These General Terms and Conditions apply to all services offered in the schools in Trieste and Tropea by Piccola Università Italiana and subscribed by the student (the client) directly with the school or through an intermediary (including an agent).
1. Enrolment Procedure
1.1 When registering, you accept the published “General Terms and Conditions”.
1.2 The registration should be filed online through the form on the website: https://piccolauniversitaitaliana.com
1.3 In exceptional cases, the application may also be sent in writing via e-mail. The contract is achieved by a written confirmation from our side, which comes into effect on receipt of pre-payment.
1.4 By enrolling at the school, the student commits to following the course and respecting the school’s internal regulations.
2. Minimum Age
2.1. The minimum age of admission for adult group courses (courses A, B, C) is 16. Teenagers aged 16 to 17 must provide authorisation that parents or a legal guardian agree to the course participants, assume personal liability for the minor, and confirm that the child is financially secure. This authorisation (scanned) must be emailed with the application and the passport copy (scanned) to the secretary’s office. The authorisation template is available upon request.
2.2. Children aged 4 to 15 must book private lessons (= courses E, D) or lessons in a pre-formed group. They must be accompanied by their parents or a legal guardian during their stay.
2.3. The admission for the Junior summer programme is for teenagers aged 12 to 17 years. All students enrolled in this programme must provide the authorisation mentioned in Article 2.1.
3. Payment
By paying (in whole or partly), the client agrees unreservedly to these General Terms and Conditions and the internal regulations they refer to.
3.1. Payment timeline
3.1.1 To complete the enrolment process for course-only bookings, the total amount must be paid within seven days of registration. Thus, the confirmation becomes effective.
3.1.2 To complete the enrolment process for complete bookings, the deposit must be paid within seven days of registration. The deposit includes 100% of the registration fee and 30% of the accommodation cost. The balance must be paid without further notification within 30 days before the course starts.
3.1.3 To complete the registration process for special programmes, the deposit must be paid within 7 days of registration. The deposit includes 100% of the registration fee and 30% of the total cost of the special programme. The balance must be paid without further notice within 30 days before the start of the programme.
3.1.4 For “last-minute enrolment” (= < 4 weeks before arrival), the entire amount must be paid immediately upon receipt of the official confirmation from the school.
3.2. Payment methods
3.2.1. Payment by bank transfer: This option is recommended for students from the eurozone. Students automatically receive the relevant bank details with the confirmation of the booked language course. The student bears the bank transfer fees. A copy of the Payment must be sent by e-mail to info@piccolauniversitaitaliana.com.
3.2.2. Payment through Flywire: This payment gateway is recommended for students outside the eurozone.
It allows you to pay in over 140 currencies, pay by bank transfer or international credit/debit card, eliminate bank fees, enjoy excellent exchange rates, track payment from start to finish, and pay from any country and bank.
3.2.3. Cash payment: Cash payments are accepted in exceptional cases, especially for “last-minute” registrations, and must be made in the secretary’s office on the first day of the course.
3.2.4. Services booked additionally after arrival (e.g., extensions, individual lessons, or activities offered within the weekly program) can only be paid in cash.
3.3. Once copies of the payment records have been presented, the student is entitled to participate in the course.
3.4. A compulsory stamp duty of € 2,00 applies to each invoice.
4. Cancellation
4.1. Withdrawal from a program can be done only by e-mail or registered letter to our office.
4.2. Cancellation policy:
| Cancellation period | Course cancellation fee | Apartment cancellation fee |
|---|---|---|
| More than 30 days before arrival | 100 % of the registration fee | 30 % of the accommodation rate |
| Less than 30 days before arrival | 100 % of the registration fee +50 % of the course fee | 50 % of the accommodation rate |
| Less than seven days before arrival | 100 % of the registration fee + 100 % of the course fee | 100 % of the accommodation rate |
4.3. There will be no course or accommodation refunds in the event of a cancellation once the course has begun.
4.4. Course starting dates are fixed. There is no refund for any missed lessons, early termination of a course, or for missing the start of class.
4.5. The cancellation policy stated in clause 4.2 does not apply to reservations with study visas. In case of reservations with a study visa, refer to clause 13.
5. Change of period of service
5.1. Post-booking, it is possible to change the dates of the booked stay (any service in our portfolio: Italian language and culture courses, special courses, accommodation, transfers, insurance, etc.) without additional costs within 30 days from the date of arrival.
In the event of a change of season, the rate of the actual season will apply to the accommodation.
5.2. If you change your dates less than 30 days before your arrival date, the general cancellation conditions (ref. 4) will apply.
5.3. In the case of force majeure, the period of stay may be changed.
5.4. The change of dates implies the subsequent loss of the right of cancellation and, therefore, the right to reimbursement of the booked services.
6. Contracted Services
The purpose of the school’s contractual services is indicated on the school’s official website, in our brochures, in our price list, and in the booking confirmation.
7. Concerns and Complaints
Any concerns or complaints should be taken directly to the school management. Our priority is to provide the best service and study experience possible. Therefore, should the student have any problems, complaints, or concerns, we will address these immediately and come to a mutually satisfying arrangement.
8. Inscription fee
Services included in the registration (transfers/excursions) are neither transferable (to any other party) nor refundable should they not be used.
The inscription fee includes the following services:
~ 2 half-day excursions by minibus or Pick-up transfer from and to the following airports: Trieste (TRS), Treviso (TSF), Venice (VCE), Ljubljana (LJU), Lamezia Terme (SUF) – the pick-up transfer service is only available in combination with accommodation arrangements booked through the school
~ Teaching material
~ Schoolbag or school folder, pen and writing pad
~ Written and oral placement tests
~ Participation certificate
~ Presentation of the weekly program, including a welcome cocktail
~ City map and information about the city, tips on excursions
~ Weekly program of leisure activities
~ Guided city tour
~ Film evenings at school
~ if requested, documentation for the study visa in pdf (in case the student needs the original documents, there will be an increase of € 50)
9. Placement Test
9.1. The placement test is mandatory for all students and students who self-evaluate themselves as beginners.
9.2. The placement test will be conducted online before the course starts. The written placement test will be sent to the provided e-mail address, and the oral test will be conducted online on our Zoom platform.
10. Classes
10.1. Lessons take place from Monday to Friday and are either scheduled from 9:00 a.m. to 1:00 p.m. or in the afternoon from 2:00 p.m. to 6:00 p.m. During high season, lessons could also be scheduled between 6:00 p.m. and 8:00 p.m. The school stipulates the timetable. Particular timetable or scheduling requests can apply only to individual lessons and must be requested by e-mail before arrival.
10.2. The school is closed on national holidays. Group courses will be cancelled, and only private lessons will be made up.
10.3. In case of late arrivals, early departure, or absence due to illness of the participant, booked group lessons cannot be made up. Booked private lessons can be rescheduled only after consultation and based on teacher availability. In either case, a refund is not possible. See also section 6.3.
10.4. Regulations for group courses for adults (= courses A, B, C): Classes are formed based on the test results and in accordance with the Common European Framework of Reference for Languages (CEFR). Should no 3-8 grouping be available at a student’s level, the student will be assigned a course with 1 or 2 students (= course D, E). If this occurs, the number of lessons will be reduced by 50%.
10.5. Should a student not be satisfied with the classification or the course itself, they must report to the secretary’s office two days, at the latest, after the classes start. The placement test will then be retaken, and a reclassification will be made if warranted.
The student is called throughout the stay to give feedback on the lessons, which must be communicated directly to the secretary’s office.
10.6. However, no change can be made to the pre-booked course after arrival. Therefore, any request for a booking change must be made before arrival.
10.7. If teachers are available, students can book additional private lessons for the confirmed course.
10.8. All courses could be taught in hybrid mode, i.e. with lessons held on-site and online contemporarily.
11. Accommodation
11.1. The scheduled day of arrival is Sunday before the course starts, and the departure date is Saturday. Arrival and departure should always be arranged for the weekend. The apartment must be cleared on departure day, so it must be vacated by 10:00 a.m.
11.2. Prices can only be calculated weekly. The week of accommodation is calculated from arrival Sunday to departure Saturday. Extra weekend nights may be booked, and prices are subject to the official price list.
When booking an extra night, it could become necessary to change the apartment, which may differ from the original category booked. In case of a lack of availability in an apartment, the secretary’s office will arrange a B&B or hotel. The supplement will be communicated before arrival and must be paid on-site in cash in the secretary’s office.
11.3. Prices are per person. Family members, spouses, or friends are welcome to visit and stay in student accommodation. The secretary must be informed of visitors’ arrival in advance. The terms and conditions remain the same and apply equally to guests.
11.4. Cleaning and changing towels and bed linen are included in the price once a week (on weekends). Additional changes of linen and towels during the week can be arranged at an extra cost of € 15.00 per change.
11.5. Students staying only one week have no cleaning and change of towels and bed linen included in the price.
11.6. Students are asked to report any problems with their accommodation within 24 hours, and reports should be directed to the secretary’s office so that the school can remedy the situation.
12. Extracurricular programme / Cultural and social activities / Excursions
12.1. All offered activities are subject to a minimum number of participants. The school reserves the right to cancel activities if the minimum number of participants is not reached.
12.2. The half-day excursions with the minibus included in the registration fee cannot be refunded; availability depends on the minimum number of participants.
13. Insurance
13.1. The students are neither insured through the school nor the accommodation provider against sickness, accident, theft, or loss of personal property. Therefore we recommend taking out special insurance.
13.2. Taking out insurance against sickness, injury, or accident is judicious during a stay in Italy.
13.3. We also recommend taking out travel cancellation insurance, which covers course and accommodation costs in the event of cancellation before departure or in case of early termination of your language study (due to illness, accident, death of a family member, etc.).
13.4. Insurance that covers these eventualities can be booked through the school.
13.5. In case of cancellation, the insurance cost cannot be reimbursed.
14. Visa
14.1 Students who want to study in Italy for more than 90 days must apply for a study visa at the Italian Embassy or Consulate in their country of origin, except for citizens of the European Community who do not require a visa to study in Italy. Citizens of other countries should inquire at the nearest Italian Consulate about entry formalities and requirements.
14.2. A document confirming the study holiday will be issued only after the participant has fully registered and upon receipt of Payment for the entire language stay. Details of the visa procedures are in the “Guide to obtain a study visa.”
14.3. Reservations through study visas can be cancelled only in case of visa denial. In this case, the cancellation policy stated in 4.2 does not apply. Original documents with the reasons for refusal issued by the Embassy are needed. A total refund will be made less the registration fee of € 150, an administration fee of € 250 and the insurance fee (in case booked through the school).
15. Privacy
15.1. The participant authorises Piccola Università Italiana to use personal data to process the registration, perform demographic or statistical analysis, and create promotional materials. According to European legal guidelines (GDPR art. 13), the participant may request the deletion of personal data at any time.
15.2. The participant authorises Piccola Università Italiana to publish photographs and videos taken during their stay at the school. If the participant disagrees, they must report this to the secretary’s office on the first day of school.
16. Program and prices
The school reserves the right to change course programs and prices for services.
17. Holiday Schedule
The annual holidays are listed in the price list, so please consult the price list for further information.
18. Discipline
If a student disrespects other students or the school’s staff, Piccola Università Italiana reserves the right to exclude the student from the booked group classes. Fees will not be reimbursed.
19. Limitation of Liability
In any event, liability and reimbursement on the part of the Piccola Università Italiana for the failure or delayed provision of the service resulting from circumstances beyond its control or force majeure are excluded, including merely by way of example and not limited to natural disasters, adverse weather conditions, epidemics, pandemics, sabotage, fire, floods, earthquakes, strikes, defective functioning caused by the incorrect functioning of third-party electronic devices, telephone lines, electrical and international and national networks, such as, by way of example but not limited to, breakdowns, overloads, interruptions, and any other circumstances not attributable to the Piccola Università Italiana that prevents the use of the service. Notwithstanding the preceding, and except in the case of willful misconduct or gross negligence on the part of the Piccola Università Italiana, the parties agree and mutually acknowledge that in each case, the liability of the Piccola Università Italiana cannot exceed the amounts paid by the student to the Piccola Università Italiana for the provision of the service.
20. Acceptance of general terms and conditions of participation
The school reserves the right to change the school’s “general terms and conditions of participation”. It is understood that after reading the school’s “general terms and conditions of participation”, the student accepts these terms. The school, therefore, reserves the right to expel participants for blatant disregard of these terms and conditions and for any behaviour deemed inappropriate by the school.