English Study Camps

English Study Camps Terms & Conditions 2025 Terminology – ESC: English Study Camps by Wimbledon School of English, part of Wimbledon School of English Ltd. – Parent or You: Any person who has signed the booking form and/or accepted responsibility for a child/young adult’s attendance at the ESC Summer Centres. – Student: The child/young adult named on the registration form and/or attending the course. General – ESC reserves the right to change the study programme and activities. Changes may be made to organisation, content, or cancellation of some Plus Courses and activities based on student numbers. – ESC may cancel the course due to low enrolments or circumstances beyond our control. If so, an alternative course may be offered at another centre or a refund given. – During excursions, students aged 13-17 may be allowed free time in small groups (min. 3 students) without staff supervision, at the ESC group leader’s discretion, unless advised otherwise. – All sports/activities/excursions are at the student’s own risk. ESC accepts liability for accidents/injuries only if staff negligence is proven. – We aim to place students in rooms with others who speak different languages, though this cannot be guaranteed. Payment and Bookings – An enrolment is valid only after receiving the fully completed ESC Application Form, the signed Parental Consent Form, a copy of the student’s passport, and confirmation from ESC. – Flight details must be provided at least 4 weeks before arrival. – For a confirmed place on an ESC programme, the full payment and all forms must be received at least 6 weeks before arrival. Accepted Payment Methods 1. Bank transfer 2. UK Debit card 3. International payments via Flywire (wimbledonflywire.flywire.com) Accommodation – ESC Wimbledon – Accommodation is from Sunday to Sunday; additional nights are not available. – Students under 18 cannot stay in hotel accommodations. – All accommodation must be arranged through ESC and is subject to availability. Special Diets – £50 per week supplement applies for halal, gluten-free, dairy-free, lactose-intolerant, or vegan diets, requested at booking. If in Private Accommodation – If staying with family/friends, ESC requires contact details, relationship, address, passport copy of the host, and completion of the “Permission to Live in Private Accommodation” form 6 weeks before arrival. Homestay – ESC Wimbledon – Homestay fees are payable to the school, due 6 weeks before arrival. – Host families cannot accept students between 23:00 and 07:00. – If dissatisfied with homestay, ESC will relocate the student. – £50 damages deposit required for Lord Wandsworth and ESC Wimbledon Residential Accommodation. Transport and Transfers – ESC is not responsible for expenses from transport delays. – Shared airport transfers may require up to a 2-hour wait; special transfers may be arranged outside shuttle times. Cancellations, Refunds, and Leaving Early – More than 30 days before arrival: £400 cancellation fee; the balance refunded. – 30 days or fewer before arrival: full fees charged; homestay fees refunded less bank charges if applicable. – No refunds for leaving early, except through insurance claims. Postponements and Other Booking Changes – £50 fee for booking changes, except those due to visa issues. – If visa is refused, ESC provides refunds excluding a £50 fee, courier fees, and bank charges. Insurance Coverage Included – Medical Expenses: £2,000,000 – Personal Liability: £1,000,000 – Course Fees: £8,000 – Cancellation/Curtailment: £3,000 Making an Insurance Claim – Parents must contact the insurance company directly; a £50 excess applies per claim. Medical – ESC assumes students are in good health; parents must disclose any medical issues on the Application Form. – Students must hand in all medications upon arrival; only licensed UK medicines will be administered. – ESC staff administers emergency medical treatment if needed, with coverage under the ESC insurance policy. Complaints – Any complaint should be raised with the Centre Manager immediately for prompt resolution. – Official complaints can be submitted in writing or by visiting the ESC Complaints Procedure online. Liability and Damages – ESC does not accept liability for illness, accidents, or loss of personal effects. – The £50 damages deposit is returned if no damage occurs. Promotional Material, Photographs & Filming – ESC may use film or photos of students for promotional purposes unless specified otherwise on the Parental Consent Form. Attendance and Conduct – ESC expects students to be punctual, attend all lessons, and follow school standards and rules. – Poor behaviour may lead to dismissal with no refund, and parents are responsible for travel arrangements. Other – ESC may accept students one year older or younger than published limits under certain conditions, such as travelling with a sibling. – The school reserves the right to cancel or alter a course, change teachers, or change the course location if needed. Personal Information – ESC may share some student information with the airport meeting service and UK Borders Agency if required. – By accepting the Terms & Conditions, parents consent to ESC’s use of personal information as needed. Privacy Policy – ESC collects data only for specified purposes, uses secure standards for data processing, and adheres to data storage regulations. Force Majeure – ESC is not liable for cancellations due to events beyond control, such as natural disasters or pandemics. Refunds will not be issued in these cases.

As we have been running summer camps since 2016 we have a great management structure in place with senior positions being filled by our year-round staff. Each department has a head of the department and works with their team to ensure our students are looked after when in lessons, in activities and in the evening and overnight by our pastoral staff.

Level 3 safeguarding training for all our senior managers First aiders on site at the residential centres and links with local doctors’ surgeries and hospitals available. For our academic team they must have the correct certification to teach English as a Foreign Language that has had an element of classroom assessment and observation in. Our sports coaches all have the correct qualifications from their awarding body that includes UEFA, LTA, FA or PGA. All of our staff must complete a safeguarding course, and have relevant induction training prior to our students joining.

Enhanced DBS checks for all our staff and host families are conducted and where necessary international police checks are required.

We conduct online staff training in the spring that is departmental specific. Prior to the summer camps opening our staff arrive at least two days before the start of the course to have in-person induction training and allow them to become familiar with the campus. Professional development training is offered every two weeks in specific training sessions. The topics of these sessions are partly organised by looking at our student feedback to address areas that will make our students stay even better. All staff receive a certificate of employment detailing their position, roles and responsibilities. Our staff are also required to complete the accredited British Council Activity Leaders Course.

To see our full list of policies, visit:

www.englishstudycamps.co.uk/school-policies

To see our full list of policies, visit:

www.englishstudycamps.co.uk/school-policies

To see our full list of policies, visit:

www.englishstudycamps.co.uk/school-policies