We make sure that at OMBS we give clear information about the way the College operates and what is expected of us, our students and our clients. It is important that everyone has available the comprehensive details they need.
- Terms and Conditions of Enrolment
- Data Protection and use of Student Data GDPR
- Terms and Conditions for Student Accommodation
Terms and Conditions of Enrolment
- English Law: This contract is subject to English Law.
- Terms: Fees and charges are payable termly in advance.
- Fees: In addition to the £100 registration fee a £1000 course advance is required by the 31 January or by return if enrolment is after this date. The course advance is deducted off the first term’s fees and is not transferable to a future year and non-refundable in the event of cancellation. Tuition and accommodation (if applicable) fees are due by 31 August, 15 December and 15 March.
- Cancellation: As with any educational establishment OMBS needs to be able to plan accurately, particularly with respect to staff timetabling. As a result, it is necessary to have clear limitations to your rights to cancellation. A course may be cancelled by notice at any time up to 28 days before the scheduled starting date of the course, provided it is made in writing, addressed to the Principal and sent to the Administrative Office by Recorded post. (Where an enrolment occurs less than 28 days prior to the start of the course, cancellation may only be made within 3 working days of the enrolment date). Thereafter, cancellation will entail payment of 50% of the full course fee. Courses cannot be cancelled once you have commenced study.
- Termination: The Principal reserves the right to discontinue instruction if it is felt that the student is totally unsuited for this type of training, or has brought the College into disrepute. In such very rare circumstances we regret that no refund of fees or accommodation charges can be given.
- Accommodation: Fees and charges for College accommodation are payable to the Bursar against invoice. Withdrawal from the use of College accommodation is as per Clause 4 above. The flats/rooms are allocated for the full period of the course to keep charges to minimum. Accommodation cannot be cancelled once the student has commenced study.
- Accommodation Deposit: The College accommodation is NOT an assured shorthold tenancy and does not fall within the tenancy deposit scheme. A deposit will be required from all students in accommodation and this will be repaid after the course has finished subject to any charge arising from damage, cleaning, loss or abuse of property and its contents.
- Medical History: Any previous medical conditions which may affect a student’s course of study should be revealed in confidence to the Principal, prior to enrolment. The contract is voidable by the College where material facts are not disclosed.
- Quality Assurance: As Training Providers, OMBS undertakes to offer a high quality course designed to meet the student’s individual needs and abilities. We offer students a guaranteed timetable delivery and support.
The terms and conditions can be downloaded here – Download the Terms & Conditions of Enrolment
Data Protection and Use of Student Data
1.0 Data Protection Act 1998 and General Data Protection Regulation
- The Data Protection Act 1998 (DPA) regulates the processing of personal data in any format by the Oxford Media & Business School (OMBS), including both digital and hard copy personal data and all other formats. ‘Personal data’ is any information relating to a living individual, and ‘processing’ is any activity carried out involving personal data, including holding and storing it. On 25 May 2018, the DPA will be superseded in the UK by the General Data Protection Regulation (GDPR), which provides individuals with enhanced rights, and imposes increased responsibilities on organisations processing personal data. This statement applies under both the DPA and GDPR.
- This statement establishes the School’s procedures governing the collection and release of student data and is provided to students at the application and registration stages. It includes information about how student data is used, and where it is supplied to other external parties.
- OMBS is the data controller for all personal data that it holds and processes, except where it is done in the capacity of a data processor on behalf of another data controller. Currently the School does not use third parties to process data.
The School’s contact details are:
Oxford Media & Business School, Southern House, 1 Cambridge Terrace, Oxford OX1 1RR – Telephone 01865 240963.
2.0 Notification to applicants and registered students
2.1 OMBS may obtain, hold and process the personal data of students including personal details, family, education and training records, employment information, financial details, and services provided. It may obtain, hold and process the sensitive personal data (the term used by the DPA) and special category data (the term used by GDPR) of students including racial or ethnic origin, religious or philosophical beliefs, and physical or mental health.
2.2 Personal data and sensitive personal data/special category data held by the School relating to students is obtained directly from the student or applicant.
2.3 OMBS holds the personal data and sensitive personal data/special category data of its students in order to implement and manage all services and processes relating to students, including student recruitment, admission, registration, teaching and learning, examination, graduation and other services such as accommodation, student support and careers. Only information required for these purposes is obtained and processed, and without it the School may not be able to provide its services. Information is passed between various sections of the School for operational reasons as is necessary and proportionate for intended purposes.
2.4 Student personal data is collected and processed by the School as it is necessary for the performance of the contract under which the School provides services to students. Some processing activities may also be carried out under a legal obligation (for example, disclosing personal data to external parties under statutory powers), where it is necessary to protect the vital interests of the student or another party (for example, disclosures to external parties to ensure the safety and wellbeing of individuals), where it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority (for example, collecting or disclosing information in order to meet regulatory or statutory requirements), or where it is necessary for legitimate interests pursued by the School or a third party (the legitimate interests will relate to the efficient, lawful and proportionate delivery of services and will not be to the detriment of the interests or rights of individuals). Where any of these legal bases do not apply, the consent of an individual to process their personal data will be sought.
2.5 Where students’ sensitive personal data/special category data is collected and processed by the School this will be on the legal basis of explicit consent of the student, employment or social security/protection requirements, protecting the vital interests of the student or another party, the exercise or defence of a legal claim, reasons of substantial public interest, purposes of medical or health care, or where the information has been made public by the student. Any processing will be proportionate and relate to the provision of services by the School. When this data is used for monitoring and reporting purposes it will be anonymised if possible.
2.6 The School may disclose student’s personal data and sensitive personal data/special category data to external agencies to which it has obligations; for example for council tax, electoral registration, and visa and immigration purposes, and to other arms of central or local government, to the Higher Education Funding Council for England, Higher Education Statistics Agency, Student Loans Company, Office of the Independent Adjudicator for Higher Education, Research Councils, and potentially other such organisations for defined purposes. It may also disclose information to examining bodies, legal representatives, Police or security agencies, suppliers or service providers, survey and research organisations engaged by the School, and regulatory authorities.
If students have unpaid debts to the School at the end of their course the School may, at its discretion, pass this information to debt collecting agencies in order to pursue the debt.
3.0 The School also uses student’s personal data as follows:
3.1 Provide references to education institutions and employers, usually with the consent of the student or graduate.
3.2 Publication of the names of graduating students in the degree ceremony graduation programme.
3.3 Disclose information about students and graduates for the purpose of promoting the School, and to their former schools for the purposes of schools liaison, but only with the consent of the student or graduate if they are personally identified.
3.4 Supply personal and financial details to providers of financial services engaged by the School, for example for the payment of fees, refunds, loans and similar services.
3.5 Disclosing information to external parties for safeguarding and duty of care purposes, for example to medical practitioners and law enforcement agencies.
3.6 Produce degree certificates for students.
3.7 Graduates of the School are still able to access employees of the School eg. the Principal for support and resources, and may be contacted after graduation to offer ongoing support with career plans, including coaching and job opportunities.
4.0 The School requires all students to participate in its attendance monitoring system. For some student groups it is a statutory requirement that the School monitors attendance (for example some international students) and there may be a requirement to report non-attendance to official bodies (e.g. UK Visas and Immigration). It also aids the School in its duty of care and support provisions, as well as enabling the analysis of specific elements of service provision such as space management.
5.0 On graduating, all students automatically become members of Alumni Association. They receive the opportunity to remain in touch with fellow graduates and to be kept up-to-date on School news, events, products, services and opportunities to support the School. If you do not wish to receive these communications you must notify the Registrar – this can be done at any time after you graduate.
6.0 The School does not undertake processes involving applicant or student personal data that include elements of profiling or automated decision-making.
7.0 A basic academic record for individual students will be kept permanently by the School, with more detailed records kept for defined retention periods. Details of the retention periods attributed to different elements of student records can be found in Data retention documents.
If you have any queries about the use of student personal data outlined above then please contact the Principal on 01865 240963.
Individual Rights
8.0 Individuals whose personal data and sensitive personal data/special category data is held by the School have the following rights regarding their data:
8.1 The right to request access to their personal data held by the School.
8.2 The right to have inaccurate or incomplete personal data rectified.
8.3 The right to erasure of personal data – this will only apply where there is no legitimate reason for the School to continue to process the personal data. There will usually be a requirement for the School to keep a basic student record indefinitely.
8.4 The right to restrict the processing of personal data – individuals have the right to block the processing of their personal data by the School in specific situations.
8.5 The right to data portability – students have the right to request provision of some elements of their information (for example academic progress details) in digital form in order to provide it to other organisations.
8.6 The right to object – students can object to the processing of their personal data by the School in certain circumstances, including the sending and receipt of direct marketing material.
All requests to exercise any of these rights should be made in writing to The Principal (Data Protection Officer).
9.0 Where the processing of personal data or sensitive personal data/special category data is based on the consent of the student, they have the right to withdraw their consent at any time by contacting the department or service who obtained that consent or The Principal (Data Protection Officer).
10.0 If a student is unhappy with the School’s handling of their personal data, or believes that the requirements of the DPA or GDPR may not be fully complied with, they should contact The Principal (Data Protection Officer) in the first instance. The School’s formal complaint procedure can be invoked if appropriate, and they also have the right to submit a complaint to the Information Commissioner’s Office; further details can be found at www.ico.org.uk.
Student and Leavers Surveys
You may be included in surveys of leavers in the years after you graduate.
There is not requirement for you to take part in any of these surveys but participation assists the School. If you do not want to take part in any of these surveys please contact the School’s Data Protection Officer.
The Data Protection information can be viewed here – Download the Data Protection and use of Student Data GDPR document
Terms and Conditions for Student Accommodation
Allocation will be based upon the date on which your registration paper was received at OMBS.
You will be notified of your house and room allocation approximately one month prior to course start date, when full details of the location and the inventory will be sent to you.
Accommodation is secured by returning the payment of a £1000 non-refundable and non-transferable, charge against invoice.
OMBS accommodation is on a shared house basis, that is, you have an individual bedroom but share kitchen and bathroom facilities.
The accommodation is equipped to a reasonable standard for your occupation, including the kitchen. You will however be required to bring your own bedding.
Please read carefully the Terms and Conditions of Occupancy on the reverse of this form, sign and return promptly to the College, in order to secure your place in the ballot
These terms and conditions are designed to protect the College, the landlord and other students living in a house, and to make clear to you what your responsibilities are. It is important to remember that you may be sharing the accommodation with other students you do not know; mutual respect and consideration is vital in ensuring good relations with other students and a happy time here.
If there is any behaviour which does not meet these terms and conditions we will in the first instance hold a meeting with the Bursar and the individual(s) concerned. At this meeting a timescale will be given in writing for the resolving of any issues. If there are any further incidents a further meeting will be held with the Bursar and Principal and the student(s) concerned. The student has the right at such a meeting to bring an independent witness who may observe but not take part in the meeting. Again a timescale will be given in writing for the resolving of any issues. If there is a failure to keep to this agreement or any further material breaches of the terms and conditions the college reserves the right to ask the student to leave the property. In such an event there will be no reduction of the students’ obligation to pay rent for the duration of the lease as explained above.
Terms and Conditions of Student Occupation
Accommodation is offered to you subject to receipt of required Course Fees and Enrolment Form. You are required to confirm acceptance of these Terms and Conditions of Student Occupation.
Accommodation Charges (Rent): Charges are payable each term, in advance.
Accommodation Deposit: The College accommodation is NOT an assured short hold tenancy and does not fall within the tenancy deposit scheme. A deposit is required from all students in accommodation and this will be repaid after the course has finished subject to any charge arising from damage, cleaning, loss or abuse of property and its contents. A detailed inventory is taken at the beginning of the period to avoid any disputes over the return of a deposit later.
Access: The College reserves the right to permit the Landlord or anyone authorised by the Landlord to enter the Property (Room) at reasonable hours in the daytime to view this for any proper purpose (including the checking of compliance with the student’s obligations under this Agreement). We will give 24 hours’ notice for this visit. With due cause, access by the Landlord may be made outside daytime hours to deal with any emergency arising with the Property (Room).
Cancellation: As with any educational establishment OMBS needs to be able to plan accurately, particularly in contracting suitable College accommodation. As a result accommodation cannot be cancelled once occupation has occurred and for the full period of your course. It is important to understand that you are entering into a legally binding contract for a particular length of time. This applies whether or not full payment has been made. In the event of a request for a cancellation we will do our best to find an alternative student to take on the room and the liability, but there is no guarantee of this.
Accommodation Ballot: Whilst you will be invoiced for a room in College property, that room will be allocated by the College. You may request a move of accommodation and the College will try to assist.
Keys: A set of keys on a labelled key fob is supplied to you. Please keep these safely as loss of keys will incur a charge.
Inventories: An inventory of your room contents is available at the property for you to check your room and to record the condition on arrival; this is to be returned to the College within 2 days of occupancy.
Insurance: The College accepts no responsibility for loss or damage of your personal possessions during your time at OMBS. It is advised that you take out appropriate insurance cover.
Condition of Property (Room): You are responsible for cleaning your own room regularly and, with housemates, for keeping the communal rooms in a good, clean state. If any items are lost or broken, you will be expected to replace them at the time. Should any appliance need repair then the usual course of action is to advise the College who will arrange for repair or replacement. We reserve the right at our discretion to hire private cleaners to clean communal areas in a house where this is not being done by the students. In such cases this will be at cost to the students in the house, divided equally between them.
Limitations of use: Personal appliances such as hairdryers or kitchen equipment that you may bring for use in the house should be checked for safety and Portable Appliance Test marked. Please do not bring any fires or heating appliances. If, on inspection we discover any portable fires or heaters we suspect of being used without permission we reserve the right to confiscate them. The College will provide a TV licence for the house which will cover your own set if you bring one for your room.
No bikes should be stored in the house, but if you do bring one with you for ease of transport, you must ensure that you have a strong bike lock.
Smoking: The Law requires a NO SMOKING policy within the property. Students face prosecution if they disregard this requirement. Candles are also banned from use in student houses due to fire risk.
Nuisance and noise restrictions: The College has established a good relationship with the Landlord of the houses and the neighbours in the area. Students must take responsibility to maintain this and to give consideration to their housemates and neighbours by restricting the level of noise when playing music or television between the hours of 22.00 hrs and 07.30 hrs.
Pets: No pets are allowed in the house or student room.
Parking: The majority of College houses are in residential areas and car parking at houses are limited. Written permission to park would be needed from the College.
End of Occupancy: Students are required to vacate College accommodation within twenty-four hours of the published course end date. Keys must be returned to the College, detailing the house and the name of the student clearly.
Visitors: Occasional overnight visitors are allowed, however, no visit must exceed 48 hours in any one week. Any visitor is obliged to follow the same rules as the student who has signed the contract. The resident is responsible for the behaviour of their guest.
The terms and conditions for college accommodation can be viewed here – Download the Terms and Conditions for Student Accommodation
