Guidance from The Harpur Trust

Fees and Invoices: Frequently Asked Questions

Please find below frequently asked questions regarding invoices and payments, which we hope will be helpful to you as your child embarks on their journey with us. We recommend saving this document somewhere safe to be referred to if required.

How often do I receive an invoice?

Invoices are sent termly and will be provided at least 10 days before the start of each term as follows.

y Autumn Term invoice – Issued in August y Spring Term invoice – Issued in December y Summer Term Invoice – Issued in March/April

How will I receive my invoice?

Invoices will be available for viewing on your school portal, you will be sent an email inviting you to set up a school portal account. Please add Fees@harpurtrust. org.uk to your trusted contacts as this will ensure the email notification is not diverted to your junk mail folder or caught in any spam filter.

When do I pay my invoices?

If you opt to pay by direct debit, your payment schedule (date and amount of collection) will be displayed at the bottom of your termly invoice. Alternatively, if you have not opted to pay by direct debit, invoices are due to be paid in full before the start of the term to which they relate.

How do I pay my invoices?

Payments are usually made by direct debit - you will have been asked to complete and return a direct debit mandate when you completed your acceptance paperwork. Termly payments can be made by card payment or bank transfer, details of which can be found on our website Information on school fees (www.harpurtrust.org.uk) y Autumn term - September, October and November (no payment in December), y Spring term - January, February and March (no payment in April) y Summer term - May, June and July (no payment in August).

What direct debit options are there?

Direct debits can be paid by three monthly instalments.

Payments are usually taken on the first day of term and then the first working day of each subsequent month. There is also an option to pay termly by direct debit and in this instance full payment is collected on the first day of each term.

*Please note that the direct debit payments in instalments is concessionary and we reserve the right to withdraw this option should payments fail when collected by this method.

Can I change my payment method?

We are unable to make any changes to the payment method such as changing the frequency of a direct debit, the account this is collected from or to put a new mandate in place once an invoice has been issued. This includes direct debits that have been cancelled. New instructions will be put in place ready for the following term, i.e. mandates received after the Autumn term invoice (September) has been issued will not be collected until the Spring term (January).

What happens if my direct debit is unsuccessful?

We will contact you by email a few days after the collection has been attempted if your direct debit is not successful. If your direct debit is cancelled with the bank, payment of the full term’s invoice will become due. Should the payment fail for any other reason you will be advised of the amount due, and you will need to make a manual payment. A £20.00 admin fee will also be applied to your account.

What happens if my child starts in the middle of the term?

Depending on your start date, an invoice will be provided mid-term or both terms’ fees will be included in the next term’s invoice. You may be contacted by the fees team to confirm the amount payable for that term prior to the invoice being made available. Midterm invoices cannot be collected via direct debit, and you will need to make manual payments via online card payment or bank transfer for that term only. The fees team will provide you with a payment schedule and the details required to make a manual payment.

What happens to my deposit?

Your deposit is held in the general school funds until your child leaves and is then repaid as a credit to the final invoice. The final invoice is usually issued in the August following your child’s final academic year. There maybe some final extra charges, which are also charged to this invoice. Your bank account will then be credited with the remaining balance, usually in September.

Who do I contact if I have a question regarding my extra charges?

If you have a query regarding an extra charge on your invoice, please contact your school accounts team directly.

y Bedford School Accounts Team

Email: accounts@bedfordschool.org.uk

How can I contact you?

Our email address is fees@harpurtrust.org.uk. The telephone number for the fees team is 01234 369510. General information about The Harpur Trust can be found on our website: www.harpurtrust.org.uk

Fees Invoice - Disbursements (Blue Bills)

Any additional costs not covered by the main tuition fee will be added to the following term’s fees invoice and itemised accordingly, as these are charged for in arrears. These may cover the cost of additional text books, additional excursions or trips, private music tuition, EAL lessons, subscriptions or any boarding house expenses, etc.

Transport - School Buses

There is an extensive network of buses to all Harpur Trust schools. This transport system is run by voluntary parent associations and commercial suppliers; a list of which can be found on the school website.

www.bedfordschool.org.uk/admissions/transport/ bus-services

Whilst the school does not endorse the transport suppliers, these companies have been used for many years by Bedford School and other independent schools in Bedford. It is the responsibility of parents to organise transport to and from school and to make their own checks as they deem necessary. For further information on routes, times and costs, please contact the providers directly.

Visa Requirements

All non-British passport holders are required to have a visa to study in the UK. We have a Home Office Licence which enables us to take international students and to issue a CAS (Confirmation of Acceptance of Studies) for boys applying for a Child Student Visa.

To enable us to hold the Home Office Licence we have to follow certain procedures and are regularly checked by the Home Office to ensure we are working within the guidelines. We would, therefore, be grateful if you could assist us with any request in regard to this matter.

Families whose sons require a Child Student Visa should have received a communication from us, but if not, please contact us as soon as possible.

Bedford Prep School

Non EU Applications

When your visa application has been approved, your son will be issued with a vignette in his passport which is valid for 90 days and will allow him into the UK. Please advise us and send a copy of both the confirmation letter and vignette as soon as you receive them. Your son’s visa in the form of a BRP (Biometric Resident Permit) card will be sent to the school.

On your son’s first day at the school he must bring his passport with him so we may physically see the passport and vignette before he can sign and receive his BRP.

EU Applications

Successful EU applications will receive a letter with a link where you are able to generate a Share Code which needs to be sent to our Admissions team straightaway.

Your son will also need to bring his passport to the Admissions Office for checking upon arrival.

If your son has a British National Overseas passport or a Tier 1 Investor or Entrepreneur Visa or Tier 2 Visa, we would like notification of this before starting and will ask to see both the passport and visa when he arrives at the school.

We recommend that your son keeps his passport and BRP (if applicable) in the boarding house safe.

Boys whose families are resident outside of the UK must have an AEGIS or BSA accredited guardian and we must have their guardian’s full contact details.

Please complete and return the Parent Nomination of a Guardian Form.

Before each Exeat weekend and the start of each holiday, you will be asked by your son’s Housemaster for the following details: y Where he is staying during his time away from the school y How he is travelling from the school and who is collecting him y If flights are involved, the flight numbers and dates/times of the flights

Insurance

The school automatically provides pupils’ personal accident insurance for all boys. A summary of the policy is available on request from the Bursary (bursary@bedfordschool.org.uk). Your son will be automatically covered by this policy when he starts at the school.

Boarders also receive personal effects insurance which covers their personal property in the boarding house. The total sum insured is £5,000, with a single item limit of £2,000. Bicycles are covered up to £250 if they are kept securely in the bicycle shed. Items are replaced on a new for old basis if they are less than one year old. Please note this policy does not cover cash, mobile phones or mobile phone accessories. The policy excess is £25. A summary of the policy is available on request from the Bursary (bursary@ bedfordschool.org.uk).

Learning Support

Bedford Prep School is an inclusive school where there is an emphasis on high quality learning and teaching provision for all children so that they can work to the best of their ability alongside their peers in lessons. The school’s Academic Support Department is experienced in providing support strategies in lessons for boys who have a range of additional needs, including Dyslexia, Dyspraxia, AD(H)D, or those who may need additional study skills support in areas such as comprehension, planning or handwriting practice. Targeted support for some boys is through small group support sessions which are aimed at closing the gap in achievement. Personalised one-to-one lessons are for a small number of boys who require a more individual approach to support their learning. All additional support is provided free of charge by the school.

In accordance with the SEND Code of Practice (2014), the school uses a graduated approach to identify and support pupils with SEND. The main focus is on enabling those with SEND to succeed in their education. If a boy should require an assessment report, the school will recommend an external specialist teacher who is able to carry out a private assessment, payable privately to the external teacher. The school can then use the strategies from this report to inform teaching and learning within lessons and/or small group and one-to-one sessions.

At Bedford Prep School we enjoy working closely with parents to support all the boys in their learning. We value parents’ input, and request that the school is made aware of any existing difficulties and/or assessment reports that have been carried out before they join. A joined-up approach between home and school is vital in ensuring a supportive learning environment for the pupil.

Should you have any concerns about a child’s needs, parents should discuss this initially with their son’s form Tutor, or with Mrs Rossington, Prep School Head of Academic Support (drossington@bedfordschool. org.uk).

We welcome discussion about any aspect of a boy’s development and offer a supportive and positive approach to enable boys to make good progress throughout the different stages of their time at the Prep School.

English as an Additional Language (EAL)

In addition to classroom teaching, we provide EAL teaching for pupils whose first language is not English. This is a condition of entry to the school.

Tuition offered in EAL

Our aim is to provide specialised help in those areas where it is needed. These might include: y KET Cambridge y PET Cambridge

1. basic English skills - reading, writing, speaking and listening.

2. the writing of essays, note-taking and summaries.

3. specific Preparatory School examinations.

4. personal assistance and general availability to help each student, should any language or communication problems arise.

We generally suggest up to four teaching periods per week are sufficient for new boys joining the school. If we discover a boy needs more intensive help, we will communicate further with you.

We require your son to bring: y an electronic translator y a small dictionary y a large dictionary

The small dictionary and electronic translator can be taken to lessons and the large dictionary can be used in Eagle House.

We realise that there will often be individual requirements and we welcome contact with parents or guardians.

The fees are termly and depend on: a. the number of lessons per week. b. whether the lessons are with one boy (single) or with more than one boy (joint).

All bills for EAL tuition will be sent to parents at the end of each term. Current fees are shown on the school website.

Enrichment

The Enrichment Programme at Bedford Prep School aims to prepare boys for their future by providing a range of opportunities to develop different skills, pursue interests, and to gain new experiences outside of the curriculum.

This year, boys in Year 3 and 4 saw their curriculum enriched through numerous opportunities including a desert animals workshop in school, trips to Whipsnade Zoo and the British Museum, they learned bushcraft skills during a fun residential activity week, enjoyed sessions on ‘Crack the languages codes!’ and ‘Maths Mysteries’ - solving mathematical problems in a fun based manner, and all boys enjoyed visits to our observatory and planetarium.

Each year, we commit to providing a rich programme of events and clubs for boys to take part in as well as opportunities for academic extension and collaboration with the Upper School.

Chinese Lessons

Mandarin beginners’ lessons are offered to Year 3 and Year 4 boys. Lessons take place during Wednesday lunchtime and are taught by a native speaker. Please complete the Chinese Lessons form by Monday 12 June 2023 if you would like your son to have Chinese lessons. Current fees are shown on the school website.

Speech and Drama Lessons

The Prep School offers speech and drama lessons, which are organised on a weekly-rotating basis during the school day. Boys spend the autumn term building performance skills and technique, the spring term working towards performances at the prestigious Bedfordshire Festival of Music, Speech and Drama in March and the summer term working towards their LAMDA examination. All boys are taught in small groups (varying between two to five, depending on the age group), and the current fees (covering 30 lessons over the year) can be found on the school website.

If you would like your son to have lessons, please complete the Speech and Drama form by Monday 12 June 2023, so that arrangements can be made for him to begin in September.

Instrumental Music Lessons

If you wish your son to have instrumental music lessons, please complete the instrumental Music Lessons form. Applications must reach the school by the end of the preceding term. Each form should relate to only one instrument. Applications to learn more than one instrument should be on separate forms (please submit the form as many times as required).

1. All matters relating to instrumental lessons should be addressed to Mr Jonathan Sanders, Director of Music. jsanders@bedfordschool.org.uk

2. As part of their musical tuition, boys learning orchestral and band instruments will be expected to play in at least one of the school orchestras and bands at the discretion of the Director of Music.

3. Termination of lessons. Notice in writing of the intention to discontinue lessons is required and should be sent to the Director of Music as soon as possible. The notice period is 11 termtime weeks from the receipt of the notice of termination of lessons.

4. Time of lessons. All boys will normally be required to have lessons during normal school periods on rotation on one instrument but at the discretion of the Director of Music. Please note that we are unable to process applications which request a fixed lesson time as a pre-requisite condition for taking up lessons.

5. Absence from lessons. If a boy/parent gives at least 72 hours’ notice in writing (excluding Sundays and Bank Holidays), either directly to the Visiting Music Teacher (VMT) or to the Head of Instrumental Department (HoID), of being unable to attend an instrumental lesson due to a school-related activity, then the VMT/HoID will endeavour, where possible, to find an alternative time for the missed lesson to be taught. If it is not possible to find an alternative time, the missed lesson will not be charged to the boy’s family. Notice by email will be accepted as long as it is copied to the relevant HoID. In all other situations, if a boy misses an instrumental lesson, then it will be charged to the boy’s account. Relevant schoolrelated activities which require boy/parental notice will include sports fixtures, academic visits, trips and unavoidable classroom commitments, but this list is not exhaustive.

6. Reports. Reports by instrumental teachers are made at the end of each autumn and summer term. An instrumental music parents’ evening is arranged at the end of the spring term each year.

7. Fees. Fees are reviewed annually and published by the Director of Finance and Operations. Reduced rates apply to those sharing lessons and for boys in the Prep School. Class tuition for theoretical examinations in music is provided free for those having instrumental tuition but a charge is made for other boys.

8. Examinations. Boys are entered for instrumental examinations at the discretion of the Director of Music and the cost charged to parents on Blue Bills.

9. Instruments. Instruments may be hired from the school, subject to availability, during the early stages of tuition. Parents are charged a termly hiring fee and are responsible for maintenance and repair costs and also for making good loss or damage, whether in or out of school. Parents are advised to take out insurance against loss or accidental damage. In most cases, boys will be expected to have their own instruments after the first year. Parents and boys are reminded that instruments should not be left at school during holiday periods as the school cannot accept responsibility for their safety. .

Details of the current music fees can be found on the school website.

Hotel Accommodation in Bedford

There is a wide range of hotel accommodation available in Bedford. The hotels listed below are just a few of the options available.

Hotels Close to Bedford School

D’Parys

De Parys Avenue

Tel: +44 (0)1234 340248

Email: info@dparys.co.uk www.dparys.co.uk

Swan Hotel

The Embankment

Tel: +44 (0)1234 346565

Email: info@bedfordswanhotel.co.uk www.bedfordswanhotel.co.uk

Embankment Hotel

The Embankment

Tel: +44 (0)1234 261332

Email: reservations@peachpubs.com www.embankmentbedford.co.uk

Mercure Bedford Centre Hotel

St Mary’s Street

Tel: +44 (0)1234 799988

Email: HB541@accor.com www.accorhotels.com

Please note that these details are provided for information only. Their inclusion does not imply that the school endorses the services offered by the provider.

Travelling to Bedford from the Airports

Please note that the school does not provide transfers to and from the airports. It is the responsibility of parents/guardians.

It is possible to take a train to Bedford from Luton, Gatwick and Heathrow airports but not from Stansted. Information on routes, costs and timetables may be found at www.nationalrail.co.uk

Once you reach Bedford Railway Station, we advise that you take a taxi to Bedford School. To avoid confusion with other schools in the town it is best to give the taxi driver the school’s address (De Parys Avenue).

If you would like to arrange a taxi to collect you from any of the above airports, you will find it cheaper to pre-book a taxi from Bedford rather than getting a black cab from the airport.