Fee Payment and Debt Collection

Fee Payment and Debt Collection Fee Payment and Debt Collection 1 Introduction 1.1 The University needs a policy towards its debtors, which takes account of both the needs of the student, and the University s need to ensure collection of debt in an efficient and timely manner. 1.2 The policy of the University covers all types of debtors that come under the following headings: Self payers (ie those who pay all their own fees) Full-time undergraduates from the United Kingdom/EU ( home students) All students other than home full-time undergraduates Fees paid by Local Education Authorities (LEAs) and the Student Loans Company (SLC) Fees and other work paid by organisations (eg employers). 1.3 Students are personally responsible for their fees even if there is a sponsoring Organisation. 1.4 The Government requires that no tuition fees be charged to 16-18 year old home students on Learning and Skills Council (LSC) funded programmes. Students must be aged 16 years prior to commencement of a learning programme and under 19 years on 31 August in the calendar year the programme starts. Such students may be expected to pay for material or equipment. 2 Self Payers 2.1 All students other than home full-time undergraduates and full-time overseas students. Payment in Full Students will be able to pay an early settlement fee if payment is made in full on the day of registration excluding fees of 250 or less, single modules and programmes lasting less than an academic year (less than 30 teaching weeks). Instalment option 2.1.1 Students can pay their fees in instalments if a University of West London payment plan is set up at the time of enrolment. Under this plan the balance must be paid by a maximum of three instalments. The instalments must be paid on the first day of each month. For example, a student registering in September would pay 50 per cent prior to enrolment, followed by three instalments 1 October, 1 November, and 1 December. All instalment options are subject to a 50 administration charge payable in advance. 132

Withdrawals/Refunds 2.1.2 The structure of refunds upon withdrawal will be as follows, based on the assumption that the fee has been paid in full: Official withdrawal during any part of the first month of the start date of the course, 50% of the total fee payable 50% refundable. Official withdrawal during any part of the second or third month of the start date of the course, 70% of the total fee payable 30% refundable. Official withdrawals after the third month of the start date of the course, 100% payable no refund. Official withdrawal is the receipt by the School of a signed official withdrawal form. Approval to amend fees can only be authorised by the Heads of Schools or their nominated deputy. This function/authority cannot be further delegated for any reason. All refunds are subject to an administration fee. 2.1.3 An applicant is permitted one deferral until the next available enrolment date, unless mitigating circumstances are judged to apply by the Head of School, or a person delegated to act on their behalf. The structure of the refund for withdrawals after deferral will be as the refund policy previously stated. 2.1.4 In cases where a self paying student defers his/her study to the next academic period prior to the end of the first month, 50 per cent of the total fee can be used as part payment against fees for that next academic period if the student returns to study within one year of the deferral date. The 50% is not refundable or transferable should any student decided not to return. On return from deferral the current years fees will be charged to all students, 2.1.5 There will be no refunds on Further Education short courses, single modules (including Associate modules), programmes lasting less than an academic year (less than 30 teaching weeks) or for fees of 250 or less other than when the University cancels a programme. Short courses are those designated as such by the University. 2.1.6 Where there are no refunds for students, but where there is a serious complaint, students should put their complaint in writing to the Head of School in the first instance. 2.1.7 Distance Learning Where a student enrols on a Distance Learning programme and officially withdraws from the programme the full fee for all completed modules and materials dispatched will be non refundable. Materials will be deemed to have been received unless the university has been notified of non receipt. 2.1.8 Overseas students All full-time overseas students will be required to pay a non refundable deposit equal to 50% of the first year fee, payable in advance. Where the student is sponsored by their government and the University has received appropriate confirmation of sponsorship, the requirement to pay the deposit will be waived. 133

Payment in Full The balance can be paid in full on or before the stated enrolment date to qualify for an early settlement discount excluding fees of 250 or less, single modules and programmes lasting less than an academic year (less than 30 teaching weeks). Instalment Option Students can pay their fees in instalments if a University of West London payment plan is set up at the time of enrolment. Under this plan the balance must be paid by a maximum of three instalments. The instalments must be paid on the first day of each month. For example, a student registering in September would pay 50% prior to enrolment, followed by three instalments 1 October, 1 November, and 1 December. All instalment options are subject to a 50 administration charge payable in advance. 2.1.9 Withdrawals / Refunds The structure of refunds upon withdrawal will be as follows, based on the assumption that 100% of the fee has been paid: Official withdrawal during any part of the first month of the start date of the course, 50% of the total fee is payable 50% refundable. Official withdrawal during any part of the second or third month of the start date of the course, 70% of the total fee is payable 30% refundable Official withdrawal after the third month of the start date of the course, 100% of the total fee is payable no refund. Official withdrawal is the receipt by the School of a signed official withdrawal form. Approval to amend fees can only be authorised by the Heads of Schools or their nominated deputy. This function/authority cannot be further delegated for any reason. All refunds are subject to an administration fee. 2.1.10 Deposits Where a programme stipulates that a deposit is payable in advance such deposits are non-refundable or transferable unless the programme is cancelled by the University. All refunds are subject to an administration fee. 2.2 Full-time Undergraduate Home (United Kingdom/ EU) Students Payment in Full Until the University is shown an LEA/SLC letter stating that either part or full fee payment will be made on the student s behalf, the student will be invoiced for the full amount. Students not paying the full amount on registration will be required to complete a standing order mandate to pay the full fee in instalments. 2.2.1 Instalment Option Full-time Home/EU Undergraduates will be able to pay their fees in instalments if a University of West London payment plan is set up at the time of enrolment. Students commencing their programme of study prior to September 06 fees may be paid in two equal instalments. 134

The first instalment payable in November 2011 The second instalment payable in January 2012 Students commencing their programme of study after September 06 fees may be paid in three equal instalments. The first instalment payable in November 2011 The second instalment payable in January 2012 The third instalment payable in April 2012 All instalment options are subject to a 50 administration charge payable in advance. 2.2.2 1 Withdrawals / Refunds Full-time Home/EU Undergraduates only For students enrolling in September/ October 2011 the structure of refunds upon withdrawal will be as follows, based on the assumption that the fee has been paid in full: Official withdrawals up to 22 October 2011 - no fees payable. Official withdrawal up to 30 November 2011-500 Early withdrawal fee payable. Official withdrawal up to 21 January 2012-50% of total fee payable. Official withdrawal after 21 January 2012-100% of total fees payable. Official withdrawal is the receipt by the School of a signed official withdrawal form. Approval to amend fees can only be authorised by the Heads of Schools or their nominated deputy.this function/authority cannot be further delegated for any reason. All refunds are subject to an administration fee. Deferrals An applicant is permitted one deferral only and that to be the next available enrolment date, unless mitigating circumstances are judged to apply by the Head of School, or a person delegated to act on their behalf. The structure of the refund for withdrawals after deferral will be as the refund policy previously stated. 3 Fees paid by Local Authorities (LEAs) / Student Loans Company (SLC) 3.1 Where the LEA/SLC pays for a programme fee in part or full, the student must provide the Student Finance Entitlement Letter to the University on or prior to enrolment. Students unable to provide a copy of their Student Finance Entitlement Letter from the SLC will be required to set up a University of West London payment plan at the time of enrolment. 3.2 The University will invoice the LEA/SLC for its element of the cost, but the student is still personally responsible for any outstanding debt. Debts may be transferred to the student if the LEA/SLC reduces or withdraws a student s eligibility. If this happens the 135

student will be notified. 3.3 Students will be notified when there is a problem with the LEA/SLC making the payment. LEAs/SLC is aware of the due date by which payment must be made. 3.4 Withdrawals / Refunds Full-time Home/EU Undergraduates only For students enrolling in September/ October 2011 the structure of refunds upon withdrawal will be as follows, based on the assumption that the fee has been paid in full: Official withdrawals up to 16 October 2011 - no fees payable. Official withdrawal up to 30 November 2011-500 Early withdrawal fee payable. Official withdrawal up to 15 January 2012-50% of total fee payable. Official withdrawal after 15 January 2012-100% of total fees payable. Official withdrawal is the receipt by the School of a signed official withdrawal form. Approval to amend fees can only be authorised by the Heads of School or their nominated deputy. This function/authority cannot be further delegated for any reason. All refunds are subject to an administration fee. 4 Fees paid for by other organisations 4.1 Home students 4.1.1 Where a programme fee is paid for in part or full by an organisation, the student must provide a sponsorship letter from the organisation on or before enrolment. 4.1.2 The University will invoice the organisation for its element of the cost, but the student is still personally liable for any outstanding debt. Debts may be transferred to the student, who will be notified. 4.1.3 Organisations will be invoiced following the enrolment of a student; payment of fees is due immediately. Students will be notified in the event that there is a problem with an organisation making the payment The University will charge interest on any overdue debt each month until the debt is paid. 4.2 Overseas Sponsors 4.2.1 The University must have received full payment of all fees during or before registration from all overseas sponsors. An overseas student will be unable to enrol until such time as full payment has been received 5. Studio Fees Studio fees are payable in advance prior to the start of the academic year and are non refundable unless the University cancels a programme. 136

6. Late Enrolment Fee All students will be required to complete their enrolment during the designated enrolment period prior to the start of the academic year. All students failing to enrol prior to the start of teaching will be deemed to be late enrollers and charged the late enrolment fee payable in advance of enrolment. i) Enrolment during week one of teaching 10 late enrolment fee payable. ii) Enrolment after week one of teaching 20 late enrolment fee payable. 7. Sanctions 7.1 Introduction It is a term of the contract between the University and the student that the student will ensure that all tuition fees and other expenses relating to the programme are paid. Where the student has failed to pay their fees/expenses, in accordance with the contract, the University reserves the right to impose penalties. In all cases the University will ensure that the penalty is proportionate to the student s default. 7.2 Tuition fee debt As part of the enrolment process students are required to complete the University s financial procedures. Students unable to do so will not be enrolled on any programme under any circumstances, unless previously agreed by the Director of Finance or his or her nominated deputy. a) Part enrolled (Mailweb) status: a student who has not completed the financial part of their enrolment will have a part enrolled status and their (mailweb) status will be time limited. The University will not issue student status letters or release student loans prior to students completing the enrolment process. Students who have not completed their enrolment by 31 October will have their access temporarily suspended resulting in no access to the University buildings or its facilities. Students will then have seven days to contact the Credit Control team (see below) in order to address this issue. Students who fail to contact Credit Control will be withdrawn from their programme without further communication from the University. b) Prior year debtors: a prior year debtor is a student who has attended the University during a previous academic year and whose fees, in full or in part, have remained unpaid. Prior year debtors cannot enrol on any programme under any circumstances until such time as all debts have been paid. c) Students who have previously defaulted on a payment plan may be refused the opportunity to pay by instalments (at the sole discretion of the University). d) In exceptional circumstances only, it may be possible to reschedule the debt via a payment plan. A 20 administration fee is payable for all missed/declined instalments. 137

e) Where a student has not paid an instalment by the due date, the student must immediately contact the Credit Control team see below, to advise the University why the debt has not been paid. Access to the University buildings and facilities will be temporarily suspended two weeks after a missed instalment date and immediately following a dishonoured payment. f) If a student fails to contact Credit Control, avoids contact from Credit Control or defaults on a revised payment plan, they will be recorded on the system as a debtor, and access to the University and facilities will be temporarily suspended until the situation has been resolved. In these circumstances, the University reserves the right to withhold final assessment marks. Students will only be notified of any resit requirements. g) In the event of a debt remaining unpaid at the start of the second semester, following a period of suspension, students will be withdrawn from their programme without further communication from the University. h) Any re- admission after withdrawal will be subject to a re-enrolment fee. i) If a student is withdrawn from their programme, the University will notify the appropriate authorities which may include the Student Loans Company (SLC) or the UK Borders Agency (UKBA). j) A County Court Summons will be issued to recover all outstanding debts. The University will seek to recover all additional costs. k) A student in debt to the University will not be permitted to attend any graduation or awards ceremonies and certificates will be withheld until all debts to the University are paid in full. Credit Control Contact Details: Engin Eryilmaz Credit Manager 020 8280 0239 Ophelia Cooper Student Credit Controller A-K 020 8280 0283 Sharon Smith Student Credit Controller L-Z 020 8280 0284 Kathy Hammond Employer Credit Controller 020 8280 0282 e-mail: creditcontrolonline@uwl.ac.uk 7.3 Other Debts In addition to tuition fees, students may be a debtor of the University in respect of: Library fines / Unreturned books Studio fees Equipment fines ALF loans Late enrolment fees 138

Where a student has failed to pay their debt within 14 days of the final payment date, the student will be refused access to the relevant service eg a student who fails to pay a Library fine will not be permitted to access the Library. If the payment is not made by this date, the University will write to the student informing them that the matter will be treated as an alleged breach of the Code of Conduct. The Code of Conduct states: 2.2 The University expects its students to: (g) Pay all fees by the specified date and meet all outstanding debts, where these exist. Full details of the Code of Conduct, Procedures and penalties for breach are published in the Student Handbook. http://www.uwl.ac.uk/files/current_students/student_handbook/main_handbook.pdf 9 Right of Appeal Any student may appeal on the grounds of exceptional circumstances against any sanctions taken against him/her for non-payment of a debt to the Pro Vice- Chancellor. The decision of the Pro Vice-Chancellor as to whether the student may be permitted to re-attend the University or not will be final. 10 Credit Control Policy All outstanding debt is subject to normal credit control procedures, as well as specific sanctions stated in this policy. Further information may be obtained from the Credit Control Team, telephone 020 8280 0283/0284 11 Effective Date This policy becomes effective from 1 August 2011. 139