Terms and Conditions

for learners joining BAES courses which run during the period August 2021 to July 2022

Payment of Fees

1. By enrolling on a course, you are agreeing to pay the total fee due for the whole course and any accreditation 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 no later than 6 weeks after the start date of the course.
2. To secure your place on a course, all fees must have been paid, or an instalment plan agreed. Payments may be made by card only; cash and cheques are not accepted. Any learner who does not meet the payments for an agreed instalment plan will not be allowed to continue the course and will be sent an invoice for the outstanding charges. If you wish to discuss methods of payment, please speak to your local Centre Manager.
3. Level 3 courses are subject to different criteria. Dependent on the qualification, any learner who does not pay the full fee, take out a loan, or meet the eligibility criteria for a free course will be invoiced for the full cost of the course.
4. Your tutor will notify you of any additional costs applied by awarding organisations for exam fees.
5. Where there are outstanding fees, other than agreed future instalments, we may refuse entry to the class and exam registration until such fees have been paid.


6. If your qualification course is over £200, you can pay by 3 monthly instalments during the first 3 months of your course, provided the course length exceeds the instalment period. For example: if you enrol in August, your payments would need to be made in August, September and October. If the fee is not paid within the agreed timescale, you will be invoiced for the monies outstanding.


7. Where discounted fees are claimed, you will need to provide the necessary documentary evidence to demonstrate eligibility for this fee reduction as you enrol.


8. Learners must be resident in England to receive subsidised or discounted fees for any funded course
9. Learners must not be resident in any other combined authority area except West Midlands Combined Authority to received subsidised or discounted fees for any funded course
10. Learners who do not meet the residency requirements for funded courses can join courses and pay the non funded fee.


11. If your chosen course is cancelled before it starts, we will refund your fees in full.
12. 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.
13. Where a course with an accreditation is closed and we cannot offer an alternative, we will refund your fees in full.
14. Refunds may take 28 days to process.
15. If you change your mind within ten working days of enrolling and before the course starts, we will refund you the amount you have paid minus an administration charge of £30
16. If you withdraw from a course once it has started, you will not be eligible for a refund.
17. 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.

Cancelled sessions

18. 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 refund at the end of the term as applicable.
19. 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

20. Course fees are based on reaching the minimum class number in each case. The class may be closed if we do not recruit the minimum number.
21. Some courses may involve additional costs for materials. These will be outlined on the course information sheet.
22. Learners who join a qualification class late will pay the fee for the whole course. Learners who join a non-qualification class after half term will pay a pro rata fee.

Data Protection

23. Personal information is processed in accordance with the Data Protection Act 2018.
24. Fees for learners are subsidised by the West Midlands Combined Authority (WMCA) who fund further education and skills training in the West Midlands region. Their privacy notice can be found here: https://www.wmca.org.uk/policies
25. Learners can refer to the privacy notice is issued by the Education and Skills Funding Agency (ESFA) on behalf of the Secretary of State for the Department of Education (DfE). It is to inform learners how their personal information will be used by the DfE, the ESFA (an executive agency of the DfE) and any successor bodies to these organisations. For the purposes of the Data Protection Act, the DfE is the data controller for personal data processed by the ESFA. Your personal information is used by the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR).
26. Your information may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it and the sharing is in compliance with the Data Protection Act 2018.
27. The European Social Fund (ESF) Managing Authority (or agents acting on its behalf) may contact you in order for them to carry out research and evaluation to inform the effectiveness of training.
28. Further information about use of and access to your personal data, and details of organisations with whom we regularly share data are available at: https://www.gov.uk/government/publications/esfa-privacy-notice
29. You may be contacted after you have completed your programme of learning to establish whether you have entered employment or gone onto further training.
30. 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.
31. BAES provides access for learners to online learning materials in some subjects to support learning. These materials are provided by reputable third-party suppliers who comply with the requirements of the Data Protection Act.


32. Unless you hear from us to the contrary, please assume that your course will be running.
33. 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.
34. 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.


35. Most courses delivered by BAES are fully or partly funded by the West Midlands Combined Authority.
36. BAES provision is for 16+ learners, except our Family Learning provision, where young people can attend with their parent of carer.
37.All learners are required to complete all necessary documentation and sign the Learner Agreement form at the beginning of their course. This could be either paper based or via an electronic signature capture. Learners who fail to comply will be excluded from the course and will not receive a refund.
38. All learners are required to show respect for staff, other learners and to behave responsibly and safely at all times.
39. We are unable to accept responsibility for any damage to or loss of learner property (including motor vehicles) or work.
40. All learners who enrol on a course with an accreditation must take the related exam or submit the related portfolio to deadline. Anyone who does not take the exam for their course must pay the difference between the course fee paid and the charge for a non-accredited course.
41. By signing the Learner Agreement, learners are agreeing to follow all the policies and procedures of BAES. These may be updated during the academic year to take account of legislative changes and applying best practice.
42. By enrolling on a course with BAES you agree to wear a BAES issued Identification Badge whilst on BAES property or attending a BAES course onsite.
43. All learners are expected to complete our induction process.

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