Policies and Procedures
International Summer School Programme
Students aged between 11 – 17 years old are accepted by Birchwater Education for the
summer school programme. Dates and duration of programme as stated on website.
Non Native speakers are accepted for the international programme only. No prerequisites or prior learning necessary. Admission accepted directly or through agents, teachers or schools.
International students currently studying in a secondary school in EEA and non EEA regions can apply to any available school in Ireland that is a partner of BWE. Individual parter schools set their admission policy independently of BWE . BWE bears no responsibility for students that are unsuccessful in their application process.
Only non-native speakers can apply for English Language courses
All students must be + 18 unless taking part in summer school programmes.
Contact can be made through a variety of means i.e. agents, direct contact with school, web
queries, social media etc.
Awarding Body – Trinity College UK – Integrated Skills in English - all levels available
Documents to be included
Copies of any previous academic records /certificates held
Two passport size photographs
Passport copy and any other documents deemed necessary by the awarding body to Birchwater Education for processing of applications
On acceptance by the academic council a letter of conditional offer will be issued to the student outlining any other documents which may be required and will outline payment methods available to the student to finalise the process. On completion of same, an unconditional letter will be offered, at which time, the applicant may
seek to apply for a visa or travel to Birchwater Education to begin their studies.
Any student who requires special assistance must contact the administrator at Birchwater Education at firstname.lastname@example.org in advance to discuss any issues they may have. Our aim is to ensure you receive the best attention to ensure successful studies at BWE .
Birchwater Education has a lift to all floors and disabled access to all facilities.
English Programme Progression Policy
All students must progress through the levels of English, no student can be placed on a second consecutive programme at the same or lower level than the first one on which they were registered. It is a condition of enrolment that all students are registered with the awarding body and that all students MUST take an end of term exam.
All students must sign a form, on entry, to acknowledge that the end of term exam is a necessity as per ILEP rules and regulations.
Progression may be made through Birchwater Education to local, (LIT, GMIT, NCI) or UK and USA colleges on successful completion og the International Foundation year Diploma Full list on website www.bwe.ie
Protection Policy for enrolled learner – Medical and Fees Insurance
All Non-EU students of BWE must obtain health insurance, this can be
provided through Birchwater Education by O Driscoll O Neil insurance Ltd. EU students who study at Birchwater Education should apply for an E111 card before travelling. This entitles them to the same public health insurance cover as in their own home country.
In the unlikely event that a programme of study is discontinued prematurely
or the college closes all students will be reimbursed by O Driscoll O Neil for unspent fees. This insurance is organised by the college for the student. The cost of both medical and fees insurance will be clearly stated on your invoice
Cancellation and Refund
Bookings may be cancelled up to 2 weeks prior to commencement of course, all fees will be refunded minus a charge of €250 administration.For cancellations, up to 10 days before the course begins, 50% of the full amount will be refunded. There is NO refund for any cancellation within 24 hours of a course beginning. No fees will be refunded due to change of mind of the individual
Refunds due to Visa refusals
A fee of €250 administration applies to cancellations due to visa refusal. Proof of visa refusal must be presented with refund application.
If fees and medical insurance have been purchased on behalf of the student the cost of these may also be non-refundable depending on the companies involved. Further clarification on this issue can be given at the time of purchase
Accommodation Fees paid
Accommodation fees paid are non-refundable within one week of learner arrival. No refunds will be given for leaving early, postponement, cancellation if pre-booked by Birchwater Education on your behalf.
Holidays and Sick Leave
The academic year of Birchwater Education commences in September or January according to the course chosen. This academic calendar is in operation in relation to full time courses. Birchwater Education has two academic periods of entrances for students: September and January. A student entering the language for a period of 1 year at either entrance dates will be in receipt of a 26 weeks full time programme. Applicant for the IFYD will have a 33 week academic year.
The 26-week academic term is divided into two semesters and the 33-week year will be 3 terms.
During the academic term Birchwater Education operates a weekly timetable of 16 / 20 hours of class tuition per week depending on the programme.
Calendar is available online.
Punctuality and Attendance Policy
Random attendance by students is not acceptable at Birchwater Education
International Students (Non EEA) are required to attend 85% of their tuition. Students are not permitted to take holidays/breaks during the scheduled college term. Student holidays and breaks comply with the Department of Justice and Equality requirements at Birchwater Education. An unscheduled break will only be permitted by the college in exceptional cases of illness or close family bereavements.
Unscheduled Break Procedure
Contact the administrator of the college by phone to inform him/her of your reason for absenteeism from college that day.
The student notifies the college administrator of his/her absence on the first day via email email@example.com to by phone 0870956310
In the case of one’s absenteeism being greater than 1-day, due to illness, the student is required to contact the administrator daily.
Failure by the student to make contact with the college within a two day period will result in the student being emailed a written warning re absenteeism. Two written warnings will result in the college enacting the deregistration policy.
In order for the student to be allocated an unscheduled break of ‘Sick Leave’ by the college on medical grounds, the student is required to provide the College Administrator with a Medical Certificate on the first day of return to classes.
If sick leave is greater than a three day period, students are required to email a copy of the medical certificate to firstname.lastname@example.org or post it to the college Once the medical certificate is received the student will be notified via email/text.
No Sick Leave will be granted without presentation of the medical certificate.
If the students’ illness period is extended greater than the dates he/she is certified for he/she will have to contact the college immediately and submit a current and valid
medical certificate. All details of correspondence and medical certificates are documented in the student file.
Failure to comply with this procedure will result in the administrator implementing the attendance policy and has the potential to lead to the deregistration policy being enacted by the College Academic Director
For Close Family Bereavement
A close family bereavement is defined as the death of a Parent/Sibling/Spouse/Child.
The student notifies the college administrator of his/her absence via email email@example.com
Students are allocated a period of one week for compassionate leave.
All students on return to classes are required to provide proof of same to the administrator
Non EEA and European Students travelling home need to provide the travel documentation to the College Administrator prior to leaving. This can be emailed.
All details of correspondence and documentation are filed by the college administrator in students file.
Failure to comply with this procedure will result in the administrator enacting the attendance policy and has the potential to lead to the deregistration policy being enacted by the College Director
The following policy is very important for all students especially visa requiring students.
Students are required to attend all classes, as described on the calendar for their specific programme. Minimum requirement is 85% annually as requested by ILEP.
Punctuality is a necessity
Any student 15 minutes late for class in the morning session will not be given attendance for that class. If a student leaves early from the afternoon classes they will not be given attendance for the afternoon sessions.
If a student is continuously late then they may face expulsion or difficulty in renewing their visa due to lack of the required attendance. All students must sign into classes. All class attendance will be taken by the class tutor and will be signed off on a daily/weekly basis. The attendance is then processed and recorded electronically. A hardcopy of the attendance sheets will be maintained for immigration purposes. End of year attendance is given to immigration also.
student absences longer than two days without explanation will not be tolerated. Student will be contacted by phone by the college administrator.
Should you be ill then a medical certificate is required.
Contact will be made by email following the phone call if no contact is made.
If no contact is made with the student a letter will be sent to the last known address and failing contact from the student this will be followed by two more letters. Failure to respond to the letters will mean automatic expulsion. Student will be removed from the register and INIS will be notified.
If a student is not participating in class or is constantly missing time, leaving early, coming in late they may also face expulsion following the procedure of a discussion with the academic manager and two warning letters. The final letter will be an expulsion letter. No re registrations will be allowed at Birchwater Education. It is extremely important to notify the college should you change address, email, phone number as these are the methods of contact most used with students who are absent.
All students who register with Birchwater Education for English or IFYD classes MUST take the official test at the end of the courses.
This is compulsory. All students will be registered at the beginning of their programme and will receive their examination numbers and registration details within two weeks of beginning with Birchwater Education.
Should this not happen please contact admin.
The exam details will be explained to students on induction day, all details will be clear and concise, the information will also be included in your student handbook.
As part of enrolment with Birchwater Education, all students will be requested to sign an agreement to acknowledge their understanding and commitment to undertake examinations.
This is also a requirement of INIS - all students must be registered and must sit an exam while in Ireland on a study visa.
Timing of exam and dates etc will be available to students on notice boards, given to you by your tutor and will also be sent to you in writing by the administrator either by email or post.
Complaints are dealt with very seriously at Birchwater Education and students are asked to express their dissatisfaction if they wish to do so.
Issues like bullying, harassment, discrimination are dealt with in your handbook and also in induction. If you have issues with classes, tutors, cultural activities or resources available to you please feel free to speak to your tutor firstly.
If you feel this is inappropriate please contact the Academic manager. If you feel this has not been dealt with properly please bring your grievance to the attention of the college director.
There is a grievance form on line and this can be filled out and handed to the college director.
Please be insured that your grievance will be dealt with confidentially and with speed.
Procedure to follow
Speak to your teacher – please allow two working days for the issue to be dealt with.
Speak to your Academic Manager – please allow two working days for the issue to be dealt with
Please keep a copy of details re to whom, where and when you have discussed your concerns
If you are not satisfied with the outcomes of any of the above please print and fill in the grievance form available on the website and send to the College Director.
If your grievance is with the college director please direct your issue to the board of directors. Names available at reception and in your student handbook.
The issue must be dealt with and resolved within a time period of 20 days from initial start date.
All complaints will be dealt with in a confidential manner
Those who are named in a complaint will be given the right to reply.
A full set of Policies and procedures of Birchwater Education are available in reception and also in the directors office if required.
Your safety is most important to us here at Birchwater Education
A certain amount of personal responsibility rests with all of us to ensure our safety etc
A 24/7 number is available at all times to ensure you can be help in a timely manner. Please do not
hesitate to phone this number should you feel the need for help. 0857224273 is the college number outside of office hours, if you find yourself in danger, in trouble,
facing a crisis please call that number. Put it into your phone under ICE – Inc Case of Emergency- if
anyone should find that you need help they will phone this number for you if you are unable to do so yourself. If you have bracelets that show you need certain medication or are allergic to certain things, we advise that you please wear them at all times
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