University Guardianship Form

University Guardianship Form

Student Details

First Name *

Family Name *

English Name

Date of Birth *

(DD/MM/YYYY)

Nationality *

Gender * MaleFemalePrefer not to say

Email *

Mobile Number

Address in the UK

Passport Number

Place of Birth

Passport Expiry Date

(DD/MM/YYYY)

Parent Details

Father's Full Name

Father's Mobile Number

Father's Email

Father's Address

Father's Nationality

Father's Occupation

Mother's Full Name

Mother's Mobile Number

Mother's Email

Mother's Address

Mother's Nationality

Mother's Occupation

Name and details of contact(s) in the UK

Guardianship

Length of Guardianship Service * 1 term2 terms1 academic year

Guardianship Start Date *

(DD/MM/YYYY)

Guardianship End Date

(DD/MM/YYYY)

Name of University

Name of Course

Other Details

Dietary Requirements / Allergies

Medical Conditions / Learning Difficulties

Hobbies / Interests

Level of English A2 - Pre-intermediate (IELTS 3.0 - 4.0)B1 - Intermediate (IELTS 4.0 - 5.0)B2 - Upper-intermediate (IELTS 5.0 - 6.5)C1 - Advanced (IELTS 7.0 - 8.0)C2 - Proficient (IELTS 8.0 - 9.0)

Where did you hear about UKG?

Other Details

I give consent for: (please tick)

my child to stay in suitable accommodation arranged by UKG if requested

my child to take part in leisure/sporting activities inside and outside the school with the responsible delegate(s)

UKG to act on my behalf to regulate and correct my child's behaviour when necessary

UKG and host family to act on my behalf in case of a medical emergency

UKG and host family to give my child named medication when necessary

my child's photos to be used for marketing purposes

If you will organise your child's accommodation during school holidays, please write details here:

Name, address and phone number(s)

If you will organise your child's transport within the UK, please write details here:

Name and contact details of the person making the transfer

I would like to receive news, offers and important information from UKGuardianship by email

Yes

No

Please read the terms and conditions below *

I have read, understood and agree to the terms and conditions

If you are human, leave this field blank.

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Guardianship Terms and Conditions

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

1. The Responsibility of UKG
1.1. The agreement is valid for the period stated above.
1.2. UKG shall provide the university guardianship services during the period indicated. Any additional services requested by the Parent will incur administration / service fees.
1.3. University guardianship services include 24/7 emergency care and assistance and providing official documents as requested by universities/colleges and authorities only.
1.4. UKG shall not provide guardianship services during summer and winter holidays. Holiday guardianship can be purchased separately.
1.5. UKG agrees to comply to all rules and requirements stipulated by AEGIS (The Association for the Education and Guardianship of International Students).
1.6. 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.
1.7. 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.
1.8. When requested, UKG will arrange homestay accommodation for students. Details of how to make bookings and what to expect from a host family can be found in the Student and Parent Handbooks.
1.9. When requested by the Parent, UKG will arrange homestay accommodation and airport transfers for the Parent during their visit to the UK and charge the Parent the fees incurred. UKG shall not book other accommodation which is not registered with UKG.
1.10. 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 provide UKG and the university with the Student’s travelling plans during university breaks at the beginning of each term.
2.2. The Parent agrees to inform UKG as early as possible if they would like to book additional services for the Student, e.g. homestay accommodation, taxi transfers etc. (at least one month in advance). A fee of 100 GBP is chargeable shall the information be given later than expected. A two-night minimum stay is applicable for all homestay bookings.
2.3. The Parent agrees to check and reply to emails from the Student’s university. UKG is not responsible to bear damages if emails from the university are not read and replied to in time.
2.4. The Parent agrees to comply with the university’s rules and requirements. UKG agrees to report to the university and the Parent shall the Student break the rules, including but not limited to having a longer holiday and staying in a hotel.
2.5. The Parent agrees to bear all bank charges and administrative fees.
2.6. The Parent agrees to ensure the Student’s passport, visa and legal documents are up to date, unless otherwise specified.
2.7. In emergency cases such as student suspension or a student falling ill and having to leave the university (except in the case of a contagious illness), UKG will arrange additional services for the Student, e.g. accommodation or taxi transfers, even if the parent cannot be contacted. In these cases, the Parent agrees to pay the fees for the additional services.
2.8. If a service is booked for the Student (such as homestay, transfer, tutoring), 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.
2.9. 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. Agreement Termination and Refund Policy
3.1. The agreement shall take effect once it is signed and the agreed fee is received in full.
3.2. The guardianship service fee is non-refundable.
3.3. In the case of a visa refusal, an admin fee of 10% of the payment received or the registration fee (whichever is larger) will be charged once a refusal letter is received.
3.4. UKG shall terminate the agreement immediately if the Student is expelled by the university. A refund is not permissible.
3.5. Two-week’s notice prior to arrival in writing is required should the Parent or the Student wish to cancel any arranged homestay accommodation or taxi transfers for a refund to be considered. The administration fees are non-refundable.
3.6. The agreement will be terminated if any of the above conditions are not met and UKG will inform the university that UKG is no longer the Student’s guardian.

4. Change of University
When requested by the Parent or the Student, UKG may be able to transfer the Student to a different University. A placement fee is chargeable. The Parent is responsible for informing the university of any changes and UKG shall not be liable for any penalties charged.

5. Severability
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.

6. 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.

7. 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. When a student is staying with a host family, the homestay (and UKG) will not be liable for any conduct of the student. 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.

8. Force Majeure
In the event that UKG is unable to perform its obligations under the terms of this Agreement, directly or indirectly, because of forces beyond its control, including but not limited to acts of God or government, acts of war or terrorism, fire, natural disaster, contagious pandemic, labour stoppage, equipment failure, or other causes reasonably beyond its control, UKG shall not be liable for damages to the other party for any damages resulting from such failure to perform or otherwise from such causes.

9. Data Protection
10.1. 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.
10.2. 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.
10.3. 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.