Felsted Summer School - Terms and Conditions

International Summer School Terms and Conditions

Introduction:

These terms and conditions, together with the following: ●​ Completed Booking Form ●​ Confirmation Email Form the basis of a contract between parents and Felsted International Summer School for the provision of Felsted International Summer School.

Felsted International Summer School is responsible for students while they are attending, along with whoever the Head of Summer School has delegated any of the duties during Felsted International Summer School. The Summer School office can be contacted by email at summerschool@felsted.org.

Accommodation:

Course members will be resident in school boarding houses and may be required to share a bedroom and bathroom. Bed linen is provided, but participants should bring their own towels and toiletries.

A primary goal of the International Summer School is to expose students to cultures and perspectives outside of their own. Wherever possible, students will be housed with peers from varying cultural and geographic backgrounds. Subject to availability, we can offer students the choice of a single room at an additional cost of £200.00 per two-week course or £400.00 per four-week course.

Behaviour:

During the Summer School, we expect that students will conduct themselves appropriately at all times. The drinking of alcohol and smoking/vaping are strictly forbidden at all times during the course. Failure to abide by these conditions may result in disciplinary action, such as a formal warning or removal from the course, with no refund of fees paid should the offence be repeated.

Students are required to adhere to all Felsted rules as outlined during their orientation upon arrival at Felsted. Please also refer to our “Behaviour Rules” and “Discriminatory Behaviour Policy” for further details.

Mobile Devices Policy:

All students are asked to hand their devices to the House Parent at bedtime, where they will be held overnight in locked cabinets for both Junior and Senior Campuses.

Senior students are permitted to use their devices before they go to breakfast until bedtime, when they are handed to the House parent. Please be aware that students'

phones will be placed in a classroom box if the lesson does not require their use.

Junior students will have their phones with them during their housetime in the evening.

On excursions, all students will have their phones with them.

Payments:

Once we have received your booking form, we will send a request for the following: 1.​ Non-Refundable Deposit of £500.00, payable within 14 days of request; 2.​ Final Invoice, which is payable by 24th May 2026.

For all bookings made after 24th May 2026, the full invoice is payable within 14 days or before the student commences their course.

Cancellation:

In the event of an unforeseeable circumstance, such as a natural disaster or a global pandemic, Felsted School reserves the right to cancel the course within 28 days of the start date.

Refund Procedure: Felsted Summer School will be unable to provide refunds, except in the circumstances outlined under “Visa Refund” below.

We recommend that parents take out insurance to cover cancellation.

Course Fees:

Course deposits are required two weeks after initial registration and are non-refundable in all circumstances. Some course deposits may be transferred to future programmes, but this is at the discretion of the school.

Course balance is payable six weeks prior to Felsted International Summer School start date for that year.

Bookings not paid in full 6 weeks prior to the course start date will be cancelled.

Bookings made within 6 weeks of the course start date must be paid in full 2 weeks after booking.

Cancellation by Student /Parents:

In exceptional circumstances, such as medical emergencies, Felsted School may consider deferring fees to the next programme year, allowing students to attend the course one year later. In these circumstances, please contact the summer school directly and provide any necessary documentation as requested.

No fees will be refunded if the course is cancelled by the student/parents, once they have arrived at the school. In the event of a medical emergency after the pupil has arrived, the school may offer the opportunity for the course fee to be deferred to the following year.

Cancellation by Felsted International Summer School:

In the event of an unforeseeable circumstance, such as a natural disaster, Felsted School reserves the right to cancel the course within 28 days of the start date.

In the case of Felsted International Summer School having to cancel the Summer School, we will offer the opportunity for all bookings to be deferred to the following year, at no additional charge or price increase.

If government organisations overseas do not recommend travelling to the UK throughout July and August, but a place has already been secured. We will offer the option to delay participation until the following year.

If a student violates the terms and conditions of their attendance (please refer to the student terms and conditions) and their attendance at Felsted International Summer School is terminated, all fees paid will be forfeited.

Visa Refund:

If a visa application is rejected and we receive written evidence at least 6 weeks before arrival, we will refund the fee received in full, less an administrative fee of £150.

When we receive this evidence, the refund will be paid to you within four weeks of your providing us with bank details and a signed authorisation that the refund should be paid to that account. If written evidence of a visa refusal is received less than six weeks before arrival, no refund will be issued.

If a visa application is delayed and the student cannot attend their initially chosen weeks at the Summer School, capacity pending, alternative dates can be arranged.

If the student obtains the incorrect visa, no refund will be given, and the student will not be permitted to attend the course. In this circumstance, parents/guardians must arrange for the students’ safe transfer home.

Academies:

Please be aware that Academy choices are subject to availability. Although we will endeavour to provide your first or second choice, this cannot be guaranteed.

Subjects may be withdrawn in the event of extreme circumstances outside of the school’s control or in the event that there is low attendance for an academy.

Excursions:

A list of excursions may be provided ahead of students’ attendance at Felsted International Summer School. Excursions may change, subject to a variety of circumstances, including but not limited to availability, weather and transportation.

Excursion groups are carefully created in advance to ensure that students have the opportunity to interact with peers from diverse cultural backgrounds.

You consent to the Pupil participating in trips and visits organised in the normal course of your child’s course.

Photography:

First names and photographs may be taken and used electronically for marketing and communication purposes by Felsted School and its partners to promote the School and Summer School. This includes publications, as well as electronic and social media platforms.

Included in your student form set is a photo permission section, which we ask that you complete to indicate whether you wish to provide your consent for any images of your child / you to be used in this way.

Medication:

It is the parents’ responsibility to ensure that any required medication is fully detailed in their child’s application. All medication must be in English or be accompanied by a medical English translation. All medicine will be kept by the House Parent and will be administered as per the prescription details.

Medical Emergencies: If the student requires urgent medical attention while under the School’s care, we will: - take action (for example, by contacting the emergency services); - try to contact you and, if we cannot contact you, try to contact any other named emergency contact; - share relevant information that we hold about the student with any emergency services or treating medical professional; and - where necessary, deal with decisions about the student’s medical treatment in accordance with the advice of the treating medical professional.

Data:

The School may process personal data about you (or either of you) and your child, including special category personal data about your child (such as medical details) in accordance with data protection law for the purposes of registration, admission and participation in the International Summer School. Further information on how we process personal data can be found in the School's Privacy Notice and related policies, which are available on the School's website and can be obtained from the School upon request at any time.

Liability:

In the absence of its own negligence, the School does not accept responsibility for accidental injury or loss or damage to property on School premises or on School visits. You must make your own insurance arrangements if you require cover for the Pupil or their property while at the School or for the payment of fees due to absence of the Pupil or closure of the School premises.

A “Breakage and Incidentals Fee” of £50 (excl VAT) is payable for each student, which covers damage and incidental expenses.

Airport Transfers:

We provide free transfers from the following airports. ●​ London Heathrow ●​ London Gatwick ●​ London Stansted On arrival/departure days (Sundays) from 08.00 am to 5.00 pm. We are unable to offer transfer to and from anywhere else or outside of these times.

We are not able to provide transfers to any other airport. If you require a transfer to any location not listed, please contact the summer school office.

Private Transfers For parents who wish to accompany their child to Felsted, please note that private transfers should arrive between 10:00 am and 12:00pm or 1:00pm and 3:00 pm.

When completing our Travel Information Form, please select the time slot that applies to you.

Personal transport We do not expect students to bring their own vehicles to school. If any student wishes to do so, permission must be obtained from the Summer School office first.

I hereby accept all Terms and Conditions as laid out in the Felsted International Summer School Terms and Conditions Document and wish to apply for Summer School 2025.

NAME OF STUDENT (BLOCK CAPITALS): PARENT/GUARDIAN NAME (BLOCK CAPITALS): PARENT/GUARDIAN SIGNATURE: DATE: Please note that we cannot accept any application forms without the signature of the parent or guardian.