Terms and Conditions

1. Registration & Enrolment

1.1 Who can apply?

Linguae Mundi and A partner institution language courses are open to all Coventry University and Coventry University College students, staff members and alumni, and members of the public.

1.2 Course levels

The majority of our language courses run at Beginners level. Subject to demand, courses are also offered at post-beginners, Intermediate, advanced, professional and examination levels. For an up to date list of courses, please refer to our online registration system.

Please note that Linguae Mundi and A partner institution course levels do not correspond to Add+vantage module language levels. If you are unsure of your current language level, please complete our language placement test (if available for your course) or speak to a Linguae Mundi or a partner institution team member: linguaemundi.cge@coventry.ac.uk or 024 7765 2985

1.3 Entry requirements

  • Beginners courses - participants should have no previous knowledge of the language. Where participants have previous knowledge, this must be declared on the registration form at the time of enrolling.
  • Other levels – participants must complete the language placement test where available on the online registration system. Where no test is available, participants are responsible for ensuring that they have prior knowledge corresponding to the levels indicated in the module description sheets.

It is the learners’ responsibility to ensure that they have the appropriate visa if required.

1.4 How to enrol

Participants must enrol and pay the course fees via the online registration form.

Please contact the Linguae Mundi or partner institution team with details of any support that you require: 

Upon successful registration, participants will be sent a booking confirmation which is required as proof of registration. If a booking confirmation is not received, it is the participant’s responsibility to contact the Linguae Mundi and A partner institution team. Where participants have an incomplete application recorded on the system or no proof of an automated booking confirmation email, A partner institution and Linguae Mundi reserves the right to refuse a place on the requested course.

2. Payment

2.1 Language course cost

Important notice: all participants registered for a free language course are subject to the nonattendance policy (section 3) and late cancellation policy (section 4). Failure to attend properly or late cancellation will result in a charge. The course cost must be paid online at the time of registration. Any delays in payment may result in the participant losing their place on a course.

2.2 Free language courses

  • Global Leaders Programme (GLP)Members, (Entitled to 3 free language courses/levels, for which you can receive credit from the GLP admin team for attendance of at least 80% of classes), Outgoing Erasmus – Students travelling out of the UK on placements,
  • Incoming Erasmus – Students coming to the UK through the Erasmus Programme - (Entitled to 1 free English Language course during their stay in the UK. Standard student course fees must be paid for other languages). 
  • Participants of Field trips,
  • Students participating in the Global Careers Volunteering programme through the Centre for Global Engagement.
  • Work Experience for Global Employability – Professional/Advanced English. 

All participants eligible for a free Linguae Mundi and A partner institution language course as outlined above are advised that this only applies where early applications have been submitted. A place on a free course is subject to available places on the selected course.  Linguae Mundi and A partner institution cannot guarantee a place for any participant.

All participants registered including those registered for a free language course are subject to the nonattendance policy (see section 3) and late cancellation policy (see section 4). Participants who fail to attend or who cancel late will be required to pay the full course cost.

2.3 What’s included in the course cost?

The course cost covers participation in the selected course only. All Linguae Mundi and A partner institution courses are tailor-made, and the resources are provided by Linguae Mundi and the A partner institution language tutors during the classes. There is no need to buy additional textbooks for this course.

The fee does not cover the external accreditation process or external examinations. Participants learning French, German, Mandarin, or Spanish can choose to take an optional AQA FCSE or other exam such as the DELF, DALF, DELE, or others for an additional fee. Please contact us for details of exam prices, enrolment deadlines and dates.

2.4 Payments

Participants must pay the course cost via the online registration form. All costs must be paid in full at the time of registration. Linguae Mundi and A partner institution does not accept deposits or payments in instalments.

Participants must pay all charges for non-attendance within 30 days of the scheduled end date of the course.

3. Non-Attendance Policy

3.1 Reason for non-attendance policy

The demand for places on language courses and the cost to Linguae Mundi and A partner institution in providing teaching and administration means that every place booked needs to be a place used.

3.2 Attendance

If a student fails to achieve a 70% attendance record for their present course, Linguae Mundi and a partner institution will not be able to issue a Certificate of Achievement. Students must inform Linguae Mundi and A partner institution Administration and their class tutor if they have planned absences or are no longer able to attend their course. Please note, in both cases, participants will not be offered a refund (nor will this be considered when calculating the 50% attendance record).

Global Leaders Programme credits in CS1 will be automatically transferred to the GLP Administration by the Linguae Mundi and A partner institution team.

3.3 Charges

Charges will be incurred due to late cancellation or non-attendance of language courses in the following circumstances:

  • Participants registered for a free or discounted language course who do not attend at least 50% of their provided course classes or who cancel their course after the cancellation deadline will incur the administration fee of £25. This includes outgoing Erasmus students, GLP members, and overseas field trip participants and leaders.
  • Participants who pay a fee at the point of registration who do not cancel their course after the cancellation deadline will incur the full cost of the course. This applies also in the event if the participants do not attend the course.

Participants registered for a free language course are required to pay A partner institution and Linguae Mundi £25 within 30 days of the scheduled end date of their course if they fail to attend at least 50% of the provided classes on that course.

Overseas field trip participants and field trip leaders registered for a free language course are also subject to the non-attendance charge if they fail to attend at least 50% of the provided classes that fall outside the dates that they are on that field trip.

3.4 Attending the wrong class

Participants may only attend classes for which they have received confirmation of a place. Participants who attend classes for which they have not received confirmation of a place:

  • are liable to pay a cost for each such class at a rate proportional to the number of scheduled classes on that course;
  • must inform the tutor of that class and the Linguae Mundi and A partner institution administration team as soon as possible;
  • are not guaranteed to have their attendance in such classes recorded or transferred.
4. Cancellations

4.1 Right to cancel

You have the right to cancel this contract within 14 days from the commencement of the contract. The cancellation period will expire after 14 days from the day of the conclusion of the contract.

To exercise the right to cancel, you must inform us of your decision to cancel this contract by a clear statement (e.g. an email or a letter sent by post). You may use the model cancellation form, but it is not obligatory. You can also electronically cancel all your courses on our website by following the instructions in your booking confirmation email. If you use this option, we will communicate to you an acknowledgement of receipt of such a cancellation by email without delay.

To meet the cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the right to cancel before the cancellation deadline has expired.

4.2 Effects of cancellation

If you cancel this contract, we will reimburse to you all payments received from you. We will make the reimbursement without undue delay, and not later than 30 days after the day on which we are informed about your decision to cancel this contract. We will make the reimbursement using the same means of payment as you used for the initial transaction except for cash and PayPal transactions reimbursed by bank transfer, unless you have expressly agreed otherwise; in any event, you will not incur any fees because of the reimbursement. 

If you requested to begin the performance of services during the cancellation period, you shall pay us an amount which is in proportion to what has been performed until you have communicated us your cancellation from this contract, in comparison with the full coverage of the contract.

4.3 Late cancellation

Please note that participants who cancel their registration for the course after 14 days of being sent confirmation of their registration will not be refunded the course fee in full or in part.

Global Leaders Programme members who cancel their enrolment for a free language course more than 14 days after being sent confirmation of their registration will not be entitled to apply for any further free language courses as a member of the Global Leaders Programme.

Participants registered for a free language course are required to pay Linguae Mundi and A partner institution and £25 within 30 days of the scheduled end date of their course if they cancel their enrolment more than 14 days after being sent confirmation of their registration.

5. Modifications to a Booking

Participants can modify their booking on the online registration system any time before the course amendment deadline. After the course amendment deadline, participants may request an amendment to their course, class, or registration deadlines by contacting the Linguae Mundi and A partner institution Administration. Linguae Mundi and A partner institution cannot guarantee that any requested transfer will be possible. Because the time taken to transfer participants increases as the course progresses, participants must inform the Linguae Mundi and A partner institution Administration that they need to transfer as soon as possible. Transfers will only be made after the first 2 classes in exceptional circumstances. Participants are not permitted to transfer to a different course or class without the prior consent of the Linguae Mundi and A partner institution Administration.

6. Privacy

Data submitted by participants as part of the booking process will be stored and used in line with the Data Protection Act. The data requested will be stored in the UK and might include personal information necessary for Linguae Mundi and A partner institution registration.

Personal data will be obtained only for specified and lawful purposes and will not be further processed in any manner incompatible with that purpose or those purposes.

7. Notice of Defects

If the participants feel that Linguae Mundi and A partner institution has fallen below the standard of service during their language course, they are obliged to inform Linguae Mundi and A partner institution.

Administration immediately and to request a remedy. By disregarding this obligation, the duty of remedy is forfeited. It is recommended that in the event of a complaint, the participant puts this in writing within 14 days from the occurrence of the incident. An acknowledgement to a written informal complaint will be issued within 3 working days of receipt setting out the expected process for resolution. Should the process be not resolved the students are entitled to follow procedure. Members of the public should follow the Non-student Complaint procedure.

8. Liability and Force Majeure

 Linguae Mundi and A partner institution will not be liable in cases where Linguae Mundi and A partner institution is unable to fulfil any services to which it is contractually bound because of events that are outside of its control such as fire, natural disaster, act of government, failure of suppliers or subcontractors, or labour disputes. Participants should not leave personal property unattended in the classroom: Linguae Mundi and A partner institution is only responsible for loss or damage to property if the loss or damage results from our negligence.

9. Refunds

Where Linguae Mundi and A partner institution issue a refund for an online payment, the refund will be made using the method used for the initial payment, with the exception of PayPal and cash payments which will be refunded through bank transfers.

Linguae Mundi and A partner institution shall not be responsible for any other loss incurred by the participant as a result of a cancellation or reschedule.

10. Class format

10.1 Class Schedules

Classes are offered at Coventry University campus, once a week from Monday till Friday from 18:00 to

20:00-20.15 (depending on the course). Summer courses are every evening from Monday till Friday from 17:30 to 20:00 or other intensive formats.

10.2 Minimum Group Size

If the minimum group size of 8 participants for a course is not reached, Linguae Mundi and A partner institution reserves the right to cancel the course. Where a course has been cancelled by Linguae Mundi and/or A partner institution, the participant shall be offered an alternative course

10.3 Tutor Availability

Linguae Mundi and A partner institution reserves the right to cancel a course where that course’s tutor becomes unavailable to teach and where Linguae Mundi and A partner institution are unable, despite a reasonable attempt, to secure a replacement tutor. Where a course has been cancelled by Linguae Mundi and A partner institution, the participant shall receive a proportional refund of the cost paid in relation to the number of classes remaining.

10.4 Rescheduled Classes

Linguae Mundi and A partner institution and reserves the right to reschedule courses where this is not reasonably avoidable. In the unlikely event of this happening, participants will be notified as soon as possible. If a participant is unable to attend the rescheduled course, they can cancel their registration within 14 days of being notified of the alteration. Participants who cancel their course within 14 days of being notified of a reschedule will receive a proportional refund of the cost paid in relation to the number of classes remaining after the date of their cancellation.

10.5 School Breaks and Public Holidays

Linguae Mundi and A partner institution classes will not take place on public holidays or during the University Christmas and Easter breaks. Please note if your class takes place on a Monday and there is a bank holiday during the course, your course will finish one week later than advertised or the classes will be extended till 20:15 to make up for those hours.

11. Conduct

Participants agree to abide by the rules stipulated in the General Regulations for 2014-15, Section 2: Code Conduct while enrolled on  Linguae Mundi and A partner institution  programmes. Inappropriate conduct includes illegal activity or behaviour that deliberately disrupts the learning environment or damages Linguae Mundi and A partner institution property or the property of fellow classmates. Participants in breach of this code of conduct might be given a warning, suspended, or expelled from the programme and will not be issued a refund.

12. Use of Moodle

All attendances are recorded on Coventry University’s Moodle system. In order to record a participant’s attendance, they must first be enrolled on Coventry University’s Moodle system. For these reasons:

  • Participants are required to login to Coventry University’s Moodle system with their Coventry University email credentials as soon as possible after registering for a A partner institution and Linguae Mundi course. For members of the public, this means logging in as soon as they are enrolled as a student at Coventry University.
  • Where a participant does not successfully login to Coventry University’s Moodle system, Linguae Mundi and A partner institution will not be held responsible for not being able to enrol that participant on Moodle or for not recording that participant’s attendance or for any other loss incurred by the participant arising from their attendance not being recorded.
  • If the participant has not successfully logged in to Moodle before the start date of their course, it is the participant’s responsibility to inform Linguae Mundi and A partner institution as soon as possible after successfully logging in.
  • Where a participant does not successfully login to Coventry University’s Moodle system before the start date of their course, Linguae Mundi and A partner institution cannot guarantee that the participant will be recorded as being present for any classes attended during the period leading up to the date on which the participant informs Linguae Mundi and A partner institution that they have successfully logged in.
13. Email Account

Occasionally, non-Coventry University and non-Coventry University College email clients fail to deliver emails sent from Coventry University’s mailserver. For that reason, 

Linguae Mundi and A partner institution reserves the right to email participants with a Coventry University or Coventry

University College email account at that account. Participants who are not affiliated with Coventry

University will receive a Coventry University email account from Linguae Mundi and the A partner institution Administration for the duration of their enrolment with Linguae Mundi and A partner institution.

14. Linguae Mundi Field Trips

Linguae Mundi occasionally offer field trips to countries where learners can practice the language they are learning. There is a separate fee associated with Linguae Mundi field trips, based on the actual costs of the trip.  Linguae Mundi does not guarantee that a field trip will be organised for any given language. Terms and conditions for A partner institution Field Trips need to be discussed with A partner institution directly.

15. Inclusion in Media & Marketing

By accepting Linguae Mundi’s terms and conditions, the participant accepts that Linguae Mundi and A partner institution can freely use all photography, film and sound materials created by Linguae Mundi and/or by A partner institution and Linguae Mundi’s staff during the programme, without seeking further approval from the participant. Any objections to this must be made in writing to Linguae Mundi and the A partner institution Administration.

16. Governing Law and Jurisdiction

This agreement and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation shall be governed by and construed in accordance with the law of England and Wales.

Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with this agreement or its subject matter or formation.

17. Model cancellation form

To Linguae Mundi or the A partner institution:

I hereby give notice that I cancel my contract of sale of the following services:

Ordered on:

Name of participant:

Signature of participant:

Date:

18. Changes to these Terms and Conditions

Linguae Mundi and A partner institution reserves the right to change the present Terms and Conditions without notice in order to comply with legislation or in order to clarify how we comply with legislation.


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