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DEFINITIONS
| Term | Definition |
| You | The Student |
| The University | University of Gloucestershire |
| Fees | Tuition fees for your course. Where relevant these are regulated by UK Government legislation. |
| Charges | Accommodation charges or other payment due to the University by the Student |
| CATS Points | Credit Accumulation and Transfer Scheme points |
| Home students | Students entitled to pay fees at the ‘Home’ rate for higher education study in England. This includes eligible students from EU countries who began their studies before August 2021, or those covered by the EU Withdrawal Agreements. |
| International students | Students liable to pay fees at the international rates determined by the University. This includes students from EU countries who began their studies in August 2021 or later and who are not covered by the EU Withdrawal Agreements. |
| Applicant(s) | Any prospective student who submits an application to study at University of Gloucestershire |
1.1 This Policy sets out the University’s approach to:
1.2 It is intended to ensure transparency and fairness in accordance with the Consumer Rights Act 2015 and Competition and Markets Authority guidance.
1.3 This Policy forms part of the contract between the University and its applicants and students and will be renewed annually.
2.1 This Policy applies to:
2.2 It applies where:
2.3 This Policy should be read in conjunction with:
2.4 This Policy does not remove statutory rights.
3.1 Payment of tuition fees or an advance payment constitutes acceptance of a contractual obligation to the University.
3.2 Where a Student Route visa is required, an advance payment must be paid on receipt of an unconditional offer to secure a Confirmation of Acceptance for Studies (CAS). A CAS will not be issued until the payment has been received and cleared.
3.3 Where a student or applicant becomes liable for tuition fees (including where a loan is not secured; sponsorship is withdrawn; or eligibility changes), the student remains liable for any outstanding tuition fees due.
3.4 Following receipt of an offer from the University, payment of an advance payment creates a contractual commitment, and refund entitlement is limited to the circumstances set out in this Policy.
4.1 An administration charge of £180 will normally be retained where a refund is made.
4.2 This charge reflects administrative costs incurred by the University.
4.3 The administration charge will not be applied where a full refund is required under statutory cancellation provisions.
5.1.1 Refunds will only be made where the criteria set out in this Policy are met.
5.1.2 Refunds are exception-based and not normally granted for a change of mind.
5.2.1 Except as set out at clause 7.1, where a statutory cancellation period applies (the request for refund is made within the statutory period in accordance with the process set out at clause 10), a full refund will be made.
5.2.2 No administration charge will be deducted.
5.3.1 This section applies to enrolled students who withdraw, interrupt or defer from their programme before completion.
5.3.2 In all cases, an application for a refund will only be considered where the University has received formal notification of withdrawal, interruption or deferral.
5.3.3 The date on which such notification is received by the University will be treated as the effective date for determining fee liability.
5.3.4 Fee liability will be calculated in accordance with the Tuition Fee Policy, based on the point in the academic year at which the change occurs. However, in all cases, the advance payment will not be refundable after enrolment and any refund will be subject to an administration fee as set out at clause 4.
5.4.1 An advance payment is refundable (less the £180 administration charge) only where:
a) the applicant fails to meet the conditions of the offer;
b) the applicant demonstrates severe mitigating circumstances, supported by appropriate evidence; or
c) the University is unable to issue a CAS for any reason.
5.4.2 Where suitable evidence is not provided, no refund will be made.
6.1 Refunds will not normally be made where an applicant or student changes their mind; an applicant fails to take up their place; or a student withdraws after the relevant liability point.
6.2 A refund will not be given where an applicant has received a visa refusal notice resulting in cancellation of their permission to study by UK Visas and Immigration.
6.3 The University reserves the right to refuse a refund request where it reasonably determines that information provided is inaccurate, misleading, incomplete or cannot be substantiated, or where any relevant contractual requirements have not been satisfied.
7.1 Where a CAS has been issued and a visa secured, the University will retain the full advance payment if the applicant does not enrol. This applies even if withdrawal takes place within a statutory period on the basis that the University will have already commenced the delivery of services and any right to cancellation within a statutory period will have been waived.
8.1 Where the University makes a significant change to, or withdraws, a programme, it will take reasonable steps to minimise the impact.
8.2 This may include offering an alternative programme; deferral; or a full or partial refund where appropriate.
8.3 These arrangements will be made in accordance with the Student Protection Plan.
9.1 In exceptional circumstances, the University may provide non-financial remedies where appropriate.
9.2 The University will not provide compensation for:
9.3 Applicants and students are expected to take reasonable steps to mitigate any losses and may be required to provide evidence of mitigation on request.
10.1 Requests for refunds must be submitted in writing in accordance with University procedures as further set out below:
a) Requests should be sent to: [email protected], stating the student reference number, course details and confirm the date of withdrawal.
b) Requests must include supporting evidence where required and particularly evidence that their withdrawal has been agreed by the University, or that the University has confirmed that it is unable to offer a CAS, for example.
c) If the request is based on a claim for severe mitigating circumstances, evidence to support that request must be provided alongside the refund request (in the same communication on the same date);
d) Requests must be submitted promptly and normally within 21 days of the relevant event.
e) Applicants and students are expected to engage with the University’s complaints process before pursuing external remedies.
11.1 Requests for refunds of international advance payments will be considered between:
11.1.1 For September starters: 1 November and 1 December
11.1.2 For September starters: For January starters: 1 March and 1 April
11.2 The University will aim to process refunds within 28 working days of your refund request being approved. An automated response from the University does not constitute confirmation of eligibility or approval.
11.3 This timeframe is indicative only and may change or be extended where necessary without notification.
11.4 Refunds will be made in accordance with Money Laundering Regulations 2017 and will be made using the original method of payment and can only be refunded to the original account holder. Where payments were made to the University via third party payment processors (e.g. Flywire, Convera etc), then the refund can only be made using the same processing route of the original payment.
11.5 Evidence of payment may be required before a refund can be processed, which can cause delays.
11.6 The University reserves the right to offset any outstanding debt to the University before issuing a refund.
11.7 Refund of Tuition Fee Loans will be returned to the Student Loans Company.