Terms and 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 customers will receive a unique booking confirmation code by email.

2.2   Customers will receive a provisional acceptance letter from ELC within seven (7) working days of receipt of unique booking confirmation code.

2.3   Upon receipt of 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 bank account, the details of which are provided on their fees invoice. Payment in person by cash or cheque may be made at the ELC premises.  Please note 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 who are the approved payment gateway for Standard Bank of South Africa.  PayGate uses the strictest form of encryption, namely Secure Socket Layer 3 (SSL3) and no credit card details are stored on the website.  Users may go to www.paygate.co.za to view their security certificate and security policy.  Customer details will be stored by ELC separately from card details which are entered by the client on PayGate’s secure site.  For more detail on PayGate refer to www.paygate.co.za.  The merchant outlet country at the time of presenting payment options to the cardholder is South Africa.  Transaction Currency is South African Rand (ZAR).  ELC takes responsibility for all aspects relating to the transaction including sale of goods and services sold on this website, customer service and support, dispute resolution and delivery of goods.

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

2.6   Registration occurs upon arrival at ELC and presentation of relevant identity and visa documents.  All ELC students are registered students of the University of Cape Town and will be issued with a student number and have their details captured on the UCT student records system (PeopleSoft).  Registration results in the existence of a contract between the University of Cape Town and the registered student.

2.7   ELC is closed on all South African national public holidays. Where Monday is a public holiday, courses start on a Tuesday. Only private lessons missed due to public holidays will be made up at other times. Any other lessons will not be made up.

2.8   The currency conversion tool on www.uctlanguagecentre.com is for information purposes only and all fees are charged in South African Rand.  ELC will not be liable for any variation between fees quoted in foreign currency and the final fees invoice in South African Rand.

3. Cancellation, deferral and course transfer

3.1   Cancellations made more than seven (7) days before the course start date will be charged a cancellation fee of twenty-five (25) percent of the total value of the fees invoice.  Cancellations less than seven (7) days before the course start date will be charged a cancellation fee of fifty (50) percent of the total tuition fee. Once the course has started, there will be no refund of tuition fees or accommodation fees under any circumstances.

3.2   Customers may transfer to a different ELC course type or change their elective choice subject to availability and the payment of a fee of one thousand South African rands (ZAR1000).  No refunds will be given for requested changes in the number of lesson per week.  A lateral course change within the same level is not permitted under any circumstances.

3.3   Customers may defer their course to a later start date subject to availability.  Deferrals made less than 14 days from the original course start date will be subject to payment of a fee of one thousand South African rands (ZAR1000).  Course changes from group to private classes require at least 7 days' notice.

3.4   If a visa application is rejected by the South African Department of Home Affairs then all fees paid shall be refunded in full on presentation of formal written notice of an adverse decision from the Department of Home Affairs.

3.5   If ELC is unable to run the course type for which a customer has booked, and if a suitable alternative cannot be agreed, all tuition and accommodation fees shall be refunded in full.

4. Withdrawal.

4.1   There will be no refund of any fees paid in event of cancellation or withdrawal after arrival, or of no-show of a participant.

4.2   ELC reserves the right to mandate the withdrawal of a student due to non-attendance, disruptive or abusive behaviour, illegal activity or any other behaviour in breach of the UCT General Rules and Policies.  There will be no refund of fees paid in event of mandated withdrawal.

4.3   In the event of mandated withdrawal the student has the right to request mediation under the terms of the UCT Policy on Mediation.

5. Liability, indemnity and insurance

5.1   ELC and the University of Cape Town do not accept responsibility for damage or loss in respect of property of the applicant or in respect of property brought onto University premises by an applicant or registered student.

5.2   ELC and the University of Cape are indemnified in respect of any damage caused by an applicant or registered student to University property or to the property of third parties, whether on or off the University premises, as a result of the applicant’s or registered student’s actions either whilst on the University premises or whilst engaged in any activity related to the University.

5.3   Students are not insured by ELC or the University of Cape Town against illness, accident, theft or any loss of personal effects. ELC, the University of Cape Town or its representatives cannot accept responsibility for any accident occurring during the course, on or off the University premises, on excursions or during activities. Personal insurance cover is therefore recommended.  Full personal insurance cover should be taken out to include medical and any other expenses and also loss of fees should the whole or part of a course or any activity, paid in advance, not be attended.

5.4   ELC students are not eligible for treatment by the University of Cape Town Health and Wellness service.  Therefore, ELC students are required to take out medical insurance before travelling to South Africa.  Evidence of medical insurance may be requested as a condition of registration.

6. Undertaking

6.1   Student who are registered on ELC courses agree to be bound by the rules and regulations of the University of Cape Town for the period of their registration, including the ELC Student Handbook, the ELC Residence Handbook, and the rules and regulations of any University residence, club or society to which they may be admitted or become a member and by any requirements or conditions imposed by the University as a prerequisite to registration as a student of the University.

7. Accommodation

7.1   Students staying in ELC managed accommodation are required to sign a separate accommodation agreement.

7.2   When booking accommodation, the student accepts and agrees to the terms of the accommodation agreement. No refund shall be considered for any student who is asked to leave any accommodation belonging to or managed by ELC, for reasons related to a violation of the accommodation agreement.

7.3  Accommodation is usually allocated from the Saturday before the course starts until the Saturday (11am) after the course finishes, unless otherwise indicated. Extra nights can be arranged according to availability and for an additional fee. No refunds will be given for early departure from the accommodation.

8. Complaints procedure

8.1   In case of any problems or issues, no matter how serious or small, students are kindly requested to inform ELC staff about the problem at the earliest opportunity.

8.2   If a complaint cannot be resolved internally by ELC, students have the right to refer the matter to the UCT Office of the Ombud, who will take it forward in a confidential, impartial manner.  For more information please visit the Ombud website.

9. Timetable

9.1  Some ELC courses are offered with alternative morning and afternoon timetables. Students will be assigned to a morning or afternoon timetable based on student preference and class availability. While every effort will be made to assign students to their preferred timetable, this cannot be guaranteed during times of high demand.

10. Country of Domicile

10.1   This website is governed by the laws of South Africa and ELC chooses as its domicilium citandi et executandi for all purposes under this agreement, whether in respect of court process, notice, or other documents or communication of whatsoever nature, Beattie Building, University Avenue, Upper Campus, University of Cape Town, Rondebosch, 7700.

11. Variation

11.1 The UCT English Language Centre may, in its sole discretion, change this agreement or any part thereof at any time without notice.

12. Customer Privacy Policy

12.1 The UCT English Language Centre and the University of Cape Town shall take all reasonable steps to protect the personal information of users. Please visit our Privacy Notice

13. Company information

13.1 The ELC website is run by the University of Cape Town Faculty of Humanities, trading as the UCT English Language Centre.

13.2 The University of Cape Town Faculty of Humanities is a Faculty of the University of Cape Town, a University incorporated in the terms of the Higher Education Act, 1997, and the statute of the University of Cape Town, promulgated under Government Notice No. 1199 of 20th September 2002.

14. Contact details

Support: elc@uct.ac.za

Telephone: +27 21 650 4161