Participation Agreement

THE ORIEL SUMMER INSTITUTE PARTICIPATION AGREEMENT

We are the Provost and Scholars of the House of the Blessed Mary the Virgin in Oxford of the Foundation of Edward the Second of famous memory, sometime King of England, of Oriel Square Oxford OX1 4EW, known as Oriel College, Oxford (Us).

This Agreement applies to the enrolment of participants in the Oriel Summer Institute and the provision of that programme and its terms shall apply to the exclusion of any other terms that You or We may seek to rely on or incorporate.

You and We are bound by these terms upon acceptance by Us of Your application for such enrolment,
You having paid the Fee.

DEFINITIONS

1. In these terms, the following definitions apply:
   a) Agreement: means the legally-binding arrangement that You and We enter into incorporating these terms when You pay the Fees in full and We email You to confirm Your place on the Programme
   b) Intellectual Property Rights: means patents, rights to inventions, copyright and related rights, trademarks, trade names and domain names, rights in get-up, rights in goodwill or to sue for passing off, rights in designs, rights in computer software, database rights, rights in confidential information (including know-how and trade secrets) and any other intellectual property rights, in each case whether registered or unregistered and including all applications (or rights to apply) for, and renewals or extensions of, such rights and all similar or equivalent rights or forms of protection which may now or in the future subsist in any part of the world
   c) Fees: means the fees that You owe Us for the teaching, administration and other academic services related to the Programme
   d) Parent: means any holder of parental responsibility for You if You are under 18 years of age, and who applies for the place on the Course for You or pays Your Fees
   e) Unforeseen Event includes but is not limited to acts of God (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities or threats thereof, nationalisation, government sanction, blockage, embargo, labour dispute, strike, lockout, epidemic, pandemic
   f) ‘We’, ‘Us’ and ‘Our’: means Oriel College, Oxford
   g) ‘You’ and ‘Your’: means You, the student, who will be attending the Programme.

   APPLICATION OF THESE TERMS AND PAYMENT OF FEES

2. When We accept Your application for a place on the Programme, You (and if you are under 18 your Parent) enter into a legally-binding contract with Us. This Contract requires You to abide by the terms set out below, as well as any of Our rules and regulations and academic requirements that are relevant to the Programme.
3. Please read these terms carefully before You submit Your application to Us. These tell You who We are, how We will provide the Programme to You, how You and We may change or end the Agreement, what to do if there is a problem, and other important information.
4. You can contact Us by writing to Us by email at summerinstitute@oriel.ox.ac.uk.
5. If We have to contact You during the admissions process We will do so by writing to You at the email address You provided to Us in Your application.
6. Please note clause 31 below. The Programme is conducted in the English language. You may apply for a place on the Programme before submitting evidence of Your proficiency in English, but if You do so, You must submit Your valid evidence of proficiency at least three (3) months before the Programme start date and if You fail to do so, £500 of the Fees You pay us (Your non-refundable deposit) will not be refunded.
7. Our acceptance of Your enrolment will take place when We email You a confirmation email to confirm that We have received full payment of the Fees, at which point a contract will come into existence between You and Us.
8. If We are unable to accept Your application, We will inform You by writing to You at the email address You provided to Us in Your application and reimburse You any Fees You paid on submitting Your application.
9. When We use the words “writing” or “written” in these terms, this includes emails.
10. You acknowledge that Your place on the Programme shall only be secured after You have paid the registration Fee invoice which shall be issued when We confirm your participation.
11. You shall answer all questions during Your application truthfully and all attachments need to reflect the truth. You confirm this upon submitting Your application. If You have provided Us with information which is later found to be untruthful, We reserve the right to cancel and set aside the Agreement with You. No refund of Fees will be made in such cases and no costs, including but not limited to travel arrangements, will be reimbursed.
12. All Our admission decisions are final. The payment of all or part of the Fees does not oblige Us to accept Your application for enrolment and any Fees paid will be reimbursed if We do not accept Your application.

13. The Fees must be paid at the time of booking in response to our invoice. All payments must be made in pounds sterling and include VAT and other applicable taxes. Any currency conversion costs are to be paid in addition by You.

    CANCELLATION BY US

14. We may cancel the Programme if:
    a) there are not enough applicants enrolled on it and it is not commercially viable for Us to run the Programme, or
    b) the Programme’s teaching staff fall ill or for other reasons outside Our control are unavailable to teach, and no suitable alternative(s) is / are available, or
    c) an Unforeseen Event means that We have to cancel the Programme.
15. We will notify You about cancellations or postponements as soon as possible.
16. If a Programme that You are registered with is cancelled or postponed then where possible We will offer You the choice of a place on an alternative Programme.

17. If You do not wish to accept the offer of an alternative Programme, except in the case of cancellation due to Unforeseen Events, We will provide a full refund of the Fees to the extent these have been received by Us. Unfortunately we cannot be responsible for any non-refundable travel or other costs You may have incurred, nor for cancellation due to Unforeseen Events and we suggest You obtain suitable insurance cover.

    CANCELLATION BY YOU

18. You have the right to cancel Your enrolment with Us for any reason within a period of 14 days from the day after the day We email You to confirm that We accept Your enrolment and that We have received payment in full of Your Fees (Cancellation Period).
19. To cancel Your enrolment, You must clearly inform Us of Your decision to cancel before the relevant Cancellation Period has expired. You may do this by email to summerinstitute@oriel.ox.ac.uk
20. Where the Cancellation Period would normally end on a day which is a Saturday, Sunday or a public holiday, the Cancellation Period will be extended so that it ends on Our next working day.
21. Effects of Cancellation during the Cancellation Period:
    a) If You cancel during the Cancellation Period, We will reimburse Fees received from You no later
    than 14 days after the day on which We receive notification of Your decision to cancel
    b) We will make the reimbursement using the same means of payment as You used for the initial
    transaction
    c) If delivery of the Programme begins during the cancellation period, We may deduct from any
    reimbursement an amount for the supply of the Programme for the period for which it was
    supplied, ending with the time when You told Us You had changed Your mind. The amount will
    be in proportion to what has been supplied.
22. If You wish to cancel Your registration on the Programme after the Cancellation Period has expired your fees (less the £500 registration fee) will be refunded in line with the following schedule:

23. If the reason for cancellation is the refusal of Your visa application and the reason for refusal is not ‘fake or forged documents’, a refund of your fees (less the £500 registration fee) will be provided.

24. Bookings are non-transferable to another person.

    THE PROGRAMME

25. Payment of the Fees in accordance with these terms entitles You to the services described in the Programme materials, as well as the available Programme facilities necessary to attend the Programme. Unless indicated otherwise, Fees do not include any other services, including but not limited to, travel costs, visa costs, subsistence during Course days, insurance including health insurance or services or other costs that might arise prior to or during the Programme. We recommend You take out suitable insurances at Your own initiative and cost.
26. Every effort is made to ensure that all information relating to the Programme is correct at the time it is issued and We will seek to deliver the Programme substantially in accordance with the description set out on the Programme web page which can be found here: www.summerinstitute.oriel.ox.ac.uk.
27. There may be situations in which it is desirable or necessary for Us to make changes in the Programme provision, either before or after Your enrolment. We therefore reserve the right, subject to 23 above, to:
    a) Make reasonable changes to the timetable, location or academic staff specified
    b) Make reasonable changes to the content and syllabus, or
    c) Use selected third party providers when delivering the Programme.
28. The views expressed and information provided by Our employees and any materials provided to You during the Programme are intended solely for the purpose of providing You with the services outlined above. They are not intended as advice to be relied on in other contexts, for example in connection with a business that You are running or are intending to run. We do not accept any liability if You do rely on such views, information or materials for purposes other than the Programme. You must not use any such materials provided by Us for any other purposes than the ones set out in these terms. In particular but without limitation, use is not permitted for (i) any commercial purposes; (ii) as Our official view or opinion; (iii) for dissemination without Our agreement, in particular on social media.
29. You will be solely responsible for determining whether the Programme is sufficient and suitable for Your needs. We do not provide any guarantee in respect of the standard of Your abilities on completion of the Programme.
30. The Course is not formally accredited, whether by Us or otherwise, and may not be used (in whole or in part) to satisfy the requirements of the award of any degree or diploma by the University of Oxford. Upon completion of the Programme You will receive a Certificate of Attendance and an Academic Transcript.

31. You understand that the Programme is conducted in English and You are solely responsible for having sufficient English language skills to be able to understand and follow the Programme fully and to communicate with the Programme Director adequately.

    INTELLECTUAL PROPERTY AND USE OF OUR BRAND

32. All materials provided by Us in relation to the Programme (and any Intellectual Property Rights in the same) are and remain Our property or, in case of materials belonging to third parties, of the relevant third party.
33. Ownership of any Intellectual Property Rights created by You will be determined by the standard policies of University of Oxford in relation to the ownership and protection of Intellectual Property Rights created by students. More information is available at: https://governance.admin.ox.ac.uk/legislation/statute-xvi-property-contracts-and-trusts
34. You are not permitted to use our brand or any variation of it without Our written agreement in the form a contract.

35. You agree to the recording and photographing of any parts of the Programme for promotional purposes or to enable Us to monitor teaching, unless You notify Us otherwise in writing prior to the Commencement Date. You agree that we may use such photography and recordings for promotional purposes without remuneration.

    REQUIREMENTS OF STUDENTS

36. It is a condition of your Agreement with Us that You agree to comply with Our applicable rules, policies and regulations are available on our website (https://www.oriel.ox.ac.uk/official-information-and-foi/), and our Institute’s Student Code of Conduct attached as Appendix 1.
37. Any serious or persistent failure to observe any relevant code, regulation or policy may result in you being asked to leave the Programme and in this instance, no refund of Fees shall be given.
38. You must abide by any statutory and regulatory requirements, including those relating to any visa obligations which may be placed upon You. If You fail to abide by these, or behave in a threatening or aggressive manner, or in a way that adversely affects other students, Our employees or contractors, or bring Us into disrepute through Your actions, We reserve the right to remove You from the Programme or exclude You from Our premises. In such cases, We will not refund the Fees.
39. Both You and your Parent (if you are under 18) agree to the provision of first aid or urgent medical treatment as recommended by a doctor or qualified medical practitioner as necessary.40)
40. In the event of international travel You will visit a travel clinic/doctor to receive additional, country- specific health and travel information, and You will provide a copy of a certification that You do not present any health risks to the public health of the host country.
41. You agree that should You have any legal problems while on the Programme, We will not provide legal assistance to you and you will be solely responsible for obtaining and paying for your own legal advice and representation
42. We strongly recommend against owning or operating motor vehicles (including motorcycles, mopeds, cars and all other motorized vehicles) while on the Programme for reasons including the inherent dangers of driving in a country with different traffic laws, driving habits, and insurance regulations. If, however, You do decide to operate a motor vehicle while on the Programme, you do so at your own risk.
43. You understand and acknowledge that there are inherent health risks associated with travelling, whether domestically or abroad. You are solely and personally responsible for obtaining all health information, instructions, consultations, medical procedures, immunizations and medications appropriate and required by law and/or Us for your intended travel.
44. We will make efforts to accommodate your dietary requirements notified to Us, but You assume all risk and responsibility in relation to your dietary requirements.
45. You assume all risk and responsibility for your medical and medication needs and agree that Oriel College, Oxford has no responsibility relating to this.
46. You understand that if You engage in any recreational activities, such as sports, tours, travel, or any other activities either as part of the Programme, or during free-time outside of the organized Programme activities, that You participate in these activities fully at Your own risk and We exclude all liability in this regard.
47. In the event that You become detached from the Programme group due to failure to meet the Programme group at an assigned time and place, You will bear all responsibility to seek out, contact, and reach the Programme group at its next available destination. You will bear all the costs involved in contacting and reaching the Programme group. We shall not be responsible for any associated costs and shall not be required to take any action to meet You.

48. You understand that if Your participation in the Programme is terminated by the Programme Director for any reason, You will be dismissed with no refund of Fee. If You are dismissed before completion of the Programme, You will be responsible for any and all costs and expenses associated with Your return home. You also understand that if You leave the Programme voluntarily for any reason, including illness, You will be responsible for any and all costs and expenses associated with Your return home and that there will be no refund of any Fee.

    LIMITATION OF LIABILITY

49. Nothing in this Agreement will limit or exclude Our liability for death or personal injury arising from Our own negligence, or for fraud or fraudulent misrepresentation.
50. Otherwise, Our liability to You with respect to the provision of the Programme, the cancellation, postponement, or amendment or the Programme, any negligence, any breach of these terms and conditions, or arising in any other way out of the subject-matter of these terms and conditions, is limited to the amount of Fees received from or on behalf of You in respect of the Programme.
51. Further, Our liability to You with respect to any breach of this Agreement, or arising in any other way out of or in connection with it, will not extend to (i) any indirect losses or damages, or to any loss of profits, whether direct or indirect, even if We have been advised of the possibility of those losses or if they were within Our contemplation; or (ii) any costs or expenses incurred by any person or organisation in connection with travel, accommodation, reservations or other arrangements.

52. We do not accept any responsibility or liability in respect of any damage to or loss of any goods, vehicles or property of any kind brought onto or left at Our premises whether by You or any other person and it is Your responsibility to take good care of Your personal belongings. Any vehicles left on our premises or goods deposited with Us are left / deposited at Your own risk and without any obligation on Us. We recommend taking out insurance, as We do not provide any insurance cover to You.

    HOW WE MAY USE YOUR PERSONAL INFORMATION

53. We will use Your personal information in accordance with Our data protection policy and privacy notices, which are located here: https://www.oriel.ox.ac.uk/official-information-and-foi/.
54. We will at all times comply with relevant data protection legislation.
55. We will retain Your personal information to contact You with marketing information and other related information that We would normally send to Our alumni.
56. We will ask You to complete anonymous evaluation surveys at the end of the Programme, the results of which We may use externally for marketing purposes.

57. We may take images of students throughout the for the purposes of marketing and promotion. Should you not wish for your images to be published, please notify the programme by emailing summer.institute@oriel.ox.ac.uk.

    MISCELLANEOUS

58. This Agreement constitutes the entire agreement between You and Us and extinguishes all previous agreements and understandings between us.
59. This Agreement and any dispute or claim arising out of or in connection with it shall be governed by the law of England and Wales and the courts of England and Wales shall have the exclusive jurisdiction to settle any dispute or claim arising out of or in connection with it.
60. Should any provision or aspect of this Agreement be found to be unenforceable, all remaining provisions of this Agreement will remain in full force and effect.
61. Nobody else has any rights under this Agreement. This Agreement is between You and Us , and also your Parent if you are under 18. No other person shall have any rights to enforce any of its terms. Neither You nor We will need to get the agreement of any other person in order to end the Agreement or make any changes to these terms.
62. By ticking the box on Our application form You certify that Your agreement to the terms in this Agreement is wholly voluntary. You certify that You are at least 18 years of age or that You are the Parent of a participant under the age of 18 and You agree on Your own and their behalf. You certify that You have read and understood the above.