Title: Reviewed/Updated by: Document Owner: Fees & Refunds Policy Steven Hendy Assistant Principal Financial Services Date Approved: 25 June 2014 To be reviewed: June 2015 Approval Committee: Policies, Procedures & Systems Management Committee (PPSMC) Publication: Intranet E-Bridge Website X
1.0 Introduction This document sets out the Fees and Refunds Policy applicable for the academic year 2014-15. The policy covers the two interrelated areas of fees and refunds, and amalgamates the fees and refunds processes. 2.0 Background The fees & refunds policy enables the college to reflect changes in the funding methodology and be more responsive to the needs and expectations of the student market with regard to fees. As part of good customer care, the college is obliged to give students an opportunity to reclaim their fees by way of refund, within predetermined criteria. The fees & refund policy sets our criteria whereby the college will consider and provide a refund of fees where this criteria is met. 3.0 Detail - Fees The policy regarding fees is one that is supportive, whilst putting in processes to meet the parameters set by the Skills Funding Agency (SFA) / Education Funding Agency (EFA) for fees. 3.1 Tuition, examination and college registration fees are fully remitted for UK and EU students who are: a) 16-18 at 31 August 2014 b) following a basic skills qualification at level 1 Literacy or entry level 3 numeracy c) continuing with a qualification started when they were 16-18 years old and are now 19 years or older 3.2 Tuition, examination and college registration fees are remitted for UK and EU students who: a) want to undertake a foundation learning programme and have a prior attainment of level 1 or below, but need a step up from basic skills in order to progress to level 2 b) have a prior attainment below level 2 and enrolling onto a full level 2 qualification; co-funded for students aged 24 plus c) have a prior attainment below level 3 and age between 19 to 23 enrolling onto a full level 3 qualification; 24+Advanced Learning loans for students aged 24 plus d) All adult students who are unemployed on active benefits and undertaking an agency funded programme with the exception of aged 24 plus students undertaking a level 3 or above programme. Please refer to APPENDIX A. Page 1
3.3 Materials and Equipment fees for 16-18 students are charged at the discretion of the relevant curriculum Director. Materials fees are included as part of the enrolment fees through Unit-e, whereas Equipment fees are charged separately. Examples of these fees include kits for Hair & Beauty, Hospitality & Catering and Sport. In a majority of cases where 16-18 students are charged for these fees, financial support is available from Student Financial Support. 3.4 24+ Advanced Learning Loans are available for students who are: a) aged 24 and over and UK resident; b) studying at a Skills Funding Agency approved provider in England; c) studying at Level 3 or 4: up to 4 A-levels (including A2- and AS-levels) QAA Access to HE Diploma courses QCF Level 3 and 4 certificates and diplomas Advanced and Higher Apprenticeship Frameworks. Funding above Level 4 will only be available for Higher Apprenticeships at Levels 5 and 6. The Loans will not be means tested, nor subject to credit checks. They are not subject to the student s employment status, nor previous education history (for the first Loan). Normally, a student can access up to four Loans (although only one at a time), but they must not have previously had a Loan to do the same qualification type at the same level. A Loan can only be used to meet the tuition costs of the course. The Loans application process is available in April 2014 for courses beginning August 2014 onwards. The Learner Recruitment team will provide the relevant learner with a Learning and Funding Information Letter also known as 24+ Learning Loan Course Offer letter, which provides the necessary information for the learner to enable them to complete a Loan application. The prospective applicant then applies for a Loan through the Student Loans Company. Upon approval the student must then pay the college registration fee and any other required material fees to enrol onto the course. If the first contact date with the Applicant is within two weeks of the course start date, then the student has the option of paying the college registration fee and any other required material fees and enrolling onto the course subject to Loan being approved by the Student Loans Company. Loan payments will be paid directly to the college by the Student Loans Company on a flat monthly profile following confirmation of learner attendance (unless the Page 2
student leaves prior to an initial liability point of two weeks or never attends) and will cease if the student leaves the course early without completing. If a student completes their aim earlier than anticipated, the provider notifies the Student Loans Company who will make a balancing payment to the provider of any outstanding amount. Through the 24+ Learning Provider Portal, the college MIS team will confirm their on-going attendance to release payment of the Loan, complete change of circumstance notifications, and view financial reports. 3.4 Unemployed students who want to enter employment and in receipt of the following benefits, will receive college discretion remission of tuition, examination and college registration fees (with the exception of aged 24 plus students undertaking a level 3 or above programme): a) Income support b) Incapacity benefit c) ESA Support Group d) ESA Assessment e) Carer s Allowance f) Child Benefit g) Council Tax Benefit h) Disability living Allowance i) Housing Benefit j) Severe Disability Allowance 3.5 Full time tuition fees for overseas students should be equal to the amount paid by the SFA/EFA for the equivalent student, i.e. 5,500 (will reflect actual SFA/EFA allocation for 2014-15). 3.6 Full time (540 Hours) 19+ students, who do not fall within the remitted eligibility, will pay at least 1,500 tuition fee (with exception to ESOL). 3.7 Tuition fees for part time courses which are not full cost courses, have been increased yearly to attain the growth to at least 50% from 2012-2013 and will remain at least at this level in 2014-15. Course fees for part time courses must not be set below the SFA/EFA assumed fee rate of 50% without prior approval of the Principal. However, the Principal will have the remit to revise the tuition fees above the SFA/EFA assumed rate on certain courses where there is a commercial or enrolment need to maximise the organisations overall funding. 3.8 The new regime for funding of adult provision has meant that part time courses which will bear full costs e.g.: Beauty should be marketed to the maximum fees the market share will support as appropriate for the college. 3.9 To assist the affordability of tuition fees to the student the college operates an instalment payment scheme which is as follows: a) Fees below 50 paid in full at enrolment b) Option 1 - Fees above 50 paid by Direct Debit or Recurring Card Payment 10% paid at enrolment followed by 9 equal payments according to their ability to pay c) Option 2 - Fees above 50 subject to Financial Services approval, 50% paid at enrolment, 50% in 10 weeks Page 3
Where possible, students wishing to pay by instalments will be encouraged to sign up Option 1 3.10 Funding for specific projects may be applied to tuition fees in a manner outside of the rules stated within this fees process; under such circumstances the use of funds must comply with the regulations governing the specific project. 3.11 Full cost income generation through the curriculum areas must cover the direct cost of provision plus a contribution to overheads of at least 35% and approved by the Principal. Full cost provision may be offered at less than 35% contribution with prior approval of the Principal. 3.12 Students in receipt of inactive benefits will receive a discount of 25% of the tuition fee; evidence of benefit will be required as in previous years. 3.13 In the event of business critical circumstances, the college reserves the right to introduce a new fee remission category during the financial year. The case needs to be presented to the Principal for consideration and approval. 4.0 Detail - Refunds Students considered to be eligible for a refund (including 16-18 students) should complete a refund request form, available from the Student Services, explaining the reason for requesting a refund. We aim to respond within 7 working days and, if appropriate we aim to send a refund within 30 working days. 4.1 Students who withdraw prior to the start of the course will receive a refund (including materials fees) less the 25 college registration fee. Students who withdraw after the start of a course may receive a refund following consultation with the relevant Curriculum Director. If a refund is granted, this will not include the college registration fee or materials fees where the materials have been used. 4.2 The following examples are considered to be exceptional circumstances and will automatically entitle you to a complete refund: a) If a course is cancelled or closed prematurely by the College; b) The course location, day or start or finish times and dates are changed and as a direct result you are unable to attend the course; c) If there is an enrolment error on the part of the College, for example the College has incorrectly enrolled a student onto a course or charged incorrect fees; d) Student provides written notification of a change in circumstances prior to the start of the course (refund less College registration fee). Where any of the above stated events occurs in relation to a course funded by 24+ Advanced learning loans then the college will assume the responsibility of reimbursing the Student Loan Company / Student for the amount incurred / paid up to the point of the event as stated above. 4.3 The following circumstances are not exceptional circumstances and do not automatically entitle you to a refund: Page 4
a) student moves out of the area; b) student moves employment; c) student develops a medical problem; d) student changes their mind after the start of a course; e) student who is excluded from the college, will not be entitled to any refund of administration fees and/or possibly refund of any course fees. 4.4 Students wishing to challenge or appeal the decision made about a refund, you should do so in writing addressed to the Assistant Principal - Financial Services. 4.5 If a student enrols onto, and pays tuition fees for, a course that is eligible for Funding Agency fee remission and within 1 month of the date of the start of the course, subsequently provides the College with acceptable evidence that they are in receipt of an eligible benefit, they can receive a refund of tuition fees. Evidence of benefit must be dated within 1 month of the date of the start of the course. Refunds must be requested by the student via the College refund request form. 4.6 Occasionally there may be instances when students are not satisfied with the quality, level of service or the advice and guidance provided by the College. If this is the case students must submit a written complaint to the College detailing the reasons for your dissatisfaction linked to your refund request. The College has a separate Complaints Procedure and complaints should be submitted in writing (letter or complaints form) to the Clerk to the Corporation. Complaints forms are available from Student Services and at Reception at both our Chadwell Heath and Ilford Campus sites. The complaint and refund request will be investigated in line with the College s Complaints Procedure and you will be informed of the outcome of the investigation within 10 working days of the College receiving your complaint. If we substantiate your claim, you will receive a refund as appropriate. If your claim is not substantiated, you will not be entitled to a refund. 4.7 Where fees have been paid, and a visa is refused, fees will be refunded less 500 administration charge, providing that:- a) The original offer letter is returned to us; b) The College receipt (if applicable) is returned to us; c) The original UK Entry Visa refusal letter is shown to us, and a copy taken. Fees are not normally refunded for other reasons; however, students may apply in writing to the Assistant Principal Student & Accommodation Services stating the reason for a refund (with evidence if applicable). 4.8 Refund of Examination Fees will be considered on its own merit. Page 5
4.9 Refund of fees for Higher Education courses are dealt with in line with the relevant University s Refunds Policy. 4.10 Refunds of Full Cost Course Fees are subject to an administration fee of 25. 4.11 If the College cancels your course prior to commencement, you will be entitled to a full refund of all your fees. 4.12 Payments will only be made to students by cheque. Where a student does not have a bank account a student s refund may be made to a third party provided: - a) The Student provides the College with a letter of authority; b) The Third Party provides a recognised form of identification; c) The Third Party provides proof of domicile to which cheque could be sent. Where the refund in question is below 50 the College may, subject to available resources and volume of requests, allow a cash refund. 4.13 In the event of a student making a transfer from one to another the following principles will apply: a) Where the College is at fault then 100% of fees will be refunded; b) In all other cases refunds will be applied according to the Refunds Policy. 5.0 Student Implications The fees & refund policy should be easy to understand for all prospective students and enrolling staff, and provide a clear understanding of the circumstances where students are eligible for a refund. The fee levels are designed to be competitive, but not unduly discounted. The implementation of the policy should not be administratively burdensome, but should be sympathetic to the student needs. The policy should be consistent with government policy in encouraging 16-18 year old students to stay in learning and in maximising participation. The policy should be consistent with the college s financial strategy of reducing dependency on funding agency income. The widening of the opportunity to pay tuition fees by instalments will make courses more attractive to students on low income. Page 6
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Contributions for 19+ Appendix A (Awaiting final updated version of this appendix but is currently in line with the SFA funding rules) (Students age is based on start date, NOT on 31 August) 2014/2015 Stand Alone Units Basic Skills English & Maths (excl. GCSEs) English Lang and Maths GCSE Unemployed and on benefits All 19+ 19-23 year olds 24+ Classroom Based 24+ Workplace Learning Small and Medium Enterprises (SME) Less than 250 employees Without Full With Full Without Full With Full Level 2 Level 2 Level 2 Level 2 24+ Workplace Learning Large Employer 250 employees or more Without Full With Full Level 2 Level 2 Fully Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Fully Funded (incl with an A-C GCSE, as long as it will help them into work) ESOL Fully Funded Co-funded (classroom) Not funded (workplace) Entry and Fully Funded Fully Funded (without Level 1 FFL2) Co-funded (with FFL2 and vocational) Full Level 2 Fully Funded Fully funded (without FFL2) Co-funded (with FFL2, and classroom or SME workplace) Not funded (with FFL2 and Large workplace) Other Level 2 Fully Funded Co-funded (classroom) Fully Funded Fully Funded without that GCSE grade A*-C Co-funded with that GCSE grade A*-C Co-funded Co-funded Not funded Not funded Not funded Not funded Co-funded Co-funded Co-funded (if vocational) Co-funded (if vocational) Co-funded (if vocational) Co-funded (if vocational) Co-funded Co-funded Co-funded Co-funded Not funded Not Funded Co-funded Co-funded Not funded Not funded Not funded Not funded 8
Not funded (workplace) Age is based on start date, NOT on 31 August 2014/2015 Unemployed and on benefits 19-23 only (24+ Not funded) Full Level 3 Fully Funded Fully funded (without FFL3) Co-funded (with FFL3 and classroom) Not funded (with FFL3 and workplace) Other Level 3 Fully Funded Co-funded (classroom) Level 4 or above Intermediate Apprenticeships Advanced or Higher Apprenticeships Fully Funded 19-23 year olds 24+ Classroom Based 24+ Workplace Learning Small and Medium Enterprises Less than 250 employees Without Full With Full Without Full With Full Level 2 Level 2 Level 2 Level 2 Not funded (workplace) Fully funded (without FFL3) Co-funded (with FFL3 and classroom) Not funded (with FFL3 and workplace) 24+ Workplace Learning Large Employer 250 employees or more Without Full With Full Level 2 Level 2 Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded Co-funded Not Funded Not Funded Co-funded Co-funded Co-funded Co-funded Not Funded Co-funded Not Funded Not Funded Not Funded Not Funded Not Funded Not Funded If a student falls into one of the following categories, please seek further advice: They are in custody who are released on temporary licence (RoTL) following learning outside a prison environment 9
They have left the British Armed Forces after completing four or more years of service or who have been medically discharged due to an injury in active service, after completing basic training 10