Terms and Conditions
In these Terms and Conditions, ‘we’ or ‘us’ means Study Group. Study Group is a trading name of Bellerbys Educational Services Limited – Ireland Branch (‘BESL Ireland’), the owner and provider of the University College Dublin International Study Centre (the ‘Centre’). BESL Ireland is registered as an external company with the Companies Registration Office (no. 908748), being an overseas branch of Bellerbys Educational Services Limited, a company registered in England and Wales with registered number 2325576 whose registered office is 1 Billinton Way, Brighton, East Sussex, BN1 4LF, UK. . BESL Ireland’s place of business is at Newstead Building Block A, University College Dublin, Belfield, Dublin 4. References to the ‘University’ are to University College Dublin.
Please ensure you read these Terms and Conditions carefully and understand them before signing your final acceptance of a place at the Centre. These Terms and Conditions, along with any offer letter received from us and the policies referred to below form part of a wider agreement between you and us which will become legally binding once you send confirmation of your acceptance of our offer of a place to you.
Please note that these Terms and Conditions assume that you are an international (non-EU) student. If you hold dual nationality, you will NOT be permitted to enrol at the Centre as an international student and progress to the University with the status of an Irish//EU student in order to take advantage of lower university tuition fees.
Application and confirmation payment
If the application is accepted, a written offer of a place will be made. To accept this offer a confirmation payment is required comprising a non-refundable administration fee of €200 and €1,000 security/disbursements deposit are payable. You will also be required to pay €6,000 in advance tuition fees before you apply for your student visa. Non-payment by the fee deadline may put your place at risk. Once the visa been issued, and before arrival at the Centre, you will be required to pay the balance of the first two terms’ fees along with the accommodation fees (if applicable) as set out on your individualised payment plan on your offer letter.
The issuance of a student visa is subject to meeting certain criteria including, but not limited to, your financial status and, in some cases, a satisfactory interview. Please note that all payments made prior to a visa application (except for the non-refundable €200 administration fee) are refudable in the event that you are unable to meet visa entry requirements, subject to receipt of an official visa rejection letter. Such payments will be refunded within 20 days of receipt of the official visa rejection letter. No refunds will be made where a visa is rejected on the basis of fraud.
The security deposit is primarily held against any damages incurred to Centre property and related expenses. If, at the end of a course, there are any monies left these may also be offset against debts incurred by you in relation to expenses such as course-related travel or extra-curricular activities, otherwise an invoice will be issued for any damages/outstanding fees in excess of the deposit. Any monies left will be refunded within 90 days of completion of the final term less any deductions made for any amount outstanding at that time.
Cancellation and Refund Policy
You have a right to cancel your place and receive a full refund of any amounts paid by informing us in writing within 14 days of the date you accept the offer. To cancel your place within this 14-day period, please contact your admissions co-ordinator. Our cancellation and refund policies can be accessed at the links below. Your attention is drawn in particular to the circumstances in which the €6,000 advance tuition fees will NOT be refunded:
- If you cancel after a student visa has been issued;
- If you cancel within 8 weeks of the course start date; and
- If your visa is rejected due to fraud.
Refunds will only be made to the person responsible for the fees unless written authorisation is provided to the contrary from that person. Refunds will be made within 90 days of the end of the relevant term. Please click on the links to our refund policies above.
Refunds will be made after calculating any damages, disbursements due or any other incidental fees or charges. Should you decide not to pursue your place on a programme after a student visa has been issued, no monies will be refunded unless there are exceptional circumstances as set out in the refund policy below.
View the full Pre-arrival Refund Policy here
Centre tuition fees
After arriving at the Centre, fees are payable to us in advance at the start of the term before the term to which they relate (for example, the fees for term 3 will be payable at the beginning of term 2).
Admission to courses is dependent on fees having been received by us.
Reasonable efforts are always made to keep fees to the minimum that is consistent with the provision of a modern and efficient teaching programme. However, fee increases may become necessary from time to time in order to maintain standards or following a change in law or regulation. You will be notified in advance of any increase, but we will not increase fees during the course of an academic year.
If payments become overdue, we reserve the right to suspend or cancel tuition and to charge interest on the balance at the rate of 2% above the base rate of Ulster bank per month or part thereof.
Provision of tuition
The Centre will use all reasonable endeavours to deliver all programmes described in our prospectus and other marketing materials. However circumstances may change due to factors beyond our reasonable control and it may be necessary to vary the content of a programme. We will use reasonable endeavours to ensure that any changes are kept to a minimum, but if we are required to make material changes to a programme before your arrival at the Centre, we shall inform you as soon as possible. If you reasonably believe that the changes will affect you adversely, you may transfer to an alternative programme at the Centre for which you are qualified or withdraw your application without any liability for fees (including the enrolment fee).
If there are not sufficient applicants either to make a programme viable or to deliver a quality student experience, we may cancel or withdraw a programme. If you receive an offer for a programme and we discontinue or withdraw that programme prior to your registration at the Centre, we will notify you as soon as possible and you will be given the opportunity to either change your programme of study or withdraw from the Centre. In such circumstances you will be eligible for a full refund of any fees paid to us.
University Programme Preparation Fee
Should you be successful in progressing to a University undergraduate programme, an amount equivalent to 15% of that programme’s first year’s tuition fees will be payable by you to us as a programme preparation fee. At the same time, you will be entitled to receive a 15% discount from the University in respect of the first year’s fees of the undergraduate programme.
Students must meet the Centre’s criteria for English Language proficiency.
Students are accepted into the Centre on the strict understanding that progression through the course is conditional upon satisfactory and required attendance and successful attainment of prescribed performance targets as outlined to you at the beginning of your course. Students are formally assessed at least twice a year. The assessment will take into consideration:
- Course work assignments
- Internal examination results
- Commitment to study
Students who do not meet the attainment criteria will not be allowed to proceed with their original programme, but may be offered an alternative programme or invited to withdraw from the Centre.
Study plan changes
All students’ English and numeracy skills will be tested on arrival. If your results differ materially from those in your home country, for example as a result of not having been tested for a long time the Centre may discuss an alternative study plan more appropriate to your English and numeracy level. We would rather you succeed on an appropriate study programme than struggle on a course beyond your levels of English and numeracy.
Accident and Medical insurance
We strongly recommend that all students have appropriate accident and medical insurance for the duration of their study in Ireland. Depending on the policy, insurance may cover otherwise non-refundable course fees in the event of cancellation. You may either take out our StudyCare Insurance Plus policy or cover with an alternative provider. Further information about StudyCare Insurance Plus can be found at the following link: http://www.studygroup.com/land/studycare-ie. Cover under the StudyCare Insurance Plus policy will not commence until the insurance fees have been paid in full. Should you cancel your course, you will also need to notify us that you wish to cancel your StudyCare Insurance Plus policy.
Personal belongings and contents insurance
While the Centre takes all reasonable precautions to ensure the safety and security of students on campus we cannot accept responsibility for loss or damage to students’ personal property. All students are, therefore, strongly advised to take out a contents insurance policy.
Withdrawal from the Centre post-arrival
Once you have arrived in Ireland, a minimum of one term’s notice (in writing) is required to withdraw from the Centre, whether or not you continue to attend lessons. Please refer to our Post-Arrival Refund Policy at the following link:
Post-arrival Refund Policy
Notice of withdrawal must be given in writing or by email to the Centre Head and is effective from the date it is received.
Payment can be made to the Centre using a number of payment options via our PayOnline platform. Access to this platform can be found on the How to Pay page using your unique student access code.
Certain card payments will carry a processing fee of up to 3.5%, depending on the card issuer. Variations to such charges may be beyond our control.
Please note that we are NOT able to accept cash payments for fees. Cash payments may only be made to cover sundry charges that may arise during your course of study.
If you choose to pay in your local currency a foreign exchange rate will apply. The applicable exchange rate can be viewed online as at the time and date of the payment. Bank charges and commission for both the sending and receiving banks should be paid by the sender of funds or they will be applied to the student’s account.
Accounts communications will be sent both to you and the person responsible for paying the fees unless written instructions are received to the contrary.
No other incidental costs will be charged to your account unless you agree to them separately. These may include, for example, field trips, text books and vacation accommodation.
Parking on campus is restricted. Charges apply to all students (and staff) who are allowed to park on campus. Students living on campus are not usually permitted to park on campus unless they have a need based on a disability or a family living with them on campus.
You (and, where applicable, your parent or guardian):
(i) agree that photographs, videos, artwork or other works of you, as well as your recorded or written testimonials and details of your achievements (‘Student Images and Testimonials’) may be used by us or our group of companies (or by a third party agent thereof), worldwide for promotional purposes including, but not limited to, our printed and online marketing materials and social media networks without further consent from, or notification to, you; and
(ii) give consent to our storing, or transferring across international borders, copies of the Student Images and Testimonials for such purposes.
Any information provided to us may be held on computer and shall only be used by the Centre as permitted under Irish Data Protection legislation. Information provided to Study Group and/or the Centre is held and processed for the purpose of administering your application, and we may share your information with Study Group's offices around the world. This information may be carried forward to your official student record, which holds data in electronic and paper form on your personal details, academic and administrative history and on relevant financial transactions.
We may also disclose appropriate personal data (as defined in the Data Protection Acts 1988 and 2003) to third parties outside of the Centre/Study Group including, but not limited to, your agent, sponsor, any third party accommodation provider to whom we may make a referral, the University or an external debt collection agency, where there is legitimate need or obligation, during or after your period of study. This personal data may include information about your performance, progress and examination results at the Centre. We will not disclose information about you to any other third parties without your permission unless there are exceptional circumstances, such as when the health and safety of you or others is at risk or where the law requires information to be passed on.
These Terms and Conditions will apply to you from the date on which accept our offer of a place at the Centre and for the duration of your study there. No variation to these Terms and Conditions shall be made unless it is in your favour or is with your consent.
Irish government bodies
The Centre is obliged to report, on request, visa status, attendance records and Irish contact details in relation to its students to relevant Irish government bodies. Study at the Centre is conditional upon you complying with all policies of Irish government bodies at all times.
Attendance and punctuality
Students are expected to attend 100% of their classes.
All absences, whether authorised or unauthorised, are counted towards the attendance for the term.
For a student on a student visa, a minimum of 85% attendance is a legal requirement. If a student’s attendance falls below 85%, the Centre must report the student to the Garda National Immigration Board (‘GNIB’). Students with attendance below 85% for their course at the Centre may have their visa cancelled or be refused a visa renewal to continue their study at the University.
Students are expected to arrive to all classes on time.
Being on time means that the student is sitting at their desk in the class room at the time the class is due to start.
Student punctuality issues are categorised into one of the following:
- Students less than 10 minutes late will be marked late on the attendance register
- Students more than 10 minutes late will be marked absent
- Late arrivals sum up to 1 absent
Full details of the of the attendance & punctuality policy are available in your student handbook and on the Study Smart Dublin ISC website.
Absenteeism and expulsion
The following procedure is followed if the student falls below the required 85% attendance:
The student will have an appointment to discuss their attendance with the Administration Officer or the Head of Centre.
Persistent absence will result in an ‘official’ meeting with the Head of Centre. This meeting will be recorded in the student’s official record. The student’s parents/sponsor/fee-payer/agent will be informed as applicable.
Persistent absence after the meeting referred to above will result in the student being required to complete an attendance sheet for the remainder of that term. The student will be responsible for ensuring that their attendance sheet is signed at each lesson by their tutor, and presenting that completed attendance sheet to the Administration Officer at the end of each week. Parents/sponsor/fee-payer/agent will be kept informed.
If the student fails to bring a fully completed attendance sheet to the office they proceed to stage 4. This requires that the student presents themselves at the office at 8.45am to sign in each morning for the remainder of the term, regardless of when their lessons are scheduled to start.
Where a student fails to improve attendance to above 85% they will be excluded from the centre. A letter will be sent to the GNIB to inform them of the student’s breach of their visa requirements.
Illness and sick leave
It is recognised that during their programme of study students will have to cope with the normal range of illnesses similar to that of the population at large. Students are responsible for keeping the Centre informed of any illness throughout the academic year which might affect their overall performance and attendance. In particular students should notify the Centre Office of any ongoing medical condition. We shall require submission of medical notes to cover absences at any time during the academic year.
Students will have authorised holiday at the end of each term. They are also entitled to all national/Bank holidays. No authorisation will be given to students to take holidays at any other time during the academic year.
End of Programme
All students are tested on arrival. This gives the tutors an opportunity to determine the best academic plan for you as you continue on the course. All students are then tested again at the end of each term. This will give the Head of Centre an opportunity to see whether you are ready to proceed on in the Foundation Programme.
Students sign a personalised study plan on commencement of their Foundation programme stating the academic requirements to progress to their degree.
The Head of Centre, in consultation with the tutors, will make the final decision as to whether a student is able to progress on in the programme.
Results will be published after the MAB each term but all results are provisional until approved by the External examiners and the Programme Assessment Board.
Complaints and grievances
We are committed to providing the best possible experience for our students in a high quality learning environment, and will do everything within our power to help students to resolve any reasonable complaint. We will deal with complaints in a timely manner, and any student seeking guidance on how to make a complaint should see any Centre member of staff. No student will be victimised for making a complaint in good faith, and all reasonable complaints will be taken seriously and dealt with according to the agreed procedures. We will deal with all complaints confidentially, and expect you to do so as well.
We expect that the vast majority of complaints raised by students will be answered or resolved quickly and informally by direct contact between the student and the relevant staff, without recourse to the more formal processes prescribed by this Procedure. Please follow the procedure below after the informal process has failed and you are not satisfied with the outcome.
Receipt of a complaints form will be acknowledged, normally within 5 working days. If it is felt the informal process has not been followed correctly advice will be given on how to do this.
We will investigate the matter, and you will be informed of the expected timescale to reach a decision or for the resolution of the complaint. You will have the right to a personal hearing with the person investigating the complaint. You are entitled to be accompanied to this hearing by another member of staff or Centre student representative.
After the investigation is complete, the Head of Centre will write to you detailing the findings and (if appropriate) what actions will be taken. The decision of the Head of Centre is final.
We hope that you will be happy with the Centre’s decisions about your work and progress. However, if you are not there are established procedures that you can follow in order to appeal.
The full procedure and forms are available in your student handbook and on the Study Smart Dublin ISC website.
Please provide us with personal e-mail addresses and mobile telephone numbers prior to your arrival at the Centre in order that we can communicate with you at all times (for example, to send you student reports). Please also advise of any changes to your contact details as soon as they occur.
Acceptance and Indemnity
Your acceptance (or acceptance by your parent or legal guardian if you are under 18 years of age) of a place to study at the Centre, indicates that you:
- Give consent to the administration of first aid and appropriate non-prescription medication to you, and give permission for medical, dental or optical and emergency hospital treatment when required
- Have given full details of any medicines currently being taken by you or any ongoing medical condition.
- Agree to the following indemnity: 'In consideration of the Head of Centre/Centre Director agreeing to make arrangements for and to authorise members of the staff of the Centre to take you from time to time on expeditions outside the premises of the Centre, you (or your parent or legal guardian as the case may be) hereby undertake to indemnify the Head of Centre/Centre Director and such members of the staff against:
- any claims, damages or costs which they or any of them may be or become liable to pay in consequence of any injury/damage or illness occurring during or as a result of any of the said expeditions;
- any claims by any third party which may be made against them or any of them in consequence of any act or default on your part during or as a result of any of the said expeditions.
- any other costs and expenses reasonably incurred by them or any of them your behalf during or as a result of any of the said expeditions.
Provided that the indemnity herein shall not extend to any claims, damages, costs or expenses in respect of and to the extent to which the Centre and member(s) of the staff or any of them shall be entitled to be indemnified under any policy of insurance or as may arise as a result of negligence causing injury or death.
Without this indemnity, you may not take part in an expedition organised by the Centre.
These Terms and Conditions apply to all bookings commencing after 2 March 2018. For bookings made prior to this date, please contact your admissions co-ordinator or Centre staff to obtain a copy of the relevant terms and conditions and refund policies which apply to your contract with us.