Definitions 
  
We: Academic Summer 
Student: the person participating in the course 
You: the person booking and paying for the course 
  
Booking 
  
To book a place on an Academic Summer course: 

1. Send us an enquiry by email, telephone, by post or via the website 

2.  Please ensure that you read the terms and conditions carefully because by signing the application form, you agree to be bound by them.

3. Complete our initial online application form. 

4. If a student is accepted onto the course, we will send you a confirmation letter and an invoice showing the outstanding balance. 

5. Please log in via our website and complete the entire application form. The declaration form should be printed, signed and returned to us with an initial payment of 500.00GBP or should be signed online. Please see the paragraph on Payments for information on how to pay. Please let us know if you require an invoice for your bank to release payment. 

6. We will send you a visa letter on request from Academic Summer to support the student's visa application. Please note that we can only issue visa letters once we have received the initial payment for the course. If you require a hard copy of the letter, a £75 charge will be to cover courier expenses. 

7. Make the final payment of the full fee for the course at least 5 weeks before the date the course starts. 

 
Cancellation of Booking 
  
Cancellations or changes to your booking must be made in writing.  The full fee is due according to the schedule above, fees paid to Academic Summer are non-refundable.  
  
The full fee is due according to the schedule above in all other circumstances. All students are automatically insured by our insurance policy. This policy provides cancellation cover.  Details can be found on our website.  Please note this is only available for students who are travelling from overseas.   
 
Medical Information and Student Health  
  
You must inform Academic Summer of any relevant medical information which may affect a student's health or ability to participate in the course, including any allergies and/or medication needs. You must advise us of any special dietary requirements. 
  
If you do not inform us of a relevant medical condition or if the student requires regular supervision for medical reasons, Academic Summer may send the student home. There will be no refund of fees in these circumstances, and you must pay the full cost of the student's return travel. 
  
In the case of a student with a disability, we will assess whether we can provide appropriate care in the leased school, and the decision to accept the student will be based on this. 
  
We will try to obtain prior consent for emergency medical treatment from parents/emergency contact. If we cannot make contact, then we or, in the case of a student at homestay accommodation, a responsible member of the host family will decide on treatment as recommended by a doctor. If a virus or epidemic causes a health risk, we will take professional/government advice. 
  
We request that the parents complete and sign our medical questionnaire, which is part of our online application form. We must have the parents' contact details. 
 
The below are examples of non-prescribed medications which may be given to students to treat minor illnesses or injuries: Paracetamol, Travel sickness tablets, Cough and throat medication, Anaesthetic creams and sprays, Spray for blocked noses, Ibruprofen, Antihistamine tablets/sprays, Plasters, Eye drops.  You must inform us on the medical consent form if you do not wish your child to be given such non-prescribed medications. 
  
Personal property  
  
Students are required to arrange full insurance cover for valuable items of property, particularly laptops, iPads etc., which are not covered under the insurance policy. 
  
Academic Summer does not accept responsibility for theft, loss, or student property damage. Students will be asked to pay for any damage they cause to property or equipment. The Course Director's decision in such cases is final. 
 
Horse-riding and Golf 
  
Horse-riding and golf are optional activities available at Sidcot only.   Students are insured by Sidcot School, who is the provider of this activity. 
  
Communication 
  
Academic Summer prefers to use electronic communication where possible.  
  
Academic Summer asks for an emergency contact who speaks English and is available 24 hours a day on the application form. 
  
Personal Data (GDPR) 
  
You also have the right to access, correct, sometimes delete and restrict the personal information we use. Please see our privacy notice for complete information.  
 
We gather your personal information from what you provide to us directly on your application form that you send either by email or you submit online via our website. Sometimes this information comes via agents that you have appointed. 
  
We use your personal information to provide your child with a summer course with us. The lawful reasons for processing your personal data are contractual, to fulfil legal obligations and legitimate business interests. We need to ensure we have all the necessary information to look after your child safely and to meet all their needs. 
  
If you booked your child's course through an agent, we communicate with them unless you request that we do not. 
  
When processing, using and transferring your personal data, we do this securely, ensuring the necessary protection. 
  
We keep your personal information securely for as long as necessary, and sometimes this period of time is a regulatory requirement for the protection of children. 
  
Behaviour 
  
By signing the application form, you agree to support Academic Summer in enforcing the rules set out in the course information and student handbook, and you also agree to explain the rules to your student before they arrive. Students who break these rules, fail to follow instructions given by staff members or display any unacceptable behaviour could be asked to leave the course or be suspended from the course for a period decided by the Course Director without refunding fees. Any extra costs incurred will also be your responsibility. The Course Director's decision in these circumstances is final. In their decision, they will consider the well-being of all students and staff and the effect on the course as a whole. 
  
Complaints Procedure 
  
Students should tell the Course Director immediately if they have any questions or complaints so that Academic Summer can help the student deal with any problems quickly. The Course Director will ask for the details of the complaint to be submitted in writing. 
 
Most problems can be resolved quickly and informally. However, if you are still unhappy with the Course Director's decision or if the problem continues, then please contact the CEO in writing: Helen Lami (helen.lami@academiccamp.co.uk)
  
We deal with complaints immediately, and if a written complaint is made, we will reply in writing within 24 hours. 
  
If you are still not satisfied, you can contact our official accreditation body BAC. Details can be found on their website: http://www.the-bac.org/bac-complaints-procedure/. 
 
Force Majeure 
  
Also known as Acts of God, certain events and occurrences are outside of Academic Summer's control, and Academic Summer does not accept liability for such events that may disrupt the course or the student's travel.  Fees are non-refundable in the case of Force Majeure. 
 
General 
  
Academic Summer will endeavour to give at least six weeks' notice if the course needs to be cancelled. In these circumstances, Academic Summer will refund any fees paid.  If the cancellation is beyond our control and due to Force Majeure, no refunds will be given (please see Force Majeure section above). 
 
Parents agree we can use images and videos of their students in promotional materials and on the website. Students' identities will not be revealed. On arrival, we take a photo of your child to use their ID cards and help with identification on our systems, and at the end of the summer, these photos are deleted securely. 
 
We assess students from the information given on their application form and the CLIL assessment taken before arrival so we can place them appropriately. Students are placed into groups according to their age and their academic ability. We ask students in our IB / A-Level classes for their choices of academic subjects. We endeavour to give students their first choice, but this may not always be possible depending on availability and appropriateness for the student. The Course Director's decision in these cases is final. 
 
We ask a student to do an English CLIL assessment before arrival as this will assist with class placement and help teachers prepare their lessons. This can be completed as part of the application process online. 
 
When parents sign the Application Form, they give permission to participate in all activities, sports and trips.  

  
Academic Summer 
  
Academic Summer will look after students and provide appropriate and safe care. We will provide appropriate supervision in the accommodation and on all activities, sports and trips. We will monitor students' progress on the course, and parents can access timetables, reports and accommodation information via our online system. 
 
Payments 
  
All fees are made payable in GBP, and all bank charges must be paid by the student. Details for payment are on the invoice. 
  
When you make a payment, please make sure there is a clear reference on it so we can trace the payment. 

If you make changes to the booking, then Academic Summer has the right to charge an admin fee of 50 GBP. 

If refunds are made for any reason, then Academic Summer will take an admin fee of 50 GBP, and if there are problems with the transfer, then the client is liable for any additional bank charges. 

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