Refund Policy for Campus Based Courses

This policy outlines how tuition fee liabilities are calculated for campus based students at the University of Leicester. These liability calculations are then used to determine if any refunds of payments received are due to be made.

Refunds of Overpayments

If the University receives tuition fee payments above the total tuition fee charged a refund will be processed unless the overpayment is due to a period of suspense. Refunds are returned to the original payer of the most recent payment via the same method the payment was received by. In order to process refunds the University may contact the student or original payer to ask them to provide additional information.

Overpayments Following Suspensions

If a student suspends their studies, their tuition fee liability based on their period of registration is calculated. If after their record has been updated there is a tuition fee overpayment this is not refunded. The overpayment is held and used as a payment towards the tuition fees due when the student returns from suspense. If a student does not return from a period of suspense and they formally withdraw, the overpayment is refunded in line with the process outlined above.

Overpayments Following Withdrawals

If a student withdraws from their course, their tuition fee liability based on their period of registration is calculated. If after their record has been updated there is a tuition fee overpayment a refund will be made in line with the above procedure.

Partially Sponsored Students

If a student who receives part funding for their tuition fees from a sponsor withdraws from their course the tuition fee liabilities are calculated on a pro rata basis. For example, if a sponsor is paying 75% of a student’s fees they will be charged 75% of the new fee liability following the withdrawal.

Any refunds due to each party are then processed following the above procedure for any payment above their tuition fee liability received.

Deposit Refunds

For students required to make a deposit payment to secure their place on a course, the deposit can be refunded if you contact the University within 14 days of accepting the offer. After the 14 day period a refund will only be issued in the following circumstances:

  • Visa Refusal (unless it was refused for reasons of credibility or misleading documentation)
  • Failure to meet offer conditions
  • Other exceptional circumstances at the University’s discretion

Cooling Off Period

If a student registers for a course but formally withdraws within 14 days of the course start date no tuition fees will be charged for the period of registration. This applies to undergraduate, postgraduate taught and postgraduate research courses.

Students wishing to withdraw from their course should follow the guidance published on our website, the date of withdrawal is determined by the Withdrawal Request Form.

The cooling off period only applies for students in the 1st year of a course, students returning for a later year will be charged in line with the liability calculations outlined below.

Undergraduate & PGCE Courses Tuition Fee Liabilities

Tuition fee liabilities for undergraduate courses are based on the terms students are registered during. If a student is registered for a full term or part of a term they are liable for the tuition fees for that term. The tuition fees charged for each term are as follows:

Term 1 – 25% of Annual Fee

Term 2 – 25% of Annual Fee

Term 3 – 50% of Annual Fee

Example 1: A student starts their course in September and formally withdraws in November. As the student withdraws during term 1 25% of the annual fee will be charged.

Example 2: A student resumes their studies following a period of suspense in January. As they are in attendance for terms 2 and 3, 75% of the annual fee will be charged.

The University of Leicester Term and Semester dates can be found on our website, which is updated annually.  For 2019/20 the term and semester dates are:

Term one             23 September 2019 – 13 December 2019

Term two             6 January 2020- 27 March 2020

Term three          27 April 2020 – 5 June 2020

Semester one     23 September 2019 – 12 January 2020

Semester one     13 January 2020  – 5 June 2020


Postgraduate Taught Tuition Fee Liabilities

Tuition fee liabilities for postgraduate taught courses are calculated on a monthly pro rata basis for the first 7 months of an academic year. If a student is registered for no more than 7 months of an academic year they are charged 1/12th of the annual fee for each full or part calendar month they are registered. If a student is registered for longer than 7 months the full annual fee is charged.

Example 1: A student starts their course on 1st October and formally withdraws on 15th April. As the student withdraws after 6 months and 15 days the student is charged 7/12th of the annual fee.

Example 2: A student starts their course on 1st October and formally withdraws on 15th May. As the student withdraws after 7 months and 15 days the full annual fee is charged.

 

Postgraduate Research Tuition Fee Liabilities

Tuition fee liabilities for postgraduate research courses depend on the mode of study a student is completing. Tuition fees for periods of active research are charged on a pro rata monthly basis for each full or part calendar month a student is registered. Periods of writing up are charged in 6 month periods, if a student completes all or part of a 6 month period the tuition fees for the whole period are due. Periods of extension are charged in 3 month periods, if a student completes all or part of a 3 month period the tuition fees for the whole period are due.

Example 1: A student commences their course on 1st January and is an active research student until they formally withdraw on 15th September. As the student is registered for 8 months and 15 days, 9/12ths of the annual fee is charged.

Example 2: A student commences a period of writing up on 1st January and ends their registration by submitting their thesis on 15th March. As the student is in writing up status for 2 months and 15 days they are liable for the writing up fees for a 6 month period.

Example 3: A student commences a period of extension on 1st January and end their registration by submitting their thesis on 15th July. As the student’s period of extension is 6 months and 15 days they are liable for the extension fees for a 9 month period.

Recovery of Tuition Fee Debts

If any tuition fees remain outstanding, the Student Fees and Income Management Office will contact students via email and phone to seek payment. If payment is not made, current students would be at risk of being permanently withdrawn from their course for non-payment of tuition fees. Any unpaid tuition fee amounts relating to a student who has left the University would be at risk of being referred to an external debt collection agency who will attempt to recover the debt on our part.

Formally Suspending or Withdrawing

Unless a student formally withdraws or suspends their studies they will be deemed to be a registered student and therefore incurring tuition fee charges.

Students considering permanently withdrawing from their studies are advised to speak with their academic department and if necessary any of the support services at the University.  When considering withdrawing the financial implications students are to take into consideration the impact this will have on any funding and the amount owed to the university.  Information regarding the withdrawal process for all taught students and postgraduate research students can be found on the University website. Student withdrawals are processed on the University’s student record system by the following teams:

The form that should be completed by withdrawing students and their academic department is available here. The withdrawal date is determined as the last engagement date agreed by the academic department on the withdrawal form and is not necessarily the last date of attendance.  This is the date recorded on the student record as the withdrawal date, regardless of when the student record system is updated and the date used to calculate fees owed and the date used when Returns to Title IV calculations are being processed. Student Fees and Income Management Office are notified by email on a weekly basis when withdrawals are processed.

Students considering suspending and taking a leave of absence from their studies are advised to speak with their academic department and if necessary any of the support services at the University.  When considering suspending the financial implications students are to take into consideration the impact this will have on any funding and the amount owed to the university.  Information regarding the suspension process for all taught students and postgraduate research students can be found on the University website. Student suspensions are processed on the University’s student record system by the following teams:

The form that should be completed by suspending students and their academic department is available here. The suspension date is determined as the last engagement date agreed by the academic department on the suspension form and is not necessarily the last date of attendance.  This is the date recorded on the student record as the suspension date, regardless of when the student record system is updated and the date used to calculate fees owed and the date used when Returns to Title IV calculations are being processed. Student Fees and Income Management Office are notified by email on a weekly basis when suspensions are processed.

Please note, if a postgraduate research student submits their thesis their date of submission is taken as the end of their registration period. Tuition fee liabilities and refunds are processed in line with the withdrawal process following a thesis submission.

All relevant external bodies are notified when a student suspends or withdraws from their course. This includes the US Department of Education.

Complaints Procedure

The Student Fees and Income Management Office aims to ensure that all our students have the opportunity to benefit from their studies and other opportunities offered by the University. We welcome feedback on how we are doing and understand that occasionally something can go wrong or you may not be satisfied with an aspect of your experience. Where this is the case we would encourage you to let us know as soon as possible, so we can try to put it right for you and other students, by following the process below.

Feedback

We welcome student views and opinions of all types as they show us where we are doing something well or help us to identify where we might improve. In most cases providing feedback will not be the same as submitting a complaint and may just be a suggestion on how you feel something could be done better or in a different way. To help us improve, we encourage you to take advantage of all opportunities to provide us with feedback.

If you would like to provide feedback on the service you have received from Student Fees and Income Management please feel free to get in touch via feesandincome@le.ac.uk.

Informal Resolution

We treat something as a complaint if you tell us that you want to make a complaint because you are not satisfied with the standard of service Student Fees and Income Management has provided, or you are not satisfied with the regulations regarding fees. We ask that you try to resolve concerns directly, informally and as soon as possible with the person or service concerned, as this usually means it is possible to resolve them quickly. It is helpful if you explain the problem as clearly as you can and suggest how you would like it to be resolved. We will listen to your concerns and try to resolve these in a straightforward, reasonable and prompt way. If you would like to raise an informal complaint please contact:

Formal Complaints

If you are not happy with the way your complaint has been dealt with at the informal stage you can make a formal complaint to the University. Details of the formal complaint process are available on the University’s Student Complaints webpage.

University Accommodation

The terms and conditions of your accommodation contract explain your right to cancel your contract should you suspend your studies or permanently withdraw from your course.

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