Learner Agreement

These conditions form the basis of the Learner Agreement between The Equine Academy (the Academy) and the enrolled person (the Learner).



1.1       The Service provided in return for the payment of the course fee payable by the Learner includes the provision of:

  • Course materials consisting of online e-learning materials.
  • Study Guide.
  • Tutor and course advisor support.
  • Marking and assessment of assignments.
  • Study Workshops as appropriate, excluding meals and accommodation.
  • Regular newsletters sent by email.
  • Course completion certificate (only awarded upon successful completion of the course’s requirements).

1.2 Responsibility for the payment of all fees lies with the Learner, even when another person has undertaken to pay fees on the Learner’s behalf.

1.3 The initial fee or full fee must be paid directly to The Academy in advance of starting the course.

1.4 If using pay as you learn, the first installment is due one month after the enrolment date and monthly thereafter until the full fee is paid.

1.5 If payments are missed, access to the online course material and resources will be stopped until all fees due are paid.

1.6 Additional fees are payable for:

  • International bank transfer fees if paying from outside the UK
  • Printed course material and ring binders
  • Postage costs when printed course material and ring binders are required
  • Overseas Learners pay the additional cost of airmail for posted materials
  • Awarding Body registration fees where necessary
  • External examination fees and resit fees
  • Re-marking fee for referred (failed) summative assignment and practical work
  • Additional books (optional)
  • Travel expenses to and from study weeks
  • Study week accommodation and meals

Academy closure of Provision

2.1 Where the provision is closed or withdrawn by the Academy for operational reasons an alternative program of study of comparable size and level will be offered. 

2.2 If the offer of the alternative qualification/programme is not accepted by the Learner fees in respect of outstanding modules not yet completed will be refunded.  Fees for modules already completed will not be refunded. 

2.3 Where the provision is closed or withdrawn by the Academy normally at least 28 days’ notice will be given. 

2.4 Applications for refunds must be made in writing by the Learner to the Course Administrator and must be accompanied by the original, or a copy, of the Academy receipt as proof of payment. 

2.5 All refunds must be approved by the Principal. 

2.6 The Academy will not be liable for the refund of fees to Learners or for any other financial penalty should the program, or individual elements of the program, be canceled due to war, flood, foot and mouth, or other contagious disease, strike, lock-out, industrial action, tempest, accident, civil disturbance, or any other cause whatsoever beyond the Academy’s control. 

Voluntary Withdrawal of a Learner

2.7 If the Learner withdraws voluntarily, the Terms and Conditions of the Academy’s Withdrawal Policy apply.


3.1 The Learner must notify the Course Administrator at the Academy of any changes in details provided on the enrollment form as soon as the change occurs.


4.1 The Academy reserves the right to refuse admission to the program if the following conditions are not met:

4.1.1 The Learner has attained the prescribed entry qualifications for the program.

4.1.2 In the opinion of the Academy the Learner is likely to benefit from the program and achieve its qualification aims and outcomes.

4.2 The Learner will attend all Live Lectures, Workshops, and Tutor Sessions as required which will include all lectures, assessments, and examinations, and complete all work assignments which form part of the program.


5.1       This College is committed to ensuring that disabled people, including those with learning difficulties, are treated fairly. All reasonable adjustments to the provision will be made to ensure that disabled Learners and other disabled people are not substantially disadvantaged.


6.1 The Learner has a duty to take care of his/her own health and safety and that of other Learners. The Learner will always take reasonable steps to discharge this duty and at all times comply with the Health and Safety regulations which are published by the Academy.

6.2 If the Learner has a disability or has a medical condition which could affect their ability to perform the activities of the course, they shall inform the course tutor or equivalent at the time of enrolment.


7.1 The Learner will read and refer to the Course Study Guide/Handbook supplied by the Academy which:

  • explains how the courses work
  • provides support in getting started with the program
  • explains what is expected when completing assignments and sending work in
  • explains how to access help and support
  • explains the grading criteria that is applied to work

7.2 The Learner acknowledges that:

7.2.1 The Academy is a distance learning college and the program is largely delivered through tutor-supported self-directed study.

7.2.2. They can contact the Academy by email or messenger at any time during *normal office working hours for any questions, queries, or concerns they may have about the program requirements. *Monday – Friday 09:00am – 17:00pm (GMT).

7.2.3 They can contact their allocated course advisor, as advised upon enrolment, at any time via email or phone for assistance with assignment preparation, understanding of course material or any other queries they may have.

7.2.4 They will check their emails, including spam filters and ‘junk’ email boxes, on a regular basis and ensure that the domain equinestudies.co.uk is not “blacklisted” by their email provider.

7.2.5 For programs following a set timeframe, they must complete each study stage in order as per the Study Guide provided by the Academy.

7.2.6 All work assignments are required to be submitted in Microsoft Word Format except for PowerPoint presentations as stipulated. The Learner will ensure their computer system they use for assignment preparation is compatible with Microsoft Office applications.

7.2.7 If applicable to the program, if they opt not to complete formative work assignments, the results in the summative assignment may reflect this. Except for referred work and appealed work, summative assignments cannot be re-submitted if a lower grade than anticipated is attained.

7.2.8 It is highly recommended that Learners submit formative work for areas of the module that they are unsure of, or find challenging, to gain the most from the course.

7.2.9 All summative assignments are compulsory, and all questions are required to be submitted at the same time as one document, with the exception of PowerPoint presentations.

7.2.10 If applicable to the program, before attending a Workshop, the Learner must have read through the Modules covered at the Workshop, have attempted most of the in-text questions, and begun the Formative Work Assignment for these modules. Other prerequisites may be in place; Learners will be notified of these by the Academy.

7.2.11 If applicable to the program, the Learner will book onto the appropriate Workshop before the Workshop booking deadline; they will also read and acknowledge the Workshop booking terms and conditions. If in any doubt about which study week should be attended and when the Learner will contact the Academy for clarification.


8.1 The Academy completion and extension policy is designed to ensure that Learners maintain satisfactory progress. Learners are expected to complete all required coursework and assessments before the course completion date. Workshops must be attended within the course completion time.

8.2 The course completion date is calculated from 14 days following the Enrolment Date (the date payment is received). In some circumstances, the completion date may be extended.

8.3 To request an extension a written application to the Course Provider, one month before the expiry date is required. The Course Provider may grant a maximum extension of six months. An extension will only be granted in exceptional circumstances and the decision of the Course Provider shall be final.

8.4 A charge of €50 per three-month extension is payable.

8.5 If an extension is not granted, or the original extension is exceeded, but the Learner wishes to complete the course requirements, any combination of the following fees may be due for payment by the Learner:

8.5.1 Difference between the course fees paid at the time of enrolment and the current course fee at the time of course continuation request.

8.5.2 Awarding Body re-registration fee if required.

8.5.3 Additional or updated course material if required:

€15 – €50 per module depending on size/number of pages

8.5.4 Marking fee per assignment submitted after the course completion date of €25 per work assignment/assessment

8.5.5 Study week attendance fee €150 per day

8.5.6 Administration fee of €50

8.6     If more than three years have elapsed since enrolment you may be required to re-enroll into the program if an extension is not deemed appropriate at the Academy’s discretion.



9.1 The Academy will provide the services required to enable Learners to complete their distance learning programs successfully. These services include the provision of course material in printed and/or e-learning formats, a study guide/course handbook, tutors to mark and assess Learner work, lecturers to deliver lectures at Live Lectures/Workshops, and, where appropriate, online webinars and tutorials.  A Course Provider is allocated to each Learner to provide ongoing support as requested by the Learner.

9.2 Where the number of Learners studying the programme falls below a level, which in the reasonable opinion of the Academy is necessary for the programme to viably continue, the Academy reserves the right to cancel, suspend, alter or merge the programme. The Academy undertakes to give a minimum of 28 days notice of such alteration.

9.3 The Academy reserves the right to alter the number of learning hours, the syllabus, location, dates and methods of delivery of the program in the interests of cost-efficiency and quality of outcome at any time during its duration.

9.4 The Academy will arrange the study weeks necessary to complete the program and will make Learners aware of the dates, prerequisites, and booking deadlines via email, the electronic newsletter (sent to all Learners by email), the e-learning platform, the college Facebook page, and websites. If a lecture/workshop must be canceled or postponed for any reason, an alternative date will be provided.


10.1 The Academy accepts no responsibility for any loss or damage to the property, including any motor vehicle or cycle of the Learner while on the Academy premises, nor any personal injury to the Learner, unless, in the latter case, caused by the Academy’s negligence.

10.2 The Academy hereby expressly excludes liability for any indirect or consequential loss, which may be suffered by the Learner because of any breach of these conditions or any other act or omission of the Academy or its employees or agents.

10.3 If the Academy is found liable to the Learner, the liability of the Academy will be limited to the fees actually paid (except for liability for death or personal injury resulting from the Academy’s negligence).


11.1 The Academy will have the right to without liability and without being deemed to be in breach of these conditions, to cancel or alter in any way the program to which this Learning Agreement relates, where it is obliged to do so through any circumstances beyond the control of the Academy.

11.2 In these circumstances, the Academy may attempt to rearrange the original program but is under no obligation to do so.


The Equine Academy’s’ GDPR statement can be read here:  https://www.equineacademy.org/privacy-policy


13.1      The Academy is committed to ensuring that disabled people, including those with learning difficulties, are treated fairly. All reasonable adjustments to the provision will be made to ensure that disabled students and other disabled people are not substantially disadvantaged.

13.2      Students with learning difficulties, disabilities, and special needs are assessed on an individual basis and the likely impact of the disability on the student’s ability to complete the program of study is evaluated.  This evaluation considers the health and safety of the student, and those working with the student, in the range of situations likely to be encountered during the program.

13.3      When assessing admission for students with physical or sensory disabilities health and safety is considered.  Every reasonably practicable step that can be taken to ensure health and safety will be taken to ensure the student can successfully complete the program.  Where health and safety could be compromised in a situation, an alternative teaching or assessment method is used, e.g. simulation, if possible.

13.4      Certain physical disabilities may, for health and safety reasons, preclude attainment of learning outcomes within certain elements of a programme.  In these circumstances, following an assessment of the student’s personal plans and career/learning goals, and the extent to which the learning outcomes could or could not be achieved, alternative modules or an alternative program will be recommended.


This Course Withdrawal Policy details refunds and fees payable if you cancel your enrolment and withdraw from your course.  Please read this document carefully as it forms part of your Learner Agreement.

Your enrolment submission indicates your acceptance of the terms of the Policy.  Your enrolment cannot be processed without either the original signed Policy or an electronic copy with your name typed into the signature box. A copy will be sent to you for your records upon enrolment.

Terms and Conditions of Withdrawal

  1. The Equine Academy operates on a ‘pay in advance’ basis.  To provide ‘The Service’ the course fees cover the tutorial support you receive from the start of your course, a contribution towards the cost of developing and producing the academic content of the course, your online or PDF course material, associated administrative costs, and the cost of contracting tutors and providing online resources to support your studies. These costs are incurred before you start your studies and, when you enroll, you agree to become liable for your course fee as set out in this document.
  2. The ‘Service’ you will receive upon enrolment is detailed in the Learner Agreement.
  3. Under The Consumer Contracts Regulations 2013, your right to cancel a service starts the moment you enter the contract and lasts 14 days.
  4. You are deemed to enter a contract with The Equine Academy on the day you pay either the full course fee or the first payment of a payment plan.  This date is your ‘Enrolment Date’.
  5. If your course is predominantly delivered online, you will have access to an ‘Induction Module’ for the first 14 days following your Enrollment Date. This provides a Study Guide and examples of course material providing a clear indication of the style, level, content, and character of the digital content of the full program.  It is designed to allow you to appraise the program. When you select to progress beyond the Induction Module you are classified as having downloaded digital content.
  6. If you want to download digital content within the 14-day cancellation period you must agree to waive your cancellation rights.
  7. Fees paid, less a €20 administration fee, will be refunded if you notify us within 14 days of your Enrolment Date that you intend to withdraw from your course, and if appropriate, return the course material to us, well packaged.  If you do not notify us or return the material within this timeframe, or you download digital content within the 14-day cancellation period, you are deemed to have accepted the terms of payment and you are liable to pay the course fee in full.
  8. Payments made using a transfer from a previous course cannot be refunded.
  9. Fees paid in respect of Awarding Body and external examinations are non-refundable.
  10. Fees paid in respect of printing and postage are non-refundable.
  11. If you withdraw from your course more than 14 days following your Enrollment Date, you will be liable to pay the full course fee.
  12. The Equine Academy shall not be liable for refund of fees or any other penalty should courses or study weeks be canceled due to pandemic, war, fire, strike, lockout, industrial action, tempest, accident, civil disturbance, or any other cause whatsoever beyond their control.
  13. If you wish to withdraw from your course, please email or write to the Course Administrator [email protected] .  Please note that it is not sufficient to tell your tutor or course advisor that you wish to withdraw from your course.  You must confirm your intentions to the Equine Academy Course Administrator so that you can be correctly advised of your fee liability.

If you have any queries about this Withdrawal Policy, please email at [email protected]  

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