Terms & Conditions
Terms and Conditions 2023/2024
Terms and Conditions 2023/2024
Malvern House Ireland Ltd (Trading as City Language School) whose registered office is at 33/34 Dame Street, Dublin 2, Ireland. City Language School considers these terms and conditions to set out the whole agreement between it and the student, in relation to the provision of a course as defined below.
References in these terms and conditions to the school include the School’s Education partners, representatives and employees.
These terms and conditions will become binding on the student, and the school when the student enrols on a course.
In these terms and conditions, the following terms will have the following meanings:
Accommodation – accommodation provided to the student by or via the school for the duration of the course or for part of the course
Education Partner – a partner authorised by the school to market and sell courses to students
Accommodation Booking fee – a non-refundable fee payable by the student on booking accommodation
Irish Immigration Authorities – authorised Irish agencies, departments or other bodies concerned with managing border control for Ireland and enforcing immigration regulations
Course – a course of study provided by the school to the student including a package course
Course Transfer Fee – a fee payable to the school by the student at a level determined by the school in connection with a transfer of the student from one course to another at the student’s request
Homestay – accommodation in a private home in Dublin provided by a third party
Select Accommodation – student residence, apartments or hotels booked through the school
Enrolment Letter – a letter provided to the student by the school indicating that the student has enrolled on a course
GNIB letter – a letter provided by the school to non-EU students registering with GNIB. This document is only provided once examination fees have been paid
One-to-One Tuition – private tuition from a teacher to the student
Package Course – a course of study consisting of a combination of two or more of the courses offered by the school
Personal Information – the personal details of the student including, but not limited to, an address, contact telephone number, emergency contact and email address
Registration Fee – a fee payable by the student to the school to cover the administration costs of enrolment
Residence – accommodation in a university or other residence arranged via the school but provided and managed by a third party
Tuition Fees – the fees payable by the student to the school in connection with the course as set by the school from time to time
Visa – an official authorisation appended to the student’s passport permitting entry into and study within Ireland
- Irish Immigration Authorities
1.1 The Student is responsible for complying in full with any requirements of Irish immigration authorities before the commencement of a course and throughout the duration of a course.
1.2 If required, on receipt from the student of the registration fee and subsequently, tuition fees, the school will provide the student with appropriate written confirmation of the status of the student’s application for a course and the school will allow the student to forward such written confirmation to Irish immigration authorities as proof of enrolment. All examination fees must be paid in full prior to a GNIB letter being issued.
1.3 The student acknowledges and accepts that a package course will be treated as a single course of study by Irish immigration authorities
1.4 If during a course, the student needs to extend their visa, the student is responsible for ensuring that an extension is obtained. Provided that the student has complied in full with these terms and conditions, the school will then provide the student with appropriate documents
1.5 The School reserves the right not to enrol any student if it believes that their intentions do not comply with Irish immigration authority’s rules and regulations
1.6 The student must allow the school to inspect and copy the student’s passport and any other documents relating to the student’s visa
1.7 Study and Travel for non-EU passport holders: It is a statutory requirement that all students enrolled on a Study and Travel visa must register for an external exam as part of their visa issuance. It is the responsibility of the school to register all students for their end-of-course exam. Students should check with relevant education partners/3rd parties as to whether their exam fee is included in their initial fees paid. If not, students must pay at reception prior to the issuing of a GNIB letter.
1.8 The school will accommodate all reasonable requests for the timetabling of the student’s external end-of-course exam. However, it is the responsibility of the student to ensure that they are aware of the schedule(s) and date(s) for an exam. No refund will be issued for students who leave their course early and are unable to sit an external end-of-course exam (see item 15 for further information on examinations)
- Enrolment and Tuition Fees
2.1 The Student acknowledges that;
2.1.1 the school will advise the student on the suitability of courses based on information provided, but the student is solely responsible for selecting a course that is most suitable;
2.1.2 the student must ensure that they enrol in sufficient time to ensure that a visa can be obtained and all requirements of the Irish immigration authorities are met;
2.1.3 places on courses are subject to availability and may be refused at the school’s discretion;
2.1.4 the minimum age for enrolment is 18 years. We may accept under this threshold age on certain adult programmes. Such students will only be enrolled on a course if their parents/legal guardians have completed and signed a parental consent form. By signing this form, parents/legal guardians acknowledge that their child will be studying in an adult centre and that the school is not legally responsible for the child.
2.1.5 class sizes may vary depending on the particular course, but will be in line with statutory requirements
2.2 payment of Tuition Fees, registration fee and any additional fees must be paid in full before commencing a course
2.3 once paid, tuition fee and registration fee cannot be transferred for the benefit of another student
- Additional Charges
3.1 Tuition Fees entitle the student to receive academic instruction in relation to a chosen course but do not cover the cost of other materials and services that a student may require, including, but not limited to, text books, examination fees, bank charges, insurance, social activities, and travel expenses. The student is required to purchase such materials and services as are requisite for the completion of a course
3.2 Without prejudice to the generality of clause 3.1 of these terms and conditions, students will be required to buy a textbook(s) necessary for their chosen course and may be required, at any time during a course, to purchase an additional textbook(s) in the event that they progress to different levels of that course to a maximum of two course books per programme.
3.3 Should a student wish to transfer to another course, this will be at the school’s discretion and subject to payment of a course transfer fee and the grant of permission by the Irish immigration authorities if applicable. Such costs must be paid in full before the student will be granted permission to change their programme.
- Registration Fee
4.1 Students applying for courses such as General English, Business English, Examination English, and or Combination courses will be required to pay a tuition registration fee of €70. This fee does not include any visa fee required by Irish immigration authorities.
4.2 non-EU students applying for a professional course such as Study and Travel will be required to pay the Study and Travel non-EU registration fee of €100. This does not include a visa fee required by the Irish immigration authorities.
- Student Records
5.1 The student will be required to provide the school with such personal information as the school should reasonably require and the student will ensure that such personal information is updated in the event of any change(s)
5.2 The student permits the school to store records of the student’s personal information and to disclose this information to other parties as required by law
- Administration of Courses
6.1 Failure to start a course on its commencement date or to complete a course without providing an acceptable explanation to the school will result in the expulsion of the student from the course and notification to Irish immigration authorities where relevant without a refund or transfer to another course
6.2 If a student wishes to change the time or date of classes, appropriate requests must be made to reception staff on or before Wednesday at 2 pm for the transfer to be effective from the following Monday. All changes are subject to availability and at the school’s discretion, and an administration fee may apply
6.3 The duration of a course or the time allotted to complete a course will not be extended by unauthorised absences, uncertified illnesses, or the payment of additional fees. Any additional fee payments made will be treated as payments toward tuition fees for a new course
6.4 The School will use reasonable endeavours to accommodate a student in relation to the location and timing of classes, but reserves the right to change teachers, times, and rooms and to combine classes for different courses at its discretion
6.5 For courses that have entry level requirements or courses that relate to a student receiving a conditional offer, if it is found that the student’s written and spoken English does not meet the requirements of a course, then the student will be required to complete an additional language course and the cost of such a course will be payable by the student prior to the commencement of the additional course
6.6 Should a student wish to transfer to another course, this will be at the school’s discretion and subject to payment of a course transfer fee and grant of permission by Irish immigration authorities where applicable. Such costs must be paid in full before a student will be granted permission to change their programme.
- Class Levels
7.1 All students are required to take a test prior to the commencement of a course to determine the appropriate level of study for a student’s chosen course
7.2 The School’s decision as to the appropriate level of study for a student is final and the student acknowledges that;
7.2.1 no refund of tuition fees will be given if the student is dissatisfied with the allocated level of study; and
7.2.2 while the school will use reasonable endeavours to accommodate a student in relation to study level, any change to a student’s study level will be at the school’s discretion.
8.0 On cancellation of a programme due to visa refusal, all fees will be refunded except for an administration fee outlined below as follows; General English, Business English, Examination English, Combination Courses, Summer Course; €100 cancellation fee for professional courses including Study & Travel; €200 cancellation fee
8.1 Subject to provisions of clause 8.0, a student will be entitled to a refund of tuition fees if the student is refused a visa on condition that;
8.1.1 no refund will be paid if the refusal is due to the fact that the student has not taken the required steps in applying for a visa;
8.1.2 the original letter from the Irish immigration authorities indicating the refusal of a visa is submitted to the school;
8.1.3 no refund will be available once a course has commenced;
8.1.4 no refund will be paid if the refusal is due to the fact that a student has submitted fraudulent documents;
8.1.5 refunds may take up to 4 weeks to process once the refund form and the letter referred to in clause 8.1.2 is received by the school;
8.1.6 refunds will be issued to the person who made the initial payment and, if a credit/debit card was used to make payment, the refund will be issued to that debit/credit card excluding credit card fees of 3%.
8.1.7 no refund will be issued if a student withdraws an application for a visa or is expelled from a course or expelled from Ireland by an authorised authority or government department; plus
8.1.8 no refund will be given if a student is granted a visa and then decides they do not want to study with the school. In this instance, the school will inform the Irish immigration authorities that the student has been accepted on and has not commenced on a course.
8.1.9 if a visa has been issued and commencement on course is cancelled by a student, there are no refunds except in the following scenario; where the visa has been formally cancelled and the embassy is notified that the participant will not travel. In this case a €100 administration fee applies, except in the case of our Study & Travel programme whereby an administration fee of €200 would be charged (see Item 15.4 for examination refund)
8.1.10 if payment has been made through an education partner, then a refund will be issued via that education partner.
8.1.11 excluding clause 8.1.4, if an EU applicant has a refusal, the following refund terms apply: re- application is free. If the student decides not to re-apply, all fees will be refunded. If re-applying, the registration fee is chargeable. If not re-applying, all fees minus €100 administration fee will apply
8.1.12 City Language School does not accept any responsibility in the case of visa refusals. In the instance of a visa refusal being related to City Language School’s documentation, we will refund all tuition fees and or assist the student in applying again. However no additional compensation will be given
8.1.13 Should a student be refused entry to the state at port of entry on arrival or by customs, no refund will be due
8.1.14 A minimum notice of 4 weeks must be given to City Language School if a student wants to postpone a course, in which case a new start date must be provided. A fee of €80 is required for all course date changes.
8.1.15 see Item 12 for Accommodation refund.
9.1 Excluding clauses 8.1.7, 8.1.8, 8.1.10, 8.1.11, and 8.1.12 the student shall be entitled to cancel a course at any time before the course start date and the amount refunded will vary as follows according to how much notice of cancellation in advance of the start date the student has given. All registration fees are fully payable on booking and are not refundable;
9.1.1 if the student gives more than 3 weeks’ notice of cancellation, the student will be refunded 100% of the tuition fees paid;
9.1.2 if the student gives more than 2 weeks’ notice of cancellation, the student will be refunded 75% of the tuition fee paid;
9.1.3 if the student gives less than 2 weeks’ notice of cancellation, the student will be refunded 50% of the tuition fees paid;
9.1.4 if the student gives less than 24 hours’ notice of cancellation, the student will not be entitled to receive any refund. Payment must be made at least 2 months prior to a course start date.
9.1.5 A minimum notice of 4 weeks must be given to City Language School if a student wants to postpone a course, in which case a new start date must be provided. A fee of €80 is required for all course date changes. (See 8.1.14)
9.1.6 Cancellations must be made in writing. Cancellations made by phone will not be accepted. (See item 10, Consumer Protection Distance Selling regulations 2006)
- Consumer Protection (Distance Selling) Regulations (2006)
10.1 Applications made online or over the phone may be cancelled within seven days of the initial application (cooling-off period)
10.2 Where the student chooses to exercise the right to cancel (within the cooling-off period), the school must be notified in writing. Cancellations made by phone will not be accepted. Students must preserve evidence of having given the cancellation notice (within the cooling-off period). The deposit and any fees will be refunded in full, less an administrative charge (where applicable). The school must receive notice of cancellation within the 7 days of the cooling-off period.
10.4 Students are liable for all bank charges and will be billed for such charges on their first day if applicable.
11.1 Students may be entitled to take holidays depending on the administration of their chosen course (see information provided in connection with the relevant course) Where holiday entitlement is restricted to pre-scheduled dates, students will be not be authorised to take holidays at any other time
11.2 Students may be required to use some of their holiday allowance during periods when the school closes for public holidays (including, but not limited to, Christmas, Summer, and new year period) and there will be no reduction in tuition fees should the school close for public holidays or school training days.
11.3 Students may be required to book their holidays in advance, and cancellations may result in the student incurring administration fees
11.4 The school has the right to insist that Students use their holiday entitlement at particular times and no refund of tuition fees will be available if the student is not willing or able to take holidays at such times
11.5 Students attending the Study & Travel programme are not allowed to take any unscheduled breaks once they have commenced their course. Students are expected to complete their programme as outlined in their Letter of Enrolment and only under the following circumstances will an unscheduled break be considered;
documented death of a close family member
documented illness of a close family member
documented certificate from a doctor attesting to the medical requirement for an extended break from studies
inability to attend class for an extended period of time caused by documented mental or physical incapacity
all applications for unscheduled breaks must be made directly in writing to the principal. Once all documentation has been submitted, a meeting (with a translator if necessary) will be arranged between the applicant and the principal.
in all cases, the decision of the principal will be final and will not be open to appeal. Applications will only be considered where they do not contravene the requirements of the Department of Justice and Equality
12.1 The School will use reasonable endeavours to provide a student with homestay or residence with the student’s preference in mind, but the student’s first choice of accommodation may not always be available. The cost of accommodation will be determined by the school and is subject to change. Upon request of seeking accommodation from the Bookings and Accommodation Team, a fee of €100 is required, refundable if we are unable to secure accommodation.
12.2 When booking accommodation, the student must;
12.2.1 book accommodation for a minimum of one week
12.2.2 pay the accommodation booking fee
12.2.3 pay a €100 credit card deposit upon arrival in the case of selected City Language School accommodation and some residence accommodation
12.2.4 ensure that arrival and departure dates are given to the school
12.3 In relation to accommodation, the student acknowledges that;
12.3.1 Arrival and departure dates may only be changed by special arrangement and that changes may be subject to a surcharge;
12.3.2 Arrivals for residence must be on Sundays only
12.3.3 Once the student has been admitted into Ireland, no refund of accommodation fees paid will be available; and
12.3.4 any request to change accommodation after arrival will be dealt with at the school’s discretion and subject to availability.
12.4 If the Student wishes to cancel or change any booked accommodation, then the following fees will apply (See item 12.4.1)
188.8.131.52 if the student gives notice of cancellation or change more than 14 days before scheduled arrival the arrangement fee, if not already paid will be payable; 184.108.40.206 If the Student gives notice of cancellation or change 8-14 days before scheduled arrival, 1 week’s accommodation fees and the arrangement fee, if not already paid, are payable
220.127.116.11 If the student gives notice of cancellation or change 0-7 days before scheduled arrival or fails to arrive, 2 weeks’ Accommodation fees and the Arrangement Fee, if not already paid, are payable
18.104.22.168 Once the Student has moved into Homestay, the Student cannot cancel or change that homestay for at least 2 weeks from the date of moving in. After that, homestay can be cancelled on 7 days’ notice
12.4.2 In relation to City Language School selection of accommodation;
22.214.171.124 If the student gives notice of cancellation more than 14 days before scheduled arrival at a City Language School selected residence, the arrangement fee, if not already paid, is payable;
126.96.36.199 If the Student gives notice of cancellation 8-14 days before scheduled arrival, 1 week’s accommodation fee and the arrangement fee, if not already paid, are payable;
188.8.131.52 If the student gives notice of cancellation 0-7 days before scheduled arrival or fails to arrive, 2 weeks’ accommodation fee and the arrangement fee, if not already paid, are payable
184.108.40.206 There is a €90 fee for all accommodation as organised and secured by the school, plus a subsequent €90 extension fee that applies. This fee may be subject to future increases
220.127.116.11 In relation to residence accommodation, individual providers’ terms and conditions may apply. Please see the school’s website for details
12.5 The School has the right, where reasonable, to remove the student from the accommodation for unacceptable behaviour. To avoid doubt, doubt, the school views unacceptable behaviour as including but not limited to, causing damage to property, causing disturbance or nuisance, abusive or disrespectful conduct, and or failing to observe house rules.
- Airport Collections
13.1 The School may be able to collect students from the airport. This service is subject to availability and to payment in advance of fees as required
13.2 The fee charged to a student for collection from the airport will include a waiting time of 1 hour and 30 minutes from the time of arrival that the student has specified to the school. Any additional waiting time will be charged at the rate of €10 for every thirty minutes
13.3 In relation to airport collections, the student is responsible for supplying full and correct information of travel requirements and for updating this information as and when necessary
13.4 No refund will be given if the cancellation of an airport transfer is given to the school with less than a 7-day notice period
- Attendance and Time Keeping
14.1 Students are obliged to attend all classes and to observe timetables set in relation to their course and the school will not be responsible if the student misses any teaching time. The school will only issue documents indicating completion of a course if attendance and performance have been satisfactory in the school’s opinion
14.2 Students must arrive at classes before the published start time and return promptly after any break. If a student arrives more than 15 minutes late to a class then the student will be excluded from class and no refund of tuition fees paid will be made as a result. If a student is persistently late to classes, the student may be excluded from a course and no refund of tuition fees will be made as a result
14.3 Conditions for student class absence as follows;
14.3.1 If the absence is due to illness, a doctor’s certificate must be provided;
14.3.2 If a student is absent from class without a doctor’s certificate, we reserve the right to exclude them from the course and may only be readmitted at the school’s discretion;
14.3.3 If the student has ongoing low attendance, and is studying through a visa, Irish immigration authorities will be informed in line with our published attendance policy
14.3.4 if, due to unauthorised absences, a student is excluded from a course, no refunds of tuition fees or extension of teaching time will be provided
15.1 Students will ordinarily be enrolled for examinations at the student’s request, but the school reserves the right not to enter the student for an examination if, in the school’s opinion, the student has not attained the required standard as determined by the school
15.2 The student is responsible for paying all examination fees in advance of examinations, and all examination fees paid are non-refundable
15.3 It is the student’s responsibility to ensure that all email and other contact details are correct at the time of exam registration. The school will not be held responsible for information not received due to incorrect contact information
15.4 No refund will be given if a student is unable to attend their registered end-of-course exam schedule or departs their course before the scheduled exam date (Study & Travel).
- Use of Computers
16.1 Use by students of the school’s computers will be subject to availability and at the school’s discretion
16.2 The student is prohibited to use of the school’s computers for unauthorised purposes including, but not limited to, accessing pornographic material or commercial activities
- Conduct and Discipline
17.1 The school has the right, where reasonable, to expel the student from the course for unacceptable behaviour, poor performance or lack of attendance and no refund of Tuition Fees will be given if the student is so expelled
17.2 For the avoidance of doubt, the school views unacceptable behaviour as including, but not limited to, causing damage to property, causing disturbance or nuisance, abusive or disrespectful conduct, failing to observe fire and safety rules and smoking other than in authorised areas and selling or consuming alcohol or illegal drugs on school premises
17.3 If the Student intentionally or negligently causes damage to school property, the student will, without prejudice to the school’s right to expel the student, be expected to pay the full cost of repairing or replacing such property
- Events outside the School’s control
18.1 The School will not be liable or responsible for any failure to perform, or delay in performance of, any of its obligations in relation to the student’s course or accommodation that is caused by events outside the school’s reasonable control (see Force Majeure Event)
18.2 A Force Majeure Event includes any act, event, non-occurrence, omission, or accident beyond the school’s reasonable control and includes, in particular (without limitation), the following;
18.2.1 strikes or labour disputes;
18.2.2 civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war; or
18.2.3 fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster; or
18.2.4 impossibility of the use of railways, shipping, aircraft, motor transport or other means of public or private transport; or
18.2.5 impossibility of the use of public or private telecommunications networks.
18.3 the school’s obligations in relation to the Student’s Course or accommodation are suspended for the period that the Force Majeure Event continues, and the school will extend the time to perform these obligations for the duration of that period. The school will take reasonable steps to bring the Force Majeure Event to a close or to find a solution by which the school’s obligations can be performed despite the Force Majeure Event
19.1 The School shall not be liable to any Student for any loss or damage which arises out of or in connection with or as a consequence of the student’s use of the school’s premises, including, but not limited to, loss of profit, damage to or loss of property or items belonging to the student and any personal injury to the passenger (but only in so far as such injury is not caused by the school’s negligence)
19.2 The School is not responsible for the safekeeping and delivery of any post, fax etc. sent to the student at the school address or for the safekeeping of exam results or certificates.
20.1 Photographs of the students may be used in the school’s promotional and publicity material unless the student, specifically objects. Students will not be paid for the time involved in the taking of such photographs and will assign to the school any rights to royalties they may have. The school reserves the right to use all images in any way the school sees appropriate in promoting itself and the copyright to all images shall belong to the school. The student gives authorisation for the use of image, voice, performance, artwork, or likeness, for instructional and or educational purposes, publicity, marketing, and promotional material for the school.
20.2 If any court or competent authority decides that any of the provisions of these terms and conditions are invalid, unlawful, or unenforceable to any extent, the terms will, to that extent only, be severed from the remaining terms and conditions which will continue to be valid to the fullest extent permitted by law
20.3 If the school fails, to uphold its duty bound by these terms and conditions at any time while these terms and conditions are in force, to insist that the student performs any of the student’s obligations under these terms and conditions, or if the school does not exercise any of its rights or remedies under these terms and conditions, that will not mean that the school has waived such rights or remedies and will not mean that the student does not have to comply with those obligations. If the School does waive a default by a student, that will not mean that the school will automatically waive any subsequent default by the student. No waiver by the school of any of these terms and conditions shall be effective unless the school expressly says that it is a waiver and tells the student so in writing
20.4 A person who is not a party to these terms and conditions shall not have any rights.
20.5 These terms and conditions shall be governed by Irish law and the school and the student agree to the non-exclusive jurisdiction of Irish courts
21.1 A 20% non-refundable deposit of the full package price for the group is payable at the time of booking. The balance payment for the group is due no later than 30 days prior to arrival. City Language School reserves the right to cancel groups that do not pay within this time frame and their deposit will not be refunded.
21.2 A damage security deposit of €200 cash is payable on arrival. The deposit is refundable on departure should no damage have occurred.
21.3 LEAP travel cards are charged at €45 each and lost cards are charged at this full amount.
21.4 Airport transfers are charged as part of the package price. Arrivals and departures outside of the normal hours 08:00-20:00 carry a supplement of €25 per student.
- Group Cancellations
22.1 If the entire group cancels 4 weeks prior to arrival €50 per student will be charged (includes individuals as part of a group if the group size falls below 1:15 group leader ratio).
22.2 If the group cancels less than 4 weeks prior to arrival the full deposit will be charged.
For more information about our Terms and Conditions please contact us directly at firstname.lastname@example.org