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General Terms and Conditions 2020/2021

(stated July 2020)

  • Requirements for participation
    The minimum age of the students for all language courses is 16 years and for all students of the Junior Program 11 years.

  • Registration
    Registration for a language course is made by means of a completed enrolment form from the Sprachschule zum Ehrstein in the KOLPING BILDUNGSWERK e. V. (in the following: Sprachschule zum Ehrstein). For the enrolment of minors (under 18) the signature of a parent or legal guardian is required. The contract will become legally binding when the booking confirmation from the Sprachschule zum Ehrstein has been received by the registration applicant.

  • Payment deadlines
    A down payment of € 200 is due for course registration. The entire course fees must be transferred at the latest 30 days before the beginning of the course (for short-term registrations immediately). All bank fees will be charged to the student.

  • Holidays and vacation days
    On weekends and on the following holidays in 2020/2021 language classes will not take place: Dec. 21, 2020 to Jan. 01, 2021 (Christmas Holidays), Jan. 6 (Three Kings), Feb. 15 (Carnival Monday), April 2 (Good Friday), April 5 (Easter Monday), May 1 (Labour Day), May 13 (Ascension Thursday), May 24 (Pentecost Monday), June 3 (The Feast of Corpus Christi), Nov. 1 (All Saints). In addition the school will be closed from Dec. 20 to Dec. 31, 2021 (Christmas Holidays).
    Cancelled classes will not be made up for at a later time (except for evening, semi-intensive and crash courses, and private instruction).

  • Student accommodations
    The Sprachschule zum Ehrstein provides private accommodations for those who wish them. As a rule students move in on a Sunday before the beginning of their course and move out on Saturday after the end of their course. Any exceptions to this arrangement must be approved by the language school and will incur additional fees.
    If the type of room desired by the student is booked up, the Sprachschule zum Ehrstein will arrange to find another room in a different category. If the student wishes to change to another room and the Sprachschule zum Ehrstein is able to arrange it, an administrative fee of € 90 will be charged. Rental costs caused by short-term room changes will also be charged to the student.
    The school charges a fee for arranging an accommodation. This fee is included in the price of the accommodation. After a down payment of € 200, the room reservation is binding. The remaining payment for the accommodation is due at the latest on the day the rental lease starts.
    Before moving into the room the student must pay a room deposit of € 200 which will be refunded to the student after moving out. The student is responsible for the maintenance and cleanliness of the room for the duration of the lease. Upon termination of the lease, the living quarters including kitchen and bathroom must be left tidy and clean. By failure to comply with these conditions the student must bear all cleaning and repair costs after moving out. Students are also liable for all damages caused during their stay.
    An overnight stay of guests in the student's room requires the explicit approval of the landlord. Any offence against the house rules of the landlord will lead to an immediate cancellation of the rental agreement without any claim for compensation or reimbursement for the renter.

  • Changes in booking
    Once a booking a booking has been confirmed and paid no changes can be made. In particular a change from a group instruction to single instruction is not possible.

  • Withdrawals and cancellations
    Withdrawals from the original booking must be made in writing. Withdrawals made up to two weeks before the beginning of the course are subject to a cancellation charge of 30 % of the course fees. Cancellations made in a period of less than 2 weeks before the beginning of the course will be charged 50 % of the course fees. Bookings in connection with visa applications are subject to special regulations (see below). Independent of the time when the cancellation is made, the Sprachschule zum Ehrstein retains the right to charge for costs arising from accommodations, food or other costs from outside services.
    Once courses have started and students have moved into their accommodations, cancellations are no longer possible. For the student who do not appear and terminate an already booked language course, there can be no refund of the course fees or the accommodations costs.
    For the booking of a 3 month intensive course a vacation break from class of one week is possible. A formal request must be made to the school secretary at least one week in advance. The student is individually responsible for catching up any missed class time.
    For private lessons the following rules apply: schedule changes must be approved by the school secretary. By short-term cancellations made by the student less than 24 hours before class, no replacement or refund is possible.

  • Visa, Registration Confirmation
    Before issuing a letter of acceptance for visa applications, the language school requires that the full payment for the course fees be made by the student. Along with the letter of acceptance, a visa application must be made in the required time at the German consulate in the student's home country. If no visa is issued the language school will refund the course fees minus a handling charge of € 200. A requirement for a refund, however, is the immediate notification of the language school by the applicant and the presentation of a written rejection notice from the German authorities.
    Handling fees collected by the language school for arranging admissions to the university will not be reimbursed if the visa is not granted by the consulate or if the university refuses the applicant.

  • Course Level Placement
    The course level of a participant is determined by a written and oral placement test conducted before the beginning of the language course. All level determinations are conditional and subject to possible later changes.

  • Attendance Requirement
    All language students are obliged to attend class regularly and comply with the prescribed class times. If a student misses more than 20 % of class time, they cannot receive a certificate. An attempt to make up for lost hours is not possible.

  • Number of participants and hours
    The minimum number of students in a class depending on the course is 4 or 5 participants.
    When the minimum number of participants is 5 and there are less than 5 in the class the number of hours will be reduced as follows: for 4 participants a reduction of hours to 80 %, for 3 participants a reduction to 60 %, for 2 participants a reduction to 40 %, and for 1 participant a reduction to 20 %.
    When the minimum number of participants in a class is 4 and there are less than 4 in the class, the number of hours will be reduced as follows: for 3 participants a reduction to 75 %, for 2 participants a reduction to 50 %, and for 1 participant a reduction to 25 %.
    By the reduction of course hours there is no reduction in course fees. In exceptional cases the maximum number of participants allowed for a class can be exceeded for a short time. The school reserves the right to make changes in its programme (such as changes in class times).

  • Language Student's Obligations and Insurances
    The Language student is obliged to help in correcting deficiencies as they occur. This means in particular that problems should be reported immediately to the school secretary's office or to the school management in order to rectify the situation.
    The language school recommends that students take out health, liability and cancellation-of-travel insurance.

  • Personal Data
    All personal data the school obtains from students will be handled according to German data protection laws.

  • Special Agreements
    In individual cases special agreements can be reached which differ from the above stated General Terms and Conditions.

  • Court of Jurisdiction
    German law applies to all agreements and contracts. The Court of Jurisdiction is Freiburg im Breisgau.
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