Terms & Conditions

1. All aspects of the Site are owned or controlled by Explore Arabic unless mentioned otherwise. This includes, but is not limited to, all text, graphics, photographs, logos, and other imagery, videos, user interfaces, trademarks, computer code, and other content of our Site or Apps (collectively, “Site Assets”). This also includes the design, structure, coordination, arrangement, expression, and the “look and feel” of Site Assets.
2. You may not use, reproduce, copy, modify, republish, perform, display, disassemble, reverse engineer, translate, or distribute Site Assets in any way to any person, computer, server, website, or other entity for any commercial purpose without our explicit permission. By commercial purpose we mean that you can’t sell, license, rent, use in your own business or website, incorporate into marketing materials or presentations, or make other commercial use of our Site Assets.
3. You may view, download for caching purposes only, and print pages from the website for your own personal use, subject to the restrictions set out below and elsewhere in these terms of use.

Student Policy 

EA Online

These are the policies and procedures laid out by Explore Arabic to preserve and promote fairness and quality of service as much as possible for our live online classes. They must be accepted by all students (and parents/guardians of students) before they can undertake study with us.

[1] RESPONSIBILITIES

Students must:

1. Attend all the lessons booked/requested on time;
2. Be prepared with all the required study materials and stationery;
3. Focus and participate in the lesson fully;
4. Take the initiative to catch up on any lessons they missed;
5. Dedicate time outside class to go over their lesson notes and complete their homework to get the most out of their chosen course or lesson
6. Submit assignments on time so that the teacher can make sure they’re on track;
1. Failing to submit homework more than FIVE times can result in the teacher deducting marks from their exam. 
2. If the teacher sees that the student’s progress is being affected, they may require the student to take extra classes.
7. Interact with their admin, classmates, and teachers with good manners;
8. Stay on topic during the lesson with their classmates and teachers;
9. Seek help for themselves when they need it by contacting the right person;
10. Communicate all issues and concerns as soon as possible so they can be addressed in a timely manner;
11. Pay course/lesson fees on time before their lessons begin;
12. Inform admin where circumstances will affect their attendance to lessons or payment of fees (and be truthful, fair, and honest in their statements and claims).
13. Inform the teacher if they are going to be absent or delayed for a lesson which they were expected to attend

Lessons

Students should understand the following policies and procedures, and know its purpose is to establish fairness for both students and teachers as well as motivate students to commit to their lessons and reach their targets.  If you will be late or absent, you must let the teacher know ASAP in the class channel on Microsoft Teams. 

 [2] LATENESS

1. Students entering class after 5 minutes of the lesson starting are recorded as late on the register.
2. Students must notify the teacher if they are going to be late for their lesson. Teachers do not have to make up for the time the student missed due to lateness on the student’s part;
3. If students are late by more than 20 minutes, the teacher may cancel the lesson, and there will be no compensation for the lesson missed (time and finance wise).
4. Students should wait for their teacher to arrive for at least 20 minutes from the lesson start time.
5. Teachers will make up for lost time if they are late either immediately after the lesson or in another lesson.

[3] ABSENCES, CANCELLATIONS & CHANGES

Our cancellation and changes policies have been set out to ensure students commit to the lessons they’ve booked, as this is vital in order for them to reach the course targets. Furthermore, it ensures all students have an opportunity to take lessons at their preferred time. Constant changes and cancellations prevent other students from taking the slots which you initially chose.

Please note, students may discuss lesson timings with their teachers but they must communicate all changes and cancellations to lessons to admin by email or Telegram. Changes must be confirmed by admin to apply. 

1. There are no refunds for any type of absence, you may only reschedule (given you fulfill the conditions) or cancel (with no refund).
2. Lessons not cancelled or rescheduled within the appropriate notice period or according to the conditions laid out cannot be compensated for (both time and finance-wise).
3. The teacher is the first person you must contact, as they are responsible for marking your absence as authorised or non-authorised. If the issue is technical, you must let the Admin know too so they can help you ASAP. 
4. Watching class recordings is not counted as being present in class.

Private 1:1 Lessons 

1. Students who book a block of lesson must complete these lessons within three months from the date of the first lesson. After that, EA reserves the right to cancel the remaining lessons as a lack of commitment to lessons hinders the student’s progress and prevents the teacher from being assigned to other students. 
2. Changes and cancellations for non-emergencies must be made 48 hours before a lesson;
3. ِFor emergency absences, you must let the teacher know 2 hours before your class, mentioning a legitimate excuse.
4. Legitimate excuses for emergency absences are as follows: death in the family, life-threatening illness or injury, unexpected internet or technical issue.
5. If you have an emergency, you are entitled to reschedule or cancel (with no refund). Failure to give a valid excuse will prevent you from being allowed to reschedule.  If it’s due to a technical issue, you must let Admin know ASAP so it can be counted as an emergency. 
6. You may not reschedule more than 50% of the lessons you booked in a calendar month for any given course. 

Group lessons (2+ students in a class)

1. Group lessons cannot be cancelled or rescheduled by one person in the class.
2. Any changes must be agreed on by all the students in the class and made 48 hours before the ِlesson for non-emergencies. This can only happen once in any calendar month, on the condition that all students set an alternative date for that lesson from the original date of the lesson. A lack of response to the request from admin after 24 hours of the message being sent will be considered as an agreement from the part of the student for the request. 
3. Emergency cancellations/changes are NOT applicable to group classes.
4. Accruing 5 unauthorised absences in a course will result in you being withdrawn from the course and not being allowed to continue in it. No refunds would be due. 
5. If you have 5 authorised absences, you must demonstrate that you have been catching up for the days you missed, and the teacher must confirm this with us.
6. EA reserves the right to cancel a course (without owing a refund) where students collectively do not show seriousness towards their lessons (i.e. constant lateness, no submission of homework, 3 absences where no student shows up to class).
7. If all students are absent in a lesson, they will be required to pay the fees to make up the hours they missed, as every course has a set number of hours that need to be covered for the course to be considered complete.
8. For planned absences, you should let the teacher know you will be absent from class 48 hours before the lesson for it to be considered authorised. If all students report to be absent, then the teacher may reschedule the lesson for the benefit of the majority. This cannot happen more than once every calendar month. 
9. For emergency absences, you must let the teacher know in the group that you will be absent before the class starts by 2 hours for the absence to be considered authorised. If it’s due to a technical issue, you must let Admin know ASAP so it can be counted as an emergency absence.

[4] TECHNICAL ISSUES

1. You must check you are able to sign into your our platform for the classes at least 72 hours before class so we can sort out any issues on time. 
2. Where the teacher’s internet connection is unstable and significantly impacts the lesson (preventing the teacher from fulfilling the lesson objective), students are entitled to either an entire make-up lesson or extra time to fulfil the lesson objectives. 
3. Students must make sure they have a good internet connection for their lessons and can handle the needs of live online lessons (i.e. video and screen sharing) and that their devices are not laggy and problematic. 
4. Teachers don’t have to provide a make-up session if connection problems occur from the student’s side.
5. You should seek help from the support team of the service provider if you are having technical issues with the platform 
6. You must assess your internet situation well before committing to courses with us.
7. Students must aim to enter class a few minutes before it starts to tackle any technical issues beforehand. 

 [5] INTERACTION WITH TEACHERS

1. Although we encourage a good relationship between teacher and student. Students should not seek the personal contact details of teachers such as phone numbers and personal email addresses.
2. Students/parents should not seek to add teachers on social media or communicate with them through means other than those specified by us. 
3. Lessons must only be conducted through Zoom or any other platform specified by admin only. 
4. If there is a problem connecting to your lesson, please contact admin on Telegram. 
5. Students should book their next block of lessons before their final booked lesson. They have priority to book their usual lesson times with their teacher until the date of their final booked lesson.

[6] COPYRIGHT

1. Materials that we provide should not be shared and course curricula and resources with the Explore Arabic logo on them. They are made for the benefit of our students and specifically for our courses. Students may print them for personal use but should not distribute or share them with others. 

Fees

[7] BILLING

1. Fees must be made before your lessons start. Students must book their next block of lessons each time their block of booked sessions are near to finish. They must make the payment a week before lessons are due to start.
2. Bookings are only confirmed once the fees have been paid.
3. If for any reason you know there will be a delay in payment due to circumstances out of your control, you may pay a deposit before your lesson and then pay the full amount within 3 days of taking your first lesson; 
4. Fees are paid via bank transfers or card in Great British Pounds.

[8] REFUNDS

Group lessons

1. Full refunds (minus admin fees) are available given that cancellations are made before the fee payment deadline. 
2. Students are eligible for a 50% refund (minus administrative costs) up until the third lesson of the course. 
3. Fees are non-refundable if a student has taken more than 3 lessons of a course. 
4. Students who are absent from lessons (with or without an excuse) are not entitled to a refund for the lessons they missed.

Private lessons

1. Fees are refundable (minus administrative costs) given cancellations are made according to the conditions mentioned in PART 3 of this policy on Absences, Cancellations & Changes.
2. If students cancel a booking where a discount has been applied (such as block-bookings), then the normal per hour fee will be applicable for the hours the student has taken (£15 per hour for private lessons, £10 per hour for semi-private lessons) and the remaining will be refunded.

Parents/Guardians

Where students are below the age of 18, parents/guardians are responsible for the payment of their child’s fees, ensuring their child is ready for their classes and that they are on track with homework. This will ensure optimum results for your child in their learning.

Due to the nature of online learning, it is recommended that a responsible person is present/nearby while the children take their lessons to ensure they’re focusing.

1. Each study programme has its own set of policies which are made known to applicants during the application process. The items below are our general terms and conditions. Terms in the programme specific agreements override any terms that are mentioned in the general terms below.
2. By registering for a programme, students accept and confirm that they are aware of the fees and charges relating to their programme of study and that they are in a position to pay them by their due dates.

Enrolment

1. Places on each course or programme are limited so places are not confirmed until an email of acceptance has been received by the applicant.
2. A place on a programme cannot be reserved without the required deposit being placed. An application is only processed from the point a deposit has been successfully paid.
3. Enrolment is not complete until we have received payment of the programme fees in full and has been confirmed with you in writing.
4. Deposits are payable for each course that you apply for.
5. Places are held for 3 days after an email of acceptance has been sent to the student. Explore Arabic reserves the right to cancel a student’s reserved place in a course if the fees for the programme is not fulfilled within those days. The initial deposit paid will not be refundable.
6. Parents are fully responsible for the enrollment of students under 18 years of age.
7. All programmes and courses require a certain number of seats to be filled before the programme or course can be confirmed. We will always try our hardest to run all of our courses as advertised, but cannot guarantee that courses which do not receive the minimum number of applications required will be able to run. Explore Arabic reserves the right to cancel a course if the minimum required number of students is not met.
8. No contract is made between Explore Arabic and the student, and no booking is valid until Explore Arabic has issued a course confirmation by e-mail.
9. Explore Arabic will do its utmost to provide the arrangements that have been confirmed, but it must reserve the right to modify or cancel any course if unforeseen circumstances arise.
10. Explore Arabic is in charge of handling fees, refunds, and cancellations of events and courses with their partners or institutes.

Cancellations and changes

EA makes in-advance arrangements, agreements and preparations to make its programmes and services run as smoothly as possible and the cancellation policy has been set to facilitate the smooth running of the programme to minimize disruptions.

1. Fees are fully refundable until 90 days before the start date of the programme, from which point, you will be subject to the refund policy below.
2. For package offers with course duration of 6+ months:
   • (a) 80% if cancelled between 90-60 day period before the start date of the programme;
   • (b) 50% if cancelled during the 60-day period before and to the start date of the programme;
   • (c) 40% in Weeks 1-3
   • (d) 25% in Weeks 4-6
   • (e) 10% in Weeks 7-9
   • (f) 0% from Week 10 onwards.
3. For summer/winter programme packages:
   • (a) 100% if cancelled before 10 May (for the summer) or 10 Sept (for the winter)
   • (b) 50% if cancelled between 10 May/Sept and the course start date;
   • (c) 40% after the first lesson
   • (d) 25% after the second lesson
   • (d) 10% after the third lesson
   • (f) 0% from fourth lesson onwards.
4. For courses paid per level (applicable for non-package offers)
   • (a) 50% if cancelled during the 30-day period before the start date of a group course and 50% if cancelled 2 weeks hours before classes start for 1-to-1 courses. 
   • (b) 40% after the first lesson
   • (c) 25% after the second lesson
   • (d) 10% after the third lesson 
   • (e) 0% from the fourth lesson onwards
5. For accommodation (if paid for separately from the package or course):
   1. For 6-month or 12-month commitments
      1. 50% for cancellations during the 30-day period before the check-in date.  
      2. No refunds are due from the check-in date onwards.
   2. For Summer/Winter programmes
      1. No refund is due for cancellations made from 01 June (for summer programmes) or 01 October (for winter programmes). This is regardless of your check-in date.
   3. For monthly bookings:
      1. No refund is due for cancellations during the 30-day period before the check-in date.  
      2. No refunds are due for cancellations from the check-in date onwards.
6. The refund policy applies in the case of zero attendance.
7. Bookings cannot be transferred, and deposits cannot be refunded. After a student has booked, their name cannot be changed. Their names must match the names on their passport.
8. The percentage is applied to the whole programme fee minus the initial deposit. 
9. Week 1 starts from the week on which the set arrivals day falls;
10. The cancellation policy applies even in the case of zero attendance;
11. The cancellation policy applies even if it is due to personal circumstances;
12. The cancellation policy applies even in the case of late registration;
13. You are required to speak to us before withdrawing from the programme;
14. Fees paid for a specific programme are not transferable to other programmes or students; 
15. For packages, only invoices/receipts for the total amount paid can be issued. EA is not required to break down the individual costs of each component of a package due to packages already being a form of a discount, and also due to contractual obligations with suppliers and partnered institutions;
16. If you decide to take less than what the programme offers you in the package (e.g. fewer class hours, you change to private accommodation), you will not be entitled to any refund whether partial or full;
17. Where accommodation is paid for separately (this does not include add-ons):
18. All administrative fees and deposits are non-refundable. Administrative fees include registration fees;
19. By initiating and receiving a refund, you are terminating all services with us including accommodation unless it was not in the package;
20. If the cancellation of the programme is from the part of EA, we will process a refund of the fees paid, minus the registration and transfer/transaction fees (if any). 
21. Refunds can take 3-14 UK workdays to process.
22. Cancelling or modifying booked Private 1-to-1 lessons are subject to the following terms:
    1. For courses on a monthly plan (you are committed to a monthly schedule):
       1. You have to finish the booked hours within the month, they cannot roll on to the next month
       2. Missed classes can only be made-up/rescheduled if the teacher is sick/absent and no substitute teacher is given
    2. For course bookings (on a flexible schedule):
       1. The timetable for the next month can be modified with one-week notice before the next month (subject to teachers’ availability)
       2. 30% of the class hours in the month can be rescheduled with 48 hours’ notice (with a reasonable excuse such as sickness, visa renewal)

Flights, accommodation, visa and residency permits

1. Flights:
1. Flights are not included in the costs UNLESS explicitly mentioned.
2. Students are responsible for booking flights on time and attending the programmes they committed to.
2. Accommodation and utility bills:
1. Accommodation is usually offered as either an add-on or is inclusive of the programme fees.
2. Where utility bills are included with the accommodation, they are subject to a fair usage policy. Where students go over the limit specified by Explore Arabic in their accommodation policy, students will be required to pay the difference, splitting it between housemates fairly and equally where applicable. In all cases, students are expected to use electricity, water and gas reasonably. The limit is specified in the housing policy and is adjusted if living costs change drastically. The limit is average and is proportional to the number of students living in the accommodation.
3. While Explore Arabic will always support its students as best they can to obtain a visa/residency permit via cooperation with its partners and agents in the countries where programmes are run, it cannot guarantee students’ visa/residency applications will be successful as the matter is unpredictable for certain countries.
4. Visas/residency permits are not issued by Explore Arabic UNLESS explicitly mentioned. Students are responsible for applying for their visas and renewing them.

General Programme Rules

1. Students must be present at their destination country before or on the programme start date or as requested by Explore Arabic.
2. Before the start of the program, students must take a level placement test. The results will be used to place students in the correct program level.
3. Students must be on time for all classes, activities and excursions on the schedule.
4. Students must look after the accommodation they are allocated. They must show respect for the belongings of their peers and be respectful at all times to members of staff.
5. Students must pay for any damage to property, equipment or rooms.
6. Any form of bullying, racism or intimidating behaviour is not tolerated. Offensive and unacceptable behaviour can result in dismissal from the programme altogether (with no refund).
7. Explore Arabic is not responsible for any activities students involve themselves in outside of the programme. They reserve the right to dismiss the student from the programme, without notice and without a refund, if they are involved in illegal or political activities.
8. Students are not allowed to participate in any political activities whilst enrolled with Explore Arabic due to the sensitive nature of the matter.
9. Explore Arabic expects its students to abide by the student policies of its partner institutes in terms of absences, lateness and exams. This would differ between institutes.
10. If for any reason students decide they would like to attend a different institute during the programme, they are free to do so but at their own expense and are not entitled to a full or partial refund.
11. We expect all of our students to respect the cultural sensitivities of the society they will be living in through their speech and actions.
12. Unless special arrangements and an explicit agreement in writing were made between Explore Arabic and parents/guardians, students under 18 are the full responsibility of their parents/guardians during the programme. They are required to undertake the necessary measures to ensure their safety and well-being whether that means being present in the country the child is studying in or arranging someone to look after them. 

Discounts

1. Referral discounts are applicable on some programmes only and it will be mentioned on the programme page if the referral discount is applicable for that particular programme.
1. A referral is counted when the person you invite signs up for the programme and pays.
2. Programmes excluded from referral discounts: Year-long programmes.
2. Multiple course booking discounts:
1. Students can claim a 5% discount if they book more than 2 courses at once for themselves (e.g. two short courses). The discount is applied to their second course and any other courses booked after that (and booked at the same time).
3. Only one discount type is applicable at a time.

Giveaways

1. Where the prize of a giveaway campaign is a free place on a programme or discounted fees:
1. The prize is valid given that the minimum number of students for a course has been reached and will be running as planned.
2. The prize is not transferable to another course unless circumstances allow Explore Arabic to exercise some discretion.

Refunds

1. Deposits are non-refundable (unless specified otherwise) as they include administration fees.
2. In the circumstance where Explore Arabic is unable to run a course due to an insufficient number of students or circumstances outside of their control, and are unable to make suitable alternative arrangements, it will refund the fees to the students in full, minus the initial deposit (which partially covers administration fees)

Instalments

1. Where there has been an agreement for programme fees to be paid in instalments, students must fulfil the payments by the payment deadline.
2. Where there is a delay in payment of the fees, Explore Arabic reserves the right to delay or cancel the student’s place in the programme/course.