TERMS AND CONDITIONS FOR RESIDENTIAL PROGRAMMES
1. Introduction
1.1 These terms and conditions (“Terms”) apply to the Oxford International Study Abroad Programme Ltd (the “Programme”) and to all persons accepted to participate in the Programme (“Students”).
1.2 Headings are for convenience only and do not affect interpretation.

2. Students
2.1 A Student’s place on a Programme is confirmed only once the Programme has received cleared payment of the applicable programme (academic) fee and issued an Acceptance Letter.
2.2 Students must provide all information reasonably requested by the Programme no later than four (4) weeks prior to their arrival date unless otherwise agreed in writing.

2.3 The Programme reserves the right to refuse or withdraw admission at any time.

3. Programme Fees and Optional Services
3.1 Academic (programme) fees are payable in cleared funds on receipt of an Acceptance Letter. Academic fees cover tuition, academic materials and the academic services expressly stated in the Acceptance Letter.
3.2 Optional services such as college accommodation, meals, local transport, excursions, visas, insurance and other logistical or recreational services are separate services offered on an opt-in basis and are charged and invoiced separately. Unless expressly stated otherwise in writing, the academic fee does not include accommodation, meals, excursions or other optional services.
3.3 Non-payment of any fees by the due date entitles the Programme to suspend or cancel a Student’s booking and/or their access to Services. Time for payment is of the essence.
3.4 Where the Programme arranges optional services on behalf of Students, those services may be provided by third-party suppliers; the Programme acts as coordinator in such cases and the supplies are billed separately.
3.5 The programme fees cover only the standard group arrangements. Any deviation from these arrangements, including personal requests or failure to adhere to group schedules, will incur additional administrative and relevant fees.

4. Refunds & Cancellation — Academic Fees and Optional Services
4.1 Refunds and cancellation rights set out in this Clause 4 apply only to the academic (programme) fee unless expressly stated. Optional services are subject to separate terms and cancellation rules and/or the terms and conditions of the relevant supplier.
4.2 Student cancellations (academic fee) — Students who wish to cancel their place must notify the Programme in writing. The Programme will refund academic fees in accordance with the schedule below (calculated on the academic fee only and on the date the written cancellation is received):
      ● Cancellation received more than 90 days before the Programme start date: 70% refund of the academic fee.
      ● Cancellation received between 30 and 90 days before the Programme start date: 50% refund of the academic fee.
      ● Cancellation received less than 30 days before the Programme start date: no refund of the academic fee.
4.3 Programme-initiated cancellations / refusal of admission — If the Programme cancels a Programme in its entirety or the Student is denied admission, the Programme will refund the academic fees in full.
4.4 Optional services — Refunds for accommodation, meals, excursions, transport or other optional services are governed by the separate supplier terms notified to the Student at the time of booking. The Programme will make reasonable endeavours to obtain refunds from suppliers, but cannot guarantee that a full refund will be available.
4.5 Late arrival / non-attendance / withdrawal — The Programme will not refund academic fees or optional service fees for late arrival, non-attendance at sessions, or withdrawal by a Student after the Programme has commenced, except as agreed in writing by the Programme.
4.6 Deferral Due to Illness
4.6.1 A Student who is unable to attend the Programme due to a certified medical condition may request to defer their place for up to one (1) year. Requests for deferral must be made in writing as soon as reasonably practicable and supported by appropriate medical documentation.
4.6.2 Deferral requests are subject to approval by the Programme and will be considered on a case-by-case basis. The Programme reserves the right to request additional evidence or clarification before confirming a deferral.
4.6.3 Where a deferral is approved, the academic fee already paid will be held on account and applied to the next equivalent Programme within twelve (12) months of the originally scheduled start date. Any difference in tuition or accommodation fees between the original and deferred sessions will be payable by the Student.
4.6.4 If the Student fails to attend the deferred Programme, or does not reapply within the permitted twelve-month period, all fees held on account will be forfeited and no further refund or transfer will be permitted.
4.6.5 Optional services (including but not limited to accommodation, meals, excursions and transport) are subject to supplier terms and may not be transferable. The Programme will make reasonable endeavours to minimise loss, but cannot guarantee recovery of such costs.

5. Limitation of Liability
5.1 Completion of a Programme may result in an attendance certificate; the Programme does not guarantee any particular future academic results, employment outcomes, or improvements in skills.
5.2 Nothing in these Terms excludes or limits liability for death or personal injury caused by the Programme’s negligence or liability which cannot be limited by law.
5.3 Subject to Clause 5.2, the Programme’s total liability arising out of or in connection with these Terms shall not exceed the amount of the academic fees paid by the Student. The Programme shall not be liable for any loss of profit, business, revenue, goodwill or for any indirect or consequential loss.
5.4 Students shall indemnify the Programme for losses arising from the Student’s wilful act or negligence or breach of these Terms.

6. Illness, Behaviour and Disciplinary Action
6.1 Students must comply with the rules and regulations of host colleges and local institutions while participating in the Programme.
6.2 The Programme may require a Student to leave the Programme without notice for serious misconduct, persistent poor attendance, damage to property, breach of safety rules, or other conduct deemed unacceptable.
6.3 In such cases the Programme will not refund academic fees, optional service fees or other sums paid on behalf of that Student.

7. Students’ Responsibilities
7.1 Students agree to:
(a) provide satisfactory references or information if requested;
(b) act responsibly and not damage property;
(c) indemnify the Programme for loss or damage caused by their acts or omissions;
(d) comply with local laws and the Programme’s Code of Conduct;
(e) respect the privacy and rights of residents at host premises;
(f) not smoke in prohibited areas and to pay for any fines or charges incurred as a result of breach of smoke/fire rules;
(g) pay replacement charges for lost room keys or access devices as advised; and
(h) follow safety and health instructions and rules published by the host institutions.
7.2 The Programme may exclude or terminate a Student’s participation where behaviour is unacceptable and, in such circumstances, no refunds will be made.
7.3 Students are responsible for their personal belongings; the Programme accepts no liability for loss, theft or damage to personal property.
7.4 Students must meet published academic and English language requirements. Where a Student does not meet these requirements, the Programme may transfer the Student to a more appropriate course or remove the Student from the Programme; in such circumstances refunds will be dealt with under Clause 4. (Any transfers to alternative courses will be at the Programme’s discretion.)

8. The Programme’s Responsibilities and Optional Arrangements
8.1 The Programme will provide the academic course with reasonable skill and care and will provide any academic materials specified in the course information. The Programme reserves the right to vary the syllabus, timetable or teaching personnel if necessary; significant changes will be notified in advance.
8.2 Accommodation and other logistical arrangements — Unless expressly stated in writing in your Acceptance Letter, course fees do not include accommodation, meals, local transport or excursions. Where the Programme arranges accommodation, meals, transport or excursions on behalf of Students, those services are offered as optional, separate arrangements and are subject to separate charges, terms and suppliers’ conditions. The Programme will inform Students at booking which services are optional and will provide details of applicable charges. The Programme will issue separate invoices for academic fees and for any optional services.
8.3 The Programme cannot guarantee particular accommodation requests (room type or placement), though it will endeavour to accommodate reasonable requests such as medical needs notified in advance. Any special accommodation arrangements agreed by the Programme will be confirmed in writing and any fee variation will be documented.
8.4 The Programme may change accommodation or suppliers in its discretion and will seek to provide reasonable notice of such changes. Where substitution is necessary the Programme will endeavour to provide alternative arrangements of comparable standard.
8.5 Students requesting en-suite or other upgraded accommodation will be charged the additional published fee for that option.
8.6 Pastoral care and wellbeing — The Programme will provide reasonable pastoral and welfare support during the Programme. Students with particular health or support needs should notify the Programme in advance so appropriate arrangements can be considered.
8.7 Insurance — Students must obtain appropriate travel, health and personal liability insurance to cover the duration of the Programme. Optional insurance arranged by the Programme (if any) will be offered as a separate service and charged separately.
8.8 Attendance — Students are expected to attend scheduled sessions; failure to attend may affect eligibility for completion certificates.
8.9 Safety — The Programme takes reasonable steps to maintain safety. Students must follow staff instructions and risk assessment controls. The Programme is not responsible for incidents arising from a Student’s failure to act responsibly.
8.10 Field trips and excursions — Field visits and cultural excursions may be offered as part of the academic programme or as optional extras. Where excursions are offered as optional extras, they will be described and charged separately; participation is voluntary and subject to additional terms and supplier conditions. When the Programme includes an excursion as a required academic activity, this will be clearly stated in the course information.
8.11 Minors — Where a Student is under 18, the Programme will provide appropriate supervision as described in the course literature; parents/guardians must ensure the Programme has all required consents and emergency contact details.

9. Marketing, Photography and Video
9.1 Students may be invited to participate in promotional activities (photography, filming) but may opt out in advance by contacting info@oxfordstudyabroad.org.uk. Use of student images/recordings will follow the Programme’s notified policy.

10. Data Protection
10.1 The Programme’s Privacy Policy sets out how personal data is used and shared. By enrolling Students consent to processing of their personal data in accordance with the Privacy Policy available at the Programme website.

11. No Waiver
A failure or delay to enforce any provision does not operate as a waiver of that provision.

12. Force Majeure
The Programme may postpone or cancel in circumstances beyond its control (acts of God, governmental action, strikes, epidemics, transport failure, etc.). The Programme will notify Students and apply refund rules in Clause 4 as appropriate; for optional services refunds will be subject to the supplier terms.

13. Severability
If any provision is found to be invalid or unenforceable, the remainder shall remain in effect.

14. Third Party Rights
No third party has any right to enforce these Terms.

15. Governing Law and Jurisdiction
These Terms are governed by English law and the courts of England and Wales have exclusive jurisdiction.