Conditions for Administration of
Educational and Professional Examinations
at the British Council in Japan, Tokyo(Effective from 21 July 2023)

Section 1.

Examination Venue and Time

I. Examination venue:
Venue address: British Council, 1-2 Kagurazaka, Shinjuku-ku, Tokyo 162-0825 Japan (access map)
Contact email address: exams@britishcouncil.or.jp
II. Examination time:
Examinations start either at 10:00 OR at 14:00 (Japan time), Monday to Friday, except British andJapanese national holidays. Candidates must arrive at least 20 minutes prior to the examination’s
actual start time for bag storage, identity verification and examination announcements.
Section 2.

Fees Scale

First examination session
lasting up to 3 hours¥35,000 (including 10% consumption tax) per candidate,non-transferable

Each additional/subsequent 3 hours(within the same application)¥23,000 (including 10% consumption tax) per candidate,non-transferable

Fee calculation guide:
One examination session (lasting up to 3 hours)
Two examination sessions (lasting up to 6 hours)
Three examination sessions (lasting up to 9 hours)
Four examination sessions (lasting up to 12 hours)¥35,000¥58,000 = ¥35,000 + ¥23,000 x 1¥81,000 = ¥35,000 + ¥23,000 x 2¥104,000 = ¥35,000 + ¥23,000 x 3

I. Each examination session is no more than three consecutive hours including breaks between
papers. Candidates can sit more than one paper in one examination session.
II. For examinations that straddle the 2 time slots, the total fees will be determined by the end time ofthe examination
III. The fees cover the receipt and safe-keeping of examinations papers, invigilator costs, provision ofan examination room, returning of examinations papers to overseas institutions by courier (DHL),
correspondence and administration costs.
IV. The fees do not include examination board fees or registration fees that are charged by theinstitutions that you are applying for.
V. The above fee rates are subject to annual/periodic review and, as such, is subject to change without
notice.
Section 3.

Examination Application

To secure your examination booking, please complete and return this registration form with a proof ofpayment by email to: exams@britishcouncil.or.jp within the next three working days.
Our centre can only begin the process of preparing for your examination once payment has been
confirmed and this document has been signed and returned to us.
Examination bookings must be made well in advance (at least ten working days prior). Last-minutebookings might not be accepted.

The United Kingdom’s international organisation for educational and cultural relations. Registered in England as a charity.

I. Personal details – all fields are required
Candidate family name:(same as passport)
Candidate given name:(same as passport)
Email address:
Contact number:Correspondence Address:
Are you under the age of 18? Please select:II.

Yes / NoIf ‘Yes’, please also complete Section 7.

Awarding body details – all fields are required

Institute name:

Department:

Contact person:

Contact number:

Email address:

III. List of examination(s) - all fields with an asterisk (*) must be completed. Incomplete fields
will not be processed.
No. Examination date*(dd/mm/yyyy)

Start time*(10am/2pmJST)

Duration*(No. ofhours)

Paper/Computer- Subject/Paper
based*
title*

12
3
45

IV. Access arrangement (if applicable) - If you are a candidate with special needs (for example theuse of a scribe or extra time), please provide the required supporting documents in English from a
registered medical institution. You should make sure the report specifies the reason and yourneeds for the examination.

The United Kingdom’s international organisation for educational and cultural relations. Registered in England as a charity.

Section 4.
I.

Cancellation and Refund Policy

Cancellations

Candidates are expected to notify the British Council of any cancellation or rescheduling in writing assoon as possible. Refund terms depend upon when you cancel and whether exceptional circumstances
apply.
Time to examination date:More than 14 days If the awarding body/you cancel the examination more than 14 days before
before the examination
the scheduled examination date, the payer will receive a 75% refund of thetotal examination fee.
Within 14 days but morethan two days before theexamination

If the awarding body/you cancel the examination within 14 days but morethan two days before the scheduled examination date, the payer will receive
a 50% refund of the total examination fee.

Within two days of theexamination

If the awarding body/you cancel the examination within two days of thescheduled examination date, the payer will receive a 25% refund of the total
examination fee.

On the examination dayor after the examination

If the awarding body/you cancel the examination on the scheduled
examination date or after the examination, no refund will be provided.

II.

Candidate exceptions:

The awarding body/you may make a case for exceptional circumstances to the test centre before theexamination and up to five working days after the examination if you did not attend the examination.
The test centre will respond to the awarding body/you within seven working days of receiving the casein writing. The test centre will assess the case for exceptional circumstances.
All cases for exceptional circumstances and supporting evidence must be received by the test centre
no later than five working days after the scheduled examination date.
If the test centre approves the case, the payer will receive a full refund less an administration fee of nomore than 25%.
If the test centre does not approve the case, then the terms given in Section 4.I will apply.
The test centre defines exceptional circumstances as:••

Serious medical conditions which prevent you from attending or performing normally on theexamination date; such conditions require supporting evidence of a medical certificate from aqualified medical practitioner
Evidence of bereavement, trauma or other forms of significant hardship

We allow rescheduling once due to medical reasons/emergency with proof, and only if the awarding
body allows it.

The United Kingdom’s international organisation for educational and cultural relations. Registered in England as a charity.

III. Test centre exceptions:
Under certain circumstances outside the test centre’s control, we may have to cancel your examination.
These circumstances include and are not limited to extreme weather conditions, natural disasters, civil
unrest, and industrial actions. In those circumstances, the test centre will provide you and the awarding
body with as much notice as possible and provide the choice of either:••

A full refund, orRescheduling to a future examination date only if your awarding body allows it

In cases where the test centre cancels an examination under circumstances within its control then inaddition to a full refund or reschedule the examination if your awarding body allows it, you may be
eligible to apply for compensation for expenses incurred. Your eligibility will be assessed as areasonable claim or not by the test centre and any compensation will be awarded depending on thefollowing conditions:••

The test centre will assess whether the decision to cancel is within or outside its control.
Any compensation awarded will be limited to travel and accommodation expenses only andwhich are:o directly incurred as a result of planning your attendance on the scheduled examinationdateo evidenced by payment receipt(s)o evidenced that cancelled travel and/or accommodation charges are non-recoverablefrom vendor
o benchmarked against lowest reasonable market rates for the expenses in question (thiswill be carried out by the test centre)

Section 5.

Declaration

This section must be signed by a legal parent/guardian/carer if the candidate is under the age of18.
I hereby certify that I have fully understood the British Council’s terms and conditions for theadministration of examinations and agree to be bound by them.
It is my sole responsibility to ensure that I am registering to take the correct examination(s) as required
by my school/university/institution and that I am fully aware of all the rules, regulations, and terms andconditions of the examining body.
Handwritten
signature:Date:(dd/mm/yyyy)

Disclaimer: The British Council and the examining boards take all reasonable steps to provide
continuity of service. We feel sure you will understand, however, that we cannot be held responsible forany interruptions caused by circumstances beyond our control. If examinations or their results aredisrupted, cancelled or delayed, every effort will be made to resume normal service as soon aspossible. The British Council’s liability will be limited to the refund of the administrative/paper fees orretesting on a later date.
You are advised not to bring any unnecessary baggage or valuable items to the test venue. The BritishCouncil will not be responsible for any loss or damages.

The United Kingdom’s international organisation for educational and cultural relations. Registered in England as a charity.

Sharing data with a third party: The British Council will use the information that you provide foradministration of this programme. We shall only pass this information on to the awarding body for use
in administrating this programme.
The British Council complies with data protection law in the UK and laws in other countries that meetinternationally accepted standards. You have the right to ask for a copy of the information we hold onyou, and the right to ask us to correct any inaccuracies in that information. If you have concerns about
how we have used your personal information, you also have the right to complain to a privacy regulator.
For detailed information, please refer to the privacy section of our website,www.britishcouncil.org/privacy, or contact your local British Council office. We will keep yourinformation in line with our retention policies from the time of collection.
Section 6.

Online Payment Instructions

We politely ask the payer to settle payment via an online payment link that will be sent to the email
address provided in Section I. Please check both your email inbox and spam folders. The online
payment link will be valid for 12 hours. We accept Visa, Mastercard, American Express, Diners Cluband PayPal. After you have made the online payment, please submit a proof of payment together withthis registration form and a scan of the candidate’s valid passport photo page to:exams@britishcouncil.or.jp.
Please contact us for our bank account details if you do not have a credit card or PayPal account.
This document and your online payment record are your receipt and proof of payment. A separate
receipt will not be issued.
Section 7.
Child Safe Collection Consent Form
(only for candidates who are below the age of 18)
Child’s name:Child’s date of birth:Date(s) of examination(s):(Please list all the examination
dates)
Collection arrangements:(Please choose one option.
Sign and complete thecorresponding section below)

Option 1) I consent for my child (aged 11 years or older) toleave the examination premises unaccompanied,
OrOption 2) I do not consent for my child to leave theexamination premises unaccompanied and choose for them
to be collected by the designated person/people identified in
the table below.

The British Council believes that the care, protection and welfare of children are paramount and that all
children have the right to be protected from harm. This includes our commitment to effective childprotection systems and ensuring children are safely collected from examination premises.

The United Kingdom’s international organisation for educational and cultural relations. Registered in England as a charity.

Please read this information carefully before you complete and sign this consent form. If you do notcomplete this form, you will not be able to complete the registration and your child will not be able totake the test. We recommend that you keep a copy of this form for your records.
Who is this form for?
This form is to be completed by the parent/carer of any child taking a British Council test. It provides theBritish Council with information about who will be collecting the child after the test or provides
confirmation that the child is permitted to leave examination premises unaccompanied.
Child Safe Collection Policy
The following applies to all British Council examination operations:• A child is defined as any person who has not reached their 18th birthday.
• Children aged 10 years and under are not permitted to leave the examination premises
unaccompanied. They must be collected by the parent/carer named on this form or by a person
for whom the parent/carer has provided details.
• Children aged 11 years or older are only permitted to leave the examination premises alone
once parental/carer consent has been given in writing via the completion of this form.
• The person identified to collect the child must be age 14 years or older.
• Any subsequent change to the person who comes to collect the child must be authorised inwriting by the parent/carer.
Complete this part if you have chosen Option 1 - Consent for children aged 11 years or older toleave examination premises unaccompanied:
I (your name) _________________________________________________________ hereby give
permission to allow (child’s full name) _____________________________________________ to leave
the examination premises unaccompanied at the end of each examination session.
In case of emergency, please contact (insert name of emergency contact)_______________________________ on (insert telephone number)___________________________.
Legal parent/guardian/carer signature (full name): ＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿
Date: ＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿
Complete this part if you have chosen Option 2 - Consent for children to be collected by thedesignated person/people identified in the table below:
Please note that children aged 10 years and under are not permitted to leave the examination
premises alone and the completion of the information below is mandatory.
Legal parents/guardians/carers of children aged 11 years or older who wish for the child not to leave
the examination premises alone must complete the information below, identifying who is authorised tocollect the child.
When the child is collected by the person/people listed, identification must be presented toconfirm identify. Acceptable forms of identification are: driver’s licence, passport, identification card,residence card, birth certificate.

The United Kingdom’s international organisation for educational and cultural relations. Registered in England as a charity.

Last nameFirst name (s)Relationship to the child(i.e. parent, carer, uncle, etc.,)

I (your name) ___________________________________________________________ hereby
confirm that the person/people listed are authorised to collect (child’s full name)______________________-___________________________ at the end of each examination session.
In case of emergency, please contact (insert name of emergency contact) _______________________on (insert telephone number) ________________________.
I certify that the above-named person/people are aged 14 years or older.
Legal parent/guardian/carer signature (full name): ＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿
Date: ＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿＿
Privacy around how we use your dataThe British Council respects and protects the privacy of people who use our registration systems. The
information you provide when registering will not be used for any marketing purposes and will not beshared with any third parties.

The United Kingdom’s international organisation for educational and cultural relations. Registered in England as a charity.