1. Payment of Fees
A Confirmation of Enrolment (CoE) will only be issued to support a student visa application process when the initial payment of tuition and non-tuition fees as set out in the invoice is made. If a visa application is rejected, the rejection letter and request for refund should be sent to EC at least 7 days prior to the agreed course commencement date so EC can refund any prepaid course fees minus up to the lesser amount of AU$500 or 5% of prepaid tuition fees to cover any non-refundable fees.
In Australia, for courses of study of more than 25 weeks, a schedule of dates for payment of fees will be set out on the invoice in accordance with the TPS requirements set out in the ESOS Act. The initial payment of tuition and non-tuition fees as set out in the invoice must be made prior to EC issuing a CoE to support a visa application.
If the student chooses to pay in their local currency, a foreign exchange rate will apply. The applicable exchange rate can be viewed online as at the time and date of the payment.
Bank charges and commission for both the sending and receiving banks should be paid by the sender of funds or they will be applied to the account of the EC Representative or if no representative, then to the account of the individual from whom EC has received the original direct payment.
EC reserves the right to change details of its services, including courses, facilities, schools, accommodation, and course dates, where circumstances beyond EC's control necessitate such changes or where the number of enrolments is not enough to operate a course viably.
3. Course Entry Levels
Most courses require minimum levels of English for entry. If after the placement test, a student is found to be below the minimum level required to start the course, EC reserves the right to place the student in a class appropriate to the student's language level and/or a different curriculum. Where this results in extending the duration of a student's course, EC may need to issue a new Certificate of Enrolment. Students may be transferred to the nearest EC Centre running a lower level course. Minimum age for individual students travelling without adult supervision is 16 years at course start date.
4. Changes to Enrolments
EC reserves the right to charge an Administration Fee (AUD120; NZD90) each time course or accommodation details are changed or cancelled after a place has been confirmed.
Additionally, when a change request for a previously confirmed accommodation is received less than 7 days in advance of the scheduled arrival date, an equivalent week's accommodation penalty fee will be charged. These fees will not apply to upgraded orextended courses.
5. Changes to Airport Transfers
Notification of change to airport transfers must be sent to EC Central at least 2 full working days prior to the designated arrival time. If notice is not received EC cannot be held liable for operational errors, and an additional Transfer and/or Administration Fee may be applied.
6. Accommodation and Travel Details
Accommodation and transfer confirmations* will be provided 14 days prior to course start date for all enrolments received more than 4 weeks in advance of course start date.
Accommodation and transfer confirmations* will be provided no less than 4 days prior to course start date for all enrolments received less than 4 weeks in advance of course start date. If travel information is received less than 2 working days prior to the scheduled arrival date, then EC may not be in a position to provide the transfer or accommodation service
for the weekend of arrival.
* Provided travel details and payment in accordance with your payment arrangement has been received.
7. Accident and Medical Insurance
EC advises that all students should ensure they have appropriate insurance to cover them in the case of accident or medical need.
New Zealand legislation, as required under the Education (Pastoral Care of International Students) Code of Practice 2016, found on their website www.legislation.govt.nz/regulation/public/2016/0057/latest/DLM6748147. html makes medical and travel insurance compulsory for all international students. Most international students are not entitled to publicly funded health services while in New Zealand. If a student receives medical treatment during a visit, they will be liable for the full costs of that treatment. Full details on entitlements to publicly funded health services are available through the Ministry of Health, and can be viewed on their website at www.moh.govt.nz.
In Australia, it is compulsory for those on Student Visas to take Overseas Student Health Cover (OSHC) for the duration of the time they are in Australia. Students need to buy OSHC before coming to Australia, to cover them from when they arrive. This ensures they have adequate health care arrangements while studying in Australia. If the student chooses EC to arrange OSHC for the first course/year only of their programme, it is their responsibility to either extend or take out OSHC for the rest of their time in Australia. They must provide evidence of cover for the entire study period before a Confirmation of Enrolment will be issued. There will be no refund of OSHC Insurance post-arrival.
8. General Refund Policy
EC defines a full course of study as the initial enrolment period. Extensions are considered new enrolment periods. All refunds will be sent to the account of the EC representative/ agent from whom the fees were originally paid or, if there is no representative/Agent on the account, to the individual from whom EC has received the original direct payment. In ANZ if a student's visa application is rejected after payment has been received, all fees, excluding any cancellation fees detailed in the Cancellation Policy below, will be refunded within 28 days in Australia or 5 working days in New Zealand, provided a visa refusal letter is received by our International Admissions Centre and the student has fulfilled all requirements for a visa application.
In New Zealand the refund will be paid directly to the student or another signatory as agreed by the student (or the student's parent or legal guardian).
In Australia Refunds will be provided to students within 28 days if the student defaults based on a visa denial provided the EC Central receives the visa denial letter. However, a refund will not be provided in any circumstances where the student has supplied fraudulent, forged or deliberately misleading documentation. If EC defaults, the student is eligible to receive a refund of the unexpended pre-paid tuition fees which the student has paid to EC. The refund amount will be based on the portion of tuition for which the student has paid but for which tuition has not yet been received.
In the unlikely event that EC is unable to deliver a course in full, the student will be offered the refund amount in accordance with the above paragraph. The refund will be paid within 14 days of the day on which the course ceased being provided. Alternatively, the student may be offered enrolment in a suitable alternative course by EC at no extra cost. The student has the right to choose whether they would prefer a full refund of course fees, or to accept a place on another course. If they choose placement on another course, EC will ask them to sign a document to indicate acceptance of the placement. If EC is unable to provide a refund or to place the student on an alternative course, the Australian government's Tuition Protection Service (TPS) director will provide access to a suitable alternative course.
9. Cancellation Policy
EC defines "cancellation" as a change occurring before the start date of the first course.
All cancellations must be made in writing to EC Central and the following refund policies apply: Enrolment Fee, Courier Fee, Accommodation Placement Fee, or Administration Fee are non-refundable.
In Australia, EC further reserves the right to withdraw or cancel an offer at any time in circumstances where evidence of nongenuine temporary entrant status is identified.
In such instances, the following refund policies apply: 100% tuition Fee, Enrolment Fee, Courier Fee, Accommodation Placement Fee, or Administration Fee. However, a refund will not be provided in any circumstances where the student has supplied fraudulent, forged or deliberately misleading documentation.
10. Tuition Refunds before Arrival
For Student Visa Refusals
In Australia for pre-arrival Student visa refusal, the following applies: EC agrees to refund within 28 days, tuition and non-tuition fees paid where the student produces acceptable certified evidence that the application made for a student visa was rejected by a visaissuing authority. The amount of the refund is the fees paid by or on behalf of the student, minus the lesser of the following amounts that will be retained:
1) 5% of the amount of fees received (pre-paid tuition fees, non-tuition fees)
In New Zealand, students will be refunded tuition fees in full, less the Enrolment Fee.
For Non-Student Visa Refusals
In Australia, students will be charged the enrolment fee plus 30% of total tuition fees, as well as all other sundry fees if cancelling prior to the start of their course.
In New Zealand, the tuition refunds for cancellations before the start date of the first course are similar to cases of tuition refunds after arrival.
11. Accommodation Refunds before Arrival
a) Students cancelling or deferring their accommodation less than 14 days before arrival will be charged an amount equal to 1 week of accommodation.
b) Students cancelling, deferring, or changing their accommodation less than 2 working days before arrival, an amount equivalent to 4 weeks of accommodation will be charged, or the full accommodation fee if the booking is less than 4 weeks in duration.
12. Withdrawal Policy
EC defines withdrawal as termination of a course after the first course has started. Any withdrawal must be made in writing to the Centre Director of the EC school where the student is studying. Enrolment Fee, Courier Fee, Accommodation Placement Fee, Administration Fees, and any student insurance premium will not be refunded for any student terminating their course after arrival.
13. Tuition Refunds after Arrival
Written notification of withdrawal must be provided as a condition for making refunds. If a student breaches the visa conditions, no refund of the tuition fees will be made.
All refunds due will be made 28 days in Australia and 5 working days in New Zealand, following the date of cancellation and paid to the account from which original payment was made.
In Australia no tuition fees will be refunded to students who notify the EC Centre of their withdrawal after the commencement of their first course. When a student has enrolled in multiple locations/courses, the course start date for the purpose of this clause is that of the initial EC course.
In New Zealand
a) For courses of 1 to 34 days duration, if the student withdraws within the first 2 days of the course, they will receive 50% of the total fees paid. If they withdraw after the first 2 days, no refund is made.
b) For courses of 35 days to 3 months duration, if the student withdraws within the first 5 days of the course, they will receive 75% of the total fees paid. If they withdraw after the first 5 days, no refund is made.
c) For courses greater than 3 months, if written notice of termination is received by the end of the tenth day of the course, the student will receive 75% of the total fees paid. Students terminating after this period will not receive a refund.
14. Accommodation Refunds after Arrival
Students leaving their accommodation must give at least 28 nights of notice in writing.
After deducting the price of accommodation used, including the required notice period charged at the standard accommodation rate, accommodation fees in excess of the accommodation period will then be refunded, less the administration fee.
Local policies may apply depending on provider and are available upon request.
Students should contact their local embassy, Consulate or High Commission to ensure they are allowed to enter and study in their chosen country. If a student does not possess or maintain a valid visa status in accordance with the visa conditions then their course will be terminated without refund.
No visa support documentation will be provided until all fees have been received.
EC schools will be closed on public holidays and no compensation is provided for missed days due to public holidays.
Session breaks are dependent upon destination, course duration, and visa requirements and are subject to EC's session break policy, available from http://partners.ecenglish.com/resources/session-break-policy
17. Resolution of Disputes
In the event of a dispute between an individual student and EC, procedures are in place to facilitate the resolution of the dispute.
Any complaint should first be made to the student's EC Centre Director. Each complaint will be fully investigated provided that it is received within a month of the course ending and all fees have been paid.
If the matter is not resolved, the student should communicate in writing to EC Central.
In Australia, students who are not satisfied with an internal appeal outcome may lodge an external appeal or complain about a decision made by EC through the Overseas Students Ombudsman. The Overseas Students Ombudsman offers a free and independent service for overseas students who have a complaint or want to lodge an external appeal about a decision made by their private education or training provider. See the Overseas Students Ombudsman website www.oso.gov.au or phone 1300 362 072 for more information.
In New Zealand If a student remains dissatisfied with the outcome of the internal procedures regarding contractual and/or financial issues, they may contact iStudent Complaints. More information can be found at www.istudent.org.nz.
If a student remains dissatisfied with the outcome of the internal procedures regardingnon compliance with the code of practice, other than contractual and financial issues they may contact NZQA. More information can be found at www.nzqa.govt.nz/about-us/make-acomplaint/make-a-complaint-about-a-provider
EC and its staff and representatives will not be liable for loss, damage or injury to persons or property howsoever caused, except where liability is expressly imposed by law. EC will not be liable in the event that any service contracted to be supplied by EC becomes impossible to supply for any reason or any cause outside the control of EC.
19. Valid prices
Prices are valid from 1 November 2019. Prices are subject to change without notice and will only be confirmed upon invoicing. For current prices please refer to ecenglish.com. Agents should refer to the Partners website: partners.ecenglish.com
EC reserves the right to expel or evict from accommodations and courses arranged by EC any student whose conduct is unsatisfactory at the discretion of the Centre Director.
Unsatisfactory conduct includes but is not limited to; threatening behavior, bullying, illegal activities, drug use, inappropriate alcohol use or repeated nonattendance of class.
EC has a zero-tolerance policy for discrimination, bullying and harassment in the workplace and the classroom. Discrimination, bullying and harassment is unacceptable, against the law and will not be tolerated.
In Australia, a student has the right to appeal against such a decision and details of that process are available from EC. Students and their parents or guardians, where applicable, agree to pay the tuition fees and other charges applicable for the course on the due dates. It is understood and agreed that failure to do this may result in suspension from the programme and cancellation of the enrolment.
21. Promotional Activity
The student (and, where applicable, his or her parent or guardian):
a) Agrees that the student's photographs, videos, artwork or other works, as well as
recorded or written testimonials and details of the student's achievements (hereto
referred to as “Student Images and Testimonials”) may be used by EC, or by a third
party agent of EC, worldwide for promotional purposes including in its printed and
online marketing materials and on any social media network without further consent
or notification; and
b) Gives consent to EC for storing, or transferring across international borders, copies of the Student Images and Testimonials for such purposes.
22. Data Protection
23. Further Information: Australia
a) ESOS Framework: The Australian Government wants overseas students in Australia to have a safe, enjoyable and rewarding place to study. Australia's laws promote quality education and consumer protection for overseas students. These laws are known as the ESOS Framework and they include the Education Services for Overseas Students (ESOS) Act 2000, the National Code 2018, the ELICOS Standards 2018 and Tuition Protection Service (TPS). Visit the website https://internationaleducation.gov.au/RegulatoryInformation/Pages/Regulatoryinformation.aspx for Education Services for Overseas Students (ESOS) Legislative Framework/Regulations and https://tps.gov.au for an overview of the Student Tuition Protection Service (TPS). A student who has any concerns about these matters after arrival at EC, should contact the Centre Director.
b) Information provided may be made available to Commonwealth and State agencies and the TPS Administrator of the Tuition Protection Service; firstname.lastname@example.org, as part of our obligations under the ESOS Act 2000 and the National Code.
c) Each student must notify the campus of any change in their contact details or residential address and who to contact in emergency situations within 7 days of arrival or within 7 days of any change to these details whilst the student is enrolled in the course.
d) All courses offering fewer than 24 lessons (20 hours) per week are not available to
student visa holders.
e) EC English Australia Pty Limited delivers English language courses on behalf of Study Group Australia Pty Limited trading as Embassy English, CRICOS Provider Code: 01682E, ABN: 88 070 919 327.
f) Any school-aged dependants accompanying overseas students to Australia will be required to pay full fees if they are enrolled in either a government or non-government school.
g) Average living expenses Australia: AUD20,290 per year.
h) The student is responsible for keeping a copy of the written agreement (offer letter, acceptance, terms and conditions) as supplied by EC, and receipts of any payments of tuition fees or non-tuition fees.
i) This written agreement, and the right to make complaints and seek appeals of decisions and action under various processes, does not affect the rights of the student to take action under the Australian Consumer Law if the Australian Consumer Law applies.
24. Further Information: New Zealand
a) Protection of Student Fees: Fees paid by students will be fully protected by a Bank Guarantee and cash held by an independent Trustee. In the unlikely event of the EC school closing prior to the conclusion of courses, school fees will be refunded on a pro-rata basis by the Trustee.
b) Code of Practice: EC has agreed to observe and be bound by the Education (Pastoral Care of International Students) Code of Practice 2016. A copy of the Code is available on the New Zealand website: www.legislation.govt.nz/regulation/public/2016/0057/lates/DLM6748147.html.
c) Immigration: Full details of visa and permit requirements, advice on rights to employment in New Zealand while studying, and reporting requirements are available through the New Zealand Immigration Service, and can be viewed on their website at immigration.govt.nz.
d) Each student must notify EC of any change to their contact details, accommodation type, and residential address.
e) Average living expenses New Zealand: NZD18,000 per year.
f) EC commits to fully complying with the International Student Contract Dispute Resolution Scheme (DRS). A copy of DRS rules is available at http://legislation.govt. nz/regulation/public/2016/0042/latest/DLM6748715.html?src=qs
g) The student has read and understand:
– the most recent result of external quality assurance report by the New Zealand Qualifications Authority (NZQA) available at http://nzqa.govt.nz/providers/details.do?providerId=745933001
– the education that will be provided. Its outcome, a certificate, depends on the course enrolled. The list of courses is available at www.ecenglish.com.
– details of staffing, facilities, and equipment available at www.ecenglish. com.
– details of services and supports available at www.ecenglish.com.
h) EC English (New Zealand) Limited delivers English language courses on behalf of Study Group NZ Limited trading as Embassy English. Education organization number: 7459, NZBN: 9429037376802..
25. Force Majeure
EC is not liable in the event where it is unable to fulfil any service to which it is contractually bound because of fire, natural disaster, acts of government, failure of suppliers or subcontractors, labour disputes, or other reasons which are outside its control.
All the above terms are applicable to direct students and agents unless variations are expressly agreed between the agent and EC in writing.
27. Updates to Terms and Conditions
All Terms and Conditions are subject to change. For the latest Terms and Conditions, please visit our website