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Terms and Conditions

Harrow School Short Courses, formerly The British Association of Boarding School Short Courses (‘BABSSCo’) is a trading name of Harrow School Enterprises Limited registered in England, company number 1617359. Harrow School Enterprises Ltd is a wholly owned subsidiary of Harrow School (‘The School’), registered charity number 310033.

Courses at Harrow School are operated by Harrow School Enterprises.
Courses at Dulwich College are operated by Our World English Schools. Courses at Heathfield School are operated by Heathfield Summer School.

Enrolment

Places on each course are limited and we advise you to apply as early as possible. Enrolments open in November and remain open until the end of July or until all course places are sold.

All Harrow School Short Courses applications and deposit payments must be made online.

An enrolment is not complete until we have received the deposit or full fee and confirmed the booking in writing. If the application is accepted after 07 May 2019, we must receive full payment of fees at the time of booking. At Heathfield Summer School, all final course payments must be settled by 01 May 2019. Any bookings made after 30 April 2019 will require full payment at the time of acceptance.

The initial deposit of £500 per course per student is part of the full fees and not an additional cost. Deposits are required to reserve your course place and are non-refundable. We require a deposit payment for each course that you book before 07 May 2019.

Harrow School Short Courses must receive the full balance of fees for all courses by 21 May 2019. If we do not receive payment by this date, we may cancel the student’s place on the course and we will retain the deposit payment.

It is your responsibility to check before the payment deadline if there are any foreign exchange restrictions in your country and to plan with your bank in advance to ensure we receive payment by the deadline.

If incorrect information is provided in the application to Harrow School Short Courses, we may ask the student(s) to leave the course. If this happens, we will not refund the course fees.

Places are held for 3 working days after we email to accept an application. We will release the place if we do not receive the deposit within the deadline given in the acceptance email.

Completed forms (Emergency, Medical and Travel, etc) must be submitted within the deadline given. Any misinformation or withheld information may result in the child being asked to leave the course without refund.

At registration, all students will need to give us their passport/ID Card. This includes students arriving with their parents or guardians. It is a requirement of the UK Border Agency that we keep passports onsite and securely stored. We return passports to students at deregistration.

Students studying at the same school will not necessarily stay in the same boarding house, or have activities, lessons or excursions together. This is particularly relevant to Harrow Juniors and Seniors.

Cancellation

Please contact us immediately via written request at summerschool@harrowschool.org.uk if you need to cancel your course (see Liability and Insurance sections).

If you cancel after 07 May 2019, we retain your full fees. Depending on the reason for cancellation, you may be covered by the insurance policy which is included automatically in all course bookings after we have received the deposit payment. Please contact us for details of this policy.

You must support any cancellation claims with documentary evidence.
If your cancellation is because of a visa refusal, please see ‘Student Visas’, as separate conditions apply.

Bookings cannot be transferred, and deposits cannot be refunded.

Any unused portion of the course fee cannot be refunded.

Amendments

After a student has registered, you cannot change their name. The name on the application must match the legal name on the student’s current passport.

Students are able to change the course that they are booked onto after payment has been received providing the course is at the same centre and there is space available. There will be an administration fee of £75 for changing course. If you want to study at a different centre, we will regard this as a new booking. Please see our cancellation policy.

The senior courses at Harrow School include options for activities, academic study and excursions. These options must be confirmed by 15 March 2019. Applications submitted after 15 March must confirm their options at time of booking and cannot change once the student is registered. Any changes made to options before the 15 March must be submitted in writing to summerschool@harrowschool.org.uk. Options are subject to availability at the time of submitting an application. Please note, some options may be cancelled due to low numbers. However, students will be given an alternative if this occurs.

If students request to change their options after 15 March, or once they have arrived there will be an administrative charge of £75 per option, if the change is possible.

Airport and Eurostar transfers

We must receive your travel details by the deadline given in your booking confirmation email.

Harrow School Short Courses always confirms travel details via email. Do not assume that Harrow School Short Courses has received travel details until you receive an email from us.

You must inform us of any changes to your travel arrangements. We must receive any changes to arrival travel details at least seven working days before the start of the course and any changes to departure travel details at least seven working days before the end of the course.

If we do not receive travel details or amended travel details within the seven working days deadline we will charge you an administrative fee of £75 and we may not be able to provide a transfer.

We will organise a scheduled transfer from/to our designated airports or St. Pancras railway station (Eurostar only) for students who send us travel details within the deadline given and hold a valid return ticket with a time and date. You cannot arrive with an undated ticket and Harrow School Short Courses cannot book your return ticket.

We only organise scheduled airport (and Eurostar) transfers for our students to and from the airports or train station shown in the table below. Transfers are normally by car, minibus or coach. We may occasionally use trains or public transport for transfers. We do not run a shuttle service.

Arrival and departure times per school are as follows:

School Name Arrival Departure
Harrow School &
Heathfield School
06:00 – 18:00 09:00 – 19:00
Dulwich College 10:00 – 16:00 10:00 – 16:00

Please contact the Harrow School Short Courses Registration team if you would like to check your travel arrangements with us before booking (summerschool@harrowschool.org.uk). Please note, students cannot arrive early and wait for our staff if their arrival is before our time transfer window and we cannot arrive leave students at the airport or train station to wait if the departure is after our time transfer window.

We may be able to accept requests for transfers that do not meet our travel requirements. For example, if you want to fly into or out of alternative airports, we may be able to arrange this. Please contact the Harrow School Short Courses registration team (summerschool@harrowschool.org.uk) to check before making your travel arrangements. If we have confirmed a transfer outside of our advertised arrival and departure times, there will be a fee per transfer of £150, per journey, per student.

If you change your travel information once submitted there will be an administrative fee of £75.

Please refer to practical information on brochure page 38 for the arrival and departure times and designated airports per school. In summary, students attending Harrow School should arrive at St Pancras Station (EuroStar only), or Heathrow, City or Luton Airports.

At Heathfield School students must arrive at Heathrow airport only.

Students at Dulwich College can arrive at Heathrow, Gatwick or St Pancras (EuroStar).

Students attending Harrow School who do not require a transfer must arrive at the school with a parent or an authorised adult between 13:00 and 17:00 and depart with a parent or an authorised adult between 09:00 and 13:00. Please note, you may not be able to check into your bedroom before 14:00.

We will not provide transfers for students meeting adults at an airport or St Pancras Eurostar station unless the student is booked on a flight or train leaving that day. A student who has a scheduled transfer with us will arrive at the airport approximately three hours before their flight/train departs. We will check in the students and stay with them until we can send them through security. Please note our staff will stay with the student until the security gate and will not release them from our care until this point.

Adults can meet students at the check-in desk, but our staff cannot wait for adults.

Students must pay the cost of excess baggage and Unaccompanied Minor (UM) charges; Harrow School Short Courses is not able to pay these. It is the parent’s responsibility to check the airline’s arrangements for the payment of airport departure tax, the maximum luggage allowance or any airline policy which may affect the student’s departure on transfer day.

If a student will be collected by an adult who is not the parent or legal guardian, the parent or legal guardian must first complete an authorisation form in advance, giving us the name of this adult no later than 48 hours before the student’s departure date. The adult must show photographic ID to Harrow School Short Courses staff and sign the deregistration form before we release the student into their care.

As a part of our Safeguarding and Pastoral care, we will need advance notice of any changes to the authorised adult before we can release the student.

We can only provide transfers for students booked on our courses.

Visitors to the course

Any relative or friend who wants to take a student out during the course must ask for the permission of the Centre Director or their delegate at least 48 hours in advance. We require students to attend all of their lessons.

If the visitor is not the parent or guardian of the student, we must receive an authorisation letter from the parent or guardian at least 48 hours in advance.

The visitor must show photographic identification to Harrow School Short Courses staff before we release the student into their care.

All students are required to be signed out and signed back in to Harrow School Short Courses’ care by the parent, guardian or authorised visitor.

Parents or guardians are welcome to accompany students to their boarding house on arrival day but are not allowed in to boarding houses later in the course or on collection. 

Parents, relatives and friends are warmly invited to attend the awards ceremony held at the end of the student’s course.

Student visas

  • Some nationalities will require student visas, and obtaining a visa is the responsibility of the client.

    Harrow School Short Courses can provide students with a letter of acceptance and visa support letter (for the registered student only) on receipt of the deposit payment.

    Should a visa be rejected by the Entry Clearance Officer, and the client has followed all the correct procedures, the following refund policy applies:

    If a visa application is rejected and we receive written evidence at least six weeks before the start of the course, we will refund the fees received in full, less an administration fee of £250.

    If written evidence of a visa refusal is received less than four weeks prior to the start of the course, then the refund will be paid less the administration fee of £250 and the non-refundable deposit paid at the time of booking.

    Where we receive this evidence, the refund will be paid back to you within four weeks of you providing us with bank details and written authorisation that the refund should be paid to that account.

    With all visa refusals, original written documentation issued by the Entry Clearance Officer must be provided to Harrow School Short Courses to qualify for any refund.

    Harrow School Short Courses will not refund a client should the reasons for refusal be related to insufficient, incorrect or false documentation.

    Harrow School Short Courses will not refund a client should the client not have applied with sufficient time for the visa to be approved. We strongly recommend clients apply at least three months prior to the start date of the course.

Liability

Harrow School Short Courses and The School has public liability insurance.

Any liability of Harrow School Short Courses or of The School to the student, parent or guardian, in respect of which Harrow School Short Courses or The School has insurance cover, shall be limited to the amount of such cover and any such liability.

Nothing in these terms and conditions shall operate to exclude any liability of Harrow School Short Courses or The School for personal injury or death caused by negligence of Harrow School Short Courses or The School or our respective servants and agents.

It is a condition of the contract between Harrow School Short Courses, The School and the student or their parent or guardian, that Harrow School Short Courses and The School is not in any way liable to the student or the parent or guardian in the event that any service contracted to be supplied by Harrow School Short Courses or The School becomes impossible to supply, due to reasons outside of our control.

Insurance

Harrow School Short Courses provides insurance cover as part of your enrolment. This is designed to meet the needs of our students coming on courses in the UK.

There is no extra charge for this cover. Your cover starts automatically when we receive your deposit payment.

Please contact the Harrow School Short Courses registration team for full policy terms and conditions.

The insurance is arranged by Gibbs Denley Insurance Services and underwritten by Chubb European Group Limited. Both are authorised and regulated by the Financial Services Authority.

If there are costs involved in the medical treatment of a student, you must pay these costs initially. If you want to claim for these costs, you must do so directly with the insurers.

Passport, tickets and pocket money

Students must submit their passport/ID and travel ticket at registration on arrival at the school. These documents will be kept securely throughout the course.

Pocket money can be handed in at the start of the course. Our insurance policy covers for loss of cash of up to £250 only. We recommend that you purchase a debit card or a credit card for use in the UK. You can then add extra pocket money if required.

Any additional pocket money transferred to Harrow School Short Courses by bank or credit/debit card while the student is on a course will incur an administration fee of £30 per transaction.

Harrow School Short Courses will not lend or advance pocket money to any student.

Course rules

Students must arrive on the day their course begins and leave the day their course ends.

Students must be on time for all meals, classes, activities and excursions on the schedule.

Students must keep their rooms tidy and make their own beds.

Students must pay for any damage to property, equipment or rooms. No student of any age is allowed to drink or have alcohol.

Any student who takes or has illegal drugs will be required to leave the course immediately.

Students cannot smoke at any time. If we find evidence of smoking in a building, that student will leave the course immediately.

In the boarding houses, girls and boys may only mix in the areas agreed by the Centre Director.

Any form of bullying or intimidating behaviour is completely forbidden.

Students must be in their rooms and silent at the time given by the House Parent (or their delegate).

Students must turn off their mobile phones during all lessons and scheduled activities.

Students who do not obey the course rules or who repeatedly misbehave or do not follow the instructions of the course staff or otherwise disrupt the smooth running of the course will be asked to leave the School and the course immediately at their own expense. No part of the course fee will be refunded. Parents or guardians must collect a student or arrange a flight within 24 hours of being notified of a student’s withdrawal from a course. For any additional days an expelled student remains on site there will be a £150 supervision charge per day.