If a student cannot obtain a visa they may cancel their course.
Cancellation due to inability to obtain a visa = Full refund minus €100 cancellation fee
Note: Students must provide evidence of visa refusal
Cancellation of course for other reasons
Refunds will be given at the discretion of Clare Language Centre management. Each case is dealt with on an individual basis. The following conditions apply:
Over 4 weeks prior to commencement date = Full refund of tuition fees
Within 4 weeks of commencement date = 50% refund of tuition feesCancellations are only permitted prior to the date on which services commence. Please note
that the term ”services” refers to all parts of the booking and not just to the course booking.Where a student does not commence services and no prior notification is received by the School no refund can be made and the full amount as invoiced is due.
After commencement date = no refund
Where a student has commenced services and then leaves for any reason, no refund can bemade. Credits will only be allowed at the discretion of the management of Clare Language Centre.
Notification of cancellation must be received in writing (letter/email) during normal office hours in local time in Ireland (08:30 to 17:00).
Approved refunds will be sent within 20 days of notice of cancellation. Sending bank chargeswill be deducted from the balance being refunded.
At Clare Language Centre student attendance is monitored closely to ensure that all students are able to maximise their learning opportunities and successfully complete their course. Students are strongly encouraged to attend 100% of classes to ensure successful academic outcomes but a minimum of 85% attendance is required. When students miss a class session, they miss an opportunity for learning.
They also cause some disruption for the other students in the class as they will have gaps in their knowledge which are required building blocks for further language development.
Punctuality and Attendance
We monitor the attendance of non-EEA students on Academic Year courses to ensure that they meet the requirements of their student visa as set out by the Department of Justice. It is a legal obligation for those who have come to Ireland on a student visa to attend a minimum of 85% of the course they have enrolled in.
It is the student’s responsibility to attend classes and inform the school if they are unable to attend for some reason.
Students can request an update on their attendance rate any time by emailing the academic department on [email protected]
Procedure for Recording Attendance
During each class the teacher will manually record student attendance on their class attendance list. Attendance by students is defined as attending the full designated tuition hours. Therefore, arriving more than 15 minutes late or leaving more than 15 minutes early means the student is marked absent for the class or classsegments.
Manual attendance sheets are submitted by teachers to the academic departmentat the end of each week. On a weekly basis, the Academic Manager is responsible for digitally recording attendance on the school data system.
Absenteeism – Academic Year Students
Please note that it is the responsibility of the individual student to ensure that the contact details Clare Language Centre holds are up-to-date.
First Warning Email
Students who have completed 4 weeks, and whose attendance is below 85% will receive an email as an initial warning for them to improve their attendance rate.
Second Warning Email; Notification to INIS
Any student who has completed 6 weeks, whose attendance is below 75%, will receive a second email warning. An email will be sent to INIS informing them of thestudent’s low attendance rate. This is in accordance with Department of Justice regulations.
The student will be given one month to bring their attendance up to 85%. If their attendance is too low to allow them to bring their attendance up to 85% they must have full attendance for the month.
First Warning Letter; Meeting with Academic Manager
Following the second email warning, If the student fails to bring their attendance up to the minimum level of 85%, or fails to have full attendance for the month, they will be issued with a warning letter.
The first warning letter will outline the student’s low attendance rate giving instructions on contacting the Academic Manager to discuss their situation. A student who is issued with this letter must meet with the academic manager beforereturning to class.
The student must have full attendance for the month. Students who fail to have full attendance for the month will be issued with a second warning letter.
Second Warning Letter
If a student who has been issued their first warning letter fails to have full attendance for the month, they will be issued with their second warning letter.
Students that have received a second warning letter must have 100% attendancefor the following month, if they miss any day or part of a class they will be expelledfrom the school immediately.
Absenteeism – Short Term Students
EEA students or students on a Visa for less than 90 days will also have their attendance recorded. Failure to attend classes will result in your inability to attain the level of English you set out to achieve. If you do not attend a minimum of 85% of classes, you may not receive end-of-course certification.
Holiday and Sick Leave Policy Holiday Arrangements: Academic Year Programmes
Our long term academic year courses on the internationalisation register are designed for students to take a minimum of 25 weeks of study over an 8 month period. Students enrolled on these courses may require sick leave and/or holidays.
On enrolment, Clare Language Centre gives each student their tuition schedule. This includes a holiday plan. Where feasible, academic year students are given holidaysfrom June to September and during the Christmas period.
New students are given one opportunity to amend their assigned holidays duringtheir first week. The holiday timetable agreed in the first week at school will be recorded for the GNIB (Garda National Immigration Bureau) and cannot be changed.
Students must have completed at least 6 weeks of their course before will be granted.
Students cannot take holidays in their final 4 weeks of tuition.
Holidays must be for a minimum of 1 full week.
Holiday periods granted cannot exceed 1/3 of the course time elapsed. For example, after the first 9 weeks of your course, you can take a maximum of 3 weeks holiday. The only exception to this is when the school is closed for Christmas holidays.Holiday Arrangements:1 – 24 Week ProgrammesGenerally, no holidays are allowed for students who are studying on courses that are less than 12 weeks.One week’s holiday is allowed for students who are studying on courses from 12 to 24 weeks. Please request your holiday by email to [email protected]. You must request the holiday at least one week in advance. Please note that holidays won’t be given after the week has already begun.School HolidaysThe school is closed during public holidays and for 2 weeks over the Christmas period.
New Year’s Day (1 January)
St. Patrick’s Day (17 March)
First Monday in May, June, August
Last Monday in October
Christmas Day (25 December)
St. Stephen’s Day (26 December)Sick LeaveIf a student cannot attend class because they are ill, they must notify the academic in the school by email to [email protected]
When a student returns to class, they must submit a doctor’s note including
the number of day’s leave to be awarded. Once this certificate is produced,a student’s attendance will not be affected and the sick leave will be recorded.
Uncertified sick leave will be recorded as absence and will negatively affect a student’s attendance rate.Please note sick days will not be added to the end of course period.Compassionate LeaveStudents may have reason to take an unscheduled break from their studies due to extended personal sick leave, or an emergency visit home due to the death or ill health of a close family member.In this instance, students should contact the school immediately. The application for unscheduled leave must normally be accompanied by documentary evidence, for example, medical certificates from a registered medical practitioner.
Students enrolled on an Academic Year Programme must take an externalexamination at the end of their course.
All Academic Year Programme fees include an exam registration fee. You willbe sent an invoice for your programme fees (including tuition and exam registration) when you apply for a course. These fees must be paid in full in advance of your course.
In accordance with INIS (Irish Naturalisation and Immigration Service – www.inis.gov.ie) these exams are run by an approved external examiner. Grades are authenticated by the approved external examiner. See below forthe list of courses and corresponding entry levels, minimum exit levels and therequired external exit examination.
On the first day of your course your language level will be assessed and you will be advised on the external examination option which best suits your level.You can discuss the exam with academic staff who will answer any questionsyou may have.
You will be asked to sign an external exam agreement with Clare Language Centre.
Clare Language Centre will enter you in for the end of programme exam and the feeswill be paid on your behalf.
Examination requirements are displayed on the student noticeboards in theschool.
Before the exam date, your teacher will discuss your level and which exit examination level you should sit. For example, if you have progressed very quickly from your Entry Level and you are capable of doing an examinationat a higher exit level, you will be advised accordingly.
We encourage students to attend our additional exam information session outside of class time. Please ask at reception for information about upcomingexam preparation sessions.
The result of the exit exam will be recorded digitally by academic staff on theschool computer data system and may be shared with Clare Language Centre staff.
Clare Language Centre are required to provide, on request, a record of your grade to INIS.
List of Academic Year (25 Week) Programmes and Corresponding Exit Exams
Title of Award/ End of Programme exam
Examining / Awarding Body
Number of tuition hours per week
Duration (number of weeks per year)
General English IELTS
IELTS British 15 25 A1 B1-C1 Council
External Examination Agreement
for Academic Year (25 Week) Programme Students
Clare Language Centre endeavours to deal with any complaints or grievances in aspeedy and comprehensive manner. Disputes relating to services provided by Clare Language Centre should be brought to the attention of Clare Language Centre management immediately so that the issue can be resolved as soon as possible.
If a student has a complaint about any aspect of their time at Clare Language Centre, please follow the steps below:
(i) If a student has an issue with the lessons they are attending, they should first speak to their teachers. Examples of complaints might be:
– A student feels that they are not at the right level for their ability
– A student does not feel the material covered in class is relevant to themWhere a student is dissatisfied with the teacher’s response or does not feel comfortable discussing matters with the teacher, they should speak with: Academic Manager – Email: [email protected]
Examples of such complaints might be:
– A course or programme is not as described in a brochure, website or other sales material
– Facilities in the school building are not up to standard
(ii) If a student has an issue with their social programme, they should speak with the student coordinator:Email [email protected]
Examples of such complaints might be:
– A social programme activity that was booked was not delivered as described
(iii)If a student has an issue with their accommodation, they should speak with the Accommodation Manager – Email [email protected]
Examples of such complaints might be:
– A student is placed in a shared room when a single was booked
– A host family does not meet their expectations
– A fellow guest in an accommodation is not suitable(iv) If a student or agent has an issue with another aspect of Clare Language Centre services, they should speak with:Director, Aoife Neylon – Email [email protected] of complaints might be:
– A service that was booked was not delivered as confirmed, for example, a driver failed to
arrive for an airport transfer
– A customer is at a personal loss or injury as a result of Clare Language Centre negligence
– An employee or person contracted by Clare Language Centre has not fulfilled their duties or has acted unprofessionallyOne of the Management team will decide whether or not a complaint is of a serious nature and should be recorded in writing. It is the policy of Clare Language Centre to take a written record of any serious complaint received. The procedure below is followed:
The following information should be noted on a Clare Language Centre complaint form:
– Name of Student/Agent making the complaint and contact details
– Details of complaint or problem, including relevant dates and times
– Any steps taken so far to resolve the issue, including relevant dates and times
– Record of any supporting documents (if relevant)
– Name of staff member dealing with the complaint
– Date and time complaint was logged
The student will be asked to sign the form stating that they agree with the information entered. In the case of agencies, they will be sent an email summarizing the issues raised and asking for confirmation that all the details are correct.
Complaints should be dealt with immediately and within 24 hours of the complaint being logged. If this is not possible a full update should be given to the student/agent involved.
Following documentation of the complaint, the relevant staff member should note actions taken such as investigation of the complaint and resolution, including names of all relevant parties, and dates andtimes of actions taken.
Clare Language Centre staff will then arrange to meet with the student or send an email to the agent to explain how the problem has been resolved.
If the student or agent is not happy with how this problem has been dealt with, the complaint will then be referred to the Director where the complaint will be investigated further.
In accordance with INIS, Clare Language Centre provides Learner Protection for students enrolled on Academic Year Programmes.
Clare Language Centre is an MEI member school. MEI espouse a collective Learner Protection Policy, thereby being able to guarantee to students that they will be able to complete all language courses for which they are enrolled.
The policy is set out as a condition of membership within the MEI Bye-Laws
Section 2.3 (E)
“In the interests of Learner Protection MEI Members must agree that, in the event of an MEI school going unexpectedly out of business, they will accept students whose course of tuition in the closed school has not yet expired. The allocation of such students to member schools will be managed by the MEI office.”
The policy extends to all students that are enrolled with MEI member schools on educational premises that are listed through Accreditation and Co-ordination of English Language Services (ACELS). This combined Academic insurance is included in your course fee. You will not be asked to pay an additional fee.
Clare Language Centre Academic Year (25 week) programmes are for non-native English speakers aged 18 years or older.
To inquire directly about booking our Academic Year programmes or ask a question, contact [email protected]
To confirm a booking, we will ask you to fully and accurately complete and submit the Clare Language Centre Booking form. When we receive the completed booking form we will reply with an invoice detailing the full fees and payment options. All bookings must be confirmed in writing. Non-EEA students will require a letter confirming that you are enrolled on the ILEP Programme for your visa application. On receipt of the full fees, we will send you confirmation of enrolment stating details of your programme, fees paid, and what is included (eg. Medical Insurance, Accommodation, if appropriate).
Before beginning your programme, we will ask you to take our English level test to ensure that you are placed at the correct level.
All non-EEA students are required to have private medical insurance when coming to and residing in Ireland for the purpose of study. The private medical insurance should provide cover for accident and/or disease and should cover the student for any period of hospitalisation.
At registration with the immigration authorities a student is required to have proof of private medical insurance.
Medical and learner protection insurance are provided by Clare Language Centre for all students enrolling on Academic Year (25 week) Programmes. This combined Academic insurance is included in your course fee. You will not be asked to pay an additional fee.
1. To book an Academic year course, you complete a two-page booking form, including the insurance agreement, and submit it to the Clare Language Centre bookings department
2. When payment is completed, we issue you insurance documents such as (i) summary of cover (ii) evidence of cover
3. You use these documents as proof of insurance cover when you are applying for immigration permission or if requested by immigration authorities