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Terms and Conditions

Information for learners joining a BAES course (August 2020 - July 2021)

Payment of Fees

1. By enrolling on a course, you are agreeing to pay the total fee due for the whole course and any accreditation fee, including all outstanding balances, should you withdraw. This applies to all courses, including those funded by a 19+ Advanced Learner loan. The fee must be paid by the start date of the course or the loan agreed no later than 6 weeks after the start date of the course.

2. To secure your place on a course, all fees must have been paid, an instalment plan agreed or direct debit set up. Payments may be made by cash or card only; cheques are not accepted. Any learner who does not meet the payments for an agreed instalment plan or direct debit will not be allowed to continue on the course and be sent an invoice for the outstanding charges. Any learner over 19 and on a Level 3 course who does not pay the full fee, take out a loan or is eligible for funding will be invoiced for the full cost of the course. The exception is any learner who is 19-24, following an Access to HE course and who does not have a full Level 3.

3. Any additional costs applied by awarding organisations for exam fees will be notified by your tutor.

4. Where there are outstanding fees, other than agreed future direct debit instalments, we may refuse entry to the class and exam registration until such fees have been paid


5. To help you spread the cost of your learning where the cost of your course is £300 or more and is longer than 20 weeks, you may pay by direct debit. 25% of the full cost of your course (course and any accreditation fees) will be taken at enrolment and a direct debit set up for 3 equal monthly payments of the outstanding balance. If you would like to discuss direct debits in more detail, please speak to your centre manager.

6. If your qualification course is over £200 you can pay by 3 monthly instalments, during the first 3 months of your course, provided the course length exceeds the instalment period. For example: if you enrol in August your payments would need to be made in August, September and October. If the fee is not paid following the agreed timescale, you will be invoiced for the monies outstanding.


7. Where fee concessions or discounts are claimed, you will need to provide the necessary documentary evidence to demonstrate eligibility for this fee reduction. Should this not be received within two weeks of the enrolment date, the full fee becomes payable. We will contact you in order to obtain payment via debit or credit card.

Overseas Learners

8. Overseas learners - please note that learners who have not been living in the UK or EEA for at least three years, will need to pay the non-funded rate for any course.


9. If your chosen course is cancelled before it starts, we will refund your fees in full.

  • Where leisure courses are closed after they commence and we cannot offer an alternative, a pro-rata refund will be made to any learner attending at that time who has attended at least 80% of their sessions.
  • Where a course with an accreditation is closed and we cannot offer an alternative, we will refund your fees in full.
  • Refunds may take 28 days to process

10. If you change your mind within ten working days of enrolling and before the course starts, we will refund you the amount you have paid minus an administration charge of £30

11. If you withdraw from a course once it has started, you will not be eligible for a refund.

12. It may occasionally be necessary, for reasons beyond the control of Birmingham Adult Education Service, to change the course tutor, make slight changes to the timing or content of the programme, or move the course to an alternative venue within a reasonable distance of the advertised venue. No refund will be given under these circumstances.

Cancelled sessions

13. Where a session is cancelled, for reasons beyond the control of Birmingham Adult Education Service, such as staff illness or extreme weather conditions, and a replacement session is offered, no refund will be given. If we are unable to offer a replacement session we will refund at the end of the term as applicable.

14. If a class does not reach its minimum number, we may offer you the opportunity to reduce the number of weeks with no corresponding reduction in fee, or we may increase the fee as an alternative to closing the class.

Course Fees

15. Course fees are based on reaching the minimum class number in each case. The class may be closed if we do not recruit the minimum number.

16. Some courses may involve additional costs for materials. These will be outlined on the course information sheet.

17. Learners who join a qualification class late will pay the fee for the whole course. Learners who join a non-qualification class after half term will pay a pro rata fee.

Data Protection

18 Personal information is processed in accordance with the Data Protection Act 2018.

Fees for learners are subsidised by the West Midlands Combined Authority (WMCA) who fund further education and skills training in the West Midlands region. Their privacy notice can be found here:

Learners can refer to the privacy notice is issued by the Education and Skills Funding Agency (ESFA) on behalf of the Secretary of State for the Department of Education (DfE). It is to inform learners how their personal information will be used by the DfE, the ESFA (an executive agency of the DfE) and any successor bodies to these organisations. For the purposes of the Data Protection Act, the DfE is the data controller for personal data processed by the ESFA. Your personal information is used by the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR).

Your information may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it and the sharing is in compliance with the Data Protection Act 1998.

The European Social Fund (ESF) Managing Authority (or agents acting on its behalf) may contact you in order for them to carry out research and evaluation to inform the effectiveness of training.

Further information about use of and access to your personal data, and details of organisations with whom we regularly share data are available at:

You may be contacted after you have completed your programme of learning to establish whether you have entered employment or gone onto further training.

19. All new learners will be allocated a Unique Learner Number (ULN). This ULN is the education equivalent of a national insurance number and is used for life. ULNs are issued to most learners from age 14 and they are used in schools, further and higher education, and particularly when entering exams or accessing the National Careers Service.

20. BAES provides access for learners to online learning materials in some subjects to support learning. These materials are provided by reputable third party suppliers who comply with the requirements of the Data Protection Act.


21. Unless you hear from us to the contrary, please assume that your course will be running.

22. Under the terms of our Attendance and Punctuality Policy, all learners are required to be punctual for their class and to attend regularly. If you are unable to attend a session, please let us know. If we do not hear from you, staff will try to contact you. If you are absent for 3 weeks without contact with us, you will be withdrawn from the course and your place may be offered to someone else.

23. Learners on some courses can have childcare costs paid while they are studying. If you stop attending a course where we have agreed to pay childcare fees, you will be responsible for cancelling the childcare arrangements and for paying any fees owing to the childcare provider from the date you stopped attending the course.


24. Most courses delivered by BAES are fully or partly funded by the West Midlands Combined Authority and most courses are match funded to the European Social Fund.

25. BAES only accepts learners who are under 16 on Family Learning courses where they learn with their parent or carer.

26. All learners are required to sign the Learner Agreement form at the beginning of their course.

27. All learners are required to show respect for staff and other learners and to behave responsibly and safely at all times.

28. We are unable to accept responsibility for any damage to or loss of learner property (including motor vehicles) or work.

29. All learners who enrol on a course with an accreditation must take the related exam or submit the related portfolio to deadline. Anyone who does not take the exam for their course must pay the difference between the course fee paid and the charge for a non-accredited course.

30. By signing the Learner Agreement, learners are agreeing to follow all the policies and procedures of BAES. These may be updated during the academic year to take account of legislative changes and applying best practice.

31. By enrolling on a course with BAES you agree to wear a BAES issued Identification Badge whilst on BAES property or attending a BAES course.


BAES is committed to delivering the courses and programmes of study as described in our course brochures and website. We ensure that information contained on our website and in our publications is correct and up to date. 

Every effort is taken to provide the programmes and services described, however BAES cannot always guarantee the provision of any course or service and we may need to make variations to the contents or methods of delivery of courses, to merge or combine courses, or in some circumstances discontinue courses if such action is considered to be necessary.  

If BAES does need to discontinue any courses, it will use all reasonable endeavours to provide a suitable alternative.


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