1. These Terms and Conditions apply to education establishments who provide authority letters for eligible students on a mandatory work placement in London so they may apply for an 18+ Student Oyster photocard.
2. It is each education establishment's responsibility to ensure it is familiar with these Terms and Conditions and the student eligibility criteria (B).
3. TfL reserves the right to amend these Terms and Conditions at any time. The most up to date version can be found online at www.tfl.gov.uk/tickets.
4. TfL reserves the right to terminate or revise this scheme at any time.
5. The scheme is open for applications from 1 September 2012 to 31 July 2013.
B Work placement Student eligibility criteria
1. The scheme is open to students who are 18 years of age or over on mandatory work placement in London AND
- registered with an education establishment and enrolled on a full-time course including at least 15 tuition-led and/or structured learning^ hours a week (with attendance at scheduled classes being Monday -Friday only, and not including evening classes) over a minimum period of 14 weeks,
- on a placement which is an integral and essential part of their course,
- on a placement in London for a minimum period of 14 weeks,
- still under the pastoral care of their education establishment
^Structured learning does not have to be contact hours, but can be the time a student spends working towards a piece of work which is part of their assessment. Many colleges have an expectation of the ratio of contact hours to structured learning hours. For example, if you spend 10 hours a week in a classroom you may be required to spend 20 hours a week in structured learning to support those contact hours. Hours spent on placement do not count towards tuition-led or structured learning hours.
2. You are not eligible if you're undertaking on the job training with an employer who pays your wages.
C TfL's determination of applications
6. An 18+ Student Oyster photocard will only be issued upon submission of a correctly completed online application, photograph, payment of the £10 fee and an original Placement Authority letter from the applicant's education establishment.
7. The Student-rate travel concession will expire on the student's placement end date.
8. The Placement Authority letter must:
- Be an original copy
- Be on education establishment's letter headed paper
- Confirm the student is enrolled on a full-time course* including at least 15 or more tuition led and/or structured learning ^ hours a week for a least 14 weeks
- Provide details of the student's placement and its start and end dates
- Be signed by a person in authority, for example registrar/bursar/university secretary/head of student services
If the Placement Authority letter doesn't contain all the information we need the application will be rejected.
D Obligations of the placement establishment
10. The Placement Authority letter (see Appendix A) must be completed in full and be signed by a person in authority, e.g. registrar, bursar, university secretary, head of student services, work placement administrator or work placement tutor.
11. Authorising signatories must take all reasonable steps to ensure that applications are only approved in those cases where the student meets the eligibility criteria.
12. Before completing the Placement Authority letter, the authorising signatory must be satisfied that the applicant is fully enrolled at their education establishment and meets TfL's work placement student eligibility criteria stated above.
13. It is the responsibility of the authorising education establishment to advise TfL if a Placement student ceases to be eligible for the Student-rate travel concession.
14. If the authorising education establishment becomes aware that a student who has applied for, or is in receipt of the Student-rate travel concession, under the 18+ placement student arrangements is no longer enrolled and/or has ceased their Placement before the placement end date as notified to TfL or is otherwise ineligible for the Student-rate travel concession, the authorising education establishment must immediately notify TfL by emailing firstname.lastname@example.org. TfL will then take steps to either stop the student's 18+ Student-rate travel concession and/or the 18+ Student Oyster photocard.
15. Note that the email address email@example.com should only be used to notify TfL of single individuals who are no longer eligible for the 18+ Student-rate travel concession. If the authorising education establishment needs to send details of groups who are no longer eligible, it should contact 0343 222 1234.
16. Education establishments may, at times deemed as appropriate by TfL, be asked to confirm that a student remains in Placement as originally notified to TfL.
17. If the student ceases their Placement, or is, or becomes otherwise ineligible for the Student-rate travel concession, then TfL will take steps to stop their Student-rate travel concession and/or the 18+ Student Oyster photocard.
18. Failure to advise TfL that a Placement student is no longer eligible for the Student-rate travel concession may result in all new and existing students of an education establishment being unable to participate in the 18+ Student Oyster photocard scheme
19. Education establishments must maintain records to support Placement student applications and the reporting of those no longer eligible, including:
- The student's name
- The title of the course that the student is enrolled on
- The student's enrolment status
- The start and end date of the student's Placement
TfL reserves the right to add to this list.
20. Education establishments must maintain these records for the duration of the student's Placement and must inform relevant students that such records are maintained and that TfL and/or its agents may refer to such records and the education establishment's records for the purposes of the operation of the scheme.
21. TfL has the right to audit any and all such records at any time while an education establishment has Placement students in receipt of the Student-rate travel concession for the purposes of monitoring an education establishment's compliance with these Terms and Conditions. TfL will give an education establishment reasonable notice, in writing or verbally, of its intention to undertake such an inspection, audit or check and the education establishment must allow a TfL authorised representative (or representatives), at any reasonable time, to undertake any such inspection, audit or check of such records
22. The education establishment must provide TfL with all reasonable co-operation in relation to any inspection, audit or check including:
- Granting access to any relevant premises, and
- Making any records available for inspection and providing copies of such records if requested
F Data Protection
The education establishment must comply with the Data Protection Act 1998 (DPA) at all times when administering the 18+ Oyster student photocard. Whenever the establishment processes any personal data as defined in the DPA on behalf of TfL, the data must only be processed in accordance with these Terms and Conditions and any other instructions that TfL may give from time to time. If the education establishment becomes aware that any such personal data is being unlawfully processed or has been damaged, destroyed or accidentally lost, the establishment must inform TfL immediately and must take immediate appropriate technical and organisational security measures to rectify the damage or loss. Depending on the circumstances, TfL may report the education establishment to the Information Commissioner's Office and/or the police.
TfL, its subsidiaries and service providers will use the personal data of the primary and secondary contacts and online approvers for the purposes of customer services and administration and fraud prevention. Any personal information will be properly safeguarded and processed in accordance with the requirements of the DPA.
In certain circumstances, TfL may share personal information with the police and other law enforcement agencies for the purposes of the prevention or detection of crime.