T&C's and Cancellations

View information on T&C's and Cancellations for Online Language Short Courses.

Terms and Conditions and Cancellations

1. General Terms

  1. UCL SSEES Short Course fees must be paid in full in advance.
  2. If a student notifies UCL SSEES in writing that they wish to withdraw from a Short Course two or more weeks before the start of term, course fees will be refunded per the cancellation policy below.
  3. If a student notifies UCL SSEES in writing that they wish to withdraw from a Short Course less than two weeks before the start of term, course fees will not be refunded.
  4. No partial refunds will be provided for missed classes.
  5. If a class is postponed (e.g., due to Bank Holidays, teacher illness, or transport issues), the teacher will reschedule. If a student is unable to attend the rescheduled class, a partial refund will not be offered.
  6. Once enrolled, students cannot defer their place to a future term. All terms purchased within an academic cycle must be used in that same academic year and cannot be carried forward to future years.
  7. UCL SSEES is not responsible for unforeseen changes in a student’s circumstances that may prevent attendance.
  8. UCL SSEES reserves the right to cancel a course if minimum enrolment is not met. In such cases, all fees paid in advance will be refunded in full.
  9. If a student enrols in an oversubscribed course and we cannot provide additional classes, their place will be cancelled, and a full refund will be given.
  10. UCL SSEES reserves the right to replace a Short Course tutor if necessary.
  11. UCL SSEES Short Courses are available to individuals aged 18 or over.
  12. UCL/University of London (UoL) Associates (including students, alumni, and staff of UCL/UoL and UCLH) are eligible for a discount on fees when enrolling for 2 terms (20 lessons) or 3 terms (30 lessons) in advance. If you enrol for 2 terms at a discounted rate and later wish to enrol for a third term, the full fee for one term will apply. Proof of eligibility (e.g., a valid student/staff card, alumni card, or degree certificate) must be presented at the time of enrolment. Payment in instalments is not available.

2. Terms and Conditions for Accessing Recorded Course Materials

It is our policy that recordings will not be made of teaching events. However, if in exceptional circumstances a recording is considered necessary, it will only be created at the tutor’s discretion and with the prior agreement of all participants.

This policy ensures compliance with GDPR and privacy regulations and maintains a comfortable learning environment for all students.

Access and Usage
Students enrolled in online language courses are granted access to any recorded sessions for personal use only. The recordings are intended solely for individual study and access will be time-limited to 5 days, again at the tutor’s discretion.

Prohibited Sharing and Distribution
Students are strictly prohibited from sharing, distributing, or making recordings available to third parties, including those not enrolled in the course or who have not paid the required fee. Unauthorized sharing via any means (e.g., social media, electronic platforms) is not allowed.

Intellectual Property Rights
All course recordings, materials, and content remain the intellectual property of SSEES. Unauthorized reproduction or distribution may result in legal action.

Monitoring and Compliance
We reserve the right to monitor the usage of recorded materials. Any violation may lead to suspension of access, course removal, and potential legal action.

Consequences of Violation
Breaches, including unauthorized sharing, will result in revocation of access to all course materials. Disciplinary actions, including legal proceedings, may be pursued.

3. Background Appropriateness Policy

To maintain a respectful and conducive learning environment, students must observe the following guidelines when attending online classes:

  1. Camera On Requirement: Students are expected to keep their cameras on during lessons to ensure active participation, engagement, and accountability. Exceptions may be granted in advance for specific circumstances at the tutor’s discretion, such as for technical difficulties, but are expected to involve a single class only.
  2. Audio Equipment Recommendation: To ensure clear communication and minimize background noise, students are strongly encouraged to use headphones and a microphone during sessions.
  3. No Offensive Content: Backgrounds must be free from discriminatory, explicit, or violent content.
  4. Professional Setting: Choose a neutral or professional background (e.g., a simple, tidy physical background or virtual background).
  5. Privacy Considerations: Be mindful of personal and others’ privacy. Avoid displaying personal information or private spaces.
  6. Tutor Discretion: Tutors may request a background change if it is deemed inappropriate or distracting.
  7. Non-Refundable Course Fees: Non-compliance with these guidelines may result in removal from the session, without a refund.

4. Attendance Integrity Policy

  1. Mandatory Personal Attendance: Students must attend lessons personally. Language learning is interactive and requires real-time participation for speaking, listening, and engagement. Attendance ensures accountability, fairness, and the integrity of the online-classroom experience.
  2. Prohibition of Bots and AI Tools: Use of bots, AI tools (including Fireflies.ai), or third parties to join or record sessions is strictly prohibited. Bots introduce significant GDPR and privacy risks, create unauthorized recordings, and undermine academic integrity by allowing students to bypass active participation. Such bots and tools will be removed from teaching events.
  3. Consequences for Violations: Repeated violations will result in immediate removal from the course without refund.
  4. Further Action for Breaches: UCL SSEES reserves the right to take further action for breaches of academic integrity, such as refusing subsequent enrolment on language evening courses.

5. Cancellation Policy

Refunds
Refunds will only be processed if a student notifies UCL SSEES in writing at least two weeks before the start of term. No refunds will be given for cancellations made less than two weeks before term begins.

Refund Restrictions

The amount of refund you will receive, if you inform us that you wish to withdraw at least 2 weeks before the start of the first, second or third term, will vary based on any discount you received at the time of enrolment. For calculation, please click on the appropriate link below: