Terms and Conditions
Students should complete their signed application form and send with the required documentation to a Czech College representative or to the College office. Details of these can be found atwww.czechcollege.cz Students 18 and over must sign to say that they have read and agree with these terms and conditions. The parents or legal guardians of students under 18 must read and sign on their behalf.
Czech College may accept or reject applications in its absolute discretion. If Czech College accepts the application, the College will issue a written offer letter setting out the details of the place on a Course to the Student setting out any conditions relevant to the offer (the “Offer Letter”) and including an acceptance form for the Student to confirm their acceptance.
To accept the offer, the Student must complete and return the acceptance form to Czech College. The Student must pay a deposit as specified in the Offer Letter (which will be used towards the tuition fees due for the Course).
On receipt of the deposit payment and the signed acceptance form, a legally binding agreement with the College is formed. However the place on the Course will be subject to the Student meeting the conditions set out in the Offer Letter and having valid visa to enter and study in Czech Republic.
Payment and Fees
Tuition fees include tuition and access to the facilities of the College and its partner University or awarding body, orientation meeting, use of computer room, internet and study facilities, enrolment procedure, progress testing, sitting exams and a Czech College award on successful completion of the Course. All fees, charges and accounts are payable in advance. Fees are correct as at the time of printing but Czech College reserves the right to vary its fees at any time. Payment of each term’s tuition fees will be subject to any increase that may be announced during the Course.
Students are required to pay the tuition fees for the first term and the following term in full at the start of the first term. Any deposit paid by the Student will be deducted from this amount. For those Students on Courses longer than two terms, the Student will pay the tuition fees for the following term at the start of the current term of the Course. For example, the fees for the third term will be due at the beginning of the second term.
Sponsored students must submit the Financial Guarantee from their sponsor to commence their programme of study.
Payments before arrival
Payments can be made by bank transfer and authorised credit/debit card transactions prior to the Student arriving. Students must cover the cost of bank charges to send and receive funds for bank transfers for the initial payments and any subsequent payments. If these charges are not covered by the student at the point of payment, the amount will be deducted from the Student’s deposit. Students are also required to cover the bank charges incurred by Czech College in refunding any money to a Student.
Payments after arrival
Payments made after the Student has arrived at the College can be made by bank transfer, by cheque (only issued by a Bank in Czech Republic) and debit/credit card. Credit card payments are accepted only if the cardholder is present with identification. There will be EUR 30 charge for every credit card payment.
Students will not normally be permitted to commence or continue a course at the beginning of any term until all outstanding fees, charges or accounts are paid. Czech College reserves the right to suspend or cancel tuition for the Student and to charge interest on the outstanding balance. Czech College also reserves the right to withhold any academic results or certificates if fees are owed at the end of the Course.
If it is necessary for a Student to repeat a module, the full module fee will be charged. The amount payable will be advised to the Student and will take account of the teaching hours required for the repeat module.
The amount of any scholarship/bursary provided to a Student as a reduction on the tuition fees on their course will be applied to the fees for the final term of the Course.
All accommodation must be booked using the accommodation booking form as per the advertised rates, unless otherwise advised. Students must select an accommodation option with the correct contract length. It is not possible to change the contract length once the tenancy agreement is signed.
Payment for accommodation is required in advance.
A refundable deposit of 1,000 EUR will be added to the actual payment required to secure the accommodation which would be returned at the end of the Course subject to any costs for any damages, exceptional cleaning or fines which have been incurred to the accommodation or to any other premises and/or facilities which are discovered during occupancy or once a final inspection has taken place after the Student’s departure. Czech College will refund monies owing within 90 days of the Student submitting the form for accommodation deposit refund
All students are required to have appropriate travel, accident and medical insurance for the duration of their stay regardless of the length of the course. Students must provide proof of adequate cover at enrolment
Refunds will be made to the bank account from which the original payment was received and the payment will be made in EUR. Any refunds can be made only to the bank account from which the original payment of fees was made.
If the contract was entered into between the College and the Student without any face to face contact between the Student and Czech College or a representative or agent of Czech College, the contract is a “Distance Contract”.
Students will have the right to cancel and receive a full refund up until the earlier of:
(a) Seven days has expired after the contract was formed (not including the day the contract was formed); and
(b) The Student begins their Course.
Save as set out above, tuition fee deposits are non-refundable unless the Student is unable to meet visa entry requirements. Students must provide an official rejection letter to Czech College to obtain a refund. However, if the visa refusal letter refers to fraudulent documents being submitted as part of the visa application, Czech College reserves the right to refuse a refund.
All requests for refunds due to visa refusal must be submitted in writing to the Czech College Accounts Office. Requests will normally be processed within 90 working days from receipt of the request including a copy of the visa refusal letter and passport showing both the photograph and signature. Where the payer was not the student, an authority letter from the student authorising the repayment to the payer must also be provided.
Payment of tuition fees is non-refundable after the commencement of studies with the exception of the circumstances outlined below. Any students withdrawing from their programme of study will be reported to the Ministry of External Affairs and Czech Embassy in their home country.
Written notification of withdrawal from a Course must be given to the College Administrative Office. Withdrawals become valid on the day the written notice is received by Czech College. Students who withdraw from their Course will not be eligible to receive an award.
When determining the amount of the refund, the current term will be counted as a whole term and the following term as a confirmed term. All current and confirmed terms must be paid for and these charges are non-refundable.
Payments made in advance for terms other than the current or confirmed terms are refundable. Payment will be made as set out in the Refund policy above. The rule on current and confirmed terms applies to tuition and accommodation charges. All additional service charges are non-refundable..
Any amounts carried forward and not applied in accordance with these terms and conditions will be forfeited to the College after one academic term of leaving the college. Application for refunds after leaving college must be received in writing to the College for the refund to be processed.
Books and learning materials
While material is provided to students throughout their course, Students will be required to purchase key books to support their learning. Where Czech College prepared learning materials need to be purchased, these are not included in the tuition fees.
Any additional services (travel, laundry, food, telephone costs, excursions, medical costs, etc) are not included in any fees unless specifically stated.
Students must disclose on their application any mental or physical illness, allergy, disability or condition that may affect their ability to successfully complete their programme, impact the health and well-being of other students or staff members, require monitoring, treatment or emergency intervention of any kind during the student’s anticipated period of enrolment, or require special accommodation. Czech College reserves the right to reject an applicant or terminate a Student’s enrolment in the programme if the Student’s continued participation represents a risk to their health and safety or to the health and safety of others, or if, notwithstanding reasonable accommodations, in the opinion of the College, the Student’s physical or mental condition makes the Student unable or unlikely to successfully complete their programme.
Under 18 year olds
Students aged 16 or 17 years on the date they enrol with the College will be required to have a legal guardian, provide custodianship documents, live in Czech College-approved accommodation and book Czech College’s airport transfer service. The College will provide additional information to the parents or legal guardians advising the steps the College takes with regards to students under 18 years of age. The parents or legal guardians of a young person under the age of 18 will be required to sign and return this document to confirm receipt of the information contained herein.
In College procedures and processes
Rules and regulations
All Students agree to that they are subject to the rules and regulations governing the particular College and/or partner university location attended.
For students requiring a visa, Czech College will issue an Unconditional Offer letter in Czech language confirming the Student’s place on the course. This letter is issued at Czech College’s discretion, once a Student has provided evidence he or she meets the requirements of the Czech Embassy and also has paid the entire tuition fees. The college also issues an accommodation contract in Czech language once the student has paid the accommodation fee deposit. These two letters are an essential part of the visa application for Students requiring visas.
Students are required to be eligible to study in the Czech Republic and ensure that they have a valid visa during the entire period of their study. Any student who does not fulfil this obligation will not be permitted to attend the college and will be reported to the immigration authorities. Students are sponsored for the whole period of their Course as shown by the dates on the unconditional offer letter. Students must therefore remain within the location of the College and be prepared to report to and attend College whenever required during this period.
Each Student requiring a visa will be required to submit the documents below:
1. Completed visa application form – www.mfa.cz/visaform
2. Original Passport – valid passport with a minimum validity of 18 months
3. Academic Certificate Copies – Attested by Embassy or authorised person.
4. Experience or Reference letters – from current and previous employer or institution.
5. Statement of Purpose with Covering Letter
6. Three photographs (size 3.5 * 4.5 cm) white background with 80% of face in the photograph up to shoulder.
7. Police Clearance Certificate from your country of Nationality and from any country you have resided for more than 6 months. Apostle and Translate into Czech language.
8. Unconditional Offer letter in Czech language from the College
9. Accommodation letter in Czech language
10. Medical Health Insurance
11. Proof of maintenance and living expenses (approximately 6,000 Euros per annum). 6 months bank statement and a copy of debit or credit card. Apostle and translate to Czech.
12. Visa fees
Information collected by Czech College which personally identifies a student and information regarding a student’s course progress may be shared with the immigration/government authorities, designated authorities, students’ parents, College staff, awarding bodies, partners and representatives. This information may include personal and contact details, course enrolment details and changes, and circumstances of any suspected breach by the student of any visa condition.
Under Immigration rules Czech College will report to the Immigration authorities in the following circumstances:
– If the Student fails to enrol on the Course within the enrolment period
– If the Student misses 10 expected contacts without Czech College’s permission
– If Czech College stops being the Student’s immigration sponsor for any reason
– If there are any significant changes in the Student’s circumstances, for example, if the length of course of study becomes shorter.
– If Czech College has any suspicions that the Student is breaking any conditions attached to their permission.
Every Student should arrive on the published enrolment date. However the start date can be postponed up to the published last date of enrolment at Czech Colege’s discretion. All delayed arrivals must be approved prior to arrival by the College.
In cases when Students have paid the deposit or have accepted their offer but are unable to enrol on the desired date due to external events, they will have the option to defer the start of their Course up to a maximum of two occasions. If a Student defers more than two occasions, Czech College has the right to forfeit the deposit.
Students must ensure that any request to defer is accompanied by a full explanation of the reasons for the request and is presented in writing to Czech College at least four weeks before the Course start date. The request should include details of the Student’s preferred new start date for the Course.
All deferrals are subject to the availability of the requested chosen new Course start date at the time Czech College receives the Student’s request to defer. Students may also be subject to new Course fees. There will be an extra administrative charge of 50 EUR for each deferral.
Czech College has the right to change Course start dates, Course curricula and tuition fees at any time due to errors, omissions and circumstances beyond our control. However, in cases where the Course is rescheduled prior to the start of the first Course and the new date is unacceptable to the Student, the Student will be subject to deferrals (see above). Kaplan also reserves the right to cancel Courses at short notice due to insufficient demand.
No refunds or substitutions will be made for classes missed due to exams, excursions, internships, first day orientation or other obligations that fall outside the normal schedule. We respect the different culture and faiths of our Students but Students should be aware that it is the policy of Czech College that Students continue to attend classes during the period of any religious events, festival times and national New Year celebrations. Students are also expected to attend their classes to their daily schedule. The College cannot authorise absence for religious observance such as prayers and ceremonies.
Vacation and absences
If a Student begins his or her enrolment late or is absent during his or her Course, no refund will be made for the time missed. Periods of absence will not be made up with a free extension of the Course. Vacation dates are set and Students cannot make changes to these dates. Breaks taken at other times will be marked as periods of absence. For other Courses, granting of any session breaks after the Course has started will be at the discretion of individual Colleges and may incur an administration fee or be marked as a period of absence. A period of 10 consecutive absences for any Student without reporting to the college will be reported to Immigration authorities.
Expulsion / suspension
Any student who commits a criminal or civil offence, provides false qualifications or other fraudulent documentation, violates the Student conduct code or College or Partner University policy, has his or her academic performance fall below the requirements or fails to pay an amount that he or she is directly or indirectly liable to pay Czech College in order to undertake the Course, may be expelled or suspended. No refund will be given and the immigration authorities will be informed.
In order to progress within the programme and to subsequent Courses, a Student will be required to meet prescribed academic attainment standards. Assessment will be throughout the term on an ongoing basis and this assessment will take into account coursework, attendance and examinations.
Students will only be eligible to sit the final examination for each module upon satisfactory performance and attendance and completion of all coursework. Students who have poor levels of attendance may not automatically be offered a place to progress to the chosen Partner University.
Students must also meet the minimum English Language requirement for entry into the relevant University degree course and any English language requirements to secure a visa.
If Students do not meet the stated exit requirements, they will not be allowed to proceed with their original Course but may be offered an alternative Course or required to withdraw from the College without refund. If the student successfully graduates to a Course at the University, they will be subject to the University’s Terms and Conditions.
Students are expected to attend 100% of their classes and tutorial sessions as failure to attend is likely to have a serious impact on their study performance and the ability to successfully complete their programme of study. Czech College has an attendance policy and procedure where students may be expelled and will have to return home if they do not attend their classes.
No variation to these conditions is valid unless agreed in writing and signed by the College’s Director, provided always that the College reserves the right to make any addition, amendment or alternation to these conditions upon giving one term’s written notice of such change to all affected Students, parents and guardians.
The College may by written notice vary conditions of enrolment with immediate effect as may be necessary to comply with any law, regulations or amendment thereof, of the Government of Czech Republic.
Subject to the paragraph below, the liability of Czech College, their partners, their group companies, and their respective directors, officers, employees, affiliates, agents and partners with respect to losses, damages, injuries, illnesses or violations or otherwise is limited in all circumstances to the full amount paid to Czech College or the relevant group company by the relevant Student for the particular program. Such persons will in no circumstances have any liability for indirect or consequential losses or damages.
Nothing in this agreement shall limit Czech College’s liability in respect of fraud, death or personal injury resulting from Czech College’s negligence, or any other matter where liability cannot be excluded or restricted by law.
It is a basic stipulation of the agreement/contract between students and Czech College, their affiliates or their representatives (collectively referred to as ‘ Czech College’), that Czech College is not liable in cases where Czech College is unable to fulfil any services to which they are contractually bound because of fire, natural disaster, act of government, failure of suppliers or subcontractors, labour disputes or other reasons which are beyond their control.
Students’ arrangements with the College are governed by Czech law and the parties submit to the exclusive jurisdiction of such courts.
Tuition Fee Refund Policy
The Tuition Fee paid is not refundable, except in the following circumstances:
If you are an international student and your student visa application is rejected in writing by the Embassy of Czech Republic. Should your student visa application be thereby rejected, you must provide the following documentation to the Registrar or the Finance Department before a refund of the Tuition Fee Deposit can be approved:
- A written request with your original signature and a completed Refund Application Form. The amount sought should allow for EUR 150.00 administration charges payable to the College. The refund request must be made no later than four weeks after the visa refusal date.
- Originals of admission related documents issued by the College
- Original of visa application rejection documents issued by the Embassy of Czech Republic.
- Photocopies of all pages of the passport.
In case of a visa refusal Tuition fees paid by the student after deducting administration charges would be refunded within 90 days.
In the event of a default by Czech College due to the following circumstances:
- If Czech College does not offer the course you are enrolled for within 60 days of advertised commencement date.
- If Czech College terminates your course after the advertised enrolment date and before the completion date.
The Tuition Fee Deposit will not be refunded if you are found to have used fraudulent documents to support your application to Czech College for a place on a course or to support a student visa application.
Czech College reserves the right to substitute any alternative education provider of similar standing in place of the education provider as published by the awarding, validating or supervising provider for any of its courses. Such a substitution does not constitute a default by Czech College.
Procedures for claiming refunds by Home students (not needing a visa to enter and remain in the country)
Once you have accepted an unconditional offer of a place on a course offered by Czech College, you are liable to pay, in full, the total tuition fees payable for the whole year of the course.
However, if you withdraw within two week of the course’s advertised enrolment date, you will only be liable for 50% of the total fees payable for the whole year of the course. Any fees paid in excess of this amount will be refunded.
A refund request must be submitted in writing no later than four weeks after the course’s advertised enrolment date. The Registrar or the Finance Department must be notified in writing of the reason for seeking a refund at least one month before the scheduled start of the course along with supporting documents which include:
- A completed Refund Application Form. The amount sought should allow for EUR 150.00 administration charges payable to the College.
- A written notice of withdrawal from the course is received by the College.
Before the scheduled commencement of the course, the student may request the transfer of tuition fee paid to the same course commencing on a later date. This request will be placed before a Sub-committee in existence to vet such requests and the decision this Sub-committee makes will be final. The decision will be notified to the applicant in writing within 6 weeks of the request being received.
Refund applications (valid) received by the College after the Course has commenced
Only application for refund of the tuition fee relating to academic terms that are yet to come on- stream will be processed subject to the usual conditions.
Other facts concerning refunds
- All property belonging to the College in the custody of the student (including the Student Identity Card) must be returned to the College in good condition. The cost of property lost or damaged by the student will be made good in full.
- It can take up to 10 weeks for the processing of refunds.
- No interest is payable on refunds.
- Refund is made only to the party that made the payment to the College. Submitting proof of making the payment to the College will be required.
- All refunds are made subject to the covering approval of the Executive Committee.
- Students who submitted application for admission to join the College through their recruitment agent must apply through the same agent for the refund of the tuition fee.