UNIVERSITY OF CUMBRIA TUITION FEE POLICY 2014/15

Transcription

1 Policy Document UNIVERSITY OF CUMBRIA TUITION FEE POLICY 2014/15 Policy Schedule Policy title Policy owner Policy lead contact Approving body HE Tuition Fee Policy Director of Finance and Resources Deputy Director of Finance University Executive Group Date of approval 23 rd July 2014 Date of implementation 1 st August 2014 Version no. 3 Review interval Annual NB. This policy is available on the University of Cumbria website and intranet and it should be noted that any printed copies are uncontrolled and cannot be guaranteed to constitute the current version of the policy. 1

2 Contents Part 1: POLICY CONTEXT 1. Introduction 2. Scope 3. Policy Aims 4. Roles and Responsibilities PART 2: TUITION FEES, SCHOLARSHIPS AND BURSARIES 5. Setting Tuition Fees fairly 6 Standard Fees, Headline Fee, Fee Discounts, Fee Variations and Fee Waivers 7. Scholarships and Bursaries 8. Complex Individual Fee Cases and Fees for Transfer Students PART 3: PAYMENT, DEBT, WITHDRAWAL IMPLICATIONS AND FEE REFUNDS 9. Paying Tuition fees 10. Non-payment of Tuition Fees 11. Withdrawing from the University, transferring or intercalating PART 4: EQUALITY, DIVERSITY, INCLUSION AND RECORDS MANAGEMENT 12. Equality, Diversity and Inclusion (with particular reference to disability reasonable adjustments) and Equality Assessment Statements 13. Records Management Statement 14. Risk Management PART 5: FURTHER ADVICE 15. Advice and Guidance 16. Contact Details Appendix 1: Definitions 2

3 PART 1: POLICY CONTEXT 1. Introduction 1.1 The University of Cumbria sets, publishes and charges tuition fees for all its courses, including sandwich placement years. This policy covers all Tuition Fees, Finance and Payments policies for full time, part time, undergraduate, postgraduate, home, EU and international students. 1.2 This policy: outlines how the University set its fees fairly describes who is eligible for fee waivers and how they are applied explains how students pay their fees for tuition and other charges explains what happens if students transfer, intercalate or withdraw. 1.3 The University of Cumbria is committed to widening participation, diversity and equality, and enhancing the skills of its students. The University will seek to use fee discounts, fee waivers, fee variations, and scholarship and bursaries appropriately to ensure that prospective and existing students are given the best opportunities to access courses provided by the University. 2. Scope 2.1 Students This policy applies to students who are self-funding or who are subject to individual student fees. It applies to: UK students Isle of Man and Channel Islands students EU students International students 2.2 This policy covers full time students, part-time students and sandwich students. 2.3 Courses This policy covers: Undergraduate (UG) degree programmes Foundation degrees (or equivalent, eg DIPHE, HND etc) Top Up degrees Postgraduate degrees (PG) at Masters level and PhD level 2.4 Out of Scope This policy does not cover short course students and courses except at Section 9.3 where payment of fees for short courses is covered. Short Course study is for fewer than 30 credits per year at UG level, or fewer than 45 credits per year at PG level. This is covered in a separate policy. It also does not cover closed cohort or bespoke provision as these will be dealt with as charges and not individual fees in a separate policy. 3. Policy Aims 3.1 The aims of this policy are: to present a transparent and fair fee structure that is common to all courses 3

4 to ensure that the tuition fees charged by the University are comparable with competitor institutions to ensure that the University operates procedures relating to tuition fees that are fair and consistent and in line with policy and funding body requirements. 3.2 To provide guidance for the application of fee waivers for students applying for University of Cumbria Higher Education (HE) validated undergraduate level courses. 3.3 To set the framework in which support to assist the widening of participation and diversity in HE, and the improvement of access to University of Cumbria validated courses is delivered. 3.4 To provide a clear and concise definitions to allow for clarity in presentation of fee information. 4 Roles and Responsibilities 4.1 Policy It is the responsibility of: The Student Fees and Finance Management Group (SFFMG) to create and agree the Tuition Fee Policy University Executive Group (UEG) to approve the Tuition Fee Policy All managers to ensure the Tuition Fee Policy is correctly implemented and monitored, and that roles and responsibilities are clearly identified and delineated to achieve this implementation and monitoring All Staff members to ensure correct adherence to the Tuition Fee Policy principles 4.2 Annual Fee Setting Process: It is the responsibility of: The University Board to set the University Tuition Fees UEG to recommend the University Tuition Fees to the Board The Director of Finance and Planning to have overall strategic responsibility for the recommendation of fees SFFMG to ensure that the recommended annual fees are benchmarked with relevant external measures and fees The Director of Partnership and Development to lead and facilitate the annual process of fee setting The Deputy Director of Finance to manage the operationalization of the fees and to prepare relevant communications Library and Student Services (LiSS) Money Advice to be the primary provider of fees advice to students/ potential students Admissions to be responsible for interpreting the fees policy and applying to individual/ unique circumstances The Deputy Director of Finance to have ownership and responsibility for, and be the custodian of, the most up to date versions of the fees policy and fees schedule following sign off and approval 4

5 PART 2: TUITION FEES, SCHOLARSHIP AND BURSARIES 5. Setting Tuition Fees Fairly 5.1 The University will review this policy in July of each academic year and revise this for the following academic year. Revised tuition fees will be approved in July for the academic year (+2) and fees will be published in July of the academic year (-1) in each academic year. These fees will apply to the following academic year (1st August to 31st July). 5.2 In determining fee levels the University will consider nationally published guidelines where these exist, inflation and any other factors that are deemed appropriate by the University. Where fees are at the discretion of the University they are set by the Student Fees and Finance Management Group. The role of this group is to carry out an annual review of the tuition fee rates and consider requests to deviate from the standard fee rate. 5.3 The University reserves the right to increase its fee levels in line with sector measures for continuing students. Students will be informed of this prior to enrolment at the University, and at each subsequent registration. 5.4 The University operates a common fee structure for all of its courses based on a fixed fee per credit for similar courses. The fees are published within the tuition fee schedule. For fees covered within this policy, students will be notified of fee levels prior to enrolment. Courses which are exempt from the common fee structure are also contained within the published tuition fee schedule. 5.5 The University will operate procedures to ensure that the Tuition Fee, Finance and Payments Policy is operated fairly and consistently across the institution. 5.6 In-line with this policy, the University may waive or reduce tuition fees for certain students as outlined in section A Post Graduate Study Alumni fee discount is offered to previous students of the University of Cumbria and the legacy institutions from which it was formed, and to students who have achieved a relevant University of Cumbria award from a partner institution. To be eligible for this discount students will need to have previously achieved a University of Cumbria Undergraduate award consisting of a minimum of 120 credits and meet the relevant entry requirements for Post Graduate Study. Eligible students can obtain a 20% discount on the first postgraduate taught course of study for which they register at the University. This discount will apply to the full programme for which they have initially registered. International students will be entitled to the same absolute (not percentage) Alumni discount as applies to Home and EU students on the relevant programme. However a maximum combined discount will apply for international students; for current maximum amount see the website. Please note that this discount does not apply to PhD courses, MPhil Research courses or PGCE courses. 5.8 The University will not usually charge additional fees for students that are covered by the government policy on Equivalent and Lower Qualifications or equivalent policy (see glossary). However, the University reserves the right to charge additional fees if it is deemed necessary. 5

6 6. Process for Fee Setting: Headline Fee, Fee Exceptions, Fee Discounts, Fee Variations and Fee Waivers 6.1 Each year the University sets a headline fee to each category of course across its portfolio. However, this is not necessarily the fee which will be charged to the student. There are factors which must be considered before a final fee is charged for a programme. These are: 6.2 Fee discounts: This is when the University may decide to universally lower the fee from the headline fee for a whole category of courses which may be full or part time. 6.3 Standard Fee: This is the headline fee reduced by any fee exception or universal fee discount and which will be published within the annual fees schedule. 6.4 Fee Exceptions: this applies when the University recognises at the point of its annual review of fees that there are programmes which it does not want to charge the recognised fee for that programme. These exceptions are agreed and are published in the fee schedule. 6.5 Fee Variations: This is an exceptional process when the University decides, once the standard fee has been set and outside the annual review of fees, that for a particular course that the standard fee which applies to that course, cohort or a 6

7 group of students (eg employer-sponsored in-fill) is not appropriate for very specific reasons. This may result in the fee being raised or lowered. A Fee Variation Group meets regularly within the University to decide on proposals put forward for a fee variation. 6.6 Additionally, the following factor must be considered before a final fee is charged to an individual student Fee Waivers: Fee waivers cover only tuition fees and not other fees such as reassessment, graduation or accommodation fees. Nor do they cover expenses for books, course materials, etc. Fee Waiver only applies to students who are: A. Both part-time and self-funded and who meet certain eligibility criteria Individual students can apply for a fee waiver based on their individual circumstances. In order to be eligible for a fee waiver, potential students must first determine whether they are ineligible to access the government funded tuition fee loan for part-time students. If the student is eligible for a tuition fee loan, then the student will be unable to apply for a fee waiver. If eligible for a fee waiver the prospective student must meet all of the following criteria: i. Be domiciled in the UK or EU (resident for at least 3 years other than for study purposes), and therefore entitled to pay home fees. N.B. Students domiciled in the Channel Islands or the Isle of Man are not considered to be UK resident under HEFCE funding regulations. Students would be liable to pay tuition fees themselves. ii. Be applying for a course at undergraduate level (Burgess levels 4, 5 and 6). Therefore, fee waivers are not available to students wishing to study at postgraduate level. iii. Be applying for a course that must contain a maximum of 120 undergraduate CATS points to achieve the award. Therefore fee waivers are not available to students who enrol for example at the start of Foundation Degrees; Diplomas of Higher Education; HNDs, and honours degrees. However, students who are able to APEL sufficient credit to an award which would leave the balance of study at 120 CATS points or fewer in order to achieve that award are able to apply for a fee waiver. This includes students wishing to access top-up degrees. iv All study must be undertaken on a part-time basis. Therefore fee waivers are not available for students applying to study full-time. Separate financial support mechanisms exist for these students. v. At the point of application be in receipt of one of the following benefits: Income Support Housing Benefit Jobseeker's Allowance (income based) Employment and Support Allowance (income related) Disability Living Allowance Pension Credit Working Tax Credit 7

8 Original official documentary evidence must be produced as proof of eligibility e.g. a benefit or pension book, a letter from the Dept of Work and Pensions, Local Council or Jobcentre confirming entitlement, or other equivalent/similar official document that includes the student s name and address. Further guidance can be obtained from Library and Student Services (LiSS) if required. The University reserves the right to limit the funds that are available to support fee waivers. Therefore, if demand for fee waivers is exceptionally high from eligible students, the University may introduce a cut off beyond which no further applications for fee waivers will be accepted. Advice on this can be gained from Library and Student Services (LiSS) ( For details of the fee waivers available to members of staff, please see the Staff Fee Waiver Application Form and Guidance available on StaffNet. B: In receipt of a National Scholarship Programme bursary based on certain eligibility criteria. See the website for details. 7 Scholarship and Bursaries If a student is not eligible for a fee waiver, they may be eligible for a Scholarship or a Bursary. The University has a number of scholarships and bursaries available for its students, including: National Scholarship Programme (undergraduate students) Cumbria Bursaries (undergraduate students) Outstanding Performance Awards (undergraduate students) Achievement Scholarships (undergraduate students) Progression Bursaries (undergraduate students) International Scholarships More information about scholarships and bursaries are on the website. 8. Complex Individual Fee Cases and Fees for Transfer Students Following the introduction of the new fees regime in 2012, the system for determining fee status for certain groups became more complicated and may require further individual investigation to apply a fee. Students who originally commenced their studies prior to 2012 and have changed their course or have time out will mainly be impacted by these changes. The University has developed guidance on old and new fees and accompanying flow charts to assist relevant colleagues to make a fee assessment in most cases and allow an accurate assessment of fee rates to be determined. Where this is not possible and questions remain cases will be referred as follows: Step 1 Details will be forwarded to the Library and Student Services (LiSS) Advisor (Student Development), who will check guidance with the SLC and other relevant bodies to help determine the correct fee rate. Step 2 Cases will then be presented to the fortnightly Fee Variation Panel Meeting. Details must be sent to the relevant Executive Assistant in the Vice Chancellor s Office. The Panel will confirm the fee rate to be charged. 8

9 Following the meeting the fee rate agreed will be confirmed to the relevant admissions team and finance. 9

10 PART 3: PAYMENT OF FEES AND WITHDRAWAL ARRANGEMENTS 9 Paying Tuition fees 9.1 Tuition fees are payable each academic year and must be paid in accordance with the arrangements below. 9.2 Tuition fee loans Students who have taken out a loan to cover their tuition fees from the Student Loans Company must confirm that their loan has been approved in order to enrol on their course of study. It remains the student s own responsibility to ensure that their tuition fees are paid. If the Student Loans Company reassesses a student s eligibility such that financial support is withdrawn or reduced, the student will be personally liable for the full amount of their tuition fees. 9.3 Self-payment of tuition fees Students who are not in receipt of a tuition fee loan from the Student Loans Company or sponsorship must either pay their fees in full at the start of their programme or through three instalments. The first instalment of 33% is payable on receipt of an invoice. The dates for these instalments will be published annually on the University Website. The University reserves the right to refuse to authorise payment in instalments. Instalment arrangements are not available for short courses. Short course study is for fewer than 30 credits per year at UG level, or fewer than 45 credits per year at PG level. These students should contact Finance to discuss payment arrangements. There are sanctions that will be applied if payments are not made to the University according to the instalment arrangements (see Section 10 below). Students from outside the European Union are required to pay a specified amount of the tuition fees prior to the issue of their visa. Students will be notified of the amount to pay in an offer letter. 75% of the annual fee must be paid by registration and students will not be allowed to register if this payment has not been made. The remaining 25% must be paid before the end of the first term. In the subsequent years of a non-eu student s course, 75% of the fee is payable upon registration and 25% is payable before the end of the first term. 9.4 Payment of tuition fees by sponsors Where a student s tuition fees are being paid for by an external organisation, the student must provide a letter of confirmation to the University s Finance Team on the sponsor s letterhead in order to enrol on their course of study. Sponsors will be invoiced for their contribution to the student s fees after the student has been enrolled. Payment must be received within 7 days from the date of invoice. Instalment arrangements are not offered to sponsors. 10

11 The payment of tuition fees remains the responsibility of students irrespective of the commitment made by a sponsor. If a sponsor fails to pay their contribution to the student s fees, any unpaid amounts will be payable by the student. Sponsors of overseas students are normally required to pay the full tuition fee before the sponsored student enrols. 10 Non-payment of Tuition fees Students who are facing difficulties in paying an instalment or are experiencing delays in receiving their tuition fee loan must contact the University s Finance Team immediately. Similarly, if there are changes to banking details which will affect the receipt of payments, such as the cancelling of the card which was used to set up a payment plan, students should contact Finance. Where tuition fees have not been paid according to the instalment arrangements or no satisfactory alternative payment arrangements have been put in place, the University will actively seek to recover the debt and will use sanctions to achieve this including suspending IT and library access, preventing the student from enrolling into the next academic year and deeming the student to be ineligible to graduate This will include preventing the student from attending the graduation ceremony and their name will not be included in any publications listing the names of graduates. The University reserves the right to exclude any student who fails to pay their tuition fees, or make satisfactory arrangements to pay on, or by a set period after the start date of their course. The University reserves the right to pass uncollected tuition fee debt to its debt collection agency and to take further legal action through the courts to recover the debt. To facilitate this, the University will pass details of the debt and the contact details of the student to the debt collectors. If outstanding fees are passed to debt collectors, the University will seek to recover both the outstanding debt and the costs of the debt recovery and any legal action from the student. 11 Student withdrawals, suspensions, transfers or intercalations 11.1 Before a student makes the decision to withdraw or intercalate from a course they must seek guidance and advice from Library, Information and Student Services. Here they will be able to discuss the full financial implications for the student and help to decide which option is best for them If a student does withdraw during the academic year the following percentages of the annual tuition fee will be charged: UK/EU students in receipt of tuition fee loans Withdrawal/Suspension in term 1: 25% of the total tuition fee is charged. Withdrawal/Suspension in term 2: 50% of the total tuition fee is charged. Withdrawal/Suspension in term 3: 100% of the total tuition fee is charged These amounts are in line with the amount of the total tuition fee loan available from the Student Loan Company. UK/EU students not in receipt of tuition fee loans Withdrawal/Suspension in term 1: 33% of the total tuition fee is charged. 11

12 Withdrawal/Suspension in term 2: 67% of the total tuition fee is charged. Withdrawal/Suspension in term 3: 100% of the total tuition fee is charged Term dates are available on the University s website. This does not apply to short courses and single modules which are non-refundable International Students International students will not be eligible for a refund of fees paid, regardless of withdrawal date The timing of a students withdrawal will be the point at which all completed withdrawal documentation is passed to the Student and Management Information Service (SaMIS) Where a student is forced to withdraw from a course due to exceptional circumstances that were unknown at the time of registration, such as a bereavement or serious illness, the student may request a review of the tuition fee charged. Any such request must include full details of the exceptional circumstances and be supported by documentary evidence. Requests should be submitted in writing and posted to Accounts Receivable, Finance, University of Cumbria, Bowerham Road, Lancaster, LA1 3JD Students who qualify for a scholarship or bursary will have their entitlements stopped on withdrawal and no further payments will be made. Any amounts that are paid after a student s last date of attendance will be repayable immediately. A student who withdraws before the end of November in the first term will not be entitled to any bursary/scholarship, other than a fee waiver payment where relevant. Any amount paid to the student as a fee waiver will be retained by the University Should a student intercalate that is when a student takes a year out of their normal studies all bursary and scholarship payments are frozen and the student is not entitled to any tuition fee refund. The total payments received from the student will be credited against their fee account in the year the student returns. For the avoidance of doubt, the student will pay the prevailing fee for their course under the tuition fee regime in which they first registered for the year in which they return From time to time a student complaint or appeal may lead to the consideration of a partial or full fee refund or waiver of fees. Where a Complaints Officer, Chair of University Assessment Board (UAB) or Chair of an Appeals Panel is minded to recommend such an outcome they should first consult the relevant Executive Dean of Faculty (as the budget holder) who will be required to approve the agreed refund or waiver. If approved, and once the outcome has been accepted by the complainant or appellant, an should be sent by the Faculty Business Manager to the Deputy Director of Finance for processing. PART 4: EQUALITY, DIVERSITY, INCLUSION AND RECORDS MANAGEMENT 12

13 12. Equality, Diversity and Inclusion 12.1 This policy is compatible with the University of Cumbria equality, diversity and inclusion policy statement and has been subject to an equality assessment. The impact of this policy will be monitored as part of the University of Cumbria commitment to advance equality. A copy of the completed equality assessment is available from the Deputy Director of Finance 13. Records Management Statement 13.1 The records associated with this policy are controlled by the Data Protection Officer and will be created, stored and disposed of in line with the University s Records Management guidelines and procedures The University is committed to complying with the requirements of Data Protection legislation and regulations and any personal data created as part of this policy will be processed in accordance with the university s Data Protection Act procedures. This includes ensuring that data is held securely, is not disclosed unlawfully and is destroyed when no longer needed The University also aims to ensure that users of this policy are aware of Data Protection, Freedom of Information and Records Management issues associated with this policy. 14. Risk Management 14.1 This policy mitigates the following risks in the University s Strategic Risk Register: o o Failure to analyse and respond to funding and other policy changes and their implications for the University and the region in planning for a robust and sustainable institution Failure to design and implement effective businesses processes to serve the needs of the University PART 5: FURTHER INFORMATION 15. Advice and Guidance 15.1 Information, advice and guidance about the matters covered by this document are available from a number of sources within the University The Student Development Advisors in Library and Student Services (LiSS) help to ensure that students receive their full entitlement to student funding and helps with budgeting and money management. LiSS also advises on: debt issues and offers guidance to other sources of funding which students may be able to access the financial implications of a decision to intercalate or withdraw from the University More details about the services LiSS offers and the contact details for the Student Development Advisors can be found online: The Finance Team process all payments and help students to set up suitable payment plans. The Team can be contacted for information about a student s account including the fee that has been charged, outstanding balances, pending payments and payment history. 13

14 The Finance Team can be contacted via at: 15.4 The Students Union offers independent information, advice and guidance in a range of areas, including reasons why withdrawing from the University might be a consideration. The SU can discuss other University procedures that may be appropriate to consider before taking this step. 16. Contact Details For further information regarding any of the issues covered by this policy please contact: Course Information Point University of Cumbria int/contact.aspx 14

15 Appendix 1: Glossary Full-time: study that amounts to the achievement of 120 undergraduate CATS points, or 180 postgraduate CATS points within the academic year. Part-time: study that amounts to the achievement of between 30 and 120 undergraduate CATS points, or between 45 and 180 postgraduate CATS points within the academic year. CATS: Credit Accumulation & Transfer Scheme. These are points attributed with modules of study. These are usually 10, 15 or 20 CATS per module at undergraduate level. CPD: Study which is for fewer than 30 credits per year at UG level, or fewer than 45 credits per year at PG level Fee waiver: where the normal tuition fee associated with a course of study is waived to a particular student upon meeting certain criteria. Fee waivers cover only tuition fees and not other fees such as re-assessment, graduation or accommodation fees. Nor do they cover expenses for books, course materials etc. ELQ: Equivalent or Lower Qualification. This is a Government policy that bars funding to students who hold the same or higher qualification to the one that they intend to study. Students who are identified as an ELQ are liable to pay an extra fee which offsets the lost funding of the course they wish to study, although certain subjects and awards are exempt from this policy. SLC: Student Loans Company. References to the SLC in this document also apply to the Students Awards Agency Scotland (SAAS). HEFCE: Higher Education Funding Council for England. A Government agency that distributes funding to HE institutions according to the number and type of students enrolled. TA: Teaching Agency. A Government agency that is responsible for teaching and learning for the school workforce. NHS: National Health Service. Non-credit bearing: Courses that have no CATS points associated with them. 15