their obligations where such failure or delay results from any cause that is beyond their reasonable control. Such causes include, but are not limited to: power failure, Internet Service Provider failure, third party service or facility withdrawal, industrial action, civil unrest, fire, flood, storms, earthquakes, outbreak of contagious or other notifiable human or animal disease, air traffic disruption, acts of terrorism, acts of war, governmental action or changes in legislation/regulation, or any other event that is beyond the control of OSA
ii. If a Force Majeure Event or disruption from such an event continues for or is expected to continue for five or more consecutive days, OSA may terminate this Contract by written notice to the Student
iii. Should the Summer School be cancelled, postponed or otherwise adversely impacted as a result of a Force Majeure Event, there shall be no refunds for payments already received by OSA, but OSA will make all reasonable efforts to offer a place at a future Summer School to the Student, subject to availability, and shall not be liable for any additional expenses the Student may incur (including, but not limited to, travel or accommodation) because of cancellation or postponement of the Summer School and in attending a future Summer School
16) Promotional activities
i. OSA staff members may ask the Student to participate in photographs, videos or other promotional activities during the Summer School, for use in OSA’s future publicity. The Student should advise OSA in writing if he would prefer not to participate in these activities and unless otherwise instructed in writing, OSA may use these images for its business use and promotional activities.
ii. At the end of the Summer School, OSA will ask the Student to fill in an evaluation questionnaire. OSA may use statistics and quotes from these to promote future Summer Schools, and may credit the Student’s name and school next to these quotes. The Student should advise OSA in writing if he would prefer for OSA not to use this information in future publicity
i. OSA is an organisation which contracts with St Peter’s College and Corpus Christi College for the use of facilities, but which has no formal connection with The University of Oxford.
18) Lost Property
i. OSA can’t be held responsible for any items deemed to be lost property. Lost property handed to or found by OSA staff will be kept for 8 weeks before being donated to charity or recycled. Loose, unnamed paperwork will be recycled immediately. OSA staff will endeavour to return property of high value or official hard copy documents containing personal data where the owner can be easily identified. If it is not possible to do this within the nominated time period, these items will be donated to local registered charities, or if not suitable for donation, the items will be destroyed. Items will be returned in the condition that OSA received them in
ii. Many students choose to leave property behind in their rooms after they depart the summer school, so as not to take it back home (please note, the cleaners may dispose of these items so it is important that students make sure they take home all items which they want to). As such, OSA’s policy is not to inform students that they have left property behind. Any lost property recovered from a student room will follow the lost property procedure above
i. Nothing in this Contract shall be construed as creating a partnership with the Student
ii. The Student may not subcontract any rights under this contract to another person or company without the consent of OSA
iii. OSA may assign all or any of its rights under this Contract to any person or company without any requirement to notify or obtain further consent of the Student
iv. No amendments of this Contract shall be effective unless confirmed in writing and signed by both OSA and the Student
v. No waiver by OSA of any breach of these terms shall be considered as a waiver of any subsequent breach of the same or any other provision. A waiver of any term, provision or condition shall be effective only if given in writing and signed by the waiving party and then only in the instance and for the purpose for which the waiver is given
vi. Whilst every effort has been made to ensure that this Contract adheres strictly with the relevant provisions of the Unfair Contract Terms Act 1977, in the event that any of these terms are found to be unlawful, invalid or otherwise unenforceable, that term is to be deemed severed from this Contract and shall not affect the validity and enforceability of the remaining terms. This term shall apply only within jurisdictions where a particular term is illegal
vii. The headings in this Contract are for convenience only and shall not affect the interpretation of the Contract
viii. Words imparting the singular shall include the plural and vice versa
ix. References to any gender shall include the other gender
x. OSA makes every effort to provide an accurate description of the Summer School, but can make no guarantee about the content or structure, which may change
xi. OSA reserves the right to cancel courses (for reasons including, but not limited to, insufficient numbers of students signed up for the course), in which case OSA will make every effort to transfer the Student to another course
xii. OSA reserves the right to modify or cancel the Summer School, and to make alterations to the programme, terms, rules, policies, courses and tutors at any time before or during the Summer School without the Student’s consent. OSA shall not be held responsible for any inconvenience caused and extra expenses incurred
xiii. Wherever possible, OSA will try to accommodate the Student’s reasonable requests for a change to his booking (e.g.: change of course or change of dates) but cannot guarantee and is under no obligation to do so
xiv. OSA may occasionally share its premises with other students or individuals, and will take all appropriate measures to safeguard its own students.
xv. Photographs are provided as an example only and OSA’s accommodation, classrooms or other facilities may be different to those displayed.
xvi. Where any OSA policy differs with these Terms and Conditions, these Terms and Conditions shall prevail
xvii. If OSA becomes aware of any breach to these terms after the Summer School, OSA reserves to right to withdraw the Graduation Certificate and Tutor Report which has been conferred onto the Student
xviii. OSA does not intend any term of this Contract to be enforceable pursuant to the Contracts (Rights of Third Parties) Act 1999
xix. This Contract shall be governed by the laws of England and Wales
xx. Each party irrevocably submits to the exclusive jurisdiction of the courts of England and Wales, to settle any dispute or question relating to this Contract, or any other matter
Please click here for our Rules, Regulations and Discipline Policy.
1. Oxford Scholastica Photo Competition Terms and Conditions:
2. The competition is open to all Oxford Scholastica Academy students, both those enrolled in the 2018 programme as well as OSA Alumni.
3. Students can enter with a unique image as many times as they like but no student may win more than one prize.
4. To enter, entrants must post a photo of their experience at OSA on Instagram. The entry must be submitted to Instagram with the hashtag #OSA2018. Photos uploaded to any other social media platforms will not be considered.
5. This competition starts on 1 July 2018 and all entries must be received by 20 August 2018. Oxford Scholastica Academy accepts no responsibility for any entries that are incomplete, illegible, corrupted or fail to reach Oxford Scholastica Academy by the relevant closing date for any reason.
6. By entering your photo to the competition, students give Oxford Scholastica Academy the non-exclusive right to reproduce it for any purpose at any time in any media without attribution.
7. The winners consent to the use of their image, name and/or photograph in any publicity carried out by Oxford Scholastica Academy.
8. A panel of Oxford Scholastica Academy staff will judge and select the winning images of the competition on August 30 2018 and announce the winner within 5 days. Oxford Scholastica Academy’s decision is final.
9. The prize for the three (3) winners is a Fujifilm Instax Mini 8 Instant Camera.
10. The prizes are non-transferable and no cash alternative will be offered.
11. Prizes are subject to availability. In the event of unforeseen circumstances, Oxford Scholastica Academy reserves the right to substitute alternative prizes of equivalent or greater value.
12. The winner will be notified via email. The winner must claim their prize within 30 days of Oxford Scholastica Academy sending notification. If the prize is unclaimed after this time, it will lapse and OSA reserves the right to offer the unclaimed prize to a substitute winner selected in accordance with these rules.
13. Each entrant also confirms that anyone depicted in an entry has given their permission for the inclusion of their image in the entry and the use of the entry including their image by the entrant and Oxford Scholastica Academy.
14. This competition is in no way sponsored, endorsed or administered by or associated with Instagram. You acknowledge that all information and material that you submit to enter this competition is submitted to Oxford Scholastica Academy and not Instagram and you agree that Instagram shall not be liable to you in any way in respect of this Promotion.
15. By entering the competition each entrant agrees to be bound by these terms and conditions.