Terms and Conditions

If you would like to see our terms and conditions, safeguarding policy, Modern Slavery Statement, and California State Disclosures, you can read each section below in full detail.

Application Process

1. Application

Students should send the signed application form to their  Kaplan representative including  a standard deposit policy of  USD$600/GBP£600/CAD$600/EUR€600 (currency dependent on study destination in the payment currency) for Academic Year Abroad bookings and a minimum deposit of USD$300/GBP£300/CAD$300/EUR€300 (currency dependent on study destination) for all other courses, and the courier fee if applicable. 

Contract Formation:

All bookings received by Kaplan by post or e-mail and online registrations will be deemed to be valid.  By signing and returning the hard copy application form or online application form, the student is agreeing to enter into a binding contract with Kaplan and declares that the information provided at the time of registration for a language course is true and accurate Any inaccurate information or omission may lead to immediate cancellation or termination of the program. 

On Kaplan receiving the completed and signed application form and deposit, if the student’s program and accommodation are available, Kaplan will produce a booking confirmation. Once this booking confirmation has been issued, a legally binding contract based on these terms and conditions will be formed between the student and Kaplan subject to the student meeting all applicable immigration requirements. Where the registered applicant is 18 or over (or 19 or over in Vancouver) and therefore an adult, that applicant will be the contracting party with Kaplan. Where the registered person is under 18, their parent/legal guardian will be the contracting party with Kaplan. In that event, the parent/ legal guardian must sign the contract and provide give correct address and contact details of the parent/ legal guardian. 

Your privacy is important to us. It is important that you read our privacy policy which informs you about how we process your personal data. This can be found at: www.kaplaninternational.com/privacy-notice.

Kaplan is subject to laws imposed by various jurisdictions on conducting business with sanctioned parties and countries. It is our policy to fully comply with applicable sanction restrictions, including those imposed by the United States, United Kingdom, and the European Union. While we are not prohibited from transacting with individuals with a connection to a sanctioned country, we need to ensure that no part of the transaction will be in contravention of US, UK or EU sanctions laws under a series of prescribed compliance checks, including verification as to source of funding and persons providing such funding, before any monies or services can be transacted.

2. Payment deadline

All program fees must be paid in full (unless otherwise notified) no later than thirty (30) days before the program start date. If a booking is made less than thirty (30) days before the program start date, the fees are immediately payable. If payment in full has not been received prior to your program start date, the student will not be allowed to start their program. A deposit is required (“Program Deposit”) for all destinations. The Program Deposit is refundable in the circumstances permitted by our refund policy. See “Refund Policy” below for more information.

  • USA:

In the USA, the minimum length of enrolment is one (1) week and the maximum length of enrolment (including any breaks in study while remaining in the US while enrolled at Kaplan) may not exceed thirty-six (36) months. You may not be charged more than fifty-two (52) weeks (twelve (12) months) of tuition at any one time.

3. Visa information

Visa requirements are subject to change, and it is the responsibility of the student to arrange all applicable travel permits or visas and to have a valid passport and leave to remain for the whole period of study. The student may be asked to make payment in full prior to the issuing of any of the visa documentation referred to below. For under 18 students, completed documentation from a parent or legal guardian will be required before a student visa can be issued. Visas are not required for online only programs.

  • UK:

Courses up to 6 months

Non-visa nationals can travel to the UK for 6 months under the visitor route. There is no need to apply for a visa beforehand and entry will be stamped on arrival to the UK. An Electronic Travel Authorisation (ETA) is required to enter the UK and can be applied for on-line through https://www.gov.uk/guidance/apply-for-an-electronic-travel-authorisation-eta

Visa nationals will need to apply for a standard visitor visa (6 months) prior to arriving to the UK through https://www.gov.uk/standard-visitor/apply-standard-visitor-visa.

Check if you are a visa or non-visa national through this link: https://www.gov.uk/guidance/immigration-rules/immigration-rules-appendix-visitor-visa-national-list

Courses 6-11 months (English Language only)

All students (non-visa and visa nationals) will need to apply for a Short-term study visa prior to arriving to the UK through https://www.gov.uk/visa-to-study-english. Students can only study at the institution they originally apply for and so cannot switch schools once in the UK. From April 2025, Immigration introduced a “genuine student” rule for this visa. Students will need to:

  • Have a clear study plan to demonstrate genuine intention to study in the UK
  • Show sufficient funds to cover your period of stay in the UK
  • Provide clear evidence of your genuine intention to study at an accredited school and return home, including accommodation and travel plans

  • IRELAND:

We will provide you with an invitation letter to study at Kaplan. Non-visa nationals do not need to apply for a visa and can show the letter on arrival to Ireland. Visa nationals do need to apply for a visa before leaving their home country through https://www.ireland.ie/en/greatbritain/london/services/visas/visas-for-ireland/

Check if you are a visa or non-visa national through https://www.gov.uk/guidance/immigration-rules/immigration-rules-appendix-visitor-visa-national-list.

  • USA:

Our schools are authorized under Federal law to enrol non-immigrant students. After your application is received, Kaplan will request proof of funds verifying ability to pay for the entire enrolment in the US, which is required for Form I-20 Certificate of Eligibility issuance.

  • CANADA:

Our schools have Designated Learning Institution (DLI) status with Immigration, Refugees and Citizenship Canada (IRCC). We will provide you with an invitation letter to assist you with your visa application, if applicable.

4. Courier fees

A courier service is available on request at the rates below:

  • UK: GBP 40
  • Ireland: EUR 60
  • Canada: CAD 90
  • USA: USD 100

5. Travel and medical insurance

Travel and medical insurance is mandatory in all Kaplan school destinations for the duration of the student’s stay regardless of your program length or program/visa type. Kaplan has worked in partnership with a number of partners to create a tailored travel and medical insurance plan. Details of what these covers are available from your Kaplan representative. The student is responsible for the belongings which they bring with  them to Kaplan schools or accommodation and for taking out insurance for their own possessions. Students are required to show proof of medical insurance at the school when they arrive with the sole exception of our online programs.  Students will not be allowed to commence a program until they have obtained satisfactory medical insurance. All non-EU students studying in Ireland will also have to register with Garda National Immigration Bureau (GNIB) within thirty (30) days of arrival.

6. Health declaration

Students must report on their application form any: i) mental or physical illness; ii) allergy; iii) disability; or iv) condition, that:

  • may interfere with their ability to successfully complete their program;
  • may impact the health and well-being of any other student, host or staff member;
  • may require monitoring, treatment or emergency intervention of any kind during the student’s anticipated period of enrolment; or
  • may require special accommodation.

Kaplan reserves the right to reject an applicant or terminate a student’s enrolment in the program if the student’s continued participation represents a risk to their health and safety or to the health and safety of other students or staff, or if, notwithstanding reasonable accommodations, in the opinion of Kaplan, the student’s physical or mental condition makes the student unable or unlikely to successfully complete their program. Refunds in such circumstances are at the discretion of Kaplan.

7. Tuition fees

Tuition fees include lessons, orientation meeting, use of computer room and internet at school, placement and progress testing and a Kaplan certificate on completion of the program. Kaplan reserves the right to withhold the granting of a certificate attained by a student if payment due remains outstanding, or other conditions notified to the student are not met.

8. Additional services

Any additional services (include but not limited to transfers, travel, laundry, telephone costs, excursions, medical costs, special diet, exam fees, change of accommodation, enrolment, amendments and materials fees) are not included in any tuition fees unless specifically stated on a valid invoice.

9. Twin accommodation

At Kaplan’s discretion, students may be required to book single room accommodation instead of twin room accommodation.

10. Under 18 year olds

The minimum age for participation in a Kaplan program is 16, unless a student is enrolled on a designated junior program or written authorization has been obtained by the relevant School Director. Kaplan delivers adult programs (except for programs advertised as being for juniors or young learners). Therefore, students aged 16 and 17 are advised that they will be attending classes with students aged 18 and over. Under 18-year-olds may be required to, provide custodianship documents, live in Kaplan- approved accommodation, book Kaplan’s airport transfer service both ways, and purchase a medical insurance policy. All students under 18 (under 19 for students attending our Vancouver location) must provide a signed Minor Authorisation form prior to arrival, and in Canada, students may need a notarized Custodianship Declaration.

  • UK/IRELAND:

The British and Irish governments require all students under 18 to submit a Waiver form and an Authorisation of Emergency Medical Treatment form which will be provided at the time of booking. All students under 18 must have travel and medical insurance in place for the duration of their program. Students are required to show proof of medical insurance at the school when they arrive. Parents/Guardians of under 18 students are required to sign the under 18 parental consent forms and other documents prior to arrival in the UK. Students will not be allowed to commence their program until  they have obtained satisfactory medical insurance.

Terms and Conditions

1. Rules and regulations

Students’ arrangements with Kaplan are governed by the law of the country where the particular school attended is located.

2. Arrivals and departures

All accommodation is booked from the Saturday or Sunday before the program start date until the Saturday morning after the program end date, unless otherwise advised. A partial week may be counted as 1 week’s accommodation. Check-in and check-out times are included on the fact sheet for your chosen accommodation unless special arrangements have been made with the accommodation provider, or an alternative check-in/check-out time is noted in your accommodation confirmation. Students arriving between 22:30 – 06:00 may be asked to book alternative accommodation in a hotel on their first night due to late/early arrival at accommodation or be charged an extra night of accommodation. Students wishing to book an extra night on arrival and/or on departure can do so subject to availability, at a rate that is 25% of the weekly accommodation rate for their chosen accommodation.

3. Late arrivals, vacations and absences

If the student begins their enrollment late or are absent during your program, Kaplan will make every effort to ensure they are able to complete the full period of enrollment, but this cannot always be guaranteed and no refund will be made for the time missed. Periods of absence cannot be made up with a free extension of the program unless the leave of absence has been authorized by Kaplan in advance. Session Break dates are pre-built into the Academic Year Abroad programs and students cannot make changes to these dates. Unapproved breaks taken at other times will be marked as periods of absence. For other programs, granting of any Session Breaks after the program has started will be at the discretion of individual schools, according to visa regulations, and may incur a change fee or be marked as a period of absence depending on location. In the UK, students are entitled to one (1) week of holiday for every 10weeks that they study. For approved absences (Leave of Absence, Medical Absence or Session Break) after starting the program in the USA, the unused tuition weeks will be added to the end of the program at no charge. For approved vacations or leaves of absence after the program has started in Canada, adding the unused weeks to the end of the program will incur a change fee. In the USA or Canada, if the student is absent for three (3) consecutive school days, the student’s emergency contact, Kaplan representative or sponsor will be contacted to determine their safety and welfare; if the student is a minor, the authorities may also be contacted. If the student is absent for fourteen (14) consecutive days without notice, the program will be terminated. Normal termination refund terms and conditions shall apply.

4. Meals and classes missed

No refunds or substitutions will be made for meals or classes missed due to public holidays, exams, excursions, internships (if applicable), first day orientation or other obligations that fall outside the normal schedule.

5. Public holidays

Classes are normally not held and most school facilities are closed on public holidays. All published program start dates fall on a Monday. If the Monday is a public holiday, the start date will fall on a Tuesday. Compensation will not be made for classes not offered on public holidays. Find list of public holidays here.

6. Campus facilities

Students attending a Kaplan school at a university or college campus location are advised that campus facilities (e.g. gym, cafeteria) may not be available during campus holidays. Further details are available from the Kaplan booking office.

7. Change fees

Any change to school location, accommodation, change in weeks booked or removal of additional services will be charged the below:

UK- £70 per change Ireland- €70 per change

USA- $105 per change 

Canada- $105 per change.

Post Arrival- USA:

No change fee for changes to city of study or duration of study.

Kaplan is not obliged to fulfil any change request. Academic Year Abroad students cannot transfer to a different Kaplan school during term time. If changing to a location (or changing program) where fees are lower, the difference in fees will not be refunded. If changing to a more expensive location or program, the difference in fees will be charged. All changes are subject to Kaplan’s discretion and require approval of the School Principal / Director. Students will not be charged a change fee if  they extend their program, but late homestay extensions may require a re-placement fee. It is the responsibility of the student to pay for any program or accommodation extensions. Any change of tuition resulting in a reduction in lessons will be treated as a termination of the existing booking and rebooking and will thus be subject to the standard terms & conditions governing terminations (see ‘Termination Policy’).

8. Duration of lessons

All English lessons are 45 minutes in duration unless otherwise stated. Courses run from Monday to Friday and lessons are scheduled in the morning or the afternoon. Kaplan cannot guarantee a specific timetable, and schedules are subject to change, unless students have purchased the AM Guarantee. The AM Guarantee is subject to availability, for students in levels A1 to C1.

All students are required to complete a mandatory placement test prior to arrival. Kaplan reserves the right to cancel or refuse a booking if the placement test is not completed. Kaplan does not guarantee appropriate class placement for any student who fails to complete the placement test at least two (2) weeks before the scheduled start date.

9. Substitution policy

If, after the placement test taken on arrival at the school, a student is found to be at a level which is not appropriate for their booked program, the school reserves the right to place the student in an appropriate level class, which may have fewer lessons and a different curriculum. Students who do not have the ability to follow any program on offer may be required to terminate their studies with Kaplan. We also reserve the right to cancel programs at short notice due to insufficient demand.

10. Program changes

Kaplan has the right to change accommodation options, program dates, program curricula, instructors, locations, activities and programs at any time at its discretion. However, in cases where the program is rescheduled prior to the start date of the original program and the new dates are  unacceptable to the student, all fees will be refunded.

11. Prices

Kaplan may change prices due to tax increases, governmental actions, or any other event or circumstance beyond Kaplan’s reasonable control or circumstances that may affect the operations of the business. Prices are valid for programs starting in 2025.

12. Books and learning materials

All books and learning materials will be made available to students during their program. Some specialized programs may require the purchase of books. In Canada a materials fee ($10/ week) is charged to students to cover the cost of learning items. For post-arrival withdrawals, except for Academic Year Abroad bookings where the materials are included in tuition package, the fee is refundable if the student did not receive the textbook/ materials and will be prorated based on unused weeks. Materials include K+ Notes, C2 level curricular textbooks, and TOEFL®, IELTS and Cambridge curricular textbooks.

13. Residential housing deposit

A refundable housing deposit may be charged on arrival to students taking residential accommodation.

Deposit fees vary by school location; students will be informed at the time of booking should additional fees apply (e.g. utilities, cleaning and linen). The deposit shall be non- refundable in the event of any damage or loss or extra cleaning caused by the student or a guest of the student. Where a booking is cancelled the deposit may be non-refundable, please refer to the Cancellation Policy below.

14. Expulsion/suspension

A student who may be expelled or suspended where a student:

  • commits a criminal or civil offence or is under criminal or civil investigation;
  • violates the student code of conduct or school policy;
  • has, in Kaplan’s opinion, a poor attendance record (e.g. less than 80%, whether or not such attendance is in breach of any visa attendance requirements);
  • for programs in the USA & Canada: is absent for fourteen (14) consecutive days without prior notification;
  • fails to pay an amount they are directly or indirectly liable to pay Kaplan in order to undertake the program.

In the event of a student’s expulsion or suspension, no refund will be given (except for students attending our USA and Canada locations, see below) and the immigration authorities will be informed.

  • USA/Canada:

The student will be provided with written notice of expulsion, with a maximum of seven (7) calendar days to provide documentation to support reversal of the decision, if appropriate. Any refund, if applicable, will be based on the last date of attendance and will be calculated according to our termination refund policies below.

  • VANCOUVER, CANADA:

If a student is expelled:

  • before 10% of the instructional hours have been provided, 70% of the remaining tuition will be refunded.
  • after 10% but before 30% of the instructional hours have been provided, 50% of the remaining tuition will be refunded.
  • after 30% of the instructional hours have been provided, there will be no refund.

Student Code of Conduct:

 Students agree to abide by the student conduct rules and other policies while attending Kaplan. As part of their commitment to  the students’ success,  Kaplan seeks to provide an optimal learning environment and expect students to conduct themselves in a manner that is considerate of those around them. Inappropriate conduct includes but is not limited to:

  • disruptions to the learning environment (i.e. use of profanity, harassment, mobile phone use in classrooms, etc.);
  • deliberate destruction, misuse, or theft of Kaplan property or the property of fellow classmates;
  • serious or continuous breaches of any rules relating to the use of Kaplan accommodation;
  • violence or threats of violence towards persons or property of students or Kaplan staff;
  • improper use of email or Internet access;
  • failure to comply with local copyright or criminal laws forbidding the misappropriation, copying or alteration of copyright-protected materials;
  • failure to disclose medical/mental health pre-existing conditions. 

15. Liability

To the extent permitted by law, the liability of Kaplan, its group companies, their directors, officers, employees, affiliates, agents and partners with respect to losses arising from negligence, breach of contract or otherwise will be limited in all circumstances to the full amount paid to Kaplan or the relevant Kaplan group company by the relevant student for the specific program attended by the student. Such companies and persons will in no circumstances have any liability for indirect or consequential losses or damages. Under no circumstances can Kaplan be held liable for any loss resulting from illness, accident or inconvenience caused any agent appointed by Kaplan. Furthermore, Kaplan will not be responsible for the loss of any valuables, personal items, money, or other possessions unless such losses arise from the gross negligence.

16. Force majeure

Kaplan shall not be in breach of this agreement nor liable for delay in performing, or failure to perform, any of its obligations under this agreement if such delay or failure result from events, circumstances or causes beyond its reasonable control, including but not limited to:  act of God; natural disaster acts of government; failure of suppliers or sub-contractors; labour disputes or civil unrest; criminal, terrorist or threatened terrorist activities of any kind; pandemics and other public health emergencies; any negligent or wilful act or failure to act by any third party; or any other cause beyond the direct control of Kaplan (each a “Force Majeure Event”).

Where any program is cancelled by Kaplan as a result of a Force Majeure Event, it is acknowledged that:

  • Kaplan has the right to retain a pro-rated amount of any fees paid where services have been partially provided. Any fees retained will be proportionate to the services provided;
  • Kaplan shall be entitled to deduct any irrecoverable fees it suffers from the amount of any refund, for example cancellation fees, non-refundable accommodation fees, or similar;
  • Kaplan shall have the right to provide a substitute program to the cancelled program, including online and virtual programs; and
  • Any third party services procured by Kaplan on behalf of the student, including but not limited to accommodation, transfers or insurance shall remain subject to the terms of the respective provider’s terms and Kaplan shall not be liable for such third party services or any act or omission of such third party.

17. Image rights of the student

The student (or their parent or legal guardian where applicable):

  • grants Kaplan permission to take photographs, video and audio recordings of their image, voice and any work (for example, artwork) (the “Material”) they do during their language course with Kaplan.
  • agrees to the Material being copied, published and otherwise used for Kaplan (or a third party agent of Kaplan) worldwide promotional purposes (the “Permitted Purpose”). This shall include in its printed and online marketing materials and on any social media network.
  • agrees that Kaplan may store and/or transfer across international borders, copies of the Material.
  • agrees that Kaplan will store the Material and any copies for as long as necessary to fulfil the Permitted Purpose.

  • can request that where they or their child are used in published Material, any identifiable features are removed (for example, this may include them or their child being blurred in any images or videos or their voice being distorted in audio recordings) at any time by contacting Kaplan using any of the following methods:

    Email address: [email protected]; or Postal address: 2nd floor, 184 Shepherd's Bush Road, Hammersmith, London, W6 7NL, UK

  • can withdraw their consent for use of the Material at any time by contacting Kaplan using the methods above.:

Where the Material is already included in published physical material including but not limited to pamphlets, flyers and prospectuses the student (or their parent/legal guardian) understands that it will not be possible to remove the Material.

Where the Material is included in published nonphysical material including but not limited to websites, training material and intranet sites will remove the Material as soon as is reasonably practical to do so.

For data protection purposes, Kaplan the controller of (and responsible for) the personal data comprising the Material and any related personal data. Kaplan will ensure that it complies with the requirements of all legislation and regulatory requirements in force from time to time relating to the use of the Material and any related personal data; and process the Material and any related personal data in accordance with Kaplan’s privacy notice.

18. Student visa

Student visa holders are required to provide Kaplan with a current residential address, mobile number (if any) and email address (if any), and advise Kaplan of any changes to those details within 7 days of the change. Students who fail to show up for their enrolment or with less than 80% attendance (in USA or Canada), 85% (in Ireland); the Department of Homeland Security (DHS) in the USA; Immigration, Refugees and Citizenship Canada (IRCC) in Canada; or to the Irish Naturalisation and Immigration Service in Ireland. Regardless of immigration status, information collected by Kaplan which personally identifies a student and information regarding a student’s program progress may be shared with the Department of Homeland Security, state and accrediting agencies (USA), Immigration, Refugees and Citizenship Canada, provincial and accrediting agencies (Canada), designated authorities, the Irish Naturalisation and Immigration Service (Ireland), a student's parents, Kaplan staff and third- party representatives (i.e. agents and/ or government sponsors) and law enforcement officials. This information may include personal and contact details, program enrolment details and changes, and circumstances of any suspected breach by the student of any visa condition.

19. Language of instruction

All language of instruction shall be in English.

20. Guaranteed progress

Guaranteed progress is available for Intensive English bookings of ten (10) weeks or more and includes Academic Year Abroad Intensive programs providing the student achieves the requisite qualifications.  Guaranteed Progress is not available on Intensive Business English, any exam preparation programs or to any student who is assessed as being at an advanced level or higher. Guaranteed progress is available at all Kaplan locations in the US, Canada, UK and Ireland. Students who fail to achieve their predicted level (as assessed on arrival) by the end of their enroled program may be given free tuition for an additional four (4) weeks (‘Extension Weeks’). These weeks can be taken either in school or online. If students wish to take the weeks online, they can choose between Online 1, Online 2 or Online 3. Four (4) weeks are given regardless of the online course chosen.

To qualify for the Extension Weeks, students must:

  • have a minimum of 95% attendance;
  • complete all homework assignments; and
  • not display any behavioural issues (including, but not limited to, the use of mobile phones in class), or conduct themselves in any other manner that would negatively impact on the learning process.

The student will be responsible for housing and flight changes necessary for the Extension Weeks. The Extension Weeks are conditional on the student possessing a valid visa (unless taken online) and may only be taken at the end of the student’s original program and may not be deferred (if weeks are taken online, students can defer by up to four (4) weeks). Students who wish to receive the extra four (4) weeks of tuition must contact their Director of Studies or Academic Manager at least 1 week prior to their departure.

21. Changes in the price of the language course and other terms of the contract after the conclusion of the contract-purchases made in Euros

Kaplan International reserves the right to unilaterally change the terms and conditions of the contract if the change is objectively justified by virtue of the circumstances that have arisen since the conclusion of the contract and are outside the control of Kaplan International. Changes may be made, for example but not limited to, a pre-specified teacher, classroom or course schedule, alterations to a planned course format if such alteration is necessary for course implementation, adjustments to local health and safety regulations, reduction in the number of students per class, adjustments of the course or leisure program to suit local health or safety regulations and reasonable changes in accommodation. Kaplan International will notify the participant in a clear and understandable manner, in a durable medium (for example, by email), of the change in the contract and of any applicable reduction in the price of the course.

22. Safety and security

Kaplan is authorised to take reasonable action as required to ensure the well-being, safety and good health of the participants. Kaplan is also entitled to take necessary measures to provide a participant with any appropriate medical care in the event of necessity. Any costs arising from such medical attention will be borne by the participant, or their parent/guardian if they are a minor. A written release/authorisation signed by a participant’s parent or guardian will be required for minors.

Refund Policy

1. Payment of refunds

To ensure compliance with all applicable laws relating to the prevention of financial crime, refunds will be only be made to:

(a) The original payer; and

(b) The account from which payment was originally received.

2. Non-Refundable Fees

The following Service fees (related to tuition) are non-refundable in respect of any bookings:

  • Application Fees;
  • Courier Fees;
  • Medical Insurance;
  • Accommodation Placement Fees;
  • Program Supplement Fees;
  • Airport Transfer Fees;
  • Materials Fees (except as noted below)
  • Program Deposit (except as noted below)
  • All Online English products added as fee items to bookings unless otherwise specified elsewhere
  • AM Guarantee

3. Terms

In the event of Kaplan cancelling or terminating a program, a full refund of all unused fees will be made. Tuition fees are non-transferable to other students. No tuition fees are refundable on program extensions.

In all cases where a student terminates their studies the relevant immigration authorities will be informed.

  • UK AND IRELAND:

Refunds will be made within forty-five (45) calendar days of Kaplan's written notification of cancellation. In the case of a visa refusal for bookings to Ireland, ILEP criteria states the maximum time limit of twenty (20) working days for processing refunds.

  • USA:

Refunds will be made within forty-five (45) calendar days of the Date of Determination.

  • CANADA:

Kaplan will pay the tuition or fee refund within thirty (30) calendar days after receiving notice of withdrawal or refusal of study permit/visa; providing a notice of dismissal, or the date on which the first 30% of the hours of instruction are provided (no-show).

Alumni students

To redeem the Alumni promotion (promo code ALUMKAP), which includes waived application fee and four (4) free weeks of Kaplan Online English One, the student must have paid for their booking in full. If the student cancels the course the total amount of the Kaplan Online One Alumni promotion (£/$/€ 200) will be deducted from the amount to be refunded along with the application fee. Kaplan can recall this offering at any time.

Virtual Internships

No refund will be issued once a student accepts and confirms a program offered by Virtual internships.

Postponement Policy

(a) Postponements will only be made on receipt of a valid written customer request.

(b) Bookings may be postponed a maximum of two (2) times within one (1) year of the original booking date.

(c) Bookings may only be postponed by up to six (6) months at a time and up to one (1) year in exceptional circumstances.

(d) The original fees paid by the student will be honoured.

(e) Only one (1) tuition promotion may be used at any time; any previously expired promotions will no longer be valid at the time of postponement; a current promotion, valid at the time of postponement, may be applied.

(f) Any additional incurred actual costs for accommodation postponements, regardless of notice provided, will also be charged.

(g) In all cases where a visa or visa support documentation has been issued, the relevant immigration authorities will be informed.

(h) Postponements made less than seven (7) days before the arrival date on the booking confirmation form, including failure to show up, will incur a fee of one week’s accommodation and a tuition fee as set out below:

  • UK: GBP 100
  • Ireland: EUR 150
  • USA: USD 200
  • Canada: CAN 200

Cancellation Policy

‘Cancellation’ means the student cancelling a program before the start date of the first program the student is attending and for which attendance is required.

‘Service Fees’ for the purposes of this Cancellation Policy means any Application Fees, Courier Fees, Medical Insurance, Campus Fees, Accommodation Placement Fees, Program Supplement Fees, Airport Transfer Fees, Materials Fees, bank charges and any other service charges as applicable.

Note: In all cases, regardless of the region in which the Kaplan school is based:

(a) where visa or visa support documentation has been issued, the relevant immigration authorities will be informed; and

(b) for accommodation cancellations, regardless of notice provided, will also be charged to the student.

STANDARD CANCELLATION POLICY

This Standard Cancellation Policy shall apply except where varied by the specific provisions below.

  • In the event that a student postpones their program start date and later cancels their program, the student shall be refunded 100% of the tuition and accommodation fee. Service Fees and Program Deposit shall be non-refundable.
  • Where a written cancellation notice provided 90 days or more prior to the arrival date listed on the Booking Confirmation Form, the student shall be refunded 100% of the tuition and accommodation fee. Service Fees shall be non-refundable;
  • On written notification of a visa rejection and receipt of supporting documentation, you shall be refunded 100% of the tuition and accommodation fee minus a cancellation fee ofUSD$500/GBP£400/CAD$670/EUR€460. Service Fees shall be non-refundable.
  • If you have used Kaplan support documents to apply and receive your visa and subsequently cancel your course no refund will be issued.
  • Where a written cancellation notice is provided between 7 days and 90 days prior to the arrival date listed on the Booking Confirmation Form, you shall be refunded tuition fees and accommodation fees. Service Fees and Program Deposit shall be non-refundable.
  • Where a written cancellation notice is provided less than 7 days prior to the arrival date listed on the Booking Confirmation Form, including failure to show up, you shall be refunded tuition and accommodation fees less the amounts set out below:

(a) Tuition fee deduction: UK 2 weeks tuition, Ireland 2 weeks tuition.

(b) 2 weeks accommodation fee.

Service Fees, the Program Deposit and medical insurance charges shall be non-refundable.

TORONTO, CANADA CANCELLATION POLICY

Before the program start date, if Kaplan receives written notice of withdrawal (“Cancellation”), refunds will be applied as follows:

No later than seven days after student signed the enrolment contract (i.e., the date on the Letter of Acceptance or Booking Confirmation Form issued by Kaplan) and before the program start date:

  • 100% tuition and all related fees, other than application fee.
  • Related fees include administrative fees, application fees, assessment fees, and fees charged for textbooks or other course materials 

At least 30 days before the program start date (as indicated in the most recent Letter of Acceptance):

  • Kaplan will retain 10% of tuition, to a maximum of $1,000
  • Kaplan will refund Materials Fees paid for course materials if not provided to the student yet

Less than 30 days before the program start date (as indicated in the most recent Letter of Acceptance):

  • Kaplan will retain 20% of tuition, to a maximum of $1,300
  • Kaplan will refund Materials Fees paid for course materials if not provided to the student yet

Note: Any incurred actual costs for accommodation cancellations, regardless of notice provided, will also be charged.

VANCOUVER, CANADA CANCELLATION POLICY

Before the program start date, if Kaplan receives written notice of withdrawal (“Cancellation”), Kaplan will refund 100% of any received tuition and related fees, other than application fee. 

Note: Any incurred actual costs for accommodation cancellations, regardless of notice provided, will also be charged.

USA CANCELLATION POLICY

If we are unable to accept your enrollment application, or if your visa application is denied: you shall be refunded 100% of the tuition and accommodation fee. Service Charges are non- refundable up to a maximum of USD$500.

Cancellation notice provided prior to program start date and prior to arrival in the USA: you shall be refunded 100% of the tuition and accommodation fee. Service Fees are non-refundable up to a maximum of USD$500. Accommodation costs incurred including accommodation administration costs will also be charged, maximum of USD$500.

Cancellation notice received prior to program start date but after arrival in the USA on a Kaplan issued Form I-20; or cancellation made prior to the program start date but after Change of Status has been approved by USCIS on Kaplan-issued Form I-20: the student shall be liable for the following charges: i) tuition and associated accommodation fees, equal to the first 4 weeks at the full listed price for programs 1-11 weeks in duration; or ii) tuition and associated accommodation fees, equal to the first 6 weeks at the full listed price for programs 12 weeks or longer.

UK & IRELAND CANCELLATION POLICY

  • ‘Distance Contract' means a distance contract or an off-premises contract as defined in the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 (as amended from time to time).

In the event of a Distance Contract, students for the UK or Ireland who are EU citizens shall have the right to cancel the legally binding contract formed in accordance with paragraph 1 of these Terms and Conditions if the student gives notice of cancellation to Kaplan within the fourteen (14) calendar day period beginning on the day on which the booking confirmation was issued by Kaplan.

  • If a student exercises their right to cancel during this fourteen (14) day period, they will receive a full refund of all amounts already paid by the student less any fees charged for services already performed by Kaplan.
  • If the student has already commenced studying with Kaplan during the fourteen (14) day period, they must pay a reasonable charge calculated by Kaplan for the period of study undertaken. To exercise the right to cancel under the EU distance contract terms, the student must inform Kaplan at 2nd floor, 184 Shepherd's Bush Road, Hammersmith, London, W6 7NL, UK of the student's decision to cancel this agreement by a clear statement (e.g. by a letter sent by post, fax or e-mail).

UK

In circumstances where an application is refused by UKVI on the grounds of fraudulent documentation or other irregularities, no refunds will be granted in respect of monies paid. Where students are studying on a Short-term study visa (6 or 11 months), Kaplan's Standard Cancellation Policy will apply.

ONLINE SCHOOL CANCELLATION POLICY

In the event of a Distance Contract, students for the UK or Ireland who are EU citizens shall have the right to cancel the legally binding contract formed in accordance with paragraph 1 of these Terms and Conditions if the student gives notice of cancellation to Kaplan within the fourteen (14) calendar day period beginning on the day on which the booking confirmation was issued by Kaplan.

  • If a student exercises their right to cancel during this fourteen (14) day period, they will receive a full refund of all amounts already paid by the student less any fees charged for services already performed by Kaplan.
  • If the student has already commenced studying with Kaplan during the fourteen (14) day period, they must pay a reasonable charge calculated by Kaplan for the period of study undertaken. To exercise the right to cancel under the EU distance contract terms, the student must inform Kaplan at 2nd floor, 184 Shepherd's Bush Road, Hammersmith, London, W6 7NL, UK of the student's decision to cancel this agreement by a clear statement (e.g. by a letter sent by post, fax or e-mail).

Cancellation by you after the 14-day Cancellation Period

After the cancellation period has passed if it applied to you, and from the date of purchase if not, you can cancel your plan by contacting us by email by a clear statement. However, we will not refund any tuition fees already paid to us. This refers to payments made by any payment method, including subscription payments. If you wish to make this cancellation we will send a confirmation email to show it has been processed.

TERMINATION POLICY

‘Termination’ means stopping or leaving all or part of the program or programs booked, or reduction in weekly lessons, including extensions, once the first program has started (in the USA and Canada, this applies to the current period of enrolment only).

When determining the number of weeks completed, a partial week will be counted as a whole week, provided the student was present at least one day during the scheduled week.  Used weeks of discounted tuition and accommodation packages (e.g., Academic Year Abroad courses or promotions) will be re-calculated at the current weekly rate for courses with the same number of lessons when any refund is calculated (except for students attending our Vancouver location).

In all cases additional service charges (e.g. airport transfers, courier fees, application fees, medical insurance, accommodation placement fee, program supplement fee, etc.) are non- refundable and written notification of termination must be given to the School Principal/Director (written notice not required in the USA). Students who terminate their program may not be eligible to receive a Kaplan certificate and will not be allowed to stay in Kaplan accommodation.

1. Tuition

  • UK AND IRELAND

Students wishing to terminate must give four (4) weeks' prior written notice to the School Director. No refunds will be made for tuition. Tuition fees are non-transferable to other students.

  • TORONTO, CANADA

Students wishing to terminate must give four (4)-weeks’ written notice to the School Director; however, a notice of dismissal is effective the date it is delivered to the student. Refunds will be calculated as below according to the percentage of the program completed (in weeks), including any applicable notice period:

  • If up to 10% of the program has been completed: 50% refund of unused tuition fees
  • If 11-30% of the program has been completed: 30% refund of unused tuition fees
  • If more than 30% of the program has completed: 0% refund of unused tuition fees

Kaplan will refund fees paid for course materials if not provided to the student, except for Academic Year Abroad bookings, where the materials are included in the tuition package and therefore non-refundable. In all cases where a student terminates their studies, the relevant immigration authorities will be informed.

  • VANCOUVER, CANADA

A notice of termination (e.g., withdrawal or dismissal) is effective the date it is delivered by or to the student. Refunds will be calculated as below according to the percentage of the program (in hours) completed:

  • If the student withdraws up to seven (7) days after the program start date, Kaplan will retain 10% of tuition paid, up to a maximum of $1000
  • If up to 10% of the program has been completed, Kaplan will retain 10% of tuition paid and refund the remaining 90%
  • If 11-30% of the program has been completed, Kaplan will retain 30% of tuition paid and refund the remaining 70%
  • If 31-50% of the program has been completed, Kaplan will retain 50% of tuition paid and refund the remaining 50%
  • If more than 50% of the program has been completed, there will be no refund

Kaplan will refund fees paid for course materials if not provided to the student, student, except for Academic Year Abroad bookings, where the materials are included in the tuition package and therefore non-refundable. In all cases where a student terminates their studies, the relevant immigration authorities will be informed. 

CANADA OTHER

No Show:

If the student is a No Show for the first 30% of the program, Kaplan will retain 50% of tuition paid and refund fees paid for course materials, if not provided to the student. Refusal of Study Permit:

Before 30% of the program would have been provided, had the student started on the program start date (as indicated in the most recent Letter of Acceptance), Kaplan will refund 100% of tuition paid and all related fees, other than application fee.

Student enrolled in a program without having met the admission requirements for the program: 

If the student did not misrepresent their knowledge or skills when applying for admission and is unable to partake in any classes offered, Kaplan will refund 100% tuition and all related fees, including the application fees.

  • USA

Initial Period of Enrollment*

Refunds will be calculated for terminations (i.e., the last date the student is enrolled on the program and for which attendance is required) made during the initial period of enrollment as follows:

any time during the 1st four weeks: 4-weeks’ tuition shall be charged (the full listed weekly tuition price based on weeks used) and all remaining unused tuition shall be refunded;  after the 4th week and up to halfway through the current period of enrollment: all remaining unused tuition shall be refunded (the full listed weekly tuition price based on weeks

used; or

after more than 50% of the current period of enrollment has been completed: no refund shall be given. Subsequent Periods of Enrollment (“Extension”)

For students who have completed their first period of enrollment and who withdraw before or during a subsequent period of enrollment (e.g., extension period), refunds will be calculated for termination as follows:

before an Extension has commenced: all tuition fees shall be refunded;

before more than 50% of the Extension has been completed: all remaining tuition fees shall be refunded (weekly tuition price will be recalculated based on weeks used and prorated based on current pricing); or

after more than 50% of the Extension has been completed: no refund shall be given

Note: In the case where multiple centers were booked initially, the total number of weeks booked will be used in the calculation of any refund.


2. Accommodation

  • UK, IRELAND, USA AND CANADA

In order to terminate their accommodation contract, students must give at least four (4) weeks’ notice in writing to the Accommodation Team. The student acknowledges that some hostels and apartments require more notice and may charge a higher cancellation fee - where this is the case it will be notified to the student.

At least eight (8) weeks’ written notice will be required for terminating discounted accommodation packages including Academic Year Abroad bookings. Such notice should be sent to the Accommodation Team.

REFUNDS

A refund will be made of the unused accommodation fee less the applicable notice period and the applicable change fee. Refunds will be calculated based on the total accommodation weeks booked, including periods of extension. Used weeks of discounted accommodation packages including Academic Year Abroad will be charged at the full brochure weekly rate when any refund is calculated.

For accommodation terminations made after 50% of the total accommodation booking length has been completed, no refund will be given. Some residential options may have additional terms and conditions relating to reservation cancellation, including minimum notice period; these will be included in any refund calculation.

GROUPS

  • A minimum of twenty percent (20%) non-refundable deposit is payable within five (5) business days following confirmation and agreement of Kaplan services.

  • All group bookings must be fully paid at least six (6) weeks prior to the program start date or in accordance with any additional contracted payment terms agreed between Kaplan and the group organiser (if applicable). Kaplan reserves the right to withhold services or cancel the group booking, if payment is not received six (6) weeks prior to the program start date.

  • Individual cancellations within the group are treated as per standard Terms and Conditions.

  • If the group booking must be cancelled or postponed for any reason, Kaplan must be notified immediately in writing. The group organiser may be liable for any costs incurred by Kaplan for any pre-booked social activities, accommodation or transportation costs that are later cancelled. The total fees payable shall be confirmed by Kaplan upon receipt of the cancellation or postponement request and shall be calculated in accordance with the Cancellation Policy in Kaplan’s standard terms and conditions.
  • Where a student is refused a visa the deposit (and any non-refundable fees) will be retained by Kaplan. All other fees will be returned upon receipt of the student’s visa refusal documentation.
  • For any group or individual member of a group, who does not arrive, and Kaplan has not received any prior written confirmation of cancellation or postponement, Kaplan shall retain all fees paid for by the group and/or individual member of a group (as applicable).

  • Any changes made within four (4) weeks prior to the group’s arrival, including, but not limited to classes, accommodation, transfers, activities and other services originally booked will incur the following fee per student, per change:

    UK- £35

    Ireland- €35 

    USA- $50 

    Canada- $50 

GENERAL

These Terms and Conditions may differ according to any changes in the policy made by the accrediting body or government (local or national) where the school is located. You will be notified at the time of booking of any such amendments. Any dispute, claim or other matter arising will be subject to the current laws in the destination country (or state or province). In these Terms and Conditions, Kaplan refers to all Kaplan International Languages group schools. As at the date that these Terms and Conditions were updated, the Kaplan International Languages group schools are as follows (locations and school names vary worldwide): ESL Education, Alpadia, Aspect Education (including Aspect, Aspect International Language Academies and Aspect International Language Schools), Kaplan Business School Australia, BELS Malta, Browns English Language School, Lexis English and ELC English Language Company (the Kaplan International Languages Group Schools). Kaplan International Languages may sub-contract or delegate the provision of the study program to any one of the Kaplan International Languages Group Schools. If you progress to study at one of our Pathway Partners separate terms and conditions will apply. These terms and conditions only apply to your study with Kaplan International Languages.

Website User Agreement

General

This website is owned and operated by Aspect Education UK Ltd. (Company No. 4053877. Registered in the UK. VAT Number: 152088224), whose registered office is at 184 Shepherd's Bush Road, Hammersmith, London, W6 7NL.

For the purposes of these Website Terms and Conditions "We", "Our" and "Us" refers to Kaplan, a division of Kaplan, Inc. Please review these Terms and Conditions carefully before using this website. Your use of this website indicates your agreement to be bound by these Terms and Conditions.

Data Protection

Any personal information you supply to us when you use this website will be used in accordance with our Privacy Policy. 

Proprietary Rights

All trade marks, copyright, database rights and other intellectual property rights in the materials on this website (as well as the organization and layout of this website) together with the underlying software code are owned either directly by us or by our licensors. Without our prior written permission, you may not copy, modify, alter, publish, broadcast, distribute, sell or transfer any material on this website or the underlying software code whether in whole or in part. However, the contents of this website may be downloaded, printed or copied for your personal non-commercial use.

Acceptable Use

You may only use this website in accordance with these Terms and Conditions and, in any event, for lawful and proper purposes which includes complying with all applicable laws, regulations and codes of practice within the UK or other jurisdiction from which you are accessing this website.

In particular, you agree that you will not: post, transmit or disseminate any information on or via this website which is or may be harmful, obscene, defamatory or otherwise illegal; use this website in a manner which causes or may cause an infringement of the rights of any other; make any unauthorized, false or fraudulent booking; use any software, routine or device to interfere or attempt to interfere electronically or manually with the operation or functionality of this website including but not limited to uploading or making available files containing corrupt data or viruses via whatever means; deface, alter or interfere with the front end "look and feel" of this website or the underlying software code; take any action that imposes an unreasonable or disproportionately large load on this website or related infrastructure; obtain or attempt to obtain unauthorized access, via whatever means, to any of our networks. Without prejudice to any of our other rights (whether at law or otherwise), we reserve the right to: cancel your bookings without reference to you; and/or deny you access to this website where we believe (in our absolute discretion) that you are in breach of any of these Terms and Conditions.

Changes to the Website

We may make improvements or changes to the information, services, products and other materials on this website, or terminate this website, at any time without notice. We may also modify these Terms and Conditions at any time, and such modification shall be effective immediately upon posting of the modified Terms and Conditions on this website. Accordingly, your continued access or use of this website is deemed to be your acceptance of the modified Terms and Conditions.

Links to other Websites

This website may include links to other internet sites. We do not endorse any such websites and we are not responsible for the information, material, products or services contained on or accessible through those websites. Your access and use of such websites remains solely at your own risk.

You may only link to this website with our express written permission. We expressly reserve the right to withdraw our consent at any time to a link which in our sole opinion is inappropriate or controversial.

Limitation of Liability

In no event will we be liable for any, indirect, special, punitive, exemplary or consequential losses or damages of whatsoever kind arising out of access to, or the use of this website or any information contained in it, including loss of profit and the like whether or not in the contemplation of the parties, whether based on breach of contract, tort (including negligence), product liability or otherwise, even if advised of the possibility of such damages.

Nothing in these Terms and Conditions shall exclude or limit our liability for death or personal injury caused by negligence or for fraudulent misrepresentation. 

Disclaimer of Warranty

To the maximum extent permitted by law, we disclaim all implied warranties with regard to the information, services and materials contained on this website. All such information, services and materials are provided "as is" and "as available" without warranty of any kind.

Indemnification

You agree to indemnify, defend and hold us harmless from any liability, loss, claim and expense (including reasonable legal fees) related to your breach of these Terms and Conditions. 

Booking Terms and Conditions

These Website Terms and Conditions refer only to your use of this website and separate conditions apply to our online bookings. Our online booking terms and conditions can be viewed above: Terms and Conditions.

Miscellaneous

These Terms and Conditions contain all the terms of your agreement with us relating to your use of this website. No other written or oral statement (including statements in any brochure or promotional literature published by us) will be incorporated.

Kaplan makes no warranty whatsoever for the reliability, stability or any virus-free nature of any software being downloaded from this website, nor for the availability of the download sites where applicable.

All software products downloaded from any section of this website or via a link pointed to by this website are downloaded, installed, and used totally and entirely at the users own risk.

Your use of this website, any downloaded material from it and the operation of these Terms and Conditions shall be governed by, construed and interpreted in accordance with the laws of England and you agree to submit to the non-exclusive jurisdiction of the English Courts. We reserve the right to bring proceedings in the Courts of the country of your residence.

Throughout this website the terms "partner(s)" and "partnership(s)" are used to refer to individual marketing or co-operation agreements and not to any relationship which has specific legal ortax implications. Kaplan cannot therefore accept any liability for the conduct of these partner organizations.

Safeguarding Policy

KI UK & IRE schools have a Safeguarding Policy (for UK and Ireland) available for all staff, hosts and parents or legal guardians that comprehensively details how we are committed to safeguarding students.

Modern Slavery Statement

KIE have a Modern Slavery statement which outlines Kaplan’s standards to ensure that all employees are treated with respect and dignity, are working under their own free will, and are being properly compensated for their effort. Kaplan is committed to the social and environmental responsibility and has zero tolerance for slavery and human trafficking.

Cookies and Other Technologies

California State Disclosures

Effective March 14, 2022, Kaplan International schools in California are exempt from regulation under the California Private Postsecondary Education Act of 2009. We have met the qualifications for exemption from regulation under the Act, pursuant to California Educational Code (CEC) section 94874(a).