Terms and Conditions
Our updated Terms and Conditions document can be found Here.
Child Safeguarding Statement
Child Safeguarding Statement
Atlantic’s Sustainability policy
Atlantic Language is committing to continuously improving its environmental performance and to minimizing its ecological footprint by striving to achieve the Green Standard Schools accreditation. https://greenstandardschools.org/
We are committed to doing this by adopting the 12 commitments of Green Standard School.
1. Reduce the amount of energy consumed in the school and switch to sustainable energy suppliers where possible
2. Reduce the amount of water consumed in the school
3. Reduce the amount of paper consumed and move towards a paperless operation
4. Discourage the use of pointless plastics by all staff, students and suppliers
5. Reuse and recycle everything brought into the school that can usefully be reused or cycled
6. Reduce the environmental impact of purchases e.g. by using local supply chains
7. Reduce the environmental impact of all marketing activities
8. Compensate for the carbon generated by students and staff travelling to the school – especially international students!
9. Encourage providers of accommodation services to adopt sustainable practices
10. Include activities that benefit the environment in the school’s programme of social activities
11. Ensure that all staff and students are aware of the school’s environmental policies
12. Systematically include environmental issues in the teaching curriculum
Here are some of our more specific actions.
• We have partnered with Carbonfootprint.com https://www.carbonfootprint.com/aboutus.html to offset a proportion of our carbon emissions each year by signing up to their ‘Global Portfolio’ project. Find out more about this project here: https://www.carbonfootprint.com/offsetalternativeenergy.html
• Staff are encouraged and incentivized to take more sustainable modes of transport to work by providing annual tax-saving bus and train tickets as well as the Bike to Work scheme. We encourage students to walk, cycle or take public transport to school!
• We have a 4-way waste separation system within the school and in our accommodation: Recycling, general waste, food waste and tin and metal recycling.
• We have committed to a ‘Paper-Free’ policy, which entails:
o Applying and promoting a ‘Paper-Free’ policy in all classrooms
o Using digital/cloud-based programmes for meetings and meeting notes and handouts/presentations
o Sharing teaching materials and resources using a Virtual Learning Environment cloud-based shared workspace freely available to all students, with automatic enrolment upon registration
o Dispersal of digital coursebooks and related supplementary published materials to all applicable students
o Replacement of discontinued or obsolete hard-copy teaching resources with digital alternatives
o Usage of Classroom Presentation Tools by publishers to share teaching content, using institutional licensing and access and facilitate interactive learning
o Usage of digital information sharing technology for student information – QR codes, short links, published hyperlinks on student pages/emails
o Entirely online pre, during and post-course registration communication with students
o Printing of certificates on a need-only basis, with default email certificate issue
o Usage of shared digital copies, USB file transfer and other cloud transfer of all marketing materials
o Tracking photocopying by having a log-in system on machines and displaying ‘Limited Use’ caps above each machine
As part of our teaching and learning programmes, Atlantic Language encourages students to ‘think green’, be aware of environmental issues and proactively participate in discussions on their own practices. We are committed to:
• Incorporating one environment-related topic into each syllabus rotation
• Procuring coursebooks that include positive messaging and awareness raising about environmental concerns
• Including extra-curricular projects to raise environmental awareness – e.g., anti-litter campaigns, gardening parties.
• Offering standalone course focused on this topic or related areas – e.g., sustainability
As part of our equipment and supplies procurement, we aim to apply the following:
• All purchased products meet environmental standards and are not wasteful – e.g., once-off plastics, disposable items are avoided; non-recycled paper is avoided.
• All our supply partners implement a sustainability policy and apply best environmental practices
• We ask our providers to change practice or modify products where applicable – e.g., single-use plastics to be replaced by environmentally-friendly alternatives.
• Replace suppliers and partners who do not/cannot meet environmental standards.
Data Protection Policy and Privacy Statement
Atlantic Language Dublin and Atlantic Language Galway (Atlantic Language) is a provider of English language education programmes and services related to the teaching and learning English including, assessment and placement, examinations, research, accommodation, social activities and excursions. Atlantic Language is based in Ireland and provides services to clients internationally.
This Data Protection Policy and Privacy Statement explains how Atlantic Language collects and uses personal data in the course of its business operations. The company is committed to the protection of our clients’ data in compliance with the General Data Protection Regulation (GDPR) and other legislation and is happy to respond to any questions or requests regarding data protection through our Data Officer (details below).
Atlantic Language is a Data Controller. The company is registered in Ireland (IE319926) with a business address at Fairgreen House, Fairgreen Road, Galway, H91 AXK8, Ireland.
What personal data do we collect?
Atlantic Language may collect different information from you at various times based on the requests your make or the contact you have with us. The information we collect is generally related, but not limited completely, to the following:
- Identification – including name, age, gender and identification details;
- Contact details – for communications purposes;
- Enrolment details – such as mother tongue, course preferences, progression, preferences and special requirements as well as feedback and survey responses;
- Technical data – including IP address, login data and duration, browser type in order to secure our testing services or to provide such services as WiFi;
- Images – with your consent when attending Atlantic Language activities or events;
- Marketing preferences – such as your interests in and use of our products and services.
How do we collect personal data?
Personal data may be collected about you at times when you, or a representative on your behalf, engage or communicate with us, such as when:
- Information is requested from us or you ask us questions about or products or services;
- A registration or enquiry form is completed, a booking is made or a contract established for our products and services;
- Our websites are visited and web-based services are used;
- Competitions are entered or you attend an information session or company event; when you engage with us for marketing research purposes or in an activity such as providing us with feedback or opinions;
- You engage with us using a social media channel, email, blog or other communication method;
- You visit or use an Atlantic Language school site as a student or visitor.
How do we use personal data?
Your personal data is used by Atlantic Language based on one or more of the following:
- The consent that you have given;
- To deliver a contract that is agreed;
- To protect your vital interests;
- To comply with legal obligations or public responsibilities placed on us;
- Because of our legitimate business interests.
We will use your personal data solely to:
- Provide you with information on products and services that you have asked about or that we consider to be of interest to you;
- Allow us deliver contracts for the products and services you have booked with us;
- Help us to monitor, develop and improve our products and services;
- Send informational communications to you regarding our activities, products and services.
We may conduct analysis on the data that we receive through the use of our websites, social media channels, products or services and report on this information for business purposes in a manner where personally identifying data is removed.
Atlantic Language does not conduct automated data processing operations on personal data.
How do we share personal data?
Atlantic Language may share personal data only in cases where it is necessary for us to:
- Engage with authorised parties, such as agents, who operate on your behalf;
- Deliver, or enable delivery of, products or services that we have contracted with you or on your behalf;
- Comply with the requirements of regulators, immigration or other governmental authorities or as required by law.
Where we engage with third parties to provide products or services, we confirm that suitable and compliant controls are in place for the protection of personal data, and that data sharing is minimised to that which is required for the delivery of the services and products only.
Do we transfer your personal data to other countries?
It is not normally necessary for Atlantic Language to transfer your data to another country. Data transfers within the European Union and European Economic Area (EU/EEA) are protected by the rights and responsibilities established the General Data Protection Regulation. If it is necessary to transfer personal data beyond the EU/EEA, we will ensure that there are suitable protections in place to ensure the security of the data that is transferred.
How long do we keep personal data?
Atlantic Language retains your personal data for the duration of our relationship and for a defined period of time after that, subject to legal requirements and obligations. If we hold data for longer we will anonymise it by removing all personally identifying information such as name, contact details.
What are our retention periods?
Where Atlantic Language is required to retain certain personal data to comply with our legal or public obligations, we will do so until the end of the required period. In all other cases we will securely dispose of or anonymise personal data as follows:
- Student records – five years;
- Images including videos – two years;
- Direct enquiries where you have not registered for further contact – one year;
- Contact/Mailing list membership – two years.
What are your rights?
You can ask us for a copy of the personal data that we hold about you. You can also ask us about how we collect, process or share your personal data. In addition, you can ask us to restrict the way we use your data, may ask us to update or to delete the data we already have. To exercise your rights you should contact the Data Officer ([email protected]). We may be limited in some requests owing to legal or other public obligations placed on us. We will respond to requests and will explain any cases where we cannot complete what you have asked. In most circumstances there will be no fee for requests.
Questions or comments regarding data protection at Atlantic Language
Any questions or comments about the use of your personal data at Atlantic Language can be sent directly to the Data Officer ([email protected]). We will investigate your questions and respond to you promptly. We may have to ask for some additional information from you to verify your identity so we can assist with your question.
If you believe that we have not responded adequately to in a timely manner, you may contact the Data Protection Commissioner (Ireland – www.dataprotection.ie).
Changes to this Statement
Atlantic Language may update this Statement from time-to-time. The current version is available to be viewed at www.atlantic.ac/policies. This Statement updates and replaces all previous versions.
23 May 2018
Attendance, Absence and Punctuality Policy
Attendance and Absence
Atlantic Language takes student attendance seriously as the school wishes to see all its students’ progress with their learning. Classes are scheduled according to the timetable advised to students and all students are required to attend their identified classes.
Attendance is strictly monitored and recorded on a class-by-class basis by each class teacher. Attendances are recorded by the teacher at 15 minutes past the published start time for the class and are subject to spot inspections by members of the school Academic Office or Management. All attendance registers are reviewed fully and recorded electronically, together with class test results, on a weekly basis by the Academic Office and then secured for inspection by school regulators, inspectors or the immigration authorities. Breaches of attendance are escalated to the Academic Office.
- Students are required to attend a minimum of 85 percent of classes over the duration of their course, recorded for each class period scheduled;
- If a student fails to attend class on three consecutive days, the class teacher will inform the Academic Office immediately;
- Should attendance in any one week fall below 85 percent:
- The school will send an email to the registered address of the student informing them of the level of attendance recorded in the week of concern;
- Should attendance in general fall below 85 percent:
- A caution will be issued to the student by email or any other reasonable means and the school will closely monitor their attendance for the next 4 weeks;
- The Academic Office informs the Student Care Officer who will attempt to organise a meeting with the student to review the reasons for poor attendance and measures required so that attendance is sufficient;
- For students with attendance requirements specified for GNIB/INIS purposes, attendance status will be reported to the local immigration office where:
- It falls below 85 percent in general;
- A student records a level of 75 percent in general (25 percent absence) during the first six weeks of their enrolment;
- Students are advised that they may be removed from class lists and suspended from if they are absent from class for 2 consecutive weeks or more without a medical certificate or prior arrangement;
- Students who are suspended from class will be advised of their status by all reasonable means;
- This communication will inform them of how they may be readmitted to classes. This will require that the student meets with the Student Care Office and a representative of the Academic Office to review the importance of attending classes consistently and undertake a commitment to do so;
- Unnotified and unapproved absences result in the forfeiture (loss) of the absent time from the duration of the course(s) booked;
- Where a student has been suspended for non-attendance and they fail to communicate with the school or cannot be reached by the school through any reasonable means, including email, SMS or through contact with their agent, the school may expel the student once a period of two weeks has passed from the date of the suspension notification. Communications with the student will advise the student or their representative that:
- Expulsion may result from non-communication;
- Readmission may be possible on the basis that the student meets with the Student Care Office and a representative of the Academic Office to explain the reasons for absence and provide evidence where required, to review the importance of attending classes consistently and undertake a commitment to do so;
- The local immigration office will be informed of the current status;
- Unnotified and unapproved absences result in the forfeiture (loss) of the absent time from the duration of the course(s) booked;
- Atlantic Language Dublin and Galway will retain a record of all attempts to communicate with the student or their representative.
- Where an expulsion decision has been confirmed and notified to a student, the communication will inform the student of the reason for the expulsion;
- That they have the right to appeal the decision by formal written application to the school’s Chief Executive Office submitted before the final class date of their scheduled school enrolment;
- Atlantic will endeavour to make contact with absent students by all reasonable means, including by SMS, email or by contact with their agents.
Students are expected to attend classes on time. Late arrivals, leaving class during class periods or early departures are disruptive for the student’s own learning, and affect the continuity of the class for both their fellow students and the teacher.
A student arriving 15 minutes after the scheduled start time of a class will be considered to be ‘late’ as they have missed a substantial part of the class period. In this case the student will not be permitted to join the class and will be recorded as absent for that period;
In these cases a student should present for the next class period, punctually;
A student will also be marked as absent where they are absent for a substantial amount of time during a class period. An substantial period is considered to be 15 minutes or more and may occur during or by an early departure at the end of a class period;
A teacher will refuse to readmit a student to the current class period where that student has been substantially absent.
Students are strongly encouraged to have their language competence recognised by taking an internationally recognised and externally validated examination.
Atlantic Language works with several examining organisations including:
- Cambridge Assessment English
First Certificate and Advanced Certificate, CEFR levels B2 and C1 respectively
- IELTS – International English Language Testing System
CEFR level range from A2 to C2
- TIE – the Test of Interactive English
CEFR level range from A2 to C1
Advice and details on these exams, including sample tests is available from the Academic Office team.
Academic Year Students (Non-EU/EEA)
Non-EU/EEA students taking Academic Year programmes are required to take one of the examinations (listed above) as part of their enrolment. At booking, students are required to choose the examination they wish to take at the end of their study programme.
Students should be aware that some examinations take place on fixed dates only. Should a student wish to enter an examination for a specific date, they are advised to contact the Academic Office as soon as possible after arrival. Where a student has not selected a specific date, the school will automatically enter the student for the last available examination date during their booking.
End of Course School Certificate
A school certificate is available to all students who complete a course. This certificate shows the course(s) taken, dates registered and the student’s final class level. Certificates will only be issued with details of the final level at which a student has studied.
Certificates for students who are finishing courses and studies at Atlantic Language are available from the class teacher.
External Accreditations and Memberships
QQI (Quality and Qualifications Ireland)
Quality and Qualifications Ireland (QQI) is a state agency established under the Quality Assurance and Qualifications (Education and Training) Act 2012. The agency has a board which is appointed by the Minster for Education and Skills.
The organisation brings together the roles of a number of previous organisations which had responsibility for the administration of training and education quality standards across further, higher and university education sectors.
Accreditation and Coordination of English Language Services (ACELS)
Accreditation and Coordination of English Language Services (ACELS) is a service of QQI which is responsible for the development and management of the inspection and recognition scheme for English Language Teaching organisations (ELTOs) in Ireland.
Atlantic Language Dublin and Galway is regulated by ACELS and complies with the requirements of the inspection and recognition scheme operated by the organisation. Courses recognised by ACELS are indicated in school information.
Further Education and Training (FETAC)
Atlantic Language has completed Quality Assurance, has worked with and successfully delivered further education and training programmes as part of the FETAC awards scheme.
Atlantic Language maintains membership of a number of professional bodies and associations. These perform a supporting role in offering communication networks and for the sharing of knowledge and experience. They also offer opportunities for the effective pooling of resources.
General School Rules
- Group classes begin at:
- 09:00 for morning classes;
- 13:30 for afternoon classes;
- Students who are more than 15 minutes late will not be allowed to enter class until the next class period: this is to minimise the disruption to the class and to comply with regulations;
- Teachers will ask students to come back later if they come to class more than 15 minutes after it has started;
- To reduce interruption to other students or disruption of classes, students are requested to refrain from mobile phone or other device usage except as directed by class teachers.
Smoking and Eating
- Smoking in any public building or school is not permitted in Ireland. Atlantic Language Dublin and Galway operates a Clean Air Environment and does not permit smoking or vaping on any premises;
- Food is not permitted in classrooms at any time.
Atlantic reserves the right to expel students from the school for any of the following reasons:
- Failure to attend for classes as scheduled for a period of four weeks;
- Visa Infraction for the holder of an Irish Student Visa or any immigration issued permission to study or stay in Ireland;
- Disregard for Atlantic’s guidelines in the school, in a host family, or in school apartments or residences;
- Damaging property;
- Unruly, rude or disturbing behaviour;
- Consistent lateness for or absence from classes;
- Bullying or violence towards another student, teacher or member of staff;
- Non-payment of fees;
- Use of any banned or illegal substances;
- Bringing or consuming alcohol or illegal substances onto the school premises;
- Bringing or consuming alcohol in the host family without permission of the host family;
- Non-disclosure of any prior medical or psychological condition;
- Bringing overnight guests into the host family’s residence or school apartment without permission;
- Committing a violation of the law while a registered student at the school.
- There is no refund of fees permitted once a student has started a course;
- Refer to Booking Terms and Conditions for full details
Holidays and Holiday Entitlements
Holiday Allowance for Students on Academic Year Programme (non-EU/EEA students)
There are specific arrangements for students undertaking the Academic Year Programme.
Since 2015, the Academic Year Programme course duration has been 25 weeks with an entitlement of 8 weeks holidays. Students on this programme are eligible to work 40 hours per week from 1 May to 31 August. Students are also eligible to work 40 hours per week from the period 15 December to 15 January.
To comply with regulations, students must identify their planned holidays schedule once they commence their course at the school. This information will be added to the student’s course programme and is notified to the GNIB or INIS. Holidays are permitted on a Monday to Friday (full-week) basis and may not be changed once notified to the school.
Students with a visa require a letter from the school if they intend to leave Ireland for any holidays. This should be requested from Student Services at least one week before travelling.
Holiday Entitlement (EU/EEA students)
Holidays must be booked by e-mailing
at least 14 days in advance.
School holidays can only be taken on a Monday to Friday (full-week) basis.
Holiday entitlements for students are given as follows.
Course duration holidays allowed (EU/EEA students)
Hours, Timetables and Schedules
Atlantic Language Dublin
School Opening Hours
Atlantic Language Dublin is closed on Public Holidays, on Good Friday (the Friday before Easter) and for a two-week period during Christmas and New Year
Class and Programme Timetables
- Atlantic Language Dublin’s programmes and classes are scheduled as set out below
- Students should consult their Arrival Confirmation Schedule for their personal timetable dates and additional details
Atlantic Language Galway
School Opening Hours
Atlantic Language Galway is closed on Public Holidays, on Good Friday (the Friday before Easter) and for a two-week period during Christmas and New Year
Class and Programme Timetables
- Atlantic Language Galway’s programmes and classes are scheduled as set out belowStudents should consult their
- Arrival Confirmation Schedule for their personal timetable dates and additional details
Making Complaints and Raising Grievances
Complaints and Grievances
It is Atlantic Language’s objective to provide the best service in terms of tuition, accommodation and care for students. However, we know that from time-to-time the expectations that a student has may differ from the service received.
To help resolve issues and problems, a student is asked to raise the matter of concern as soon as possible by approaching a member of the:
- Student Services Team –
for concerns such as accommodation, registrations, school services or activities, facilities
- Academic Office Team –
for concerns such as level tests and placement, classroom work and materials, examinations
These staff members will, firstly, attempt to find an informal solution to the matter raised. If this is not possible, the matter will be handled at a formal level, involving the student, school department and department managers necessary to find a mutually suitable solution. The school will endeavour to respond to the matters raised as promptly as possible and to keep the student informed. The school will also maintain a record of its attempts to resolve the matter raised.
Where a matter cannot be resolved at a formal level with the department concerned, the school will escalate the process. This may involve engaging the student’s booking agents or other external bodies with the objective of finding an appropriate solution.
In the case that no solution can be found through these approaches, the school will engage in external mediation through competent providers.
Complaints and matters of concern regarding Junior, Group or Short-stay Group or Family programmes should be raised by the appropriate group leader (or parent) with their Programme Liaison Person or with the Centre Manager.
Medical and Health Insurance
Medical and Health Insurance
Citizens of the EU/EEA benefit from the reciprocal obligations of the Irish health authorities to provide essential health services to recognised holders of a European Health Insurance Card. It is necessary for these students to provide evidence of entitlement to health care in another EU/EEA country.
It is recommended that students contact the appropriate Health Authority in their home state before travelling to Ireland so that they can complete the registration for a European Health Insurance Card (EHIC). It is necessary to get this card before you depart your home state.
Further information on the EHIC is available at http://ec.europa.eu/social/main.jsp?catId=509
Students from non-EU/EEA countries are required to pay for medical attention from their own funds. For this reason it is strongly advised that they obtain suitable medical insurance to cover any costs of emergency medical treatment as these costs may be high.
Academic Year students and any students who must register with the Garda National Immigration Bureau (GNIB) will be required to show proof that they hold comprehensive medical insurance before they can register with the GNIB or before they can apply for a student visa.
Insurance policies may be:
- Purchased as an option with a student’s Atlantic Language booking, or
- Purchased in the student’s home country, provided that the Insurance Policy meets the requirements of the GNIB and that the Policy Document and Certificate of Insurance are printed in English. When purchasing a policy outside of Ireland, students must be aware of Note 2 below
- A student who cancels their medical insurance following registration will be in breach of their immigration conditions
- Students who are required to register with the GNIB or are required to apply for a student visa must open an Irish bank account and deposit funds for their stay in the account. It is a legal requirement of Irish banks that students must present an official document (utility bill, other Irish bank statement or Irish insurance certificate) which is issued to their Irish postal address. Without this document, it will not be possible to open a bank account and an Immigration application cannot be processed
NOTE It is important that students are aware of the cover offered by an insurance policy
– including the policy offered through Atlantic Language – to be sure that cover is chosen that is appropriate to their needs
Absence due to Illness
- It is essential that students inform the school if they are ill and unable to attend classes. This can be done by calling the school phone (which is given on the back of each student card) or by sending an email to the particular school:
- A medical certificate from a registered doctor is required for absences from school for three days or more;
- No credit for classes missed can be given for individual days missed;
- Students who feel unwell or who need assistance in arranging to see a doctor should speak with the Student Welfare
- Officer or a member of the Student Services Team. They can make arrangements for a medical consultation.
Protection of Fees and Enrolled Learners
Learner Protection for Incomplete Courses
In accordance with the Qualifications and Quality Assurance (Education and Training) Act (2012), Atlantic Language provides financial protection to all enrolled students in the event that the school must close for any reason set out in the 2012 Act.
As Atlantic Language Dublin and Galway is a member of Marketing English in Ireland (MEI), it, together with other member schools espouse Learner Protection, thereby being able to guarantee to students that they will be able to complete all language courses for which they are enrolled.
Membership of MEI requires that all 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”
For further details about MEI, please visit the MEI Website
Payment of Fees required for Visa Applicants
Fee payments, for which an applying student must provide evidence of payment for visa applications, are handled through an account independent of the school’s day-to-day business. This is done for the separation of payments and the protection of students.
Fees paid by Visa Applicants are either:
- Transferred to the school on the successful processing of their Visa Application, or
- Refunded, within 14 days of notification by the applying student, to the bank account nominated by the student at the time of application
The operation of this account is subject to examination by Atlantic Language’s auditors and state regulators.