Terms & Conditions
Terms & Conditions For Oxford Scholars Programme 2025-2026
These Terms & Conditions outline the agreement between Oxford Scholars Programme Ltd (OSP) and each student participant (and their parent or legal guardian, if under 18). By confirming your booking and submitting payment, you agree to these terms.
1. Definitions and Interpretation
In this Contract, the following terms shall have the respective meanings ascribed to them:
1.1 “The campus” refers to one of the constituent colleges of University of Oxford hired by OSP for the duration of the course.
1.2 “This Contract” refers to the terms and conditions outlined herein.
1.3 “The Student” refers to the participant attending the programme. If the Student is under 18, it also includes their parent or legal guardian.
1.4 “The course” encompasses the booked programme/schedule along with all associated activities and arrangements.
1.5 Unless otherwise indicated, references to a specific Clause refer to the corresponding Clause within this Contract.
2. Programme Details
2.1 OSP runs its programmes using venues and facilities in Oxford and/or London. It collaborates with teaching staff, guest speakers, and organisers affiliated with Oxford University and other educational institutions.
2.2 The Student must provide OSP with all required forms and information (including medical, dietary, travel, and emergency contact details) no later than 30 days before the programme starts
3. Booking Confirmation Payment
3.1 To confirm their booking, the Student must pay a minimum of a 20% deposit or an agreed-upon amount with OSP.
3.2 The Contract becomes valid once the deposit is received. By paying, the Student and their parent/legal guardian accept these Terms & Conditions.
4. Balance Payment
4.1 The remaining balance must be paid at least 100 days before the programme begins.
4.2 If any portion of the balance payment remains unpaid within the required timeframe, Oxford Scholars Programme Ltd reserves the right to revoke the participant’s place.
4.3 All payments must be made by the participant in British Pounds Sterling, regardless of exchange rate fluctuations, and without any deductions to OSP.
4.4 Prices may undergo slight variation, and participants will be duly notified of such changes.
4.5 If a student enrols within 60 days of the course start date, full payment is required immediately upon booking.
5. Refund Policy, Cooling-Off Period, and Visa Application
Cooling-Off Period
There is a 14-day cooling-off period from the date of signing this Contract. During this period, the Student may cancel their participation and receive a full refund.
Refunds
Cancellations made after the cooling-off period will be subject to the following refund policy:
Period before course start date | % Refund |
0-60 days | 0% |
61-119 days | 40% |
120 days or more | 80% |
Cancellation or Termination
- Before the Start Date: A student may cancel or terminate the Contract before the start date, and the refund of the course fees will be subject to the terms outlined in Clause 5.2.
- On or After the Start Date: No refunds will be provided for cancellations or terminations made on or after the start date of the course, except at the sole discretion of OSP, considering non-refundable expenses already incurred.
Visa Applications
Students are responsible for obtaining the necessary visas. If a visa
application is rejected, OSP may, at its sole discretion, refund the course fees, excluding non-refundable expenses and the deposit, upon receipt of the original visa rejection letter or defer the student’s place to the following year’s programme.
Insurance
Students are advised to obtain comprehensive insurance to cover potential cancellations at any time. Further information regarding insurance can be found in Clause 6.
Postponement and Cancellation Due to Medical or Other Reasons
Courses cannot be postponed to a later date, and no refund will be provided for cancellations due to medical or other reasons before or during the course. Exceptions apply at OSP’s sole discretion.
Students are strongly advised to obtain insurance to cover such eventualities.
6. Insurance
The Student is strongly advised to maintain comprehensive insurance covering medical treatment, repatriation, liability, personal injury, damage/theft/loss of belongings, legal expenses, course fee recovery, alternative accommodation, and flights in case of cancellation or early departure.
7. Visas
It is the Student’s responsibility to obtain the correct visa for the course and to comply with all UK entry and immigration requirements for the full duration of the programme.
8. Responsibilities of Participants
- The Student agrees to the following obligations with OSP:
(a) Providing satisfactory references if requested
(b) Acting responsibly and avoiding damage to any property belonging to or used by OSP. the campus, or any other individual.
(c) Fully indemnifying Oxford Scholars Programme Ltd against any loss or damage to the premises, furniture, or other property of the campus or any other person caused directly or indirectly by the Student.
(d) Not engaging in behaviour that is deemed unacceptable or disruptive to other students or individuals on the campus or elsewhere. Failure to comply may result in exclusion from the course and termination of this Contract, with no refunds as per Clause 5.3.
- The Student agrees to abide by the aforementioned responsibilities and any other rules or regulations communicated before or after course registration, whether in writing or verbally. Failure to comply may result in expulsion from the course and termination of this Contract under Clauses 11 and 12.
- OSP reserves the right to report instances of obstructive, disruptive, or aggressive behaviour by the Student to the relevant campus authorities, security staff, or local police.
- Additionally, the Student agrees to indemnify and hold Oxford Scholars Programme Ltd harmless from all expenses, costs, claims, damages, and losses arising from or related to any act or omission by the Student.
9. Undertakings by the Student
The Student agrees not to make trademark use of any name, logo, or trademark of OSP, the campus, or other venues.
10. Basic Medication and Emergency Treatment
- In cases of sickness, OSP reserves the right to administer basic medications, such as paracetamol, aspirin, or throat lozenges, unless the Student has previously notified in writing that they may not receive such medications.
- Students who take regular prescription medication are responsible for bringing, storing, and taking their medication as directed by their doctor. OSP staff are not responsible for the storage, administration, or supervision of prescription medication, except in emergencies or under specific written agreement with the parent/guardian.
- In the event of a medical emergency, the parent/legal guardian consents to the Student receiving necessary medications, emergency dental, medical, or surgical treatment, including anaesthesia or blood transfusion, as determined by medical authorities.
- In the event a student is diagnosed or tests positive with an illness, requiring more than 24 hours of quarantine or hospitalization, parents will be asked to arrange for the student’s departure from the programme. Students must leave the programme within 24 hours of notification, either by departing campus or having a parent/guardian assume responsibility at the hospital.
- Students are expected to actively participate in all programme activities. While temporary absences for rest may be necessary, students who frequently miss activities may be asked to leave the programme at their own expense.
11. Media Consent
The Student may be photographed or filmed during the Programme, including in any testimonials. By participating, the Student grants permission for these images and videos to be used by OSP for any lawful purpose including marketing and promotional purposes, without compensation, unless the Student opts out in writing.
12. Termination
- OSP may terminate this Contract by providing written notice to the student under the following circumstances:
- (a) Payment of 100% of the total balance has not been made at least 100 days before the course’s start date.
- (b) The student breaches any provisions of this Contract. If the breach can be remedied without risk to other students, as determined at OSP’s absolute discretion, the student must rectify the breach within 14 days (if occurring before the course’s start date) or within 24 hours (if occurring on or after the course’s start date) after receiving a written notice specifying the breach. Failure to remedy the breach permits OSP to terminate the contract.
- A breach will be considered capable of remedy if the student can comply with the provision in question in all aspects except for time and performance (provided time and performance are not essential).
- Waiving a breach of any provision in this Contract does not constitute a waiver of any subsequent breach of the same or any other provision.
- OSP reserves the right to terminate the contract immediately on disciplinary grounds.
13. Consequences of Termination
- In consideration of the Student being accepted as a participant in the Programme, the Student and their Parent/Guardian agree to release, hold harmless, and indemnify Oxford Scholars Programme Ltd, its contractors, directors, agents, employees, partners, sponsors, and affiliates from and against any claim, injury, damage, loss, cost, expense, or other liability of any kind that is caused directly or indirectly by the Student, or that results from or arises during the Student’s participation in the programme.
- Oxford Scholars Programme Ltd’s total liability for any and all injuries, losses, or claims related to or arising from the Student’s participation in the Programme shall be limited to, and shall not exceed, the tuition fee actually paid to OSP.
15. Force Majeure
OSP will not be considered in breach of this Contract or liable for non-performance or delay in performance of any obligations under this Contract if the non-performance or delay is caused by circumstances beyond its control, which have been notified to the Student. Such circumstances include, but are not limited to, war, strikes, suspected terrorist activities, disease outbreaks, fire, flood, disruptions in air traffic, unavailability of services or facilities by third parties, or directives from competent authorities.
16. Alterations
OSP reserves the right to make alterations to their programme without prior notice based on venue availability, tutors, staff, or other relevant factors.
17. Assignment
- This Contract is personal to the Student and cannot be assigned or transferred, nor can any rights or obligations be delegated without prior consent.
- OSP is entitled to assign the benefits and/or burdens of this Contract to any person or company without the Student’s consent.
18. Notification and Service
- Any required or authorised notice or information under this Contract may be sent by email.
- Notice or information sent by email is considered to be duly sent on the date of transmission.
- Legal proceedings related to this Contract may be served by delivering them to the address provided by the Student or their parent/legal guardian.
19. Governing Law and Jurisdiction
This Contract is subject to interpretation and performance according to English law. The Student submits to the exclusive jurisdiction of the English courts for any differences or disputes arising between the parties in relation to this Contract or any other matter.
20. Third-Party Rights
The Contracts (Rights of Third Parties) Act 1999 does not apply to this Contract, and no third party has the right to enforce any term.
21. Data Usage & Consent
- By applying to or participating in OSP, the Student consents to the collection and processing of their personal data for administrative, academic, safeguarding, and communication purposes.
- OSP may share the Student’s information with its affiliated institutions and trusted partners solely for purposes related to programme delivery, academic evaluation and student support.
- The Student’s data will not be sold or used for any unrelated commercial activities. All partners are required to handle such information in accordance with applicable data-protection laws
22. Campus Leave Policy
- For safety reasons, the Student is permitted to leave the campus only in groups of three (3) or more.
- Any student wishing to leave the campus alone, in a pair, or with a family member must complete a Leave Request Form and obtain written permission from their parent or legal guardian, as well as approval from the OSP Welfare Team before departure.
- OSP reserves the right to deny leave requests that do not meet safety or supervision requirements. Students must return to campus by the designated curfew time communicated by OSP.
23. General
This Contract does not create a partnership, principal-agent relationship, or employer-employee relationship between OSP and the Student or any other person. The headings in this Contract are for convenience only and do not affect its interpretation.
24. Programme Structure and Course Outline
- Oxford Scholars Programme Ltd reserves the right to amend the programme’s content, schedule, tutors, activities, or excursions without prior notice.
- Such changes may be made due to tutor or venue availability, safety considerations, or other operational reasons.
- While every effort will be made to deliver the programme as described, Oxford Scholars Programme Ltd does not guarantee that all specific sessions or experiences will take place as advertised, and no refund shall be due in such cases.
25. Contract Changes
Unless explicitly permitted in the Contract, any changes to the Contract will not be considered valid or binding unless agreed upon in writing by a Director of OSP, the participants, and the parent/legal guardian.
26. Value Added Tax (VAT)
All publish fees are inclusive of VAT (where applicable).
27. Complaints Procedure
The Student has the right to make a complaint by following the complaints procedure provided on OSP’s website:
