Terms and Conditions

1. Eligibility

1.1 All students registered for an undergraduate programme of study at the University of Birmingham (Edgbaston campus) are eligible to apply for a Free Language Course.

1.2 Students must be campus-based at the Birmingham Edgbaston campus and able to attend in-person classes for the full academic year. There is no online provision for Free Language Courses.

1.3 ‘Free’ places are funded by students’ home School/College. The number of places on each course is limited, and not all applicants can be accommodated.

1.4 Places are not available to students already undertaking a Languages for All language module for credit in their programme of study during the same academic year.

1.5 Subject to availability, the scheme is also open to Edgbaston campus-based postgraduate students and UoB staff. However, the scheme is primarily intended to extend learning opportunities for undergraduate students, who are given priority for places.

1.6 Languages for All reserve the right to decline enrolment where an applicant’s prior knowledge or experience is not appropriate for the level of study offered.

2. Application procedure and allocation of places

2.1 Information about the Free Language Courses and the application period is available to current students and staff of the University during the summer preceding the academic year.

2.2 Languages for All will only consider applications where an official University of Birmingham email address is used on the application form. New incoming students can apply for language classes. However, Languages for All can only confirm a place once students have fully completed the University registration process.

2.3 One application only per student/staff will be accepted. Duplicate applications will be removed and only the latest application will be considered.

2.4 Applications made after the published deadline will not be accepted.

2.5 If demand for a language course exceeds the number of spaces available, ‘Free’ places are allocated on a random basis. Allocation does not operate on a ‘first come, first served’ process. Undergraduate student applications will have priority.

2.6 Students can take only one Free Language Course (or accredited Languages for All module) in an academic year.

2.7 Successful applicants are notified via their UoB University email address. Unless a student notifies Languages for All in writing that they wish to decline the offer, the place will be deemed accepted, and the student will be registered on the module.

2.8 Cancellations must be submitted in writing at the earliest opportunity to lfa@contacts.bham.ac.uk or via the online withdrawal form provided in the acceptance email to allow the place to be reallocated to another applicant.

2.9 Unsuccessful applicants are informed as soon as possible after the application deadline. A waiting list will be maintained until the end of Week 1 of teaching, and places that become available will be offered to applicants on the waiting list.

2.10 Students who are enrolled and do not attend the first scheduled class in Week 1 without prior notification will forfeit their place on the course with immediate effect. Their registration will be cancelled, and the vacant place will be offered to another applicant.

3. Module registration

3.1 Free Language Course places are allocated for the full academic year, and students will be registered for the appropriate module as part of the enrolment process.

3.2 Free Language Course modules are zero-credit rated and do not contribute to progression decisions, degree classifications or end-of-year marks.

3.3 Students will be enrolled on the corresponding Canvas course, where course materials will be made available.

3.4 Where multiple teaching timeslots exist, students will be automatically allocated to a timeslot according to their timetable. Changes may not be possible. University staff will be contacted separately about multiple teaching timeslots in Welcome Week.

3.5 Some language courses operate with a single group only. Where timetable clashes arise, including as a result of University timetable changes, alternative class options may not be available. In such cases, students may be required to change group (where possible) or withdraw from the module. Please note that some language classes are scheduled on Wednesday afternoons.

4. Workload and commitment

4.1 Before applying, students should ensure that they are able to commit to attending weekly classes throughout the academic year and completing all required coursework involved in Semester 1 and Semester 2. As spaces are limited, Languages for All need to ensure that each space is allocated to students who can commit to attending the whole academic year.

4.2 Free Language Course students who fall below the required attendance threshold (70% attendance) may be withdrawn from the course at any stage. In addition, Free Language Course students who miss three consecutive classes without prior notification to Languages for All will normally be automatically withdrawn from the course, regardless of their overall attendance percentage.

4.3 Where a course requires a textbook, students are expected to have access to the prescribed textbook for the duration of the course. Copies may be available in the Main Library.

4.4 Students who will be off campus on placement for part of the academic year (e.g. in Semester 2) are not eligible to apply as they will be unable to commit to the full duration of the course.

4.5 Free Language Courses are equivalent to an additional 20-credit module in terms of workload but do not include formal summative assessment. Before accepting a place, students should be aware of the commitment required and take this into account when considering their workload over the full academic year.

4.6 Classes typically include a mix of UG/PGT students and UoB staff who may be taking a language module as a credited module or a Free Language course.

4.7 Requests for transfers (to a different language or level) must be submitted by the Friday of Week 1 of teaching in Semester 1. Transfers are only possible in agreement with the Language Coordinator and are subject to availability of spaces on the module and timetable compatibility.

4.8 Non-attendance or withdrawal from the module may impact the awarding of the Birmingham Award, when students have selected a Languages for All Free Language Course module as part of the Birmingham Award scheme.

5. Requirements for completion of the module

5.1 In line with University policy, a minimum of 70% attendance is required.

5.2 To pass the course, students must meet the attendance requirement set out in clause 5.1 and achieve a Pass standard in at least six pieces of formative assessment, three of which must be completed in Semester 2. These assessments are informal, form part of normal coursework, and vary in format by language and level. A ‘Pass standard’ means work that would receive a mark of at least 40% if formally graded.

5.3 Successful completion of the Free Language Course is recorded on the student’s end-of-year transcript as a Pass. Numeric marks are not awarded for these Free Language Course modules.

5.4 Certificates of completion for the module may be issued upon request. Requests should be made by emailing the module convenor at the end of Semester 2, as certificates are not issued automatically. Module convenors will confirm whether the requirements to pass the module have been met and will issue the certificate accordingly. Please note that University of Birmingham Free Language Course modules are not formally assessed, are 0‑credit modules, and that the certificate is not equivalent to a formal language qualification.

6. Changes to courses and cancellations

6.1 Languages for All reserves the right to make reasonable changes to course content, delivery arrangements, teaching staff or timetables where necessary.

6.2 Languages for All reserves the right to cancel or suspend a Free Language Course where enrolment numbers are insufficient, staffing is unavailable or other unforeseen circumstances arise. Where possible, students will be informed as early as practicable.

6.3 Participation in the Free Language Course scheme is subject to availability and does not constitute an entitlement to a place in future academic years.

7. Exceptional circumstances and reasonable adjustments

7.1 Students who experience exceptional circumstances (such as illness, bereavement or significant personal difficulties) that may affect attendance or engagement should notify Languages for All on lfa@contacts.bham.ac.uk as soon as possible.

7.2 Reasonable adjustments for students with a disability or long‑term medical condition will be considered in line with University policy. Students are responsible for engaging with the relevant University support services and informing Languages for All where adjustments may affect participation in the course.

7.3 Any agreed adjustments or exceptions do not alter the 0‑credit status of Free Language Courses or the requirement to meet the minimum completion criteria.

8. Conduct and engagement

8.1 Students and staff enrolled on Free Language Courses are expected to engage fully with classes and to behave in a respectful and professional manner at all times.

8.2 All participants are subject to the relevant University Codes of Practice and policies applicable to their status (student or staff). Any breaches may result in withdrawal from the course.

9. Data protection and communication

9.1 Personal data provided as part of the application, enrolment, and participation process will be processed in accordance with the University’s data protection policies.

9.2 All official communication relating to the Free Language Course programme will be sent to the University email address provided by the applicant. Applicants are responsible for checking their University email regularly.

10. Decisions, complaints and appeals

10.1 Decisions relating to eligibility, level placement, allocation of places, transfers, attendance, and withdrawal from the programme are made by Languages for All, in consultation with Language Coordinators where appropriate.

10.2 Where a student or member of staff has concerns relating their course, this should be raised in the first instance with Languages for All (lfa@contacts.bham.ac.uk).

10.3 Formal complaints will be considered in accordance with the relevant University complaints procedures.

11. Applicability and policy alignment

11.1 These Terms and Conditions apply to the academic year in which the Free Language Course is taken.

11.2 Participation in the Free Language Course programme is subject to these Terms and Conditions and to relevant University regulations and policies.