Terms & Conditions

1. Oxford Science Studies is committed to promoting equal opportunities for all participants.
   
   
2. By submitting the online application form you are confirming that you wish to make a booking and that you want a place on the course.
   
   
3. The reservation will be fully confirmed once we receive full payment of the course fees.
   
   
4. We reserve the right to cancel or amend a reservation if a course or lesson should become unavailable. In such circumstances you will be informed as soon as possible, and we will look to make alternate arrangements. Should a suitable alternative not be available, will we look at alternative options, which could include a refund.
   
   
5. For Half Term and Holiday Courses, we reserve the right to modify individual timetables from the general timetable published in our publicity material. In this event the total number of contact hours with a tutor will not be reduced.
   
   
6. In the unlikely scenario that a tutor becomes unavailable on the day of the course, we will do our best to continue with these classes with an alternative tutor. If this is not possible, we will make up the lessons or offer a refund for the lessons that will be missed. We are unable to refund any travel/accommodation costs that have been incurred.

   
   For year-round online courses, we will rearrange any missed classes for another time, free of charge.  If the need to rearrange the classes prevents the student from still requiring the classes (e.g. if the rearranged date falls after their exam in the subject), we will be able to offer a refund for the lessons, or an alternate solution.

7. Oxford Science Studies offer an Evening Entertainment Programme, also known as ENTZ, on all residential courses. Participation in this programme is compulsory for any student under the age of 16. A choice of activities will be available, including but not exclusive to offsite trips, sports activities, arts and crafts. There is an option to opt out of any activities, however, any student under the age of 16 will not be permitted offsite, unless in an organised offsite activity. Students partake in their chosen activity at their own risk. Oxford Science Studies will not be liable for loss or damage to personal property or injuries to persons, however caused, except when such liability is expressly imposed beyond exclusion by statute.

   Oxford Science Studies reserves the right to change the schedule of activities, at any time, and to limit the choice of activities available to students, whose behaviour we deem unacceptable. There will be no scheduled programme over the weekend on an Easter or Summer Course. Any student, of any age, choosing to reside on Friday and over the weekend, is permitted to leave the course premises, without staff supervision, once timetabled classes have finished. Students under the age of 16, are required to return to the course premises, prior to 7pm on the Sunday evening.

   All students will have multiple sign in times with the residential team, throughout the weekend, which will be relayed to them directly.

8. Oxford Science Studies accepts no responsibility for students who leave the premises at which the revision course is running. You as the parent/guardian or agent, agree and understand that your student may leave the premises without staff supervision, e.g. during lunch or upon departure. Should adult supervision be required, the onus is on you to make such arrangements. During a residential course, those students under the age of 16 are not permitted by Oxford Science Studies to leave the premises without staff supervision, that is except for their departure from the course and in the scenario as set out in point 7 of these Terms and Conditions.  Whilst the course is running any student, aged 16 and over, that chooses to leave campus for the evening must be back onsite by 9pm, as well as adhering to any other signs ins relayed directly to them.
   
   
9. Parents and guardians accept full liability for any loss or damage caused by students through misbehaviour or neglect.
   
   
10. Students are not permitted to exchange personal contact details with their tutors. If they wish to contact a tutor directly, and are an online attending student, they should correspond using the oxford-education-online email account provided to them. Otherwise, they should contact the office staff, who can pass messages on to the tutor.
    
    
11. We reserve the right to require the immediate withdrawal or immediate cancellation of online classes, for any student whose behaviour we deem to be unacceptable, without refund of fees.  By agreeing to these Terms & Conditions, you (on behalf of the student) are also agreeing to the rules, as set out here and detailed under ‘Rules for Safety and Peace of Mind’.  Please ensure that the student is fully aware of the rules, before attending.
    
    
12. Please note that we operate a ‘no complaint – no refund’ policy. This means that if we are not informed of an issue as soon as possible whist it is occurring, we cannot retrospectively offer a refund or alternative solution. For example, if a student has an issue with their tutorials, we need to be informed whilst these specific lessons are still taking place. We pride ourselves on the quality of the courses; if there is an issue, we would like the opportunity to address it during the course.
    
    
13. If the student is late to a class, the tutor is not obligated to make up the time lost resulting from the student’s lateness. If the student is not in attendance 20 minutes after the scheduled start time, the tutor is not obligated to stay in the class beyond this point. Please note that this would apply to any length of individual session. Any lessons lost due to lateness will not be rearranged or refunded.
    
    
14. If a student becomes unwell, either before the course or whilst on it, and is therefore unable to attend classes no refund will be given. If a student has sickness and/or diarrhoea, they may be excluded from classes/social activities to avoid making other students unwell for 48 hours after their last symptom and may be asked to leave the course for the welfare of the other students and staff.

    If the student is unable to attend a year-round online class due to illness, we may exercise discretion on rearranging the class free of charge. However, this is dependent on the office staff being informed as early as possible so that the tutor can be made aware. The student must also inform the tutor of their absence by either messaging them on Microsoft Teams, or by using their oxford-education-online email account. This is especially important if the student is providing notice of their absence outside of office hours.

15. Students from outside the U.K. will need to arrange their own medical insurance. Please note that by sending this application you are confirming that you have or will be arranging travel and medical insurance as you feel is appropriate and you understand that Oxford Science Studies does not currently offer any form of insurance other than the legally required public liability.  Oxford Science Studies will be offering further insurance in the near future.
    
    
16. Oxford Science Studies reserves the right to refuse admission to any course without explanation. Applicants do not have the right to appeal.
    
    
17. Discounts available for Half Term and Holiday Courses:
    1. The Early Bird Discount is offered at the discretion of OXSS.  This is available to customers who make an application, which is completed, confirmed, and paid for, during a set time frame.  Should a customer initially apply under an Early Bird Discount, and go on to cancel their application, only to reapply later, they will then be subject to whichever rate is available at the time of booking.  The same applies if payment is not received within the set time frame. OXSS reserves the right to withdraw their Early Bird Booking Discount, at any time.
    2. The Sibling Discount is offered at the discretion of OXSS.  A 5% discount is available to any siblings attending the same course.   The 5% discount does not apply against any additional nights or any fee that is considered ‘in addition’ to the main course fee.  Both, or all, siblings must pay for and attend the course to receive this discount.  OXSS reserves the right to withdraw their Sibling Discount, at any time. The onus is on the customer to inform OXSS that they wish to use, and are eligible to use, the Sibling Discount. The discount can only be applied before payment has been made.
    3. The Referral Discount is offered at the discretion of OXSS.  A 5% credit is available to those that refer a friend to an OXSS Course, and a 5% discount is available to those that are referred by a friend.  The friend referred to us must be a new customer to OXSS, that is a customer who has not booked or attended any course with OXSS or OIC Academy before.  The newly referred customer will be eligible to a 5% discount for their first course with OXSS.  Upon completion of this course, the existing customer, or ‘referrer’, will then receive a 5% credit towards their next course.  The 5% discount and credit does not apply against any additional nights or any fee that is considered ‘in addition’ to the main course fee.  Existing customers are only eligible for a credit if the new booking goes ahead.  OXSS reserves the right to withdraw their Referral Discount, at any time. The onus is on the customer to inform OXSS that they wish to use, and are eligible to use, the Referral Discount. The discount can only be applied before payment has been made.  This discount is not applicable for any agent referrals.
    4. Any School Booking Discounts may be offered at our discretion.  This discount is available only to direct bookings, and is not available to Agent bookings. 
       
       

     18. Discounts available for Year-Round Online Tuition Courses:

1. 1. The Block Booking Discount is offered at the discretion of OXSS.  For customers to be eligible for the block booking discount, they must complete all hours booked at the original time of booking, when the block booking discount was offered.  That is to say that should a customer cancel any sessions, reducing the total number of hours to under the required cap for the block booking discount, all sessions will be charged at the standard course rate.  For both Year-Round Online Subject Tuition and Online University Preparation a block booking discount is available as follows:
      1. 10% discount for more than 10 hours
      2. 12.5% discount for more than 15 hours
      3. 15% discount for more than 20 hours

         These discounts are offered at the discretion of OXSS and are subject to change.

     19. Any deposits are non-refundable and only transferable to credit to be used on other courses within a 12-month period.

     20. In the event of cancellation by you, the applicant, the following refunds will be given:

Autumn Half Term, Christmas & New Year, Spring Half Term & May Weekend Courses

• Over 4 weeks before the course commences: 100% refund minus a £90 admin fee
• Between 4 and 2 weeks before the course commences: 60% refund
• Between 2 and 1 weeks before the course commences: 30% refund
• Less than 1 week before the course commences: no refund
• As above, if you do not turn up on the day the course commences there will be no refund
  
  

Easter & Summer Courses

• Over 6 weeks before the course commences: 100% refund minus a £150 admin fee
• Between 6 and 4 weeks before the course commences: 60% refund
• Between 4 and 2 weeks before the course commences: 30% refund
• Less than 2 weeks before the course commences: no refund
• As above, if you do not turn up on the day the course commences there will be no refund
  
  

Year-Round Online Tuition

• Over 4 weeks before the course commences: 100% refund minus a £90 admin fee
• Between 4 and 2 weeks before the course commences: 75% refund
• Between 2 and 1 weeks before the course commences: 60% refund
• Less than 1 week before the course commences: no refund
• As above, if you do not turn up for your scheduled classes there will be no refund

  These refunds are based on the first day of each course, and not the first day the student will attend: i.e. day 1 of week 1, even if the student is attending in week 3. Any cancellation, or requests for change, to our Year-Round Online Tuition with less than 1 weeks’ notice will not be rearranged or refunded, unless at the discretion of OXSS.

  Please note the onus is entirely on the parent or guardian to claim the refund. All refunds must be claimed within 1 month of the finish of the course.

  Please direct any questions to info@oxss.co.uk.