Policies
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Aims of Leeds English Language School
- To provide courses and employ staff which meet the needs of students
- To meet student and client expectations
- To encourage English Language learning
- To enable students to achieve their individual learning goals
- To provide a safe and comfortable environment for staff and students
- To provide an environment conducive to staff development and satisfaction
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Complaints Policy
Leeds English Language School takes all feedback and complaints, either made informally or formally seriously and will follow standard school procedures for dealing with complaints.
We will respond to your feedback and any complaints you may have promptly and courteously, and communicate our response to your suggestions. We treat all complaints seriously and will deal with complaints quickly.
If you are unhappy with any aspect of your education you should speak to your teacher first. If you feel that you cannot speak to your teacher, please talk to one of the Student Services staff, or one of the academic management team. If you are not satisfied with the response you may address your complaint to the school’s director Bob Charlton, or alternatively, we will tell you how you can complain to the English UK.
Procedure
If you have a problem or complaint then:
Speak to your teacher
OR
Speak to the Student Services Staff
If you still have a problem then:
Speak to the Centre Managers or Student Services Manager (Andy, Adam or Carol)
If you still have a problem then:
Speak to the Director (Bob) bob@leedsenglish.com
If your problem is still not resolved then:
You can contact English UK - (we will tell you how to do this or visit this web page:http://www.englishuk.com/uploads/assets/students/complaints/EN_student_complaints_info.pdf )
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Curriculum Policy
Our full-time courses are linked to the CEFR and are designed to accommodate the needs of our learners. Each level contains a mixture of general English and skills/academic skills with the exception of the IELTS preparation course. Each level has a level descriptor based on the CEFR and a level outline (scheme of works) which details the level aims, the skills, grammar, vocabulary and pronunciation and the activities to be incorporated. This is partly based on the course book, but also includes additional material. These are continuously updated and reviewed.
The majority of our students want to go on to take the IELTS exam and this is taken into consideration when designing courses. Due to the mixed nature of our student intake, teachers are encouraged to use their discretion when adapting level outlines and this is monitored by the AMT and QA. Teachers are aided in this through a class profile which is included in the level outline detailing age, nationality, learning needs etc.
Additional courses such as one-to-ones, A level preparation and small group courses are also available. However, the content of these courses is agreed upon with the stake-holders.
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Admissions Policy
All applications are dealt with on a case by case basis. Applications are accepted via post, email, the school website or in person. All students must complete an application form, which includes a medical form and a writing test where appropriate.
- The school may refuse to accept a student if we feel that we cannot meet the needs of the student on medical grounds (see Students with special educational needs, learning difficulties and disabilities Procedure)
- The school may refuse to accept a student based on the academic needs of the student if we feel we cannot meet those needs. For example the student is an absolute beginner or the level is higher than the current levels of classes running in the school.
- Information regarding nationality and visa status is required from the student.
- The school may refuse to accept a student, without reservation, if there is a suspicion that there is any risk that the student will not comply with the requirements of their visa status or pose a risk to the integrity of the UK Border in line with our HTS procedures.
- The school may refuse an application,without reservation, if there is a suspicion that documents presented to support a visa application are not bonafide.
- Students under 18 must also provide a parental consent form and follow the school’s under-18 procedures. We only accept students over the age of 16.
- The school may refuse to accept a student under the age of 18 if we feel we cannot meet the welfare needs of that student.
- All financial sponsored students are required to send proof of sponsorship for an English Language Course before we will accept them.
- Any students without financial sponsorship are required to pay a deposit which is dependent on type of visa required and length of course.
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Student objectives
In order to maintain harmony between the wishes of the long-term and short-term students the school’s programme of study attempts to satisfy both through the individual level syllabuses, classroom teaching, available learning materials, social activity programme and the culture within the school. The general emphasis is on longer term students who have the goal of achieving an IELTS score to enable them to move on to further study in the UK.
The general English programme is supplemented by academic English skills from pre-intermediate level. The skills, grammar and vocabulary taught at all levels can be applied to living in the UK and studying in an academic setting. Students also have Individual Learning Plans (ILPs) which cater to their specific learning needs and goals. They also have ILP study periods after class where they can work on these needs and goals with the supervision of a teacher.
Students join an IELTS preparation level after successful completion of an upper-intermediate level, or they attain an overall score of 5.5 in the IELTS exam with no individual score of less than 5.
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School objectives
The following is the school’s published mission statement:
Our promise to you
We take pride in delivering a professional and personal service which helps you to achieve your learning goals.
That means that everything we do should have a positive effect on your education and welfare.
Our Service
We will treat you with courtesy and sensitivity. We will make it as easy as possible for you to interact with us. We will deal with you in a polite, professional manner. We present ourselves with a professional appearance in a friendly environment. Please see our methodology statement for information on our teaching.
Our staff
Our staff will provide you with the best possible service. We will provide you with clear, timely and accurate information about our services. We welcome your comments, suggestions and views on any aspect of our service.
Feedback and complaints (see complaints policy below)
We will respond to your feedback and any complaints you may have promptly and courteously, and communicate our response to your suggestions. We treat all complaints seriously and will deal with complaints quickly.
If you are unhappy with any aspect of your education you should speak to your teacher first. If you feel that you cannot speak to your teacher, please talk to one of the Student Services staff, or one of the academic management team. If you are not satisfied with the response you may address your complaint to the school’s Director, Bob Charlton, or alternatively, we will tell you how you can complain to English UK.
Equal Opportunities
We conduct our business to the highest possible standards of ethical and professional behaviour in an atmosphere of respect. We will interact with you in a fair and open manner irrespective of race, gender, religion, sexual orientation, language and disability.
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Discipline and Exclusion Policy
We expect all students to deal with members of staff and other students politely and with respect. We also expect students to follow the school rules and terms and conditions of study at all times. Students’ behaviour should not cause offence or distress to others in the school based on racial, sexual or religious differences. It is also unacceptable to use abusive behaviour, such as harassment, bullying, actual or threatened violence and damage to personal property. In serious cases we may expel a student from the school immediately. If a student’s behaviour in school is not acceptable, we will take the following steps:
- We will give the student a verbal warning (we will speak to you about the problem).
- We will give the student a written warning (parents, agents and colleagues may be informed).
- We will give the student a final written warning.
- We will expel the student from school (refunds will not be given in this case).
In serious cases we may expel the student from the school immediately.
School Rules
These are the school rules. You can find the full terms and conditions here
Students who study with us at Leeds English Language School understand and agree to these rules.
- Students who receive funding or sponsorship for their studies from their embassy must have a financial guarantee. We allow students to study 2 weeks without a guarantee to give time for this to be organised.. Students from Libya and Saudi Arabia should refer to the school rules in Arabic section of this website for detailed conditions.
- Students who are visa nationals and leave the school must provide:
- 1. An offer letter from another registered educational institution to prove they are continuing their study in the UK or flight details showing their intention to return home.
- 2. A letter of authorisation from sponsor, supervisor, agent or parent (if under 18)
- Leeds English Language School will report any students on Tier 4 visas to the UK Border Agency who leave the course early in line with our sponsorship duties. The Embassy will also be issued with a letter informing them of the change in circumstances.
- Students must ask for any time off from class in advance. Students who require time off during a course must fill in a request form. You can get this from the office. If you give advance warning of 2 weeks and your attendance has been more than 85% we will accept your request and this will be marked as holiday. Any days taken without the knowledge of the school will be marked as absent. Sick days will also be marked as absent, but we can write a letter to confirm the reason for the absence.
- Students agree to study in all their lessons at all times outlined in the timetable. Students should not leave the class during lessons or disrupt the teaching of the class for any reason.
- Students who are continually late without good reason will be given a warning letter. After two warning letters, the school will ask you to leave with NO refund.
- Students must switch off their mobile phones in class.
- We expect students to work with the teaching style of the school. This means working with students of different genders and nationalities.
- We expect all students to have at least 85% attendance. For students on Tier 4 visas the school has reporting duties to the UK Border Agency. We are required to report students who do not attend their course and if 10 sessions are missed without a good reason we will report this. Low attendance will be shown on any reports, certificates and references that the school issue which may affect future visa applications and future studies in the U.K
- Students who continue to have low attendance (below 85%) will receive a warning letter. We will also send a copy of this to your agent and/or sponsor. Parents of students under 18 will also be informed. If this continues, we may ask you to leave the course with NO refund.
- Students understand that if they are not at the recommended level of English for a particular course or particular stage of the course they may be asked to repeat or extend a level. Students may also be asked to repeat a level or extend if they have low attendance.
- Students who are involved in Police action, continually break the rules of the school or are continually disruptive in class will receive a warning letter which will be sent to their agent and sponsor. If this continues the school may ask them to leave the course with NO refund.
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Teaching and Learning Programme
Overview
All classes are taught through the medium of English and students are expected to and encouraged to communicate in English at all times within the school. Students are reminded by welfare and academic staff to speak English when they are heard using their L1.
Levels
Students are divided into classes based on ability in English. The school has 7 levels of ability – beginner, elementary, pre-intermediate, intermediate, upper-intermediate, IELTS exam preparation and advanced. All levels therefore lead to an Academic IELTS preparation level.
Based on the demands of the students and the time of year, this is subject to change.
Level length
Each level is either 9 or 10 weeks long, meaning that there are 5 levels in any one calendar year. Most levels start and finish at the same time, although some levels, particularly popular ones, run staggered to ensure that incoming students can be placed more exactly into the most appropriate class
Enrolling on a course
Students can enrol on any Monday, or Tuesday if Monday is a public holiday, which means they may not necessarily start at the beginning of a level, which although not ideal, does allow flexibility for the student. The only exception to this is for IELTS preparation level where student may only join the class on the first or second Monday. Students are always placed into a class according to overall ability as determined by their placement test and any other available evidence of English, for example an existing IELTS test result.
Level description
All levels can be best described as mixed syllabus design. Grammar items and vocabulary are integrated into skills work through a topic based approach.
Each level has a level descriptor. This document is an adapted version of the CEFR framework to suit the levels in the school. The level descriptor describes the key skills, knowledge and ‘can-do’ statements that each student should have achieved to successfully complete the level.
Each level uses a published coursebook which all students are given. The coursebook covers, at least, all the points in the level descriptor.
Each level has a level outline which describes:
- The aims of the level
- The students enrolled at the start of the level
- A week by week account of the grammar, topics, vocabulary and skills to be covered in the course book and supplementary books.
- Links to the CEFR descriptors for skills to be assessed.
- Ideas for supplementary materials
- Ideas for homework tasks
- Ideas for stronger or weaker groups
Teachers use the level outline as a basis for planning their teaching week.
Teachers
In general, there are 2 to 4 teachers assigned to any one class. The school aims to have one teacher teaching one class for one week and then switch with a partner teacher for the next week to another class.
For example:
| |
Elementary Class |
Intermediate Class |
|
Week 1
|
Teacher A |
Teacher B |
| Week 2 |
Teacher A |
Teacher B |
| Week 3 |
Teacher B |
Teacher A |
| Week 4 |
Teacher A |
Teacher B |
| Week 5 |
Teacher B |
Teacher A |
| etc ... |
|
|
The school’s rationale for this is
- to ensure that students have access to different pronunciation and styles of speech;
- students do not get used to just one teacher’s style
- the teachers change group which helps to keep them fresh.
- the dialogue between teachers also helps them to monitor student progress and write reports
There are situations where two teachers on a level is not possible. The school tries to limit this wherever possible. In situations where a teacher is on leave or is leading a teacher training course it is necessary to bring in cover teachers, or change the timetable to suit.
Testing and assessment of Students
Every week the students are assessed continuously on different skills and sub-skills. Over the 10 week level the students are assessed on all aspects of the level descriptor.
Students are continuously assessed throughout the level as ‘on target’, ‘below target’ or ‘exceeding target’ against the standards required for the level as described by the level descriptor.
Assessment is a judgement made by the teacher against the level descriptor. Assessments are recorded on the student’s test result sheet.
Pop-in observations by the Academic Management Team (AMT) ensure that assessments are standardised throughout the school. Formal teacher observations also provide an opportunity to check standardisation of assessment.
In weeks 2, 4, 6 and 8 the class is given a progress test (see appendix K for examples) and in week 9 an end of level test. The aim of the tests is firstly to allow the teacher to check progress against what has been taught in the preceding two weeks. Secondly they encourage students to review materials and self-evaluate progress. Thirdly, students expect to be tested which gives validity to the level. Results are recorded on a test results sheet for each student in the class.
Students who are exceeding the required standard consistently over at least 3 weeks may be moved to a higher level after consultations between the teacher and academic management. Consultations can take place on an ad-hoc basis, or during weekly teachers’ briefings or during the twice termly individual teacher/AMT meeting.
Students who are below the required standard are flagged with the academic management team in the same manner as described above. A member of the AMT speaks to the individual concerned to find out:
- if anything is preventing the student from studying
- how the student feels about his/her studies
and
- to suggest ways of improving
- to manage the expectations of the student
Notes from the student / AMT discussion are recorded on the application page of the database, the teacher/AMT meeting form and the student’s test result sheet.
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Student progression
In order to successfully complete a level and move the next level a student must:
- have an attendance record of at least 85%
- complete homework tasks within the time frame set by the teacher
- score consistently high marks in tests (generally at least 65%)
- work to a high standard in class to receive consistent ‘on target’ in the continuous assessments
Students who do not meet these criteria may be asked to complete the same level again, or repeat part of the same level.
In certain cases the student is allowed to continue to the next level where the academic management believes it is in the student’s best interests for example, motivation, university entry deadline, close to the end of their course.
In situations where a student repeats a level a different coursebook is used to maintain motivation.
Coursebooks are chosen based on the overall strengths of the class at the start of a level. The level descriptor remains the same, but materials are pitched at a higher or lower level in order to maintain the academic challenge for the students.
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Student satisfaction and progress
Leeds English Language School wants all students to make progress while studying and be challenged by the academic rigour of the course through appropriate content and good teaching.
Procedure for maintaining student satisfaction and progress
Before arrival
- sending the student information about life and studying in the UK and in Leeds
- asking the student complete and return to us a language test if the application form test has not been completed
- asking the student to send any evidence of the English language level (for example an existing IELTS score)
- asking the student for information on any learning difficulties or other reasons that may inhibit their studies (medical form sent)
On arrival:
- testing all new students to determine their current level of English and placing them in to the most appropriate class
- managing student expectations about what they can achieve in the time they will study based on their current ability and aims
- conducting an initial tutorial and setting individual learning plan (ILP) work.
- issuing the student with a handbook
During studies
- providing high-quality general English language instruction for 21 hours per week
- setting, checking and giving feedback on regular homework assignments of approximately 5 hours per week.
- promoting learner autonomy through class work
- providing opportunities and resources for students to learn autonomously
- providing additional classes on areas of academic English and exam preparation
- giving regular feedback to students on their progress
- setting, marking and giving feedback on bi-weekly tests,
- Giving weekly advice and additional ILP work and checking of individual learning plan work completed
- continuously assessing students’ progress by setting appropriate assessment tasks, which are linked to the level descriptors.
- providing opportunities for students to mix socially with other students and staff through an activities programme.
- sending out regular news letters and information to make sure that the student has information about what is going on in school both academically and socially
- providing some input into cultural awareness of life in the UK to help students integrate into society
- flagging those students who are not meeting the required standard with the academic management team, who will speak to the student individually
- informing student of their scheduled teachers and any changes to this
- providing assistance to students who wish to apply for further and higher educational courses.
- providing a high level of welfare and support to students
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Monitoring and checking student progress against the aims of the level
Students at Leeds English Language School are continuously assessed against the skills and qualities described in the level descriptor for each of the levels. Progress testing is also considered a valuable learning tool as it encourages students to review work and check their own progress as well as providing information for the teacher on any remedial work required. Spot testing enables the class teacher to more formally check that assessment judgements on students are accurate.
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Policy for timetabling and timekeeping
Leeds English Language School provides timetabled classes and additional learning opportunities through ILP study periods, free study skills and exam skills classes, free classes with trainee teachers, homework, ILP work as well as trips and activities. The school expects all students to attend all classes in a timely manner.
The timetable is as follows for full time courses:
Monday to Thursday: 09.00 to 10.30; 10.45 to 12.15; 13.00 to 14.30. students on 15 hour per week courses finish at 12.15. All classes finish at 12.15 on Fridays. Students are encouraged to work on their ILPs from 14.40 when a teacher is available to help. Students are told about this ILP study period during initial placement testing, in education induction sessions, in weekly email news bulletins, on posters throughout the school and in individual consultations with students.
The school expects students to attend every lesson. In cases where a student cannot attend for any reason we ask that the student calls the school to explain why s/he cannot attend.
If a student arrives more than 5 minutes late for a lesson they are marked as ‘late’ on the register. If a student arrives 20 minutes or more late they will only be allowed into the class at the teacher’s discretion.
The school runs 4 or 5 free lessons in each 10 week term on aspects of learner autonomy and exam skills. Students are encouraged to attend these through reminders from the Academic Management Team / teachers and posters in school and a weekly e-newsletter.
We run additional free lessons as part of the Leeds English Language School Trinity Cert TESOL course for up to 28 weeks of the year. Students are encouraged to join these or take part in the individual learner profile with trainee teachers. Posters in school advertise the lessons and potential learner profile students are picked by the teacher trainers from students who we are confident will be reliable and attend the required meetings.
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Attendance and Lateness Policy
Leeds English Language School expects all students to attend all classes. The reasons for this are:-
- Regular attendance is the best way to make progress.
- Classes often follow a progressive pattern with revision/ review from previous lessons.
- The UK Border Agency (part of the British Government) also require students with a student visa to attend 85% of all classes. If students miss classes, they must have a good reason. If students miss classes without good reason, the UK Border Agency may not renew your visa and ask you to leave the country.
The following reasons can be accepted:
- illness (with a doctor’s note)
- doctor’s, hospital, dentist appointments
- appointments at universities or schools
- family illness or emergency
If you cannot come to school, you must phone the office. We will still record you as absent on the register.
The Victoria Road school number is: 0113 2751964
The Burley Road number is: 0113 2883046
The 1st time your attendance is less than 85% without good reason, you will receive a verbal warning.
The 2nd time, you will receive a 1st written warning.
The 3rd time, you will receive a 2nd written warning and then after that we will ask you to leave the school.
Lateness
We expect all students and all teachers to be on time for classes. You are marked as late if you are more than 5 minutes late. If you are more than 20 minutes late, the teacher may ask you to wait until a suitable and convenient time. If you are late on a regular basis, you will receive a verbal warning followed by a written warning.
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Students moving class or level
Leeds English Language School understands that students may wish to move class or level for a number of reasons, for example, too easy, too difficult, preference for one site, preference for studying with friends. The School takes all cases on an individual basis. When classes are formed, wherever possible, consideration is given to the nationality mix, number of men and women and the relative strengths and weaknesses of individuals.
If you wish to change group because you think it is too easy or too difficult:
- Speak to your teacher first
- Speak to the Centre Manager
- The Centre Manager will speak to your teacher to try to find a solution
- The Centre Manager will speak to you again about what we have decided.
If you wish to change class for another reason:
- Speak to the Centre Manager first – explain why you wish to move group
- You may be asked to write the reasons
- The Centre Manager will decide and speak to you again
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Students moving Sites
We have 2 schools located about 20 minutes walk apart. We will place you into the most appropriate class for your level of English, which may be at either school. If you wish to move to the other school please:
- Speak to the Academic Management team first – explain why you wish to move group
- You may be asked to write the reasons
- The Academic Management team will decide and speak to you again
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Student Holidays Policy
Leeds English Language School understands that long-term students may wish to take a break from their course, for example, to visit family.
WHEN CAN I TAKE A HOLIDAY?
The school has scheduled closures throughout the year and you are not charged for those weeks but students may want to take extra holiday during their studies. Tuition fees will not be charged for any extra holiday period that has been requested and agreed before the start of the course.
HOW DO I BOOK A HOLIDAY AFTER I HAVE STARTED MY COURSE?
You must give 2 weeks’ notice to our staff and you must receive a letter that is signed by a Centre manager or Student Services Manager to authorise this holiday.
HOW MUCH HOLIDAY CAN I TAKE?
Long term students may take one extra week as holiday for every 3 months studied if their attendance is above 85% and their progress will not suffer as a result of the holiday.
WILL I GET A REFUND FOR MY HOLIDAY?
Course fees are not refunded for these holiday periods but extra weeks can be added to the end of the course if places are available and if you remain within the terms of your visa.
WHAT HAPPENS IF I DO NOT HAVE AUTHORISATION?
You will be charged for the weeks you have taken as unauthorised holiday and you will not be able to add extra weeks to the end of your course. If you are a visa national, we will inform UKBA as part of our reporting duties. This may affect any future visa application.
WILL IT AFFECT MY CLASS/STUDIES
If your teachers feel that you are missing a large amount of the course content you may be asked to repeat your current level or be tested again on your return. This is very likely to be the outcome of holidays more than one week in duration.
Student leaving policy
Leeds English Language School understands that some students wish to leave their course earlier than scheduled for a variety of reasons; for example, to join a university pre-sessional course or due to an emergency. The school aims to be flexible but also must manage resources and staffing levels.
We STRONGLY RECOMMEND that students take out cancellation insurance prior to arrival.
How can I leave my course early?
The school requires 2 weeks’ notice from students who wish to leave the school earlier than expected. You must put your request in writing and a member of staff MUST sign and authorise the request.
Will I get a refund?
Students who wish to withdraw from a course should put their request for a refund in writing. In order to process any refunds the school must see evidence in oer to process a refund. This could be:
- A copy of the return flight ticket before leaving and a scanned copy of the entry stamp to the home country after leaving
- A copy of an unconditional offer for a different educational institution with a valid CAS for that institution
- Medical information or evidence for students who have health issues
- Any other documents or evidence which will help the school to reach a decision
Only then will the school process any claims for refunds.
Refunds are only given for the remaining course fees after the 2 week notice period in cases where the school management consider the request to leave to be reasonable. There will be at least a 25% cancellation fee in all circumstances, without exception. Any discounts on tuition fees will become null and void and you will be charged the full price for the weeks that you have attended the course.
When you apply and pay for a course you are expected to complete that course as indicated in your offer letter. All refunds are given in good faith and the school has the right to refuse any request.
What about my visa?
In order to process any refunds for Visa Nationals the school must see either:
- A copy of the return flight ticket before leaving and a scanned copy of the entry stamp to the home country after leaving.
- A copy of an unconditional offer for a different educational institution with a valid CAS for that institution.
The UKBA will be informed as part of our reporting duties. Your visa status may change and you may have to leave the country immediately.
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Postponing a course, late arrival on a course
Courses start on any Monday, or Tuesday in the case of a public holiday on a Monday. The school expects students to arrive on the day that they have booked a course to start, and if delayed, to contact the Student Services Manager/ Student Services Officer with a new arrival date at least one week in advance.
Students may only postpone if there is space available on the new course dates requested. A course extension is granted in cases where the student informs us in writing of a delay at least one week in advance, if there are places available. If no place is available on the new course dates and the student has given one week’s notice a refund will be given less an administration fee of £100. Course fees are not refunded if a student arrives late for a course and chooses not to extend.
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Cancelling a course before enrolment
We strongly recommend that students take out insurance to cover fees and all costs in case of cancellation or leaving early. Student Insurance Policies will generally refund fees if a student has to go home early for a medical or other serious reason.
The registration fee, the first 4 weeks accommodation and booking fees and the CAS Fee for Visa nationals are non-refundable under any circumstances.
All weeks are charged at a full week rate which includes tuition for a full week.
Provided written notice of cancellation is received more than 4 weeks before the start of the course, all paid fees will be refunded less the fees mentioned above.
If written notice of cancellation is received less than 4 weeks before the start of the course, Leeds English Language School will refund all paid fees minus four weeks’ tuition and the fees mentioned above.
If the course is booked and paid through an agent, any refunds will be made to that agent.
Visa Nationals – Visa national students who cancel a course because of a visa refusal must send documentary evidence from the relevant embassy before any refund can be considered. Once Leeds English Language School has received all the pages of the visa refusal letter including the last page with the signature of the ECO, the date and the reason for the refusal, all fees will be refunded less the registration fee, the first four weeks’ accommodation and booking fees (if applicable), the CAS Fee (if applicable) and an administration fee of £100. Bank charges are collected by the student. Students are strongly advised to only book accommodation and flights after successfully obtaining a visa to enter the UK.
Note that homestay accommodation requires 2 weeks advance booking, so we recommend booking homestay accommodation and flights for at least 2 weeks after obtaining a visa. Leeds English Language School is not responsible for any delays in visa applications and losses incurred as a result of bookings made before a visa is issued.
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Leaving a course temporarily at short notice
Leeds English Language School understands that students may need to take a break from their studies for emergency situations.
Periods of absence due to accident, sickness or other emergencies are non-refundable under any circumstances. Students are strongly advised to take out insurance. A doctor’s note is required to confirm authorised absence.
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Disruption to international travel or force majeure
Leeds English Language School strongly advises students travelling to the UK to take out travel insurance. The policy should cover flight delays for any reason.
Leeds English Language School cancellation and postponement policies apply in all cases. In the event of flight delays or force majeure and subsequent course cancellation or postponement, Leeds English Language School will not normally refund fees.
However, given exceptional circumstances, where a cancellation can be seen to be directly as a result of force majeure, we will look sympathetically at the individual circumstances and may issue a credit for the full amount of the course fees, and assist students to rebook their course at a later date. In these circumstances, the school will not charge cancellation fees, although accommodation charges may still apply.
In all cases it is the student’s responsibility to keep the school informed by email and phone of changes to travel plans.
Leeds English Language School takes the safety and welfare of every student very seriously. The school will therefore do its best to limit the distress and inconvenience if a student is forced to make last-minute changes to his or her arrival or departure plans.
If students are unable to leave the UK at the end of their course, the school will assist students in finding temporary accommodation. Where possible, accommodation will be extended.
The school has a special obligation to ensure the safety and welfare of students under 18. The school will offer all assistance in helping these students to book alternative ways of getting home. Emergency guardianship is available.
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School Closure
If the school is closed due to circumstances outside of our control, such as extreme weather, power failure or security incidents; we will try to minimise disruption. However, if the school is forced to close for a period of time, students cannot be reimbursed for the time missed.
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Students with special education needs, learning difficulties and disabilities.
Leeds English Language School accepts that in many countries special education needs may not be recognised and we may therefore enrol students with special needs. However, the school asks for all applicants to declare any special needs, learning difficulties and disabilities as part of their application.
The school treats all declared special needs on a case by case basis through discussions between the Student Services Supervisor and Director. The school reserves the right to assess the needs of each student and make a judgement about the ability of the school to meet those needs.
Currently the school has some limited wheelchair access and disabled toilet facilities. However, where the school feels that it is unable adequately to cater for a student’s needs it reserves the right to refuse admission.
Students who do not declare their disability or learning needs and whom the school judges that it is not possible to teach adequately, would be asked to leave the school with a full-refund of fees minus an administration fee
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Students under 18 years of age
Introduction
The School welcomes students who are under the age of 18 years, but understands that younger students may find aspects of living and studying in the UK difficult. The School treats all students as independent, mature individuals and students who are under the age of 18 years will be treated in the same way. The usual personal and academic support arrangements will apply to students who are under 18 years. However, the School acknowledges that anyone under the age of 18 living in England is legally a child and recognises that students under the age of 18 may therefore have additional needs in relation to their support and welfare.
Parental responsibilities
The School is not able to take on the usual rights, responsibilities and authority that parents have in relation to a child, and does not act in loco parentis in relation to students who are under the age of 18 years.
The School recommends that guardianship / in loco parentis is arranged prior to the student’s arrival in the UK
As a minimum, it is a condition of admission to the School that the parent or guardian of any student who is under the age of 18 years confirms, by signing and returning the school’s parental consent form, their acceptance of the arrangements set out in this document. Where a student is from overseas and the parents remain abroad, the School requires, as a minimum, details of the parents’ 24-hour emergency contact number. Preferably the School requires a 24-hour emergency contact number for the child’s guardian who is in the UK, and who will be accessible to the child and to the School should the need arise.
Contracts
As a student who is under the age of 18 years may not be able to enter into legal contracts, the School require a student’s parents to honour all obligations under any contracts with the School that the student enters into. By signing the school’s parental consent form, the parent agrees to this.
Student accommodation
Parents should be aware that host family accommodation where the host family acts as in loco parentis is the most suitable arrangement for both the school and the student. As a minimum, the student must book host family accommodation for at least 1 month. By signing the parental consent the parents agree that the student may find their own accommodation after 1 month.
Field trips
Programmes may involve compulsory or optional activities and trips. The School is not able to take any additional responsibility for a student who is under the age of 18 years in relation to such activities. Unless indicated otherwise, by signing the parental consent form, parents give consent for the student to take part in these activities on that basis. The staff member leading the trip is always informed of any student under 18 going on the trip and those students must stay with the trip leader at all times.
Alcohol and tobacco
It is illegal for alcohol and tobacco products to be sold to or bought by students who are under the age of 18 years. The School will take reasonable steps to seek to ensure that the law is not broken control but cannot undertake to supervise any individual student.
Relationships with staff
Under the Sexual Offences (Amendment) Act 2000, it is a criminal offence for any person in a position of trust (which may include members of School staff) to engage in sexual activity with someone who is under 18 years.
Child protection
As a matter of law in England, a person under the age of 18 in years is a child. The School has a responsibility to protect those under the age of 18 years from abuse and will report any suspicions or allegations of abuse of children to the appropriate authorities. Any such suspicions or allegations will be reported to the School Director who will contact the appropriate authorities.
Notification
The relevant teachers will be notified, prior to class placement, of any student who is under the age of 18 years on entry to the School.
Parental involvement
It is the School’s usual policy that it deals with students and not with parents and this approach will also apply to students who are under the age of 18 years. The School will correspond with parents only in cases such where the student’s welfare and progress is considered at risk.
Emergency contact
It is particularly important that emergency contact details are provided for students under the age of 18 years and such students and/or their parents are required to supply this information prior to their arrival at the School. If a medical emergency arises and it is not possible for the School to contact the named individuals, a senior member of the School will, on behalf of the student’s parents or guardians give such consent to treatment as is in the best interests of the student. By signing the parental consent form, the student’s parents or guardians indicate their consent to this. In the event of a serious incident where the school cannot give sufficient assistance then Emergency Guardianship through Study Links International would be employed.
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CRB Checks
CRB checks for staff working with under 18s. Although the school does not have many students under 18, it is assumed that all staff will be in contact with under 18s. As a result, the school requires all members of staff to apply for a full, enhanced CRB disclosure before they start at the school. Employing somebody without a completed CRB check to work with children or vulnerable adults is noted as a safeguarding risk. However, we have taken measures to minimise that risk by not allowing individuals unsupervised access until the result has come through.
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Safeguarding Children and Vulnerable Adults Policy
Although there are only few students under this category that study at the school, Leeds English Language School understands the need for Students aged 16 and 17 and vulnerable adults to be safeguarded. It is fully committed to safeguarding the well being of its students. All staff and students should show respect and understanding for the rights, safety and welfare of others, and conduct themselves in a way that reflects the principles of the School. We believe that studying at the school should be a positive and enjoyable part of students’ lives and to achieve this have the following aims:
• All staff and volunteers have basic training in Safeguarding Children and Vulnerable Adults and this forms part of the induction process.
• Basic information on safeguarding is written in the staff handbook
• All staff and volunteers working with young people should read and adhere to the Leeds English Language School Bullying and Harassment Policy
• The School will ensure that anyone working with young people apply for an enhanced CRB check. Any staff waiting for CRB results will not be unsupervised with any student under the age of 18 at any time
• Key Staff will have further training in safeguarding children and vulnerable adults
• A list of students under 18 forms an item of agenda in the weekly meeting for welfare and teachers’ briefings. staff are asked if there are any issues with each student
• Staff are briefed on new under 18s starting. Any teacher waiting for a CRB check to be returned should be aware that they should not to be unsupervised with that student.
• The Actual teacher of the student is informed that they have a student under 18 coming in to their class and to be vigilant - try to ensure teacher has CRB, if not, brief that teacher about responsibilities
• The Welfare Officer’s role is to deal with any issues concerning safeguarding. Anyone with concerns with respect to Abuse or Harassment should contact them. If that person is unavailable they can contact the Centre Manager.
• The School will review this Policy annually.
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Independent Safeguarding Authority Reporting
Leeds English Language School recognises its duty to refer to the ISA any information about any individuals who may pose a risk to children and vulnerable adults, ensuring potential threats to vulnerable groups can be identified and dealt with.
ISA gives guidance on how to refer to the ISA (http://www.isa.homeoffice.gov.uk/PDF/ISA%20Referral%20Guidance%20%20V2009-02.pdf)
and an ISA Referral Form (http://www.isa.homeoffice.gov.uk/docs/Referral%20Form%20FINAL%20DRAFT3.DOC) should be used to refer individuals. Any decision to refer would normally follow a disciplinary process and will include the school’s directors.
Where an individual has been referred to the ISA due to harming; causing harm; putting at risk of harm; attempting to harm; or inciting another to harm a child or vulnerable adult, the ISA will consider all relevant information in deciding if its appropriate to add that person to one or both the barred lists.
If an employee is taken off the ISA register they must immediately be removed from the School. At this point their contract of employment will be withdrawn such that their employment will be immediately terminated.
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Personal Harassment and Bullying Policy
We believe that the dignity of all students and staff must be respected. Staff and students should be courteous and considerate towards everyone and the school environment should be welcoming to all. All those working or studying here have a responsibility to establish and maintain an environment free from bullying and harassment. All forms of harassment or bullying are therefore unacceptable. Every student and member of staff is considered to be responsible for his/her own behaviour and for the impact which it has on others.
Personal harassment or bullying is any kind of unwanted,unwelcome or uninvited act which makes the recipient feel uncomfortable, embarrassed, unsafe or frightened.
examples include:
- Comments about physical appearance
- Behaviour which excludes, disadvantages or isolates someone
- Being looked at or touched or subjected to any unwanted sexual behaviour
- Sexual images being displayed
- Racist literature, language or behaviour
- Offensive or abusive graffiti
- Suggestive or offensive remarks (which may be in a language other than the victim’s own) – including email, internet messaging, text messages or websites
- Aggressive or demeaning language or behaviour
- Public chastisement*
- Jokes about gender, colour, ethnicity, sexuality or disability
* This does not affect the rights and responsibilities of staff to challenge and modify inappropriate student behaviour. However, this must be done in a manner which respects the learner and does not cause public embarrassment or humiliation.
If you experience any type of harassment or bullying or see this happening to another student you should immediately:
Speak to your teacher
OR
Speak to the Student Services Officer
OR
Speak to the Centre Manager
When you report instances they will be kept confidential and you can be confident that these will be dealt with promptly and effectively.
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Homestay Accommodation
Study Links International arrange our homestay accommodation. This is a separate company that have been working with Leeds English since 2003. They are accredited by AEGIS and have years of experience dealing with overseas students of all ages. They also provide guardianship for students studying in UK boarding schools.
Aegis said this about Study Links: "Study Links International is a very caring and efficient organisation that is strongly supported by its parents and pupils. It makes great and successful efforts to find out and meet the needs of each individual student."
During your studies in the UK Study Links International can provide you with comfortable homestay accommodation with friendly, English speaking hosts. The carefully selected hosts are welcoming and caring and you are sure to feel comfortable and at home with them.
It is a great opportunity to improve your English and understanding of British culture and make lasting friendships.
- A homestay will provide a single bedroom with study desk.
- A homestay will provide meals.
Breakfast: A typical breakfast in England (Cereal and toast). Usually you will prepare this yourself.
Dinner: A usual English dinner. This will be meat or fish or a vegetarian alternative, potatoes, pasta or rice and fresh vegetables.
Lunch: You will be provided with lunch on Saturdays and Sundays.
Snacks: Homestays do not provide snacks.
If you do not eat at the same time as the homestay, you might have to prepare food yourself.
- The people in the family will speak to you in English but they are not your English teacher. You are paying for accommodation not English lessons.
- Your clothes will be washed and you will be provided with clean towels and bed sheets.
- You will be expected to keep your bedroom clean and follow the rules of the house.
- You might wish to join your homestay for activities outside of class.
Homestays are in areas all around Leeds. Usually you will need to catch a bus to school. Most homestays are 30-40 minutes bus ride away. You can get discounts on transport in Leeds if you are a student. There are a few host families within walking distance of the school.
We will send you information about your homestay before you arrive.
Homestay costs £147 per week and there is an initial non-refundable registration fee of £60.
You must pay a deposit of £250 (for breakages or unpaid rent).
You must pay 4 weeks' homestay fees (£588) or the full amount for short term students (less than 4 weeks).
Short term students (Students studying for less than 4 weeks) will need to pay for their full period in advance. There is a two week minimum stay for short term students.
For long term students, there is a minimum period of stay of 4 weeks for students over 18 years old. If you are under 18 we expect all students to stay in homestay unless accompanied by parents or guardians. A parental consent form will need to be signed by parents or guardians for all students studying at the school
You must book and pay for your homestay at least two weeks before you plan to move into the house.
How to book
Email:info@leedsenglish.com with your accommodation request.
You will be sent an email with the amount of money you need to pay in advance.
Once payment is made we will ask you for your arrival details.
- Arrival Date:
- Arrival Time:
- Airport:
- Airline:
- Flight Number:
- Expected end date
- Special requirements
We will then send you:
- Pickup details – You will be met at the airport by one of our selected drivers who will look after you until to reach your homestay. There is a charge for this.
- Homestay address and telephone numbers
- Homestay profile
- Emergency telephone numbers
Methods of Payment in the UK
Methods of payment
1. By Standing Order every month through a UK bank account.
2. By Bank Transfer every 3 months through an overseas bank account
3. By credit/debit card, cash or cheque to Leeds English Language School
4. Through our website (details on request)
You will need to decide before you arrive how you wish to pay. We will show you how to set your payments up when you arrive.
Payments must be made 2 weeks in advance of the payment period. For example, booking paid from 01 July to 28 July. Booking for 29 July to 26 August must be paid before 12 July.
Moving Out of Homestay Accommodation
- After the minimum period you can leave the accommodation if you tell Study Links International in writing TWO WEEKS BEFORE THE DATE YOU MOVE OUT. You will be given a letter to confirm this (you will need this letter as proof of notice).
- You will be refunded any unused host family fees and your deposit after you move out if there are no breakages or unpaid fees.
- If you do not tell Study Links International TWO WEEKS BEFORE THE DATE YOU MOVE OUT you will lose two weeks fees (this may be taken from the deposit).
- If you take a holiday full accommodation fees are payable
The student must not attempt to make any private accommodation arrangements or payments directly to the homestay family including for friends and family members. All arrangements must be via Study Links International Ltd
Students must notify the homestay in advance if they will not be returning home for dinner or returning home to sleep at night.
Rules
Payment of accommodation fees commences from your stated arrival date (even if you arrive later) 2 weeks’ written notice is required. After the student leaves the homestay and removes all luggage a refund of unused accommodation fees and the deposit will be returned to the student.
By accepting a place with a homestay you understand the above rules and conditions and agree to follow them.
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Halls of Residence
Carr Mills Student Accommodation
Carr Mills provide accommodation for students from Leeds English Language School and the three universities in Leeds. It is about 20 minutes’ walk from our Victoria Road School and 10 minutes’ by bus to the city centre.
The Manager is called Kirsty. She will help you when you arrive and with any problems you have during your stay.
There are apartments with 5, 6 and 7 bedrooms. Every student has a private bedroom and a private bathroom. The kitchen is shared with the other people in your apartment.
The cost of Carr Mills is £85 per week plus a £250 deposit.
There is an extra cost for internet. The price depends on how long you stay:
1 week = £5
4 weeks = £15
5 – 16 weeks = £25
More than 16 weeks = £50
All fees should be paid directly to Kirsty in the Carr Mills office.
Bedding and towels are not usually provided. Kirsty will give you directions to the nearest supermarket where you can buy cheap bedding.
This is a 10 minute journey by bus. If you are arriving late at night, we do have a small number of bedding packs we can give you. Please let us know in advance if you need a bedding pack so that we can keep it for you. You can arrive at Carr Mills Monday- Thursday between 9am and 1.45 am
the following morning, and on a Friday between 9am and 7.45am on Saturday morning. However, at the weekend the office is only open from 9am – 5pm on Saturday and 10am – 6pm on Sunday and you do need to arrive at least 15 minutes before close please. If you are to arrive out of these hours you should arrange alternative accommodation until the office is open.
We can help you to book a cheap hotel near to the school. If you would like a room at Carr Mills, please tell us and we will be happy to book it for you!
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First Aid and Health Policy
Leeds English Language School is committed to providing a safe environment for staff and students.
The School has a number of trained first-aiders at both sites who can administer basic first aid treatment.
All students are given a new student induction booklet which includes emergency phone numbers of both school staff and the emergency services. During student induction we recommend that students register with their local GP. We recommend that students take out an insurance policy before they travel to the UK.
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Payments
Card payments
Students may pay for their course by credit or debit card. The card reader is at the Victoria Road School. Students may pay in person at Victoria Road or by phone or by card payment form with their application.
Cash payments
Students may pay by cash at either Burley Road or Victoria Road.
The member of staff taking the payment issues a Leeds English Language School receipt. The schools copy and the cash should be placed into the safe at the first opportunity. SSS to add payments to the database and Sage system.
Bank transfer payments
Students may pay by bank transfer. The School bank details are sent to the student with a note to include their name and / or student I.D. number on the transfer notes. In cases where a student requires an urgent booking we may ask them to email the transfer confirmation on order to process the booking. The Directors send weekly updates of payments to SSS to check against information sent by the student.SSS updates the database and Sage system. Receipts are not issued for bank transfer payments unless requested by the student.
Payments through our website
You can make payments using this method. This calculates the currency rates and gives you the best rate for your money. This is also a safe way to transfer your money (details can be found on our website)
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Other help for students when they arrive
Police registration
Students from certain countries are required to register with the police with 5 days of arrival, giving their address in the UK. Information on the need to register is usually on the student’s visa. SSOs check this when passports are photocopied and the student is told where and when to go to register.
Travel cards, ISIC cards, bank letters and council tax letters
Leeds English Language School provides support for students who wish to obtain a travel pass, open a bank account and pay only the required council tax by providing letters to confirm that they are a student at the school. These are given on demand to students.
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Photos and videos of students policy
Leeds English Language School sometimes wishes to use photos or videos of students in its promotional materials and it a condition of enrolment that students agree to their photograph / videos being used for marketing purposes. However, if a student does not wish their photo or video to be used they can opt out at any time.
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Students printing documents policy
Leeds English Language School encourages students to use the IT facilities in the school and to print educational materials for study use. All Leeds English Language School computers are linked to a printer. Within reason the school allows limited printing and copying of personal documents. A small fee may be charged to students who are seen to be printing or copying large amounts of non-educational documents.
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Student’s guide to ILP study periods
You are welcome to stay in the school after your classes have finished to study by yourself. A teacher is available to help you from 2.40 to 3.40pm Monday to Thursday. You can stay until 5.00pm. The teacher on-duty will help you to find and show you how to use materials for your Individual Learning Plan (ILP) black file. If you would like the teacher to check other work or to speak to you about different topics, you can ask, but the teacher may refuse depending on commitments to other students.
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Students computer usage policy
Leeds English Language School has a number of desktop and laptop computers for students to use. These may be used for general internet surfing, but preference is given to those students who wish to use the computers to study. You can access a variety of learning materials through the student pages of school’s website www.leedsenglish.com. You will need a password for this area of the site. Ask any member of staff. While using the computers you must not:
- download any programmes or software from either the internet or external hard drive or memory stick
- look at any pornographic, immoral or unethical sites
- use the computers or internet for the purposes of gambling or other business use.
If you break any of these rules you may be expelled from the school with no refund.
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Social Activities Policy
Leeds English Language School wants all students to enjoy their time in the UK and to experience British culture. Throughout the year the school runs weekend and weekday social activities. These provide an opportunity for students to socialise with each other, practise their English, see places of interest and do interesting things. Some activities are part-funded by the school; however students should pay for most activities. We aim to run weekly weekend trips over the summer period and at other times of the year every 3 or 4 weeks. One weekday trip or excursion is planned at least every 2 weeks throughout the year.
Under 18s must get written permission from their parents or guardians to in order to attend trips outside of regular class time, and it is the policy of Leeds English Language School that students under the age of the 18 must stay with the trip leader at all times.
Leeds English Language School also offers discounts to its students for trips organised by a local student travel company, Don’t Be A Tourist. This is an external company and Leeds English Language School takes no responsibility for injury or loss of personal items that occur on these trips.
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