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Terms and Conditions

Information for learners joining a BAES course (September 2016 - July 2017)

Payment of Fees

1. By enrolling on a course, you are agreeing to pay the total price due for the whole course, any accreditation fee and an annual registration fee, including all outstanding balances, should you withdraw. This applies to all courses, including those funded by a 19+ Advanced Learner loan. The fee must be paid by the start date of the course or the loan agreed by 6 weeks after the start date of the course.

2. To secure your place on a course, all fees must have been paid, an instalment plan agreed or direct debit set up. Payments may be made by cash or card only; cheques are not accepted. Any learner who does not meet the payments for an agreed instalment plan or direct debit will not be allowed to continue on the course and be sent an invoice for the outstanding charges. Any learner over 19 and on a Level 3 course who does not pay the full fee or take out a loan will be invoiced for the full cost of the course.

3. Any additional costs for exam fees will be notified by your tutor.

4. Where there are outstanding fees, other than agreed future direct debit instalments, we may refuse entry to the class until such fees have been paid.


5. To help you spread the cost of your learning where the cost of your course is £300 or more and is longer than 20 weeks you may pay by direct debit. A 25% deposit of the full cost of your course (course and any accreditation fees) will be taken at enrolment and a direct debit set up for 3 equal monthly payments of the outstanding balance. If you would like to discuss direct debits in more detail, please speak to your centre manager.

6. If your qualification course is over £150 you can pay by 3 monthly instalments, during the first 3 months of your course. For example in term 1 this will be September, October and November. If the fee is not paid following the agreed timescale, you will be invoiced for the monies outstanding.

Please note: Payment by instalment is not applicable to English as a Foreign Language courses


7. Where fee concessions are claimed, you will need to provide the necessary documentary evidence to demonstrate eligibility for this fee reduction. Should this not be received within two weeks of the enrolment date, the full fee becomes payable. We will contact you in order to obtain payment via debit or credit card.

Overseas Learners

8. Overseas learners - please note that learners who have not been living in the UK or EU residents who have not been living in the EEA for at least three years, will need to pay the non-funded rate for any course.


9. If your chosen course is cancelled before it starts, we will refund your fees in full.

Where leisure courses are closed after they commence and we cannot offer an alternative, a pro-rata refund will be made to any learner attending at that time who has attended at least 80% of their sessions.

Where a course with an accreditation is closed and we cannot offer an alternative, we will refund your fees in full.

A refund of over £1,000 may take 20 days to process.

10. If you change your mind within ten working days of enrolling and before the course starts, we will refund your fee minus an administration charge of £30

See below for charges relating to English as a Foreign Language

11. If you withdraw from a course once it has started, you will not be eligible for a refund.

12. It may occasionally be necessary, for reasons beyond the control of Birmingham Adult Education Service, to change the course tutor, make slight changes to the timing or content of the programme, or move the course to an alternative venue within a reasonable distance of the advertised venue. No refund will be given under these circumstances.

13. Refunds for English as a Foreign Language courses will only apply when a medical certificate or an official visa refusal notice is submitted. The administration charge for these will be:

  • EU part-time courses: £50
  • EU full-time courses: £80
  • Overseas part-time courses: £70
  • Overseas full-time courses: £130

Cancelled sessions

14. Where a session is cancelled, for reasons beyond the control of Birmingham Adult Education Service, such as staff illness or extreme weather conditions, and a replacement session is offered, no refund will be given. If we are unable to offer a replacement session we will deduct the cost of the session from the next term’s fees where applicable.

15. If a class does not reach its minimum number, we may offer you the opportunity to reduce the number of weeks with no corresponding reduction in fee, or we may increase the fee as an alternative to closing the class.

Course Fees

16. Course fees are based on reaching the minimum class number. The class may be closed if we do not recruit the minimum number.

17. Some courses may involve additional costs for materials. These will be outlined on the course information sheet.


18. Our fees for learners aged 19 and over are subsidised by the Skills Funding Agency, the organisation that funds and regulates adult further education and skills training in England. 16-19 year olds are funded by the Education Funding Agency. The personal information you provide is passed to the Skills Funding Agency, the Department for Business Innovation and Skills and, when relevant, the Department for Education, including the Education Funding Agency and the European Social Fund (ESF) to meet legal responsibilities under the Apprenticeships, Skills, Children and Learning Act 2009 It is used to create and maintain a unique learner number (ULN) and a Personal Learning Record (PLR). The information you provide may be shared with other organisations for education, training and employment-related purposes, including for research. Further information about use of and access to your personal data, and details of organisations with whom we regularly share data are available at:

You may be contacted after you have completed your programme of learning to establish whether you have entered employment or gone onto further training.

19. All new learners will be allocated a Unique Learner Number (ULN). This ULN is the education equivalent of a national insurance number and is used for life. ULNs are issued to most learners from age 14 and they are used in schools, further and higher education, and particularly when entering exams or accessing the National Careers Service.

Please note: This information is not applicable to learners on English as a Foreign Language courses


20. If you do not hear from us to the contrary, please assume that your course will be running.

21. Under the terms of our Attendance and Punctuality Policy, all learners are required to be punctual for their class and to attend regularly. If you are unable to attend a session, please let us know. If we do not hear from you, staff will try to contact you. If you are absent for 3 weeks without contact with us, you will be withdrawn from the course and your place may be offered to someone else.

22. Learners on some courses can have childcare costs paid while they are studying. If you stop attending a course where we have agreed to pay childcare fees, you will be responsible for cancelling the childcare arrangements and for paying any fees owing to the childcare provider from the date you stopped attending the course.


23. BAES only accepts learners who are under 16 on Family Learning courses where they learn with their parent or carer.

24. All learners are required to sign the enrolment form at the beginning of their course.

25. All learners are required to show respect for staff and other learners and to behave responsibly and safely at all times.

26. We are unable to accept responsibility for any damage to or loss of learner property (including motor vehicles) or work.

27. All learners who enrol on a course with an accreditation must take the related exam or submit the related portfolio.

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