Academic Mentoring Booking Form

Mentoring Booking Form

(DD/MM/YYYY)
(DD/MM/YYYY)


Name of exam, date taken, results






Fill in this section if you are under 18


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Mentoring and Oxbridge Preparation Terms and Conditions

This agreement is made and entered into by and between UKGuardianship (“UKG”) and the student (“the Student”) or the legal guardian (“the Parent”) of the Student with the specific and mutual goals of providing the agreed Academic Mentoring or Oxbridge Preparation service. Therefore, it is mutually agreed that:

1. The Responsibility of UKG
1.1. UKG shall provide the service agreed during the mutually agreed dates.
1.2. Any additional services requested by the Parent will incur administration / service fees.
1.3. UKG agrees to comply to all rules and requirements stipulated by AEGIS (The Association for the Education and Guardianship of International Students).
1.4. All members of staff working with children and employed by UKG including external contracted parties, e.g. host families, drivers and teachers, shall meet the requirements set out by AEGIS, especially the DBS checks, previously known as Criminal Records Bureau checks.
1.5. UKG will strive to ensure that suitable consultants and teachers are paired with the Student and act in a professional manner at all times.
1.6. When requested by the Parent, UKG will send a member of staff where available to pay additional visits or attend additional meetings / events and charge the Parent the fees incurred, including but not limited to transportation and accommodation fees.
1.7. UKG agrees to provide the Parent with their office opening and closing hours and work days. Except for emergencies, UKG shall respond only during office hours and work days indicated.

2. The Responsibility of the Parent
2.1. The Parent agrees to check their emails regularly. UKG is not responsible to bear damages if emails are not read in time. To keep the best quality of service, the Parent shall respond to correspondence from UKG in a timely manner. An emergency number is provided when the agreement takes effect.
2.2. The Parent agrees to pass all relevant information to UKG, including relevant school information and parent portal details.
2.3. The Parent agrees to inform UKG with sufficient notice if the Student requires additional tutoring. Full payment must be received by UKG before any lesson arrangements can be made.
2.4. The Parent agrees to bear all bank charges and administrative fees.
2.5. The Student/Parent agrees to provide UKG with as much information as possible to aid UKG in finding a suitable teacher.
2.6. The Parent agrees to ensure the Student’s passport, visa and legal documents are up-to-date, unless otherwise specified.
2.7. If a service is booked for the Student (such as tutoring, homestay, transfer), subsequent services with the same service provider must be booked through UKG. The Parent agrees not to approach or book services with these service providers independently.
2.8. The Parent and Student agree to comply to all guidance and regulations set out in the Student and Parent Handbooks, as well as all of UKG’s Policies and Procedures.

3. Changes to Arranged Lessons
3.1. Changes to one-to-one lessons must be requested by the Student/Parent at least 48 hours in advance in writing.
3.2. If notification is received in line with the above, the lesson can be rearranged to a date agreed with the Student and the Teacher.
3.3. If notification is not received in line with the above, no compensation or refund is permissible.

4. Agreement Termination and Refund Policy
4.1. The academic mentoring service fee is non-refundable.
4.2. The agreement shall take effect once it is signed and the agreed fee is received.
4.3. UKG shall terminate the agreement immediately if the Student is expelled by the School. A refund is not permissible.
4.4. UKG reserves the right to terminate the agreement immediately if the Student behaves in an unacceptable way. A refund is not permissible.
4.5. The agreement will be terminated if any of the above conditions are not met.

5. Change of Teacher
When requested by the Student/Parent, UKG will (in certain circumstances) find an alternative teacher. A transfer fee may be chargeable.

6. Change of School
When requested by the Parent, UKG shall transfer the Student to a different School. A placement fee is chargeable. The Parent is responsible for informing the School of any changes and UKG shall not be liable for any school penalties charged.

7. Oxbridge and G5 Preparation Services
7.1. A mutually-agreed number of face-to-face or online consultations, tailor-made to the Student’s needs.
7.2. Assistance in applying, managing and tracking of university applications, including UCAS applications.
7.3. Recommend suitable universities to the Student/Parent and to reach a consensus with the Student/Parent about the chosen university.
7.4. Designated staff to track the progress of the applications and give Students/Parents regular updates regarding the applications.
7.5. Based on university admission requirements, consultants will give advice on the Student’s personal statement providing that it is written by the Student. However, personal statement writing, translation and rewriting are subject to additional charges.
7.6. Assistance in arranging university entrance examinations or interviews if applicable.
7.7. Assistance in explaining the offer letters, tuition fee payments and admission Terms & Conditions.
7.8. Assistance in university acceptance, as well as payment of the deposit.
7.9. Arrangement of university visits or Open Days.
7.10. Provide advice on university preparations.
7.11. Arrangement of private tutoring sessions if necessary (tuition fees not included).
7.12. Assistance in arranging intensive English language courses, in line with universities’ entry requirements.
7.13. Assistance in arranging short term courses.

8. Oxbridge and G5 Agreement Clause
8.1. The final university application list will be confirmed by both UKG and the Student/Parent.
8.2. The Student/Parent authorises UKG to act on their behalf to communicate with universities.
8.3. The Student/Parent should co-operate with the arrangements for entrance examinations and follow universities’ policies and rules.
8.4. The university deposit, tuition fees and other fees should be paid within the given period. Any overdue payments will be deemed as withdrawing the application and the service fee will not be refunded.
8.5. UKG will not use the personal information provided by the Student/Parent for purposes other than those necessary for the service.

9. Severability
9.1. This Agreement shall be governed by and construed in accordance with the laws of the state and/or country in which the service is to take place.
9.2. If any part, paragraph or any portion of any section of this Agreement is determined to be unenforceable or invalid for any reason whatsoever that unenforceability or invalidity shall not affect the enforceability or validity of the remaining portions of this Agreement and such unenforceable or invalid part, paragraph or portion thereof shall be severed from the remainder of this Agreement.

10. Disputes
This Agreement shall be governed by the laws of the UK and it shall be interpreted on the basis of the laws of the UK. Any disagreements between the Parties and related to the Agreement shall be settled by negotiations. Upon failure to reach an agreement, the disagreements shall be settled in the UK Court pursuant to the laws applicable in the UK.

11. Limitation of Liability: Indemnification
Except as otherwise specifically provided herein, neither party hereto shall be liable for any liability, claims, losses, costs, expenses, injuries, or damages of any nature whatsoever, which the other may be subject to or incur as a result of any activities in connection with this Agreement. Each party shall indemnify and hold the other harmless from and against any liability, claims, losses, costs, expenses, injuries or damages howsoever caused, by reason of any injury sustained to person or property, arising out of, associated with, or reasonably foreseeable as a result of a party’s act, negligence, default, or omission, and shall pay all sums to be paid or discharged in relation thereto. If either party is sued in any court by reason of the conduct of the party as described above, such other party will discharge any judgment rendered in favour of the opposing litigant. Nothing herein is intended to nor shall it relieve either party from liability for its own conduct.

12. Data Protection
12.1. UKGuardianship is fully committed to compliance with the requirements of the General Data Protection Regulation (GDPR) and the Independent Commissioner’s Office (ICO). Therefore, procedures will be followed which ensure that all employees who have access to any personal data held by the company are fully aware of and adhere to their duties under the GDPR and the ICO. Personal information will be stored securely, ensuring that any information kept is adequate, relevant and dealt with appropriately and kept for no longer than its intended use. Our full Privacy Policy can be found here.
12.2. Student information may be requested by schools, universities, host families or tutors if you have booked a service. Submitting the form above will confirm that you are happy for your details to be passed on. You can request a copy of this information from UKGuardianship. Please note that UKGuardianship will never pass your details onto any third parties without your prior consent.
12.3. Personal information of host families or tutors may be sent to you in advance. Submitting the form above will confirm that you will store this information safely, you will never pass any details on to a third party and you will delete the data when it is no longer needed.

UKG reserves the right to make changes to its services and prices.

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