TERMS AND CONDITIONS
The UCI (Unique Candidate Identifier) consists of twelve digits and a letter, it is given to all candidates taking GCSE, IGCSEs or Alevels for the first time. If you have already sat examinations at another centre, you will have an UCI attached to your name. In order for the exam boards to put all of the examination marks together, candidates must inform us of their UCI when making examination entries. If you have not sat any examinations before, you will not have a UCI and therefore will be assigned a new one which will appear on your Statement of Entry along with a Candidate Number and our School’s Centre Number.
If you have been given additional time due to special Circumstances, you must inform AEC Tutors at the time of registration along with all supporting documentation.
Unit Codes for each subject can be found in the syllabus along with the course name. Please ensure this information is correct as many of the codes are similar and AEC Tutors cannot be held responsible for mistakes made on the registration form. Please clearly indicate the paper choices for each subject that the candidate wishes to be entered for. Any units or components consisting of Practicals, cursework or field work will not be conducted by AEC Tutors, candidates are required to make arrangmenets for this. If AEC Tutors has to make these arrangments or is instructed to do so by the candidate AEC Tutors will apply all charges to the candidate in full for the external schools/centres/teachers fees.
Supplementary fees
Candidates must submit their entries (and registrations) in an accurate and timely way, to ensure that AEC Tutors is able to provide correct examination and assessment materials and issue examination results on time. AEC Tutors actively encourages candidates to submit their entries on time to avoid incurring additional cost and to allow sufficient time for centres' own self-review.
Entry Deadlines for all qualifications are detailed below, along with dates from which Late Fees and Very Late Fees will apply. The table below provides key information on entry terminology:
Entry
Candidate is correctly entered with appropriate personal details, qualification entry code and subject/unit entry code information (and Cash-In code where applicable) and entry complies with the related entry rules. A submission that does not have the appropriate information included and that does not comply with the entry rules is incorrect and will be rejected.
Entry Deadline
The final date that entries can be received and processed by AEC Tutors without incurring additional charges.
Entry Fee
The Entry Fee indicated for the specific qualification or unit.
Late Fee Date
The date from which all entries and amendments will incur a Late Fee charge. The Late Fee is equivalent to 2 times the Entry Fee for that qualification (or unit).
Very Late Fee Date
The date from which all entries and amendments will incur a Very Late Fee charge. The Very Late Fee is equivalent to 3 times the Entry Fee for that qualification (or unit).
For final entry dates please refer to the entries handbook.
* In exceptional circumstances late entry will be allowed and a late fee payable.
Candidates should be aware that AEC Tutors may refuse late and very late entries for some qualifications if there is a risk to the integrity and security of the examination or assessment in the processing of timely results.
The candidate will be charged a fee equivalent to the Late Fee or Very Late Fee (less the standard fee already paid), depending on when the late amendment is made. For example, an amendment made on 24th October to the tier or subject of an entry for a November series GCSE, this would be deemed a Late Entry and would generate an additional standard entry fee charge. Similarly, if an amendment was made as late as 1st November, this would be deemed a Very Late Entry and would generate an additional amendment fee equivalent to one and half times the standard entry fee.
Chargeable Amendments
AEC Tutors can change the personal details for candidates entered for exam qualifications up to the Certificate Printing Deadlines, at an additional charge of £30 + VAT.
If candidate personal details are amended after the Certificate Printing Deadlines, a charge will be applied,to reflect the additional time and materials required to issue a revised certificate. Please note that personal details may only be entered via this route up to 12 months after certificate issue. If candidates wish to amend personal details after this date, they will need to follow the replacement certificate process.
If a candidate submits a qualification or unit change (amendment) a charge will be applied.
Late Cash-In (Aggregation) Fee Where required, candidates should include the appropriate Cash-In code for a qualification when submitting their entries to AEC Tutors. If a Cash-In code is subsequently submitted by the Amendment or after the Amendment Date, then a fee will be applied.
Please note that Cash-In codes need to be applied to some subjects in the following Qualifications:
•GCSE
•A-Level (GCE)
•Functional Skills
•Entry Pathways
•Level 1 / 2 and Level 3
•New: Essential Skills qualifications Transfer of Candidates Where a candidate is entered for an examination at one centre and then needs to take the examination at an alternative UK or Non-UK centre*, a fee will be applied. Entry Withdrawal If AEC Tutors withdraw a candidate, subject or unit after the amendment date, in most cases the entry fee will not be refunded. Please note after the first deadline candidates cannot receive any refunds for any absences or withdrawals of exams any reasons. Candidates may withdraw their exam registration before the first deadline of the exam entry; however this will include a deduction of £30 per unit for A-Level exam/s and per unit for GCSE subject/s. Where a candidate is unable to sit an examination due to ill health, AEC Tutors will communicate this formally to the examination board within 2 weeks of the examination date (along with an accompanying medical certificate), AEC Tutors may refund the candidate entry fee but will deduct the administration fees of £30 plus any cost incurred by the examination board & bank charges for bank trnasfers. Eligibility for refund will be considered on a case by case basis. Please note any withdrawal from Exams after the date of very very late entries will not be refunded, candidates will be charged the full price of the exam/s for withdrawing.In situations where candidates are bereaved or deceased prior to an examination sitting, the candidate or an immediate family member of the candidate should provide a formal letter communicating this to AEC Tutors.
Practicals
AEC Tutors is a registered to condct exams with all the main exam boards, AEC Tutors do not conduct Practical assessments, coursework or field work. Students are required to make their own arrangements for Practicals, coursework and fieldwork. AEC Tutors takes no responsibility for Practicals, coursework and fieldwork as this will not be conducted with AEC Tutors.
All correspondence relating to the above should be sent to:
221A High Street North, London, UK,E6 1JG. e-mail: info@aectutors.co.uk Company Registration number: 07977644 VAT number: 326 570 795
If you have any further enquiries or questions, please do not hesitate to contact the exam officer.
GCSE Component Re-Marking
Requests will be accepted for the re-marking of individual components of the following GCSE qualifications. The fee per component will be half the total subject fee. Please indicate very clearly the component for which the enquiry is made.
0155 Film Studies 4250 Geology
4080 Business Studies 4370 Mathematics
Once the registration form is completed, calculate the total payment needed for examination and pay in full to the exams officer. When your registration and payment has been processed, a Statement of Entry will be e-mailed to you, please carefully look over this to check for any errors made and notify the exam officer at AEC Tutors as soon as possible. For your convenience, an individual examination timetable will also be given to the candidate. If the Candidate is registered for two examinations timetables for the same time on the same day, the candidate will take one examination after the other, with a short break in between supervised by centre staff.
Please note, for all examinations taken at AEC Tutors, Candidates must bring their Statement of Entry and photo identification (passport/ driver’s license) and give it to the invigilator present.
Please note that there will be no refund of entry fees in the event of subsequent cancellation. In order for us to process your application, please ensure you have included the following
One passport size photographs
Identification; passport or driver’s license
Proof of home address; utility bill (clearly displaying name and address)
Full payment
Please make sure you keep all correspondence from AEC Tutors in a safe place.
Data Protection Act:
a law designed to protect personal data
The purpose of the Data Protection Act
The 1998 Data Protection Act was passed by Parliament to control the way
information is handled and to give legal rights to people who have information stored
about them.
The principles of data protection
AEC Tutors will ensure that your data is:
• Fairly and lawfully processed
• Processed only for limited, specifically stated purposes
• Used in a way that is adequate, relevant and not excessive
• Used accurately
• Kept on file no longer than absolutely necessary
• Processed in accordance with your legal rights
• Kept secure
• Never transferred outside the UK without adequate protection
Data Protection Policy Introduction
• AEC Tutors is committed to protecting the rights of individuals to privacy with regard to
the processing of personal data
• It is necessary for AEC Tutors to process personal data in the normal and proper conduct of academic and business operations
• Such processing will be conducted fairly and lawfully in accordance with the Data
Protection Act 1998
• If you have a query regarding the accuracy of your personal data then your query will be dealt with fairly and impartially
General use of personal data
• AEC Tutors holds data on: prospective, current and former students; prospective, current
and former staff; other business and academic contacts; and other individuals interested
in the tutor centre
• This personal data is held in a variety of formats, electronic and manual
• The processing of personal data is subject to the rules laid down under the Data
Protection Act 1998. Your personal data will be used only for proper purposes that are
considered by AEC Tutors to be for your benefit
• For students this will include (but not be restricted to) monitoring academic performance,
statistical reporting, awarding qualifications and the provision of general academic and
business services
• For staff this will include (but not be restricted to) the conduct of normal business
management and employment matters.
• For other individuals this will include (but not be restricted to) the normal conduct of
academic and business relationships
• The protection of your personal data will be governed by the provisions of the Data
Protection Act 1998. Access to your data will be restricted to those personnel to whom it
is necessary for proper purposes
• AEC Tutors will not sell your personal data to third parties. Your personal data will only
be transferred to third parties where this is for proper purposes related to academic and
business matters, for example where this is required by professional bodies or where it is
necessary for the delivery of services by third parties to you
AEC Tutors is registered as a Data Controller under the Act and will adhere to these principles
and the guidelines set out by the Information Commissioner.
Consent
• AEC Tutors seeks to use your personal data only for the purposes of legitimate interests
and, where practicable, with your consent
• For students, it is a condition of acceptance into the tuition centre that you consent AEC
Tutors in processing your personal data. By enrolling, you signify your agreement
• For staff, it is a condition of employment that you consent to AEC Tutors processing your
personal data. By applying you signify your agreement
• You have the right to know what personal data AEC Tutors holds about you and for this
to be correct. Procedures for the management of personal data are in place and
enquiries may be made as set out below
Privacy Policy
• We are aware that you may have concerns over disclosing information about yourself,
your daughter/son to us.
• This privacy policy explains, amongst other things, what information we collect about you
on this website and the reasons for this.
Overview
Our primary aim in collecting personal information is to provide you with a customised experience
on our website - aiming to show you information that is relevant to you.
We also collect information for statistical purposes and to offer you future products and services
that may be of interest to you.
We are collecting data for our computerised web based accounting system. The accounting
system will generate invoices and receipts automatically based on the data input. The accounting
system will be an accurate and reliable means of recording your Child’s attendance, fees, subject
and many other areas of interest to yourself and to AEC Tutors, inorder to improve our services
at AEC Tutors for the benefit of your Childs education.
Personal data
Any personal data relating to you gathered by us in the registration process or during your use of
the service will be recorded and only be used in accordance with our Data Protection Policy.
The website uses various order and registration forms to enable you to request information,
products and services.
When you register for the secure sections of our website you will need to provide us with
information such as your name, date of birth, e-mail address and password.
Any personal data we collect during registration is designed to allow us to personalise the site for
you and give you access the right kinds of information.
If you register, request further information or contact us we may keep a record of that
correspondence and incorporate the information it contains into our database(s).
Internet security
The webserver that hosts this site is not used to store personal information of any kind.
Any personal information that you do provide is stored on a separate and secure database server
within the AEC Tutors firewall. There is no direct link between this database server and the
internet and access is strictly limited to internal AEC Tutors staff and authorised site
administrators only.
Access to certain areas of the site is limited to specific registered user groups only. Registering
as an accepted applicant or active is restricted; we will verify your status before granting a user
account of this type. If you’re status changes then your user account may be withdrawn or
downgraded to 'general visitor' without further notice.
Whilst we do not directly track or record your usage of this website, in the event that we become
aware that site security has been compromised as a result of external activity (including but not
limited to external security attacks) we shall take reasonable measures which we deem
appropriate. This includes but is not limited to internal investigation and reporting, and notification
to and cooperation with law enforcement authorities.
This privacy policy may not apply to you if we believe you are misusing the website or if we are
required to disclose information by a court of law or other relevant body.
Enquiries on Data Protection policy may be addressed to the administration of AEC Tutors or
alternatively it can be directed to the Information Commissioners Office (ICO)
Code of the Use of CCTV
You can see the ICO's advice to operators in The Information Commissioner's CCTV Code of
Practice.
Declaration of Consent.
I consent to the processing of my personal data and my child’s personal data, including sensitive data, as described above.