Terms and Conditions

Data Protection Statement

Data Protection Act 1998

The information you supply will be used by the Skills Funding Agency, an executive agency of the Department for Education (DfE), to issue you with a Unique Learner Number (ULN), and to create your Personal Learning Record. For more information about how your information is processed and shared refer to the Extended Privacy Notice available on Gov.UK. The information that you provide will be shared with other organisations for the purposes of administration, system requirements and other guidance and statistical research. Other organisations with which we will share information include The Federation for Industry Skills & Standards, Department for Education, Education Funding Agency (EFA), Skills Funding Agency (SFA), Futures, Impact, Higher Education Statistics Agency, Higher Education Funding Council, educational institutions, system suppliers (Tribal), Joint Council for Qualifications (JCQ), participating awarding bodies for the processing of any access arrangement applications electronically via the Access Arrangements Online system (AAO) and organisations performing research and statistical work on behalf of the EFA and SFA or their partners. The EFA and SFA are also co-financing organisations and use European Social Funds from the European Union to directly or indirectly part finance learning activities, helping to develop employment by promoting employability, business spirit and equal opportunities and investing in human resources. At no time will your personal information be passed to organisations for marketing or sales purposes without explicit consent. You may be approached to take part in surveys by mail and phone which are aimed at enabling Education agencies to monitor performance, improve quality and plan future provision. If you are sponsored by an employer or agency or are a full-time student being looked after by a parent, guardian or carer you also consent to the College disclosing information about your attendance and progress with them.

How we use your personal information

The personal information you provide is passed to the Chief Executive of Skills Funding (“the Skills Funding Agency”) and the Department for Business, Innovation and Skills (BIS). Where necessary it is also shared with the Department for Education, including the Education Funding Agency. The information is used for the exercise of functions of these government departments and to meet statutory responsibilities, including those defined by the Apprenticeships, Skills, Children and Learning Act 2009, and to create and maintain a Unique Learner Number (ULN) and a Personal Learning Record (PLR). The information you provide may be shared with other organisations for education, training, employment

and well-being related purposes, including for research. You may be contacted after you have completed your programme of learning to establish whether you have entered employment or moved on to further training. The ULN is required for the administration of services within the education and training sector (such as the issuing of certain qualifications), you cannot opt out of being issued with a ULN. 

You may opt out of sharing your participation and achievement data by contacting the Learning Records Service (LRS) Desk on 0345 602 2589. You will be required to provide some personal details to confirm your identify, which may include your Unique Learner Number (ULN), if known. However, you cannot opt out of the Skills Funding Agency storing your information. Further information about use of and access to your personal data, and details of organisations with whom we regularly share data are available at:

If you wish to opt out of the College disclosing information about your course progress and attendance which will be shared with your parent, guardian or carer then you need to email dataprotectionofficer@nottinghamcollege.ac.uk

Extended Privacy Notice Text

This statement is intended to provide you with information as to how the Learning Records Service will collect and use your personal information and data, and how you can exercise choice in respect of the use of your personal data. The Learning Records Service is operated by the Skills Funding Agency. The Learning Records Service collects data relating to learners registering for relevant post-14 qualifications, for example GCSEs and A-Levels, Entry to Employment Certificates, Regulated Qualifications Frameworks and Welsh Baccalaureate and associated units. The Learning Records Service stores learner participation and achievement data collected directly from awarding organisations. This information is known as the ‘Personal Learning Record’ (PLR). Permitted organisations will have access to your PLR in order to access your achievements, awards and to enable advice and guidance to be provided to you. You as the learner will be able to get a copy of your PLR.

The Learning Records Service provides:

  • a Unique Learner Number (ULN) to individual learners.
  • a Personal Learning Record. Collection of data The Learning Records Service collects data from:
  • DfE, schools and training/learning providers.
  • Information provided by you when enrolling with the training/learning provider.
  • Qualification/unit data held by Ofqual and Qualifications in Wales (QiW).
  • Participation and achievement data held by the Welsh Government.
  • Accredited achievement data supplied by awarding organisations.

Use of data The Unique Learner Number enables education and training sector organisations, and Awarding Organisations regulated by Ofqual in England, Qualifications in Wales (QiW) in Wales and CCEA in Northern Ireland, to share information about participation and achievement in a consistent and approved manner, promoting good information management practice, and helping to improve accuracy and efficiency. This will benefit you through enhancing the application processes to Awarding Organisations, learning providers, learning advisors and other third parties. The PLR will be shared with organisations linked to your education and training, including those organisations specified in Regulations made under section 537A of the Education Act.

Awarding organisations are able to access limited achievement data that we hold about you, in order to verify its accuracy. All organisations that have control of the personal data about you and that we store in the Learning Records Service are required to be registered under the Data Protection Act 1998 and to use your personal information in accordance with the requirements of the Act. These organisations are required to sign relevant agreements and control
documentation that requires them to manage your data responsibly and only to access information where there is a direct relationship between you and the relevant organisation. At no time will your personal information be passed to any organisations for marketing or sales purposes. Permissions for sharing The ULN is required to fulfil statutory requirements for administrations of services within the education and training sector.

You cannot opt out of being issued with a ULN by the Learning Records Service. However, you can opt-out of sharing your PLR.

For details of how you may opt out of sharing your participation and achievement data refer Gov.UK: Useful Information for Learners and Parents: https://www.gov.uk/government/publications/learning-records-service-the-plr-for-learners-and-parents

A consequence of deciding not to allow data sharing of your participation and achievement data contained in the PLR will be that you may need to provide copies of certificates or other information to verify your achievements Reporting inaccuracies on the PLR A major benefit of the Learning Records Service is that you can check that information held about you is accurate and request that any inaccurate data is corrected.

For more information about how to report a problem on your PLR go to Gov.UK: Useful Information for Learners and Parents documents: https://www.gov.uk/government/publications/learning-records-service-the-plr-for-learners-and-parents

Awarding Organisations are responsible for maintaining the currency and accuracy of any achievement data they upload into your PLR.

Sensitive Personal Data 

The Learning Records Service makes every effort not to display any qualification information
which consists of sensitive personal data on the PLR (e.g. data which relates to ethnic origin, physical or mental health, religious beliefs, trade union membership or any criminal offences or proceedings). If you consider that any sensitive qualification data has inadvertently been stored in your PLR, you should contact the LRS service desk. 

Sensitive Learners
The Learning Records Service recognises that some learners have specific concerns about privacy which mean that additional safeguards are required. The Learning Records Service implements a Sensitive Learners Policy to ensure these safeguards are implemented. Security The Learning Records Service recognises the need to keep your information secure and has implemented a Security Policy that provides the appropriate technical and organisational measures aimed at preventing loss of, or unauthorised use of, your information in accordance with Government standards.

How Long Will We Keep Your Data?

The Learning Records Service is intended to provide a life-long record of learning which will be available to you at any time you choose to participate in education or training. Therefore, the Learning Records Service may continue to hold your ULN, PLR and Regulated Qualification Framework and associated data for 66 years and will be reviewed periodically. Updates to this policy The Learning Records Service recognises that privacy and data protection concerns can evolve over time and will keep this policy under review. Any amendments will be posted here and will be notified to learners when they access their PLR.


  • The information you supply will be used by the Skills Funding Agency, an executive agency of the Department for Education (DfE), to issue you with a ULN and your own PLR.
  • Your ULN is a ten digit reference number, unique to yourself for use within education. Please keep this number in a safe place.
  • Your ULN will also be used to collect and share information amongst education related organisations, careers advisors, and college registration and course enrolment staff.
  • Your PLR will include information about your qualifications, awards, training events and learning achievements that you may collect throughout your education lifetime – at all levels and also whilst you are working and learning.
  • Your PLR can be shared with organisations who have a responsibility for providing, funding and serving your education and training.
  • Your PLR record will help you to share your achievements, including any participation of learning, the training institute details and over what period. Please note that you will always be in control of who accesses your PLR.
  • If you have still not reached the age of 16, please discuss this privacy notice explanation with your parent or legal guardian.

Enrolment Conditions


1.0 Payment of Fees

  Tuition Fee
1.1 All EU Full Time and Part Time Students aged 14-18 years(on 31 August) NIL per year
1.2 Full time EU fully funded Students aged 19-23 years NIL per year plus costs*
1.3 Full time EU part funded Students aged 19-23 years £600.00 per year plus costs*
1.4 Full time EU 24+ Students at up to Level 2 (part funded) £600.00 per year plus costs*
1.5 Full time EU 24+ Students at Level 3 or above (unfunded) See guidance for costs*
1.6 Full time EU 19+ Students with Special Fee Remission £100.00 per year plus costs*
1.7 Part time EU Students aged 19-23 years (part funded) NIL per year plus costs*
1.8 Part time EU 24+ Students at up to Level 2 (part funded) £3.25 per hour plus costs*
1.9 Part time EU 24+ Students at Level 3 or above (unfunded) See brochure for costs*
1.10 ESOL 19+ Students £3.00 per hour plus costs*
1.11 PCDL 19+ Students (for Nottm City residents in work) £2.80 per hour plus costs*
1.12 EU Part Time Students aged 19 years and over on partial reduced fee Nil per year plus exam and costs*

* Costs are defined as examination or registration fees related to the main course. Materials fees may also be payable for some courses.

1.13 Non-Vocational Part Time Course Costs Tuition Fee Per Hour

  • Vocational Courses £6.00 + Costs
  • Non-Vocational (Leisure) Courses £4.00 + Costs
  • PCDL Course (for non-Nottm City residents in work) £4.00 + Costs

1.14 Course fees shall be payable in advance of commencement of the course, unless payment by instalments is agreed in advance (payment by invoice will incur a £20 administration fee).

1.15 Principal liability for payment of the Fees shall at all times lie with the Student. In the event that a third party has actually paid the fees in full on behalf of the Student, the College may at any time require that the Student personally make payment of all or any part of the Fees not paid by a third party. In particular (but not so as to limit the generality of the foregoing) the College may so require in situations where any third party has agreed to pay all or any part of the Fees on behalf of the Student and fails in fact to make such payment within eight weeks of commencement of the Course.

2.0 Refund of Fees

2.1 Refunds can only be given in the following cases:-

  • Course Cancellation: If the College cancels the course at any point before or during the course, the College will automatically refund the tuition fee.
  • Course Alterations: If the College significantly alters the content, scheduling or academic aims of course at any point before or during the course which results in the student leaving the course, the student is entitled to a refund of the tuition fee.
  • Exceptional Circumstances: If a student has to leave a course due to exceptional circumstances, and is able to supply supporting evidence, pro-rata refunds may be considered (note section 1.3 below). Exceptional circumstances are adjudged by the Head of School and include health, maternity and employment grounds. The complaints procedure can also be used if a student wishes to request a refund on quality grounds.

2.2 All dates stated are calculated from the date of written notification from the student of withdrawal from the course.

2.3 Only the tuition fee element of the learner fee can be reimbursed by the College.

2.4 Costs that have been incurred by the College in enrolling a student, e.g. examination costs, registration fees and purchased materials cannot be reclaimed by the student, even if they withdraw from the course, unless the course is closed by the College. Only the tuition
fee element of the student fee can be reimbursed as per the refund policy. Administration fees are non-refundable.

3.0 Administrative Provisions

3.1 Admission to classes is conditional upon the Student producing proof of fees being paid.

3.2 Students should retain the copy of their learner agreement/receipt and their Terms and Conditions which may be required at any time by the College for identification purposes.

3.3 The Student shall notify the College without delay of any change in the details provided by the student on the face of the enrolment form. 

3.4 The Student may not change courses without the express written consent of his or her personal tutor and there shall be no obligation on the part of the College or the personal tutor to give such consent. All relevant forms must be completed at the time of transfer. There may be some additional fees to pay if the course the Student is transferring to is more expensive. Any costs need to be paid before the transfer is complete.

4.0 Academic Regulations 

4.1 The Student shall attend all classes, tutorials and examinations which form part of the Course. In the event of a genuine reason for absence the Student must notify his or her personal tutor immediately. In the event of absence on medical grounds of more than one
week the Student must provide a Medical Certificate.

4.2 Attendance at all classes, tutorials and examinations shall be punctual.

4.3 The Student shall be deemed by the College to have withdrawn from the Course in circumstances where:
4.3.1 The Student is absent from a full-time programme for 4 consecutive classes and tutorials for a continuous period of more than three weeks without the consent of the College.
4.3.2 The Student is absent from a part-time programme for 2 consecutive classes or pro-rata dependent on the duration of the course.

4.4 The Student shall submit all work which is required as part of the Course in accordance with the deadlines set by the College.

4.5 The Student shall endeavour to complete all work required as part of the Course to a standard which is acceptable to the College.

4.6 The College shall not be obliged to mark or consider any work submitted by the Student where the Student fails to comply with the provisions of Clause 4.4 or Clause 4.5, and in the event of a persistent failure to comply with such provision the Student may be required to withdraw from the Course.

4.7 Where a student is deemed to have withdrawn from the Course under the provisions of Clause 4.3 or is required to withdraw under the provision of Clause 4.6, the student shall not be entitled to any refund of the Fees and shall pay any outstanding Fees forthwith.

4.8 Where the College provides the Student with equipment or books relating to the Course (and for the avoidance of doubt the College shall be under no obligation to make such provision), the Student shall return all such equipment and books to the College before the
end of the academic year, or at the date of leaving if the Student leaves early, and in a similar state of repair to when they were received by the Student. The College reserves the right to charge Students for lost or damaged equipment.

5.0 General Regulations


5.2 The Student is expected to behave at all times in a manner which does not adversely affect in any way the legitimate use of the College or its facilities by any other person, which does not cause damage to the College property or injury to other students or staff of the College, which does not prejudice the effective provision of the Course by the College and which does not bring the College into disrepute.
5.2.1 The College/Student Agreement is available from Student Services Receptions and is included in the Student Induction.

5.3 The Student shall be subject to the disciplinary procedures of the College (details of which are available from the Student Services Receptions) where the Student is in breach of any of these Conditions.

5.4 The Student shall indemnify the College against any loss or expense incurred by the College as a result of breakages, losses or
damage caused by the Student to any equipment or the fabric, structure or fixtures and fittings of the College buildings.

5.5 The Student shall observe the College parking regulations, avoid obstructing the paths and roads and restrict vehicle speed to less than 5 mph.

5.6 The College lifts are only for use by persons with mobility impairment.

5.7 The Student shall not place any advertisement on the College premises without the specific written permission of the College.

5.8 The Student shall not engage in gambling on the College premises.

5.9 Students shall not use a mobile phone on College transport, in teaching and learning areas or in examinations.

6.0 Health and Safety Regulations

6.1 Students have a legal duty to take care of their own health and safety and that of other students, and the Student:
6.1.1 Shall at all times take all reasonable steps to discharge this duty; and
6.1.2 Shall comply at all times with the specific Health and Safety requirements and policy determined by the College (whether or not such requirements and policies are made in accordance with statutory provisions); and
6.1.3 Shall not interfere with, damage or misuse any item or equipment which has been provided by the College for the purposes of Health and Safety.

6.2 The Student must report forthwith to a College member of staff any accident which takes place on College premises of which the student is aware and which results in any personal injury or damage to College property whatsoever.

6.3 The Student shall be responsible for the provision of protective clothing (as may be specified by the College) suitable for any class which takes place in any hazardous environment (including but not limited to workshops and laboratories). The College reserves the right to refuse the Student entry to any such class where the Student is not wearing protective clothing.

6.4 If the Student is suffering from any infectious disease, or has been in contact with a person whom the Student knows to have been suffering from an infectious disease, the Student, in order that the health of all students and staff at the College may be protected shall:
6.4.1 Not enter the College premises; or when informing his or her personal tutor of his or her absence pursuant to Clause 4.1, also notify the personal tutor that the Student is suffering from an infectious disease and specify the disease.

6.5 If the Student is disabled, and/or has a learning disability or a medical condition, the Student is requested to inform the College at the time of enrolment.

6.6 The Student shall observe the College smoking policy and may smoke only in those areas which are specifically designated for the purpose. The use of e-cigarettes is not permitted in and around College buildings.

6.7 The Student shall not at any time bring alcohol, banned substances or solvents onto College premises and shall not consume any food or drink in any laboratory or workshop.

6.8 Students should not be under the influence of drink or drugs at any time whilst on College premises.


7.0 Services to be Provided

7.1 The College shall use its reasonable endeavours to provide the Student with an educational service which shall include the following:
7.1.1 A course of classes (and tutorials) designed to prepare the Student for any examination or vocational qualification for which they have registered as a Student.

7.2 Where the number of students studying on the Course falls below a level which in the reasonable opinion of the College is necessary for the Course to continue, the College reserves the right to cancel (subject to the provisions of Clauses 2.1 and Clause 2.2), suspend or merge the course, or to deal with it in any other way which the College believes to be appropriate.

7.3 The College shall not be bound to offer the Student any particular number of classes per week, not to deliver the Course by any particular method and shall be entitled at any time to alter the timetable of the Student, to increase or decrease the number of classes relating to the Course and to alter the methods by which the Course is delivered.

8.0 Security

8.1 As a condition of enrolment students over compulsory school age consent to being searched, with or without suspicion, following guidelines issued by the Department of Education and Skills 2007.

9.0 Library Items inc. DVDS, CDs and Off-Air Recordings

9.1 The Student agrees to be responsible for all items lent to them and to observe the rules of the library service.

9.2 The Student agrees to adhere to the terms of the College ERA Licence and relevant Copyright law and accepts full responsibility for any infringement of their terms – details of these licences and acts are available from library staff.

9.3 The Student will not adapt the recording in any way. 

9.4 The Student will not copy or alter recordings from the DVD or CD. 

9.5 Any recordings borrowed will be used for educational purposes only.

9.6 The Student will not allow any use by any person other than accredited staff or students of Nottingham College

9.7 The Student agrees to fund or replace any recording should it be damaged, lost, stolen whilst on loan to them.

10.0 Liability

10.1 The College accepts no responsibility for any loss or damage to the property (including any motor vehicle or cycle) of the Student whilst on College premises, nor for any personal injury suffered by the Student, unless, in the latter case, caused by the College’s negligence.

10.2 The College hereby expressly excludes liability for any direct or consequential loss which may be suffered by the Student as a result of any breach by the College of these conditions or any other act or omission of the College or its employees or agents.

10.3 In the event that the College is found liable to the Student for any breach by the College of these Conditions or for any other act or omission of the College or its employees or agents, the liability of the College shall be limited to the Fees actually paid (except of liability for death or personal injury resulting from the College’s negligence).

11.0 Circumstances Beyond the College’s Control

11.1 The College shall have the right, without liability and without being deemed to be in breach of these Conditions, to cancel the whole or any part of the Course which it has agreed to provide under these Conditions where it is prevented from providing the same through any
circumstances beyond its control.

11.2 For the purposes of Clause 11.1, circumstances beyond the control of the College shall include (but shall not be limited to) strikes, labour disputes, student sit-ins, civil disturbances, floods, fire, death or absence through illness or injury of staff, unforeseen absence of
staff, damage to buildings and the enforced closure of buildings.

11.3 Where any classes are cancelled as a result of circumstances covered by this Clause 11, the College may attempt to rearrange such classes but shall be under no obligation to do so.

12.0 Entire Agreement

12.1 These Conditions represent the entire agreement between the College and the Student and supersede and replace all prior communications, representations, warranties, stipulations, undertakings and agreements whether oral or written between the parties. 

13.0 Headings

13.1 The headings of the Clauses of these Conditions shall not affect the construction of these Conditions.

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