Section 1. Application Process and Liability

1.1 It is the applicant’s responsibility to read, understand and sign the following Terms and Conditions. Malta University Language School (MULS) may answer any questions relating to the following Terms and Conditions via email.

1.2 The following Terms and Conditions are binding for all students of MULS, those booking directly as well as those booking through an agent.

1.3 Applicants are required to be at least 18 years of age. Parents or legal guardians are required to apply on behalf of any minor aged 17 or under and are to sign a separate agreement.

1.4 While MULS shall undertake every effort to help and support students throughout their stay in Malta, MULS does not accept responsibility for any injury, loss, or damage that students may incur during their stay in Malta.

1.5 The applicant agrees not to hold MULS responsible for any loss, damages or other costs arising from their own negligence or misbehaviour (or that of minors, where persons apply on behalf of minors aged 17 or under) in any manner.

1.6 MULS reminds all applicants that it is each student’s responsibility to be in possession of an insurance policy that covers civil liability, third party liability as well as health insurance coverage throughout their stay in Malta.

1.7 Applicants are obliged to inform MULS should they suffer from any medical, physical, or psychological condition, which might affect their stay or that of other students. MULS shall not be held responsible for the students’ well-being and safety, even when informed of any such existing condition.

1.8 MULS reserves the right to exclude any applicant or student from any service applied for, if in the opinion of MULS, the behaviour of such persons, compromises the health and safety of other students or staff, or is likely to, in any manner bring into disrepute the name of MULS.

1.9 The student will be provided with a student ID card which must be carried them with at all times.

1.10 MULS reserves the right take photos or videos on the school’s premises, which may be used for promotional material.

 

Section 2. Payment of Fees

2.1 Applicants shall receive an invoice listing the services applied for.

Tuition

2.2 MULS charges the following additional fees on tuition:

  • Registration Fee (applicable for all applications): EUR 25
  • Tuition Summer Supplement (applicable from 18th June 2022 – 28th of August 2022): EUR 35 per week
  • Course material fee (either as a physical copy or an e-book): EUR 45

This is non-refundable and cannot be exchanged.

Any additional books will need to be purchased by the student.

This also applies to any changes in level since the respective textbook will need to be purchased for the student to follow lessons and progress in their course.

  • Letter of Acceptance (for any legal, academic, or professional requirement): EUR 50
  • Change of Course Fee (upon request): EUR 25

Accommodation

2.3 MULS charges the following additional fee on accommodation:

  • Accommodation Summer Supplement (applicable from 18th June 2022 – 28th of August 2022): EUR 35 per week
  • Eco Tax (imposed by the government): capped at EUR 5 – this applies to accommodation booked at Hotel Kappara and host families.

All the above charges will be included in the invoice where applicable.

2.4 Applicants are invoiced the total amount due for their booking. Applicants are required to forward a deposit of 25% of the total amount to confirm the booking. The deposit is to be received within 7 days of issuing the invoice in order to confirm the booking. This deposit will be deducted from the total amount of the invoice.

2.5 Applicants are required to effect full payment of the total amount due not later than 25 days prior to the beginning of the course/taking up accommodation with the Malta University Language School (MULS).

2.6 Applicants will only be eligible for long-term prices and discounts if the total amount due is fully paid in advance.

2.7 For accommodation at Campus Hub, the student must pay a €50 refundable safety deposit upon check-in for short term bookings. This deposit will be refunded at check-out after an inspection has taken place to ensure that no damages/theft or loss of property from the accommodation has occurred. Safety deposits will also be non-refundable if any of the Terms and Conditions for accommodation are broken.

If the student has booked long-term accommodation (minimum 9 weeks) at Campus Hub, a €350 refundable safety deposit will apply upon check-in. This deposit will be refunded at check-out after an inspection has taken place to ensure that no damages/theft or loss of property from the accommodation has occurred. Safety deposits will also be non-refundable if any Terms and Conditions for accommodation are broken.

Campus Hub will collect the Eco Tax contribution (EUR 5) upon check-in. The Eco-Tax and safety deposit will not be included in your invoice from MULS and will be processed by Campus Hub itself.

Please note: Certain accommodation options may apply alternative cancellation charges. Should these differ from the above, students will be notified at the time of booking. The terms and conditions for any other accommodation options not listed here will be sent to the student at the time of booking.

Section 3. Cancellation and Refund Policy

The following conditions apply to any cancellations made by students once the booking has been confirmed.

Tuition

3.1 Fees and charges paid are not refundable. No refund shall be made for any part of the service not utilised. Should any applicants or students require a re-scheduling of their lessons, they shall inform MULS in writing at least 7 days in advance.

Failing to do so will result in full payment for the lessons which cannot be re-scheduled.

3.2 Should the student be unable to attend the language course, MULS can provide them with a Credit Voucher for Tuition which will be valid for 18 months from the date of issue. This credit voucher can be transferred to a friend or family member and the student should inform MULS of this transfer in writing.

Valid Credit Vouchers will only be accepted upon presentation at the time of booking.

3.3 Students who require a VISA/temporary residence permit will not be able to shorten their course due to the terms and conditions set by the authorities, otherwise the visa/temporary residence permit will no longer be valid.

Accommodation

3.4 The following policies apply to accommodation booked at Campus Hub, Hotel Kappara and host family accommodation

Short-Term Bookings

The below general conditions apply for cancellation of bookings:

  • Cancellations made prior to 21 days before check-in date will receive a full refund.
  • Cancellations made within 14-20 days before check-in date will receive a 75% refund but will incur a €25.00 administration fee which will be retained by Campus Hub and a €50.00 administration fee which will be retained by MULS.
  • Cancellations made within 8-13 days before check-in date will receive a 50% refund but will incur a €25.00 administration fee which will be retained by Campus Hub and a €50.00 administration fee which will be retained by MULS.
  • Cancellations made within 7 days of check-in date will not receive any refund.

 

Long-Term Bookings

A long-term booking comprises any booking exceeding 9 weeks (63 days).

Long-term bookings will be refunded if cancelled prior to 30 days before arrival. Any cancellations made within 30 days of the check-in date will not be refunded.

Section 4. Visas

4.1 MULS cannot be held responsible for any decisions taken by the authorities regarding study VISAs, applications for entry or extensions.

4.2 A Letter of Acceptance for visa purposes can be issued to a student by MULS. MULS shall charge a non-refundable fee of €50 for a Letter of Acceptance. Applications who request a Letter of Acceptance must affect full payment of the total amount due prior to the Letter of Acceptance being issued by MULS.

4.3 Letters of Acceptance will only be issued to the student after full payment of tuition and/or accommodation is confirmed. The Letter of Acceptance will state the start and end date of the students’ enrolment with MULS and VISAs/temporary residence permits can only be issued by the authorities for this duration.

4.4 Should applicants subsequently not be granted a student VISA; they are obliged to inform MULS in writing of their inability to travel to Malta at least 21 days prior to the arrival date in Malta and to present MULS with the official visa refusal letter.

4.5 Should the VISA not be granted, students must inform MULS of this in writing no less than 21 days prior to their arrival date in Malta. MULS shall withhold a €100 cancellation fee (including €50 letter of acceptance and €50 administration fee). MULS shall refund the applicant the remaining amount paid. The refund will only be made upon presentation of an official student visa refusal letter.

4.6 If MULS is notified of the student’s VISA refusal 20 days or less prior to their arrival date in Malta, the cancellation policy is as follows:

  • Cancellations made within 14-20 days before check-in date will receive a 75% refund on tuition and accommodation but will incur a €25.00 administration fee retained by Campus Hub, and a €50 administration fee retained by MULS.
  • Cancellations made within 8-13 days before check-in date will receive a 50% refund but will incur a €25.00 administration fee, and a €50 administration fee retained by MULS.
  • Cancellations made within 7 days of check-in date will not receive any refund.

Section 5. Services

5.1 The services provided by MULS are subject to availability. Applicants are therefore urged to book their course and accommodation as early as possible.

5.2 MULS reserves the right to alter the service provided by it without prior notification to the applicant, on condition that the service so provided by it is of the same standard or classification as that originally applied for.

5.3 MULS shall not be held responsible for any failure to fulfil any of its obligations if this is caused by any event or situation beyond reasonable control (with MULS doing its due diligence and without incurring additional costs) that cannot be prevented or avoided. Force majeure events shall include but shall not be limited to general labour disturbance, such as a boycott, strike, natural disaster, unusually adverse weather conditions, closure of the language school, infectious diseases, , epidemic or pandemic health crises (including COVID-19, and other communicable diseases), or any action taken by a government or public authority, including prohibition of entry into a country or region of a country, quarantine measures, ordering the “lockdown” of the whole or part of a country.

An epidemic or pandemic health crisis related to COVID-19 and any subsequent quarantine, health and safety regulations and/or mandatory restrictions constitute a force majeure event for the purpose of MULS’ Terms and Conditions despite the current pandemic outbreak occurring before these conditions were issued.

5.4 Important conditions related to MULS’ services

5.4.1 Lessons at MULS can take place both in the morning or afternoon.

5.4.2 Lessons shall not take place on National Public Holidays. MULS will compensate by giving an additional 2 hours throughout the week for the General English class.

The following days are Public Holidays in Malta:

1st January – New Year’s Day 29th June – Feast of St. Peter & St. Paul
10th February – Feast of St. Paul 15th August – Feast of the Assumption
19th March – Feast of St. Joseph 8th September – Our Lady of Victories
31st March – Freedom Day 21st September – Independence Day
15th April – Good Friday (in 2022) 8th December – Feast of the Immaculate Conception
1st May – Workers’ Day 13th December – Republic Day
7th June – Sette Giugno 25th December – Christmas Day
  • In addition, the school shall be closed for Christmas Recess for a period of two weeks.

In 2022 – Winter Break starts on 23rd December 2022 and ends on 6th January 2023 with both days included.

  • In the event that there are five or less applicants on any given course offered by MULS, MULS shall automatically apply a “Daily Reduction Procedure”, as outlined in the table below.
All Courses Reduction for 1 Student Reduction for 2 to 3 Students Reduction for 4 to 5 Students
Reduced by 2.5 days per week

(one-to-one)

Reduced by 2 days per week

(semi-private)

Reduced by 1 day per week

(mini-group)

  • The reduction of each day or half day is to be calculated, in terms of hours, in relation to the number of hours of tuition offered weekly to the student for the particular course on which that student is enrolled.
  • Should the student not wish such “Daily Reduction Procedure” to apply and wishes to increase the hours, the student has the option of taking the full number of normally- applicable days (and hours per day) against an additional payment.
  • If the student’s level of English falls below or above the level of courses available, (Elementary to Advanced), the student will be given One-to-One lessons equivalent to the amount of money previously paid.
  • MULS keeps daily attendance records so students should attend classes regularly. Students with a VISA who regularly miss classes will receive a non-attendance email warning and will be reported to Maltese VISA and Immigration.
  • Students will only receive an end-of-course certificate if they score an attendance of 75% or more.

Section 6. Data we process and the legal basis for prospects of collection

5.1 Prospective students of Malta University Language School are requested to provide us with the following information, which will enable us to enrol them in our courses and assign them to the appropriate classes: Name, nationality, date of birth, home address, passport number, occupation, the approximate level of English, email address, mobile phone number and bank details. We will also ask you for your visa and booking details to assign them to your courses and preferred accommodation. We will process this information in accordance with § 6, I b of the Data Protection Basic Regulation in order to be able to offer you our services at your request and successfully enroll you in our school. We will also process further your personal data once you are a student at our school. These data, which include attendance lists, test results, school assignments, and certificates, are processed in accordance with § 6 I f and are necessary for our school to be able to offer you service. We will only take photos and videos of you and send you promotional material if you agree to this and point out that you have the right to withdraw your consent at any time.

5.2 Who has access to your data? Your personal data, as described above, will only be made available to those employees who need it to perform their duties

5.3 With whom do we share your information? We share your personal information with third parties only under the following conditions:

  • We are required by law to share your information with the Maltese Immigration Service and the Police of Malta if there is a need to protect their vital interests or those of third parties
  • If you’ve consented we will forward all requests for information about courses offered by the University of Malta to the Student Secretariat or the Marketing and Communications Office of the same university

5.4 How long do we keep your personal data? Please refer to our basic regulations regarding data retention.

5.5 Your rights: in respect of your personal data that is held and processed by us, you have the right, subject to the terms laid out in the GDPR, to:

  • Request access to such personal data;
  • Request rectification or erasure of such personal data;
  • Request restriction of processing of such personal data;
  • Object to our processing of your personal data; and
  • Data portability

Where personal data is processed on the basis of your consent, you also have the right to withdraw such consent at any time, by sending an email to info@universitylanguageschool.com.

5.6 Have your say. You may also lodge a complaint with the Malta Office of the Information and Data Protection Commissioner.

Section 7. Policy regulating the retention of documentation

6.1 Scope

This Policy is aimed at regulating the retention, maintenance and disposal of documentation (both personal and other), within the Malta University Language School, as provided for in the General Data Protection Regulation (EU) 2016/679 (GDPR) and in accordance with the principles of data protection legislation, and other legal provisions in Maltese Law.

6.2 Backgroud

The GDPR puts forward the principle that personal data and sensitive personal data should not be retained for periods that are longer than necessary. In this context, the Malta University Language School will be putting forward a retention policy for all data and documentation that it collects and processes, with the purpose of ensuring compliance to the Regulation and ensuring that no resources are utilised in the processing and archiving of data which is no longer of relevance.

6.3 Objectives

This policy aims to achieve the following objectives:

  • Regulate the retention and disposal of the various types of documentation – whether held in manual or automated filing systems within the Malta University Language School – while adhering to the Data Protection principle which states that personal data should not be retained for a longer period than necessary;
  • Dispose of unnecessary documentation that is no longer relevant and is taking up useful storage space;
  • Promote the digitisation of documentation as may be reasonably possible in order to minimize the use of storage space required to store documentation, as well as to promote sustainable use of paper and printing consumables.

6.4 Administration

Documentation is held and recorded by the Malta University Language School. This Policy is therefore applicable to all such documentation. It will be the responsibility of the Malta University Language School and its Data Controller to ensure that all provisions of this Policy are adhered to.

6.5 Documentation held within the premises at Malta University Language School

As part of its operating requirements Malta University Language School, requests to keep and maintains a wide range of documentation including personal data. The various types of documentation utilised by Malta University Language School may be categorised as follows:

  • Personal Data of students;
  • Attendance and absence records;
  • Discipline related records;
  • Financial records including receipts
  • Documents relating to the VISA application process

Section 8. Teen Summer Program

7.1 In order to ensure a productive and safe learning environment for teenage students at Malta University Language School, the ‘Agreement for the Teen Summer Program for parents / legal guardians ‘document must be understood and signed by both parents and children before arrival in Malta.

7.2 Parents or legal guardians must insist that their child abides by the rules of the school. This includes that teenagers are not allowed to leave the building complex unaccompanied by the group supervisor and to exceed the curfew from 23:30 during the week and 01:00 on weekends.

7.3 Parents or legal guardians should fully cooperate with the school’s principal, his or her representative, as well as administrative staff if any concerns arise about the child’s behavior. Upon arrival at the University Residence, teenagers must leave a refundable deposit of €50 for the keys. This will be refunded on departure, provided that no damage has been done to the school or accommodation by the student.

7.4 Neither the school, agent nor the organiser can be held responsible for any kind of illness, accident, loss of property or damage that may have been caused by the student before or during the course at Malta University Language School. Malta University Language School cannot be held responsible for any kind of damage or problems that may occur intentionally or negligently during excursions or leisure activities.

7.5 Parents or legal guardians and students must accept the laws of the Republic of Malta and the school’s normal code of conduct. In addition, smoking, consumption of alcohol, going out in clubs and the use of illegal drugs is strictly prohibited.

7.6 If a teenager interferes in any way with the language course and prevents other students from having a lively learning experience and does not change his or her behaviour at the request of the teaching staff, the headmaster or his or her representative is entitled to prohibit the student from further access to the course and to terminate the contract with the student. In this case or in such a situation or in the event of a breach of the rules of the school or the laws of the Republic of Malta, the parents or legal guardian will be informed immediately and, if necessary, will be obliged to arrange an alternative flight for the early departure of the student.

7.7 Students acknowledge and agree that the course is designed for students of different nationalities and is also benevolent towards other cultures and nationalities.

7.8 Each student and their parents or legal guardians hereby declare that the student is in good physical and mental health and is mentally and physically capable of coping with the demands of the language course, leisure activities and absence of their family during their stay.

7.9 All students must hold valid health and travel insurance during their stay.

7.10 Each student must have sufficient financial resources. The recommended minimum amount is 100 €.

7.11 Parents or legal guardians must provide up-to-date and accessible contact details and guarantee that the contact details are checked regularly on a daily basis.

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