Terms & Conditions

ODL and Onsite at Gem-A London Courses

These terms and conditions represent an agreement between Gem-A and you, a prospective student.

All course fees must be paid in full prior to the commencement of the course unless the instalment agreement has been made. Your application cannot be accepted unless accompanied by the correct payment. Please do not forget to add postage if applicable. The advertised course fees include course notes, tuition, instruments and examinations. Course prices are reviewed each academic year. You must inform Gem-A immediately of any changes in your circumstances that may affect your fee status. All outstanding fees must be paid before the final online assessment date concludes; failure to do so will result in you being refused entry to the exams. In the event of late or non-payment/default of account, any debt collection charges will be passed on to the student/guarantor at a rate of 12.5% of the value of any overdue invoice(s) on their account. The student consents to this information being passed to a third party collection agent in the event of late or non-payment/default of account.


Details of the instalment options can be downloaded from the website. Please note that an administration fee will be applicable. We can only provide the instalment plans indicated and the standard plans may not be deviated from. Each instalment must be paid in full and on time, and all fees must be paid by the last instalment date indicated on the schedule. For further information please contact

Withdrawal or cancellation:

You have 14 calendar days from the date of registration to cancel your course. For cancellations received within 14 days from the date of registration, and prior to the course start date, a 100% refund will be provided, with deductions made for any course materials not returned in a saleable condition. For cancellations received within 14 days from the date of registration, but after the course start date, you will incur a 25% cancellation fee. For cancellations received after 14 days from the date of registration, no refund will be given. If a student has opted to pay by instalments these clauses will still apply. Course transfers are permitted when there are proven mitigating circumstances.


You are expected to attend all classes or complete all tasks and activities required by your course. If your attendance or online activity falls below 80% then you will not be entered into course exams and may be withdrawn from the course(s) with no refund given. Students should follow the absenteeism procedures outlined in Gem-A Student Policies and Procedures. Advance notification must be given for any known forthcoming absences. If you do not attend classes or cannot complete the tasks requested due to unforeseen circumstances you must contact your tutor or the London Education Admin team as soon as you are able to do so. Students who have attendance issues and who fail to contact Gem-A may be required to attend a Non-Attendance Meeting (NAM) and may be withdrawn from the course(s).


Students are expected to adhere to the policies and procedures outlined in the Gem-A Student Guide to Policies and Procedures at all times and to act appropriately in all classes and interactions with fellow students, tutors and staff. Failure to do so could result in dismissal from the course and/or refusal to accept applications for subsequent courses.

Coursework and assessment:

Your course content and assessment methods will be outlined to you in your induction class or during the introduction to your online course. You are required to complete the coursework assessments that contribute towards your final grade within the timeframes specified. It is solely the responsibility of the individual student to ensure they understand the course and assessment requirements and complete these by the given dates.

Privacy information:

You understand, and by attending the course agree, that Gem-A may need to contact you, your next of kin, UK Visas and Immigration, your employer or any other fee-sponsoring body, regarding issues such as attendance, conduct, progress, etc. Such communication may be via telephone, letter, email or any other appropriate means. To view Gem-A’s full privacy statement please go to


The information you supply will be used by the Chief Executive of the Education and Skills Funding Agency, to issue you with a Unique Learner Number (ULN) and to create your Personal Learning Record. Further details of how your information is processed and shared can be found at Because the ULN is required for the administration of services within the education and training sector (such as the issuing of certain qualifications), you cannot opt out of being issued with a ULN on the Learner Register. You can opt out of sharing your participation and achievement data through the Learning Records Service. Details of how you may opt out of sharing your participation and achievement data within the Learning Records Service can be found at or by telephoning their helpdesk on 0845 602 2589.

Exam Centre:

Gem-A sets up examination centres in areas where there is usually a sufficient number of candidates wishing to sit the examinations and an availability of gemmological instruments for the practical exams. The allocation of students to an exam centre is entirely at the discretion of Gem-A and no guarantee is given that a centre will be set up in any particular locality.

Change of contact details:

It is the student’s responsibility to ensure Gem-A has been informed of any changes to personal details, including changes of residential address. You must inform Gem-A immediately of any such changes. To do so please email


Gem-A has a complaints procedure which is set out in the Gem-A Student Guide to Policies and Procedures. You will receive a copy of this when you enrol onto a course.

Study visa:

Students intending to attend any of Gem-A’s UK based on-site courses will need to ensure that they comply with the UK Government’s requirements for studying in the UK, particularly if the applicant is applying from outside the U.K.
Please note that the UK Visas and Immigration Office regulations may be updated at any time and it is the applicant’s responsibility to seek the current information relating to UK immigration rules. Enquiries can be made at the UK Visas and Immigration Office website or with their representative in the country in which the applicant resides.

Language requirements:

There is a significant English language requirement for all students. Evidence is required to show that students who do not have English as a first language have passed a Secure English Language Test (SELT) at a minimum of CEFR level C1 (validity date is required). Examples of a SELT include IELTS Academic (level 7) or TOEFL (score 95–120). If it is found that the student subsequently can not keep up because of language deficiencies they are liable for withdrawal from the course following a period of consultation.

Course levels:

By applying to one of Gem-A’s courses the student is confirming that they understand and can comply with the study hours and academic levels required to do the course.

Disability Support:

If you have any learning/health disabilities that you feel may require additional support for your studies or exam, or require special consideration for your exams please add this information to your application form or contact the Student Support and Welfare Officer. You will need to provide supporting, appropriate, documentary evidence, such as a statement of special educational need, a detailed letter from your doctor or any other relevant documentation.

Additional conditions:

Our courses must be completed within two years of start date including attempting the exam. If the course is not completed within this time frame it will need to be re-started with full payment of the fees being required.


As a student you are required to adhere to the Terms and Conditions of Membership as outlined in the Memorandum and Articles of the Association, including passing a fit and proper person criteria. (Visit to download the Memorandum)

Exam entry:

Gem-A Theory exams are held in January and in June of each year. All exams are arranged internationally and you will be provided with information and dates when you enrol. Please ensure that you are prepared and available for your exam dates. Please note that all pre-requisites for any examination must be fulfilled before sitting the examination. It is the responsibility of each individual student to ensure these requirements are met.

Exam papers:

All Examination papers are the property of Gem-A. Answer papers are not returnable. Please do not telephone Gem-A for results as they will not be disclosed by telephone.


Gem-A has an appeals procedure to allow for exceptional circumstances that can result in an approved change to its standard terms and conditions. In the first instance a student wishing to make an appeal should contact the Student Support and Welfare Officer, with as much supporting, third-party, documentary evidence as possible.

By agreeing to these Terms and Conditions the applicant is confirming that they accept and will abide by them and that all information provided to Gem-A is both correct and honest.