Varsity International Terms & Conditions

Section 1 – Residential (Oxford Summer Camp)

Students, and their parents or guardians, are bound by the following terms and conditions upon making a booking with Varsity International.  A booking is deemed to be made upon receipt of at least the booking deposit.

1. Booking Deposit
   • A booking is only confirmed when a deposit of £200 per week booked has been received by Varsity International. The deposit can be paid by credit card or via bank transfer.

2. Balance Payment
   • Full payment must be made 8 weeks prior to the start of the student’s arrival. If a booking is made within the 8-week period, full payment is due at the time of booking.  Only if fees have been paid in full will students be able to join the programme.
   • All payments shall be made without deduction of any kind in Pound Sterling by credit card or bank transfer.
   • If paying by bank transfer it is the responsibility of the payer to ensure the student’s name and invoice number are present on the transfer advice.
   • If paying by bank transfer payment must reach Varsity at the following account:

3. Cancellation Policy
   • Cancellations can only be made in writing (email or post) in legible English and must be received by Varsity International. Any cancellation will only be of effect from the date it is received by Varsity International, if by email at [email protected], if by writing to Varsity International, Compass House, 1 Farmoor Court, Farmoor, OX2 9LU, United Kingdom, the following fees shall apply:

4. Visas
   • it is the responsibility of the booker to ensure that the student obtains the appropriate visa for their time in the UK covering the course dates, and that they comply with all UK entry requirements and regulations. No refund will be due if the student fails to have the appropriate visa or similar documents required to enter the UK, except in circumstances as described in Clause 4.2.

• If a course is cancelled due to a visa rejection all fees will be refunded save for an administration fee of £100, if the correct visa was applied for. The visa rejection letter must be sent to Varsity for the refund to be obtained.

5. Arrivals & Departures
   • Students should arrive on the first day of their course as stipulated in the confirmation letter as “arrival date,” and should depart on the stipulated “departure date” in the same document. Varsity Residential courses set arrival/departure dates can be found on our website.
   • If you have opted to use Varsity’s transfer service, we offer this from/to Heathrow or Gatwick airport. We do ask that flights land/take off between 10:00 and 20:00.
   • If arriving/departing from a different airport, we can still offer a transfer service but a different pricing structure will apply and is available on request only.

6. Student’s Responsibilities
   • In booking a course with Varsity International the student undertakes:

• To behave in a reasonable manner and to treat all persons and property with respect and not cause any damage to any person or property.
• To fully indemnify Varsity international against any loss or damage to the premises, furniture or other property of the campuses or of any other person by the student.
• Not to smoke during their time with Varsity. All Varsity centres operate as no-smoking sites.
• To not commit any act that breaches the criminal law, or infringes the civil rights of any person under the laws of England, or any other jurisdiction within the United Kingdom.
• To follow all instructions of Varsity staff members, whilst on a Varsity course.

7. Exclusion
   • Varsity International reserves the right at any time to exclude from the course, campus and/or accommodation, any student whose behaviour is deemed to be, in the opinion of Varsity International, unacceptable or against the best interests of the course.
   • Varsity International has a zero-tolerance policy regarding drugs and alcohol. Any student found to be in possession of, or under the influence of, illegal drugs or alcohol will be immediately excluded from the course.  No refund shall apply in these circumstances and Varsity International shall not be liable for any cost to the student that arises from expulsion from the course.

8. Medical Issues
   • It is the duty of the parent/guardian to provide Varsity International with information regarding any medical needs of the student before arrival, in writing.
   • Varsity are unable to provide trained staff for the administration of injections, or the application of creams, ointments or other prescribed medicines. If a student needs any medicines they must be able to administer it themselves.
   • Any medications students bring with them must be handed over to the management team for safe storage, or stored securely in the student’s room.
   • Refrigeration facilities can be provided for medications, provided written notice is provided to Varsity at the time of booking, or as soon as the medical need arises.
   • Varsity can give over the counter medications, but only with parental consent. Consent can be given on the booking form.

9. Marketing
   • Photos, videos and other marketing material will be gathered during the summer. By enrolling on a course the student/parent/guardian agrees for the student’s image to be used in marketing material for Varsity International, which may include, but not limited to, brochures, posters, newsletters, social media and marketing campaigns.
   • Students/parents/guardians can opt out of this involvement by filling in the relevant section of the booking form at the time or booking, or can revoke permission prior to arrival by emailing [email protected].

10. Limitation of Liability
    • Varsity International shall not be liable to the student or parent/guardian for any damages, loss, costs, expenses claims, or proceedings howsoever arising and whether actual or contingency except for death or personal injury resulting from negligence of Varsity International, its employees, agents, consultants, subcontractors or suppliers whilst acting within the scope of, or in the course of their employment, or contract with Varsity International.

Section 2 – Activity Day Camp with English bookings only

11. Travel to the UK and once in the UK

It is the parent’s responsibility to make all arrangements to travel to the UK including all other costs associated with travel e.g. excess baggage. Once in the UK all travel arrangements and the costs associated with them are the responsibility to the parent including getting to and from the Camp Location each day.

12. Accommodation

It is the parent/guardian’s responsibility to make all accommodation arrangements for the student(s) and any adults accompanying them to the UK.

13. Camp Days and Hours

Camp is open from Monday – Friday with activities/lessons running between 08.00 – 18.00.

14. Camp Location

You will find the camp addresses on our website.

15. Important information regarding collecting students from camp

The safety of the students is our primary concern, and as such we must ensure that only authorised adults collect them each day. In order to collect the student an authorised by a parent/guardian, MUST produce their unique booking reference number, sent our prior to the summer. This number is the collection password between the camp staff and authorised adults. Parents/guardians should be prepared to be asked for this number every time they collect the student.

16. Cancellation Policy

Cancellations can only be made in writing (email or post) in legible English and must be received by Varsity International.  Any cancellation will only be of effect from the date it is received by Varsity International, if by email at [email protected], if by writing to Varsity International, Compass House, 1 Farmoor Court, Farmoor, OX2 9LU, United Kingdom), the following fees shall apply:

17. Travel Insurance                               

It is the responsibility of the parent/guardian to ensure they have sufficient travel insurance for the student and accompanying adults.

18. Health and Safety

It is the parent/guardian’s responsibility to inform Varsity International at the time of booking of any pre-existing medical, physical or behavioural conditions, or medication requirements, so that we can make provision for the student’s specific needs while under our care. If this information is not provided we reserve the right to exclude the student from some or all activities.

Appropriate First Aid will be administered to students in the event of an accident or illness while under Varsity International’s care.  If the accident or illness is more serious, we may need to call the emergency services and will immediately inform parents.  We have comprehensive procedures for major accidents that all staff are trained in.

19. Student’s Personal Belongings

We will not be held responsible for any loss or damage to students’ personal belongings. If students are bringing valuable items such as electronic devices, parents should take out appropriate insurance to cover these items.

20. Damage to Property

All damage to school or Varsity International property, equipment or rooms will be charged to the student with payment required before the student’s departure from the course.

21. Student Exclusion

Varsity International reserves the right to exclude any student for any reason, including but not limited to:

• wilful damage to school property, equipment or other students property
• physical violence towards other students
• verbal comments or discrimination about another student’s ethnic or racial background
• theft

Refunds will not be offered for remaining days when a student is excluded.  No refund will be made for days missed and no compensation will be made for any other costs or losses incurred as a result.