Guardian Services In Detail

Guardian Services In Detail

Application

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Our Educational Guardian Services are booked for a minimum period of one term. We provide Educational Guardian Services for International Students from any Country who are studying fulltime in the United Kingdom.

If you wish to book RUYANG’s Educational Guardian Services to be your childs Guardian whilst studying in the UK, you should apply as early as possible, prior to your child beginning his/her studies. Parents must complete the ‘RUYANG Educational Guardian Service Application Form’ and ‘Parental Guidelines for Host Family Form’, and send these direct to RUYANG International Guardian Service & Educational Consultancy Ltd, or our local representative in your country. Unlike many Guardian Companies and Agencies we do not charge an application or registration fee.

RUYANG International Guardian Service & Educational Consultancy Ltd issues an invoice for the services requested by the parents on the application form, together with a contract for Educational Guardian Services.

Payment

Parents must sign the contract within 72 hours of receipt and payment for the Educational Guardian Service must be made in British Sterling Pounds by cheque or by bank transfer to: “RUYANG International Guardian Service & Educational Consultancy Ltd”. Payment of the total invoice must be made within 7 days after the contract has been signed but not later than 14 days before the start of the child’s studies. RUYANG International Guardian Service & Educational Consultancy Ltd will only start to carry out its Guardian Service duties once full payment has been received.

In order for RUYANG International Guardian Service & Educational Consultancy Ltd to easily identify your payment, parents should send us a copy of the bank transfer showing the sum, the issuing bank and the reference number of the transaction. Each transfer should contain the name of the child or number of the RUYANG International Guardian Service & Educational Consultancy Ltd invoice.

Cancellation

If parents wish to cancel their RUYANG Educational Guardian Service they must give at least 14 days notice in writing before the start of the child’s studies. No cancellation fees are payable Up to this point or for any of the following reasons.

  • Parents cancel more than 14 days before the start of the academic term.
  • The child is refused a VISA to enter the UK/Ireland.
  • The child is unable to start his/her studies due to a further interview regarding the VISA application required at the British/Irish Embassy after the start of the school term.

Refunds

RUYANG International Guardian Service & Educational Consultancy Ltd. will not refund any Educational Guardian Service fees if parents cancel our services less than 14 days before the start of the academic term. Charges for additional services will be refunded, less any expenses already incurred as set in our General Conditions & Terms found in the contract relating to the Educational Guardian Service provided by us. Any refund will be made no later than 14 days after RUYANG International Guardian Service & Educational Consultancy Ltd receives written notification of the cancellation.

Registration Fee

RUYANG International Guardian Service & Educational Consultancy Ltd does not charge a one-off fee (unlike other companies), to cover the creation of a personal file for each child necessary to process the application for Educational Guardian Services. This is a completely free service!

Guardianship

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During a child’s stay at a school anywhere within the United Kingdom, RUYANG International Guardian Service & Educational Consultancy Ltd. undertakes to provide numerous services essential for the child’s well being whilst in a country of the United Kingdom. Our dedicated staff handles such services, carried out with an emphasis on personal attention. They ensure that any problem a child may encounter – large or small – is swiftly resolved. We have detailed below a comprehensive but not exhaustive list of services provided.

Stays with Host Families

Apart from other legal duties, the Host Family’s main obligation is to provide the child with a home during exeat weekends, half-term breaks and school holidays (if required).

The Host Family will also accommodate the child:

  • If the child arrives in the United Kingdom before the start of a school term.
  • If the child does not leave the United Kingdom after the end of a school term.
  • If a child changes school and needs somewhere to stay in between.
  • If a child becomes ill and requires care away from school.
  • If a child is suspended or expelled from school.
  • With their own bed and quiet study area.
  • Use of all the home’s facilities.
  • Three full meals per day. Additional snacks and drinks available during the day.
  • Laundry.
  • Accompanying the child on shopping trips and on cultural and social outings.
  • Accompanying the child on visits to the doctor, dentist and optician.

Search and allocation of Host Families

student-working-1RUYANG International Guardian Service & Educational Consultancy Ltd. undertakes to find a suitable Host Family for each and every child attending a British school. The following strict criteria applies:

Families must be located within easy reach of the school, some in the heart of nearby towns or in the surrounding countryside. Families must be willing and able to devote time to the child in their care and to welcome him/her as a full member of their family – in some cases they will have children of their own. Time spent with the Host Family will include shopping trips, visits to local places of interest, outings and family occasions such as weddings, parties etc.

The family home must have all modern facilities and offer the child a comfortable room, with adequate space for clothes and a desk for studying. Families must provide the child with well-balanced meals including a variety of fresh fruit and vegetables.

Constant liason with Host Families

Children spend exeat weekends, half-term breaks and sometimes school holidays with their Host Families. RUYANG’s Educational Guardian Service Department are in constant day-to-day contact with the Host Families, especially during the child’s visits. Parents will often have special requests regarding their child during his/her stay with the Host Family such as:

  • Purchase of items of clothing or equipment.
  • Visits to the doctor or dentist.
  • Cultural or social activities.

RUYANG International Guardian Service & Educational Consultancy Ltd. will directly ensure that any requirement by the school or the parent during this period will be complied to and will pass on any additional requests to the Host Family.

From time to time, members of our Educational Guardian Service Department – known as Guardian Co-ordinators – visit the Host Families during student visits, to ensure the student’s are happy. Other unscheduled visits to Host Families are also undertaken during the course of the year.

Booking and cancellation of Guardian Family

In order to allocate a RUYANG Host Family, RUYANG’s Educational Guardian Service Department requires a minimum of 14 days’ notice in writing. If a child will not be staying with their appointed RUYANG Host Family for any pre-arranged period, RUYANG’s Educational Guardian Service Department must receive notification in writing at least 14 days before the start of this period. If notification is received less than 14 days before the pre-arranged accommodation period, there will be no refund of the daily charge for accommodation.

Transfers from school to Host Family

A child will normally require 6 transfers per term between school and Host Family: One transfer from school to the appointed Host Family, plus one transfer from the Host Family to school each exeat weekend – 2 per term = 4 transfers. One transfer from school to the Host Family at the start of the half-term break, plus one transfer from the Host Family to the school at the end of the half-term break = 2 transfers.

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The price of the transfers depends on the school and distance from the school to the Host Family and the exact amount will appear on the invoice once the school has been chosen and the number of transfers agreed. The price range on the RUYANG price guide covers a one-way transfer, and the total number of transfers required will multiply the exact cost of each transfer.

At the discretion of RUYANG’s Educational Guardian Service Department, a child may be transferred by contracted minibus with other students, by Host Family car (individually or with other students). In cases where siblings or close friends are attending the same school, they are allocated the same Host Family and travel between the school and the Host Family together, the cost of the transfer will be divided between the children. If, however, shared transfers have been invoiced and the children subsequently travel separately, the full cost of the transfer will be applied to the invoice for each child. The appropriate costs must be covered by the parents, or from the child’s Student Deposit Fund, which is held by RUYANG’s Educational Guardian Service Department. These charges are passed on directly to the parents, and we will do our best to obtain the best prices while ensuring excellent service.

If arrangements for accommodation, transportion, interviews, holiday packages, extra tuition etc. have been made for your child through RUYANG’s Educational Guardian Service Department, and are no longer required, then parents must advise RUYANG’s Educational Guardian Service Department in writing, no less than than 14 days prior to the scheduled date, or a cancelation fee will be charged.

Please note: under no circumstances will any child under 18 years of age travel unsupervised by bus, coach or train. All students under our care – where covered by our Educational Guardian Service Contract – will only travel with CRB cleared drivers, inline with the rules of conduct and guidelines of the Children Act (1989), the Protection of Children Act (1999) and the Care Standards Act (2000).

Airport transfers

A child will normally require 2 airport transfers per term, on arrival at the beginning of the term and departure at the end of the term, or 4 airport transfers if parents require their child to return home or visit another country over the half-term break. The cost of each transfer depends on the distance of the school from the airport. The total cost of all transfers required will appear on the statement once the school has been chosen and the number of transfers agreed.

At the discretion RUYANG International Guardian Service & Educational Consultancy Ltd. a child may be transferred by car or minibus with other students or individually. In cases where siblings or close friends are attending the same school and travelling together, the cost of the transfer will be divided between the number of students. If, however, shared transfers have been paid for and the children subsequently travel separately, the full cost of the transfer will be applied for each child and the appropriate costs must be covered by the parents or from the child’s Student Deposit Fund held by RUYANG. Any transfers arranged as individual travel, but subsequently shared, will be refunded accordingly. Please see our separate information on Arrival And Departure Booklet for Students.

Booking and cancellation of transfers

ruyang-mini-bus-1Airport transfers and individual transfers to or from the RUYANG Host Family must be booked at least 24 hours before the requested transfer. Any cancellation of a previously arranged airport transfer or transfer to or from the RUYANG Host Family must be made 14 days before the requested transfer, in writing, to RUYANG’S Educational Guardian Service Department, otherwise a cancelation fee will be charged.

Provision of all transport within the United Kingdom including any transfers required between schools and to and from Host Families

From the moment a child arrives in the UK/Ireland, RUYANG’s Educational Guardian Service Department will look after all necessary transport arrangements:

  • Transfer on arrival in the UK/Ireland to school or Host Family.
  • Transfer of the child between school and the Host Family for exeat weekends and half-term holidays.
  • Transfer to the airport on departure.

Typical costs of all above transfers are as set out in the RUYANG International Guardian Service & Educational Consultancy Ltd. price guide, according to the average charged by current providers. A small amount may be added to cover possible extra charges (such as waiting time at the airport for a late landing), but this will be refunded if not used. On arrival and departure, either a member of RUYANG’s Educational Guardian Service Department staff or the Host Family will be present to assist your child.

Provision of travel and accommodation arrangements for visiting parents

Many parents come to the United Kingdom in order to personally choose the school their child will attend, and also to visit the child during his/her stay. RUYANG International Guardian Service & Educational Consultancy Ltd. can handle all travel arrangements, including:

  • Booking transfer on arrival from airport to hotel or school, and on departure to the airport.
  • Reservation of hotel accommodation in the capitals or any other destination.
  • Transport to schools, accompanied by a member of RUYANG’s Educational Guardian Service Department.
  • Complete Tour Packages of the United Kingdom using a guide, who will speak the parent’s native language.
  • Provision of theatre tickets, sightseeing tours etc.

Costs of any of the above services will be estimated for you in advance.

Organisation of excursions during holidays

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Schools and Host Families arrange outings and visits to local places of interest during exeat weekends, half- term breaks and school holidays.

Three times per annum RUYANG International Guardian Service & Educational Consultancy Ltd. organises excursions for small groups of children to major cities, places of cultural or historical interest, or entertainment value, and may from time to time – depending on student interests – arrange complete holiday packages through out the United kingdom and Europe.

These normally take place during the half-term holidays or in cases where schools do not have exeats, to provide children with a break from the school routine. All such excursions are optional and at extra cost.

Booking of air tickets, reconfirmation and cancellation of flights for the child, to and from the United Kingdom

Once a child arrives in The United Kingdom RUYANG International Guardian Service & Educational Consultancy Ltd. secures a copy of his/her flight ticket. We will then confirm all travel arrangements already booked, or in the case of an open ticket, book flights according to the wishes of the parents or the nearest available date. During the course of the academic year parents may require RUYANG International Guardian Service & Educational Consultancy Ltd. to purchase tickets, book and confirm flights to their own country, or other overseas destinations on behalf of their child.

This is a 100% free service (unlike other companies) and the only cost to the parent is the purchase price of the tickets. We undertake all such requests as well as any travel arrangements required in the case of emergency, such as sudden illness, expulsion from school, and deportation from the UK. In normal situations schools do not permit children to miss any days of schooling during the term. Parents are therefore requested to ensure that all travel arrangements comply with this.

In cases of emergency or where there is a valid reason for the child to be absent from school, parents should inform RUYANG International Guardian Service & Educational Consultancy Ltd. who will then liaise with the school and make all necessary arrangements. Any requests from parents for RUYANG International Guardian Service & Educational Consultancy Ltd. to make travel arrangements for their child should be made as far in advance as possible, and all costs covered in advance. This will enable us to confirm availability for dates requested and obtain tickets at the most reasonable prices.

Booking and cancellation of air tickets

RUYANG International Guardian Service & Educational Consultancy Ltd. must receive any requests for the purchase of air tickets as early as possible and no later than 2 days before the proposed date of travel. The later the request is received the less possibility there will be to confirm particular tariffs, flights, airlines or dates.

The cancellation of any flight will be subject to the airline’s policy and fare structure. Some fare structures will not allow refunds of any cancelled tickets. Where the parents give sufficient notice, RUYANG International Guardian Service & Educational Consultancy Ltd. will advise the parents of the cost and conditions of the reserved ticket. Parents must confirm their agreement of these arrangements. Where insufficient notice is given, it will not be possible to notify parents of the conditions of the reserved ticket and parents must abide by RUYANG International Guardian Service & Educational Consultancy Ltd. decision.

Booking and cancellation of hotel accommodation

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RUYANG International Guardian Service & Educational Consultancy Ltd. must receive any requests for hotel reservations in writing as early as possible and no later than 24 hours before the proposed time of arrival. The later a request is received the less choice of hotel there will be, and it will not be possible to guarantee a reservation in any particular hotel.

The cancellation of any hotel reservation will be subject to each hotel’s policy. In general most hotels require 72 hours’ notice of cancellation, otherwise the hotels’ cancellation charge will apply. All cancellations must be received by RUYANG International Guardian Service & Educational Consultancy Ltd. in writing.

Assisting in the application for and extension of visas

RUYANG International Guardian Service & Educational Consultancy Ltd. furnishes formal invitation letters and other VISA support documents required by the British Embassy for children and their parents to obtain VISA’s to the United Kingdom. Should a child’s VISA expire during his/her stay, RUYANG International Guardian Service & Educational Consultancy Ltd. arranges the extension, ensuring that all supporting documents required by the Home office (bank statements, confirmation letters from schools) are provided. If the Home Office requires personal attendance by the child, we will arrange the transport and will personally attend and supervision of the child during this visit.

If for any reason the Home Office does not extend the VISA, parents must apply to the British Embassy for a new VISA for their child. In this case RUYANG International Guardian Service & Educational Consultancy Ltd. will provide all necessary VISA support documents as detailed above.

From time to time a child may need to visit another foreign country whilst based in the UK – for example to participate in a school trip or to spend holidays with parents, or friends from school living overseas. In such cases RUYANG International Guardian Service & Educational Consultancy Ltd. will arrange for any VISA’s required, ensuring that all supporting documents required by the embassy of the country to be visited are provided – bank statements, confirmation of hotel bookings, itineraries and tickets. If the embassy requires personal attendance by the child, we will arrange the transport and supervision of the child during this visit. Any costs incurred by RUYANG International Guardian Service & Educational Consultancy Ltd. e.g. transport of the child to the Home Office/embassy must be covered by the parents and will appear on the invoice.

Bank charges for receipt of funds

All British banks charge for allocation of funds to accounts. If parents want the exact total of the charge to be received by RUYANG International Guardian Service & Educational Consultancy Ltd., they should add £15.00 to cover bank charges, which are automatically deducted from amounts received. In the event that parents do not cover the charge, the funds received by RUYANG International Guardian Service & Educational Consultancy Ltd. for their child will be £15.00 less and will be deducted from the child’s Student Deposit Fund. Alternatively when making a bank transfer, parents may choose to authorise the bank to deduct all bank charges from their account at the time of the transfer.

Arranging financial documents

On behalf of the parents, RUYANG International Guardian Service & Educational Consultancy Ltd. obtains from the school all necessary documents such as invoices and contracts, where applicable. Such documents are forwarded to the parents so that they may make exact payment of all fees due to the school.

Supervision of the child’s financial affairs with monthly financial report

Each term parent’s deposit with RUYANG International Guardian Service & Educational Consultancy Ltd. a sum of money to cover any expenses the child may incur during his/her stay at a British school. This is known as the Student Deposit Fund. At the start of term RUYANG International Guardian Service & Educational Consultancy Ltd. forwards to the school a proportion of the childs money, which the school then gives to the child on a weekly basis.

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It is important to note: most schools limit the amount of money each child may receive, as this pocket money is intended only to cover basic needs such as small items of stationery, local excursions, refreshments etc. RUYANG International Guardian Service & Educational Consultancy Ltd. issues additional sums to the child for exeat weekends and half-term holidays.

The Host Families will distribute all additional pocket money to the child. At the end of each term the school issues a bill showing any charges that the child has incurred, and the remainder of the funds deposited with RUYANG International Guardian Service & Educational Consultancy Ltd. covers this bill.

The most common items, which are charged on the school bill, are:

  1. Dry cleaning of clothes.
  2. Telephone cards.
  3. School outings and excursions.
  4. Transport for visits to the doctor/dentist.
  5. Stationery/stamps/toiletries/books purchased from the school shop.
  6. Lost/damaged books.
  7. School photographs.
  8. Membership fees for school clubs (e.g. chess club, computer club).
  9. Extra lessons (e.g. extra English, piano, horse-riding).
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Such lessons – whether private additional study, hobbies or in the form of tuition – are never given to the child without first obtaining the parents’ consent. RUYANG International Guardian Service & Educational Consultantcy Ltd always advises the cost of such lessons when asking for the parents’ consent.

School bills are generated per term and can vary from a couple of hundred to several hundred pounds sterling, although higher bills usually include costly items such as overseas school visits (e.g. skiing trips) and extra tuition/private Music lessons. RUYANG International Guardian Service & Educational Consultancy Ltd. maintains a detailed report of the child’s financial situation, which is kept constantly up to date and can be supplied to the parents at any time upon request. In any case this report is automatically sent to the parents at the beginning of each quarter, showing costs incurred to date and balance of funds remaining. When the balance approaches £200.00, parents are immediately informed and requested to send additional funds to cover future expenses. Any major expenditure and purchases are never undertaken without first consulting the parents.

All schools charge a deposit for emergency expenses only. In normal circumstances this is untouched and returned to the parents at the end of the child’s stay at the school. However, all school bills are forwarded to RUYANG International Guardian Service & Educational Consultancy Ltd. for payment at the end of each term, which is why it is necessary for parents to deposit sufficient funds for their child with RUYANG International Guardian Service & Educational Consultancy Ltd.

Constant liason with schools

RUYANG’s Educational Guardian Service Department prides itself on the personal attention it gives to all aspects of the child’s stay abroad. Before a child arrives
in the United Kingdom (normally at the start of each academic year) RUYANG’s Educational Guardian Service Department sends a welcome pack to the student in there home country which contains a letter detailing our members of staff, contact telephone numbers both during and outside office hours and a telephone card to use during his/her first days at school. The pack includes information and things-to-do, a map of the surrounding areas of the school, and a map of England, showing where they will be attending school and where we are located. Also included is the following booklet: Arrival And Departure Booklet for Students

Members of RUYANG’s Educational Guardian Service Department are in daily contact with schools by telephone so that any problems encountered by your child – large or small – are promptly brought to our attention and resolved. RUYANG’s Educational Guardian Service Department undertakes to resolve problems of an academic nature – those involving accommodation or behavioural difficulties, or matters of a more personal nature, as quickly as humanly possible with as little disruption as necessary.

All children under our care and school authorities can contact RUYANG’s Educational Guardian Service Department staff 24 hours a day, either at our offices or on mobile telephones. Our trained staff always treat callers seriously, and any problems are reported to the parents where we believe necessary.

RUYANG’s Educational Guardian Service Department encourages parents to Contact Us directly at any time to discuss any aspect of their child’s well-being. Approximately one month after the end of each term the school provides a written report on the child, which is then read and translated – when required – into the parents native tongue and is automatically forwarded to the parents with additional information obtained by RUYANG’s Educational Guardian Service Department.

Visits to schools during the term

Members of our Educational Guardian Service Department visit schools at least twice each term in order to meet teachers, housemasters/mistresses and students. Such personal contact enables RUYANG’s Educational Guardian Service Department to find out if the child has any particular problems of an academic or personal nature, and if possible to resolve them on the spot.

Visits to schools are scheduled well in advance and parents may receive a timetable of visits upon request. A report of every visit to your childs school, the conversations with teachers and information gathered, is sent to you – the parent’s – and the schools tutor within 14 days. This is a valuable tool both to the parents, the school and us so that all parties can monitor the student’s academic progress and well-being. These school visits are also important in building a personal rapport between the student and staff at RUYANG’s Educational Guardian Service Department, which encourages the student to Contact Us in the first instance if they have any problems or queries.

Visits on parents’ days

RUYANG International Guardian Service & Educational Consultancy Ltd. staff in the role of Educational Guardian Service Area Co-ordinator from time to time attend formal and social events at schools. These include parents’ days when parents and guardians can meet teachers and other school staff; prize-giving ceremonies (usually held at the end of the summer term); school plays/concerts and sports days. Such occasions may coincide with the regular school visits per term, or may be in addition to the scheduled visit undertaken by RUYANG’s Educational Guardian Service Area Co-ordinator.

Ordering and purchasing of school uniform and bedding

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All boarding schools within the United Kingdom require students to wear uniform and such approved items of clothing must be purchased for the student at the start of the first term and throughout the academic year, depending on the season. Some schools require uniform to be purchased and paid for in advance, whilst other schools will issue items as necessary and charge these items to the end of term bill.

In all cases RUYANG International Guardian Service & Educational Consultancy Ltd. require parents to deposit a sum of money to cover these costs. A staff member of RUYANG’s Educational Guardian Service Department will order or purchase in advance any items of uniform as required by the school. In cases where schools provide uniform from their own suppliers, RUYANG’s Educational Guardian Service Department will ensure that items are ready for collection by the student upon arrival. All items of uniform must bear the student’s name for identification purposes and RUYANG’s Educational Guardian Service Department will order name tags and arrange for these to be delivered to the school by the start of term.

Not all schools provide items of bedding, sheets, pillows, pillowcases, duvets, and duvet covers. Where the school does not supply such items, a staff member of RUYANG’s Educational Guardian Service Department will purchase and deliver these items to the school when the student arrives, and will ensure the student settles in and is comfortable with their new environement. If additional items of bedding are required during the course of the academic year, a staff member of RUYANG’s Educational Guardian Service Department shall purchase these and send them to the school.

All items of uniform and bedding are at extra cost. They are deducted from funds deposited with the Student’s Deposit Fund held by RUYANG International Guardian Service & Educational Consultancy Ltd. and shall be itemised on the student’s financial report.

Emergency visits to schools

In case of sudden serious illness or other extreme problems, RUYANG’s Educational Guardian Service Area Co-ordinator shall visit the school immediately to provide any necessary support or assistance to the student. Parents will be informed of the situation straight away. Remember we are available 24 hours a day, our service never stops, it runs around the clock 24/7.

Arranging visits to doctors and/or dentists when necessary

Any child studying at a British school for 6 months or more is considered a temporary resident of the UK, and as such, is entitled to free medical treatment under the National Health Service. Routine medical complaints are usually dealt with by the resident nurse or Matron at each school. However, in the case of more serious complaints the school or Host Family will call upon the services of the local doctor (General Practitioner).

Should a child require treatment not covered by the National Health Service or medical insurance, such as dental treatment, specialist examinations or visits to the optician, RUYANG’s Educational Guardian Service Area Co-ordinator can arrange the appropriate appointments. Such treatment is normally at extra cost and the parents will be advised in advance and required to cover these expenses. A staff member of RUYANG’s Educational Guardian Service Department, or a member of the students school staff, will accompany the student to such appointments.

Independent arrangements for children

If parents wish their children to make their own travel arrangements, or to spend exeats, half-terms or holidays with persons other than their appointed Host Family, RUYANG’s Educational Guardian Service Department must receive written permission signed by the parents themselves. Parents must also state in writing that they absolve RUYANG International Guardian Service & Educational Consultancy Ltd. of all responsibility for the child at such times.

Please note: under no circumstances will any child under 18 years of age travel unsupervised by taxi, bus/coach or train. All students under our care – where covered by our Educational Guardian Service Contract – will only travel with CRB cleared drivers inline with the rules of conduct and guidelines of the Children Act (1989), the Protection of Children Act (1999) and the Care Standards Act (2000).

Refunds

Where any refund is due to parents, RUYANG International Guardian Service & Educational Consultancy Ltd. will process this within 14 days, provided that parents have advised us, in writing, of full bank details to which money is to be transferred. Normally we require the following information to ensure that funds are transferred correctly:

  • Name and address of bank
  • Sort code and name of bank branch
  • Account number
  • Beneficiary’s name and address

If any intermediary banks are involved in the transfer, the above information will be required for each bank.

General

All applications, amendments, requests, cancellations or curtailments must be made in writing to RUYANG International Guardian Service & Educational Consultancy Ltd. by the parents or by the local RUYANG International Guardian Service & Educational Consultancy Ltd. representative in the parents’ country.

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