- DEFINITIONS
(a) In these terms and conditions:
“A Semester’s Notice” means the notice given before the first day of the child’s final semester at the Institute;
“Child” means a child admitted by the Institute to be educated and includes any student aged 16 or over;
“Deposit” means the sum set out in the Schedule of Fees;
“Director of Studies” means the person appointed by the Institute to be responsible for the day-to-day management of the Institute, including anyone to whom such duties have been duly delegated;
“Enrollment Form” means the form provided by the Institute for parents to complete when accepting a place for their child at the Institute;
“Fees” means the fees set out in the Schedule of Fees as amended from time to time.
“Terms and Conditions” means these terms and conditions as amended from time to time.
“The Complaints Procedure” is the Institute’s procedure for the review of the treatment of serious disciplinary matters as amended from time to time for legal or other reasons, or in order to assist the proper administration of the Institute.
“We” or the “Institute ” means the legal entity carrying on as the Institute or its duly authorized representative, as the context requires.
“You” or the “Parents” means such a person who has signed the Enrollment Form as parent or guardian of a child or a person who with the Institute’s written consent replaces a person who has signed the Enrollment Form.
“Fees in Lieu” means Payment of fees in full for the semester in lieu of notice at the rate that would have applied had the student attended and is not limited to the parental contribution in the case of scholarship or bursary;
“Institute Rules” means the rules of the Institute as set out in the Student’s Handbook. A copy of the current version is provided to each student on entry and is available to parents. These rules may be amended from time to time for legal, safety or other substantive reasons, or in order to assist the proper administration of the Institute. Parents will be given notice of such amendments;
“Semester” means a semester of the Institute as notified to parents from time to time and is the period between and including the first and last days of each semester;
(b) The Enrollment Form, the Schedule of Fees, the Institute Rules, the Complaints Procedure, and these Terms and Conditions constitute the terms of the contract between you and Holborn Institute of Technology.
- Enrollment and Deposit
(a) An offer of a place for your child at the Institute is accepted by you completing the Enrollment Form and paying the deposit.
(b) Students can only be accepted and remain as day students in the Institute if they are living at home with their parents who are resident in Abuja unless special arrangements are agreed at initial registration or subsequently. A boarding place can only be changed to a day place with the approval of the Director of Studies, and the student will be expected to achieve the academic standard of the current day entry.
(c) The deposit is not refundable if your child does not take up a place at the Institute and it will be set against any liability for a term’s fees in lieu of notice pursuant to paragraph 4 (a).
(d) The deposit will form part of the general funds of the Institute until it is repaid, without interest, and subject to deduction of any other sums due to the Institute on your child leaving the Institute.
(e) The deposit may be applied or appropriated at the Institute’s discretion towards any fees or other sums due to the Institute in respect of the relevant student or any other student who is a member of the same immediate family. In such circumstances, you must upon request pay to the Institute such sum as is then required to restore the deposit to its original amount together with interest at the rate referred to in paragraph 3 as if the deposit had not been applied.
- Fees
(a) Fees for all students cover the normal curriculum including class, books, and stationery. Boarding fees additionally cover the full board. Co-curricular activities such as trips and visits in which you agree in advance your child may participate are charged in addition to the regular fees. Also, all public examination charges shall be charged as separate to the fees. Furthermore, damage caused by your child, other than fair wear and tear, may be separately invoiced and paid.
(b) Each person who has signed the Enrollment Form is liable for the whole of the fees due and any supplemental charges unless the Institute has agreed in writing to look exclusively to any other person for payment of the fees or any part thereof.
(c) Where two parents have signed the Enrollment Form, one of them may withdraw from the contract with the Institute by submitting a semester’s notice provided they have obtained the prior written consent of both the Institute and the remaining parent.
(d) If your child has been awarded a scholarship/bursary, your liability will be for the amount of fees due after taking account of that award. An award may be withdrawn if, in the opinion of the Director of Studies, your child’s attendance, progress or behaviour no longer merits the continuation of the award but any such withdrawal of an award will not operate so as to increase the fees due in respect of a term which has already commenced. Where it appears likely to the Director of Studies that, for academic reasons, an award may be withdrawn from your child, you would be notified in advance. If within fourteen days following the withdrawal of a scholarship or bursary, a child is withdrawn from the Institute, no fees in lieu of notice will be payable.
(e) Each invoice must be paid either in full before the first day of the semester or in accordance with any arrangements agreed with the Institute before the first day of the semester. If any installment is not paid in accordance with the arrangement the whole of the outstanding balance will be immediately due and payable.
(f) We reserve the right to refuse your child to attend the Institute, sit examinations or to withhold any references or other information or property while fees remain unpaid or there is a persistent default in relation to supplemental charges. If all outstanding sums are not paid within twenty-eight days of your child being excluded for this reason you will be deemed to have withdrawn your child from the Institute and the sum due in accordance with paragraph 4 (a) below will be payable. We may make an interest charge of 0.5% per week on any outstanding balance and all administration and legal costs will be charged in relation to fees, fees in lieu of notice and extras that are unpaid by the due date. You consent to our informing any other Institute or educational establishment to which you propose to send your child of any outstanding fees.
(g) The fees will be reviewed from time to time (usually annually) and may be increased by such amount as the Institute considers reasonable. Notice of an increase in the fees will be sent to you one semester prior to the increase taking effect.
(h) Fees and any prepaid supplemental charges will not normally be reduced as a result of absence due to illness or otherwise or if a semester is shortened or a holiday extended by the Institute. In the event that your child takes study leave at home before or during public examinations or stays at home following those examinations, no reduction of fees will be made in respect of such periods spent at home.
- Notice Requirements
(a) If you wish to:
- withdraw your child from the Institute; or
- change your child’s place at the Institute from boarding to a day place;
You should either give a semester notice to that effect or pay to the Institute a semester’s fees in lieu of notice, at such rate as would have been charged for the final semester if a semester’s notice had been given. In cases where notice is not given, the appropriate sum in lieu of notice will become due as a debt to the Institute.
All notices must be given in writing and sent to the Institute’s address, addressed to the Director of Studies.
Notices may not be given by email, but in the case of boarders where postal communication is difficult, notice will be accepted by email providing this has been agreed in advance with the Director of studies.
(b) If you wish to withdraw your child from an activity charged for as supplemental, you should either give a half semester’s notice to that effect or pay to the Institute a half-semester charges for the activity in which your child has ceased to participate.
(c) The institute’s affairs are organised on a semester basis and it is not possible for you to reduce the amount of fees due or to obtain a refund of fees by withdrawing your child or by your child ceasing to participate in an activity part way through a semester.
(d) Your child absenting himself or herself from the Institute or activity will be treated as having been withdrawn by you whether or not you were aware or gave authority for the matter in question.
(e) Provisional notice is valid only when written and accepted in writing by the Director of Studies or a member of the Finance Department.
- Institute Rules
(a) It is a condition of remaining at the Institute that your child complies with the Institute’s Rules as amended from time to time. In particular, you undertake to ensure that your child attends classes punctually and that your child conforms to such rules of appearance, dress, and behaviour as are issued by the Institute from time to time.
(b) The Institute may undertake drug testing of students in accordance with its Drugs and Substance Abuse policy as set out in the Institute’s Rules.
(c) The Institute reserves the right, subject to applicable data protection legislation, to monitor your child’s email communication and internet use for the purpose of ensuring compliance with the Institute’s Rules.
- Disciplinary Procedures
(a) The Director of Studies may in his discretion require you to remove or suspend or expel your child from the Institute if he considers that your child’s attendance, progress or behaviour (including behaviour outside the Institute) is seriously unsatisfactory and in the reasonable opinion of the Director of Studies that removal is in the Institute’s best interests or those of your child or other children. A review of a decision to expel will be in accordance with the Institute’s Rules Relating to the Review of Removal or Expulsion of a student.
(b) The Director of Studies may at his discretion require you to remove or suspend or expel your child if your behaviour is in the opinion of the Director of Studies unreasonable and affects or is likely to affect adversely the child’s or other children’s progress at the Institute or the well-being of Institute staff or likely to bring the Institute into disrepute.
(c) The decision to suspend, require removal or to expel a student and the manner and form of any announcement would be in the sole discretion of the Director of Studies. Under no circumstances would the Institute or its staff be required to divulge to parents any confidential information of the identities of persons who have given information which has led to expulsion or the requirement to remove or suspend, or which the Director of Studies has acquired during an investigation.
(d) Should the Director of Studies exercise his right under sub-clause 6 (a) or 6 (b) you would not be entitled to any refund or remission of fees or supplemental charges due (whether paid or payable) and the deposit will be forfeited. However, in such circumstances, fees in lieu of notice will not be payable and any prepaid fees will be refunded.
(e) The students’ Handbook contains the Institute’s Rules which sets out examples of offences likely to be punishable by suspension or expulsion. These examples are not exhaustive, and in particular, the Director of Studies may decide that suspension or expulsion for a lesser offence is justified where there has been previous poor behaviour. All aspects of the student’s record at the Institute may be taken into account.
(f) The Behaviour Policy sets our acceptable standards of behaviour and this is available on request. The Director of Studies will be guided by these in deciding whether to suspend or exclude a student.
(g) The review of serious disciplinary matters is governed by the Complaints Procedure.
(h) A student who has been withdrawn, excluded, suspended, removed or expelled from the Institute has no right to enter the premises without the written permission of the Director of Studies.
- The Institute’s Obligations
(a) Subject to these terms and conditions, the Institute undertakes to accept your child as a student from the time of joining until the end of his or her programme.
(b) While your child remains a student of the Institute, we undertake to exercise reasonable skill and care in respect of his or her education and welfare. This obligation will apply during school hours and at other times when your child is permitted to be on our premises or is participating in activities organised by the Institute.
(c) In order to fulfil our obligations, we need your co-operation, in particular by fulfilling your obligations under these terms and conditions; encouraging your child in his or her studies, and giving appropriate support at home; keeping the Institute informed of matters which affect your child; maintaining a courteous and constructive relationship with staff; attending meetings and otherwise keeping in touch with the Institute where your child’s interests so require.
(d) We undertake not to subject your child to corporal punishment, or to physical contact except where such contact may be deemed appropriate for the maintenance of good order, your child’s safety or otherwise. Unless you notify us to the contrary, you consent to your child participating, under proper supervision, in contact sports and in other normal sports and activities which may entail some risk of physical injury.
(e) If your child requires urgent medical attention while under our care, we will if practicable attempt to obtain your prior consent. However, should we be unable to contact you we would be authorised to decide on your behalf should consent be required for urgent treatment (including an aesthetic or operation) recommended by a doctor.
(f) We would monitor your child’s progress at the Institute and produce regular reports. We would advise you if we have any concerns about your child’s progress but we do not undertake to diagnose dyslexia or other specific conditions. A formal assessment could be arranged either by you or by the Institute at your expense. You may be asked to withdraw your child without being charged fees in lieu of notice if in the opinion of the Director of Studies we cannot provide adequately for your child’s learning support needs.
(g) The Institute will enter your child’s name for an examination only if the Director of Studies is satisfied that such is in the best interests of your child.
- The Parents’ Obligations
(a) It is a condition of your child’s joining the Institute that you complete and submit a medical questionnaire in respect of your child, and we reserve the right to request a medical certificate. You undertake to inform the Institute of any health or medical condition, disability or allergy that your child has or subsequently develops, whether long-term or short-term, including any infections, and not to send your child to school if clearly, he/she is not well enough to attend.
(b) You undertake to inform us of any situations where special arrangements may be needed in relation to your child.
(c) Day students are required to live with their parent or parents during the semester unless other arrangements are in place which we have first approved in writing. During a semester, boarders must live at the Institute except during holidays and weekends, or where a written request for other arrangements has been made by parents or guardians and agreed to by the Director of Studies. Boarders are not allowed to leave our premises at any time without a member of the house staff’s permission.
(d) If parents live abroad, or may at times be based abroad, a guardian, acceptable to the Institute, must be appointed in this country to take full responsibility for the student when not at school, for instance during holidays. For day students an emergency contact number is required.
(e) The Institute will be entitled (unless notified otherwise) to treat any communication from any person who has signed the Enrollment Form as authority having been given on behalf of both such persons. Unless other arrangements are agreed between you and the Institute we would be entitled to treat any communication from us to any such person as having been made to both of them.
(f) The Director of Studies must be informed in writing of any reason for your child’s absence from school. Wherever possible the Institute’s prior consent should be sought for absence from the school.
(g) We cannot accept any responsibility for the welfare of your child while outside our premises unless he or she is taking part in a school activity or otherwise under the supervision of a member of staff.
(h) If you have cause for concern as to a matter of safety, care, discipline or progress of your child you must inform the Institute without delay. Complaints should be made in accordance with the Institute’s Complaints Procedure.
- Insurance
You must make your insurance arrangements if you require cover for your child’s person or property while at the Institute.
- References and Confidentiality
(a) You consent to our supplying information and a reference in respect of your child to any educational institution which you propose your child may attend. Any reference supplied by us would be confidential. We will take care to ensure that all information that is supplied relating to your child is accurate and any opinion given on his/her ability, aptitude for certain courses and character is fair. However, we cannot be liable for any loss you or your child is alleged to have suffered resulting from opinions reasonably given in or correct statements of fact contained in any reference or report given by us.
(b) You consent to us making use of information relating to your child whilst he or she is at the Institute (including photographs and video recordings) and after he or she has left for the purposes of promoting the Institute to prospective families through our prospectus, website, newsletters and other marketing material and channels, including social media, managing relationships between the Institute and current students, providing references and communicating with the body of former students. The Institute will process personal data about you and your child in accordance with the applicable Data Protection law and the Institute Privacy Policy, a copy of which is available at the Institute.
- Data Protection
For the purposes of the selection and admittance of new students, the provision of education, communication, fundraising, and our community aims, we collect and process personal data about prospective, current and past students and their parents.
Examples include, but are not limited to:
- names, addresses, telephone numbers, email addresses, and other contact detail
- family details
- academic, disciplinary and other education-related records, information about special educational needs, references and examination grades
- education and employment data
- photographic images, audio, and video recordings
- financial information (for the collection of fees, bursary assessment or for fund-raising)
We may also need to process special category personal data concerning health, ethnicity, religion, or biometric data.
Most of the personal data we process has been voluntarily provided to us. In some cases, we will also collect data from third parties, for example, referees, previous schools and professionals or authorities working with the individual child, or from publicly available resources.
Personal data held by us is processed by appropriate members of staff for the purposes for which the data was provided. We take technical and organisational steps to ensure the security of personal data, including policies around the use of technology and devices, and access to Institute systems. We do not transfer personal data outside of Nigeria unless we are satisfied that the personal data will have an equivalent level of protection.
In the course of the Institute’s business, we may share personal data (including special category personal data where appropriate) with third parties such as examination boards and relevant authorities (e.g. the Department for Education).
Some of our systems are provided by third parties, for example, our databases, our website, Parent Portal, or cloud storage providers. These are subject to contractual assurances that personal data will be kept securely and only in accordance with our specific directions.
We do not share or sell personal data to third-party organisations for their purposes.
We will use the data we process for purposes including, but not limited to:
- The provision of education and reporting
- Compliance with legislation and regulation including the preparation of information for inspections by the government agencies
- Operational management including the compilation of student records and the administration of accounts
- Management planning and forecasting, including research and statistical analysis
- Promoting the Institute to prospective families through marketing material and channels, including, but not limited to, our prospectus, website, newsletters and other publications and social media
- Keeping you informed of Institute news and events through our newsletters and other communications
- Maintaining relationships with Old students and the wider school community by communicating with current and former students and/or their parents or guardians, and organising events.
- Fundraising, whether in conjunction with the Parents’ Association or Development Office
- Intellectual Property Rights
We shall recognise any intellectual property rights vested in your child.
- Changes in Ownership
For the purposes of constitutional changes to the Institute or amalgamation, we reserve the right to transfer the undertaking of the Institute to any other natural or legal person, and to assign the benefit of this contract in connection with any such transfer, and/or to amalgamate the Institute with any other appropriate authority or organization and we will inform and consult with all parents in relation to such changes.
- Communications
All notices required to be given under these terms and conditions must be given in writing either by email or post. You undertake to notify the Institute of any change of address or contact details of any person who has signed the Enrollment Form.
- Interpretation
(a) Headings in these Terms and Conditions are for ease of understanding only and do not form part of these Terms and Conditions.
- Jurisdiction and Governing Law
The contract between you and the Institute is governed by Nigerian Law. You agree with us to submit to the exclusive jurisdiction of Nigerian courts.
- Variations
(a) Any waiver of any of these Terms and Conditions is effective only if given in writing by the Director of Studies. The Institute may terminate this agreement on one semester’s notice or under clauses 6 (a) and (b) above.
(b) We reserve the right to change or add to these Terms and Conditions from time to time for legal, safety, or other reasons, or in order to assist the proper delivery of education at the Institute.