Terms & Conditions

1. Description

1.1 The UCT English Language Centre (ELC) is a business in the Language Travel and Education industry that markets continuing education English as a foreign language courses and related products.

1.2 ELC is a non-academic unit of the University of Cape Town (UCT).

2. Bookings, Payment and Registration

2.1 Bookings can be made via email or via the online booking system. Subject to availability, booking requests will be processed within three (3) working days. Customers who book via the online booking system will receive a unique customer login by email.

2.2 Customers will receive a provisional acceptance letter from ELC within seven (7) working days of receiving their unique customer login.

2.3 Upon receipt of a unique booking confirmation code, customers may log in to the ELC website to make payment via credit card or debit card. Customers may also make payment via Electronic Funds Transfer to the UCT – Humanities Commercial Unit bank account, as detailed on their fees invoice. Payment in person by cash may be made at the ELC premises. We are unable to accept cash payment in foreign currency.

2.4 Online credit card transactions will be acquired for ELC via PayGate (Pty) Ltd, the approved payment gateway for Standard Bank of South Africa. PayGate uses Secure Socket Layer 3 (SSL3) encryption, and no credit card details are stored on the website. Users may visit www.paygate.co.za to view their security certificate and policy. Customer details are stored separately from card details, which are entered by the client on PayGate’s secure site. The merchant outlet country is South Africa, and the transaction currency is South African Rand (ZAR). ELC takes responsibility for all aspects of the transaction, including the sale of goods and services, customer service and support, dispute resolution, and delivery.

2.5 A customer’s offer of a study and accommodation place will only be formally confirmed upon payment of a 25% deposit. Full payment must be made before the course start date, unless by written arrangement with ELC.

2.6 Registration occurs upon arrival at ELC with the presentation of valid ID and visa documents. All ELC students are registered students of UCT and will receive a student number and be recorded on the UCT student records system (PeopleSoft). Registration constitutes a contract between UCT and the registered student.

2.7 ELC is closed on all South African public holidays. If Monday is a public holiday, courses begin on Tuesday. Only missed private lessons will be rescheduled. All other missed lessons are forfeited.

2.8 The currency conversion tool on www.uctlanguagecentre.com is for information only. All fees are charged in ZAR. ELC is not liable for differences between quoted and invoiced fees due to exchange rate fluctuations.

3. Cancellation, Deferral and Course Transfer

3.1 Cancellations more than seven (7) days before the course start date incur a 25% cancellation fee. Cancellations less than seven (7) days before the start date incur a 50% cancellation fee. After the course starts, no refunds will be issued for tuition or accommodation.

3.2 Customers may transfer to a different course type or change electives, subject to availability and a ZAR 1000 fee. No refunds apply to changes in lesson quantity. Lateral changes at the same level are not permitted.

3.3 Customers may defer their course to a later date, subject to availability. Deferrals less than 14 days before the start date incur a ZAR 1000 fee. Group-to-private transfers require at least 7 days’ notice.

3.4 If a visa application is rejected by the Department of Home Affairs, all fees will be refunded on presentation of official written notice.

3.5 If ELC cannot run the booked course type and no suitable alternative is found, all tuition and accommodation fees will be refunded in full.

4. Withdrawal

4.1 No refund is issued for cancellations, withdrawals after arrival, or no-shows.

4.2 ELC reserves the right to mandate withdrawal due to non-attendance, misconduct, or violation of UCT policies. No refund is issued in such cases.

4.3 Students have the right to request mediation per the UCT Mediation Policy.

5. Liability, Indemnity and Insurance

5.1 ELC and UCT are not responsible for loss or damage to student property on campus.

5.2 ELC and UCT are indemnified against any damage caused by a student to university or third-party property.

5.3 Students are not insured by ELC or UCT. Personal insurance covering health, accidents, theft, and fee loss is strongly recommended.

5.4 ELC students are not eligible for treatment by UCT’s Health and Wellness Service. Medical insurance is required and may be requested during registration.

6. Undertaking

6.1 Students agree to abide by UCT regulations, including those in the ELC Student Handbook, ELC Residence Handbook, and other relevant UCT rules and policies.

7. Accommodation

7.1 Students in ELC-managed accommodation must sign a separate agreement.

7.2 By booking accommodation, students agree to the terms of the accommodation agreement. No refunds will be issued for violations leading to removal.

7.3 Accommodation generally runs from the Saturday before to the Saturday after the course. Early departure is not refundable. Extra nights may be booked (subject to availability and an additional fee).

8. Complaints Procedure

8.1 Students are encouraged to report any issues to ELC staff promptly.

8.2 If not resolved internally, students may contact the UCT Ombud for confidential assistance.

9. Timetable

9.1 Some courses run on morning or afternoon schedules. Preference is accommodated where possible, but not guaranteed during peak periods.

10. Country of Domicile

10.1 This website is governed by South African law. The ELC domicilium is Beattie Building, University Avenue, UCT Upper Campus, Rondebosch, 7700.

11. Variation

11.1 ELC may update these terms at its sole discretion without notice.

12. Customer Privacy Policy

12.1 ELC and UCT will take all reasonable steps to protect users’ personal information. See our Privacy Notice.

13. Company Information

13.1 This website is operated by the UCT Faculty of Humanities, trading as the UCT English Language Centre.

13.2 The University of Cape Town is a public university incorporated under the Higher Education Act and its own statute (Government Notice No. 1199 of 20 September 2002).

14. Contact Details

Support: elc@uct.ac.za

Telephone: +27 21 650 4161

Contact Us

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