UNIVERSITY OF ESSEX

TUITION FEES: PAYMENT AND LIABILITY POLICY

FEBRUARY 2021

1 CONTEXT, AIMS AND OBJECTIVES

1.1 The University of Essex is committed to a fair and transparent policy in respect of charges
made to students. This is one of a number of documents that make up your Student Contract.
The University’s commitment is underpinned by an approach that balances fairness to all
students while safeguarding the interests of the University.
1.2 Students will be asked to agree to the terms of this policy as part of the registration process at
the start of each academic year of study or at certain points during the year, for example
January and April.
1.3 The policy is underpinned by the relevant University Regulations relating to Registration and
Academic Affairs.

2 POLICY FRAMEWORK

2.1 Scope, Jurisdiction and Responsibilities

2.1.1 This policy applies to all new entry and continuing students who have completed registration
and who are studying at the University of Essex in the academic year 2021-22.
2.1.2 Students registered for a University of Essex validated programme of study as part of a
collaborative partnership are covered by the appropriate fee liability arrangements in place at
the relevant partner institution.
2.1.3 The Academic Registrar or his/her nominee has responsibility for managing the processes
associated with fee liability for students and the financial liability for students who may
withdraw or intermit.
2.1.4 The Academic Registrar or his/her nominee are responsible on behalf of the University
Steering Group for oversight and regular review of this policy and its effective implementation
and dissemination to staff and students.
2.1.5 Complaints or concerns about any aspect of the implementation and management of this
policy and its provisions are handled in accordance with the Student Concerns and
Complaints Procedure.

2.2 Fee Liability

2.2.1 Once registered at the University and the programme of study start date has been reached, all
students, regardless of funding source and fee status, are liable for their fees for the relevant
degree course or research degree.
2.2.2 Self-funded students are required to pay fees in full or in three equal instalments, payable
each term.
2.2.3 For students’ who are funded by a sponsor, the University will receive these fees in
accordance with the requirements or rules of that sponsor. Examples of sponsors include, but
are not exhaustive to:
 the UK Government via the Student Loans Company
 the NHS
 external sponsors that are formally recognised for this purpose by the University, for
example international students may be sponsored by their national government or home
university, usually administered via the local Embassy
2.2.4 Tuition fees are paid online during the online registration process except in the following
situations:
 where alternative arrangements are agreed with the relevant external body or sponsor
 where undergraduate students have applied for a student loan from the Student Loans
Company where a postgraduate student holds a confirmed postgraduate loan from the
Student Loans Company
2.2.5 Some overseas students, such as those who are self-funded, will have already been required

University of Essex Tuition Fee Payment and Liability Policy 2021 1

 to make a tuition fee deposit payment as part of the admission process. See the Tuition Fee
Deposit Policy for 2021 entry for further details.
2.2.6 Unpaid tuition fees may result the following:
 late charges
 prevention from progressing to the next level of the study
 non conferral of the relevant academic award
 prevention from attending the graduation ceremony
 withdrawal from the programme of study
 prevention from applying for a new course at University of Essex

Please refer to the Student Debt Policy 2021 for further information.

2.3 Student Loans Company (SLC) – Undergraduate students

2.3.1 Undergraduate students seeking SLC funding are required to (and it is their responsibility to)
submit an application for funding as early as possible to ensure that this has been approved
prior to registering. This is to ensure that SLC have plenty of time to assess their eligibility for
tuition fee loans and where applicable, maintenance loan or any additional grants. This
application process with SLC must be completed for every academic year studied.
2.3.2 During the University’s Admissions application process, students are asked to declare whether
they are intending to receive SLC funding to fund their course tuition fees. This is to ensure
that their student record reflects that this is their intention when they reach the point of
registering.
2.3.3 At the point of registering, where a student has submitted an application to SLC but the
outcome is still ‘pending’ rather than ‘approved’, the student will be permitted to register
without being asked to pay any fees upfront.
2.3.4 Under these circumstances, the student is required to undertake that, in the event that the
SLC refuses an application for funding, they will accept personal liability for payment of tuition
fees as a self-funded student.
2.3.5 Failure to pay the fees in these circumstances, will lead to withdrawal of the student’s
registration with the University.
2.3.6 Where a student has not submitted an application to the SLC, the student will not be permitted
to register unless the minimum payment required of a self-funded student is made.
2.3.7 If a student has applied to the SLC for an undergraduate loan to cover the full cost of their
fees, the payment will be paid directly to the University.

2.4 Student Loans Company (SLC) – Postgraduate students

2.4.1 Postgraduate students seeking SLC funding are required to (and it is their responsibility to)
submit an application for funding as early as possible to ensure that this has been approved
prior to registering. This is to ensure that SLC have plenty of time to assess their eligibility for
a loan.
2.4.2 At the point of registering, postgraduate students with a confirmedi Postgraduate Loan from
SLC will be permitted to register without first making payment of the initial instalment of fees. If
an application is still showing as ‘pending’, the student will be required to make necessary
payment for at least their first term (usually one third of their full year fee) in order to complete
the registration process.
2.4.3 These students will be granted an extension to the normal instalment payment dates, in line
with the Postgraduate Loan release dates, and will be invoiced as follows:

Payment date Payment dueii

On or before 28 days from the course start date iv 33.3% of the annual fee
On or before 17 January 2022 33.3% of the annual fee
On or before 25 April 2022 33.3% of the annual fee

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 2.4.4 Failure to pay the fees by these payment dates will lead to withdrawal of the student’s
registration with the University.
2.4.5 Until the Postgraduate Loan is confirmed to the University students will be recorded as
self-funded and will be required to pay the initial instalment online during the pre-
registration process or in person at registration.
2.4.6 Fee liability following withdrawal or intermission for students with Postgraduate Loans is
assessed as for any other self-funded student (see below).

2.5 U.S. Federal Aid students

2.5.1 Students in receipt of US Federal Aid shall be liable for overseas tuition fees in line with
the U.S. Department of Education Title IV Funds return calculation.
2.5.2 Should a student leave after 31 October but before completion of 60% attendance (per
term) the student will be liable for the balance of fees resulting from the return calculation.
The same principle will apply in term 2. For further information regarding fee liability for
U.S. Federal Aid funded students, see the Return of Title IV Funds Policy (U.S. Federal
Aid).

2.6 Fee liability following Withdrawal

2.6.1 If a student officially registers as part of the online or in-person registration process and
chooses to withdraw prior to the start date of the course (as detailed in their offer letter)
there is no fee liability.
2.6.2 If a student officially registers as part of the online or in-person process and chooses to
withdraw after the start date of the course (as detailed in their offer letter) has been reached,
the student or sponsor is liable for 10% of the annual fee (subject to arrangements agreed
with the sponsor where applicable).
2.6.3 Students who withdraw permanently from their studies within 28 days from the start of their
academic year remain liable for 10% of the annual fee.
2.6.4 Students who withdraw after 28 days from the start of their academic year are liable for fees
as set out in the table below:

Cumulative fee
Cumulative fee
Cumulative fee liability for
liability for
Point of withdrawal liability for self- undergraduate
undergraduate SLC
funded studentsii sponsored
funded studentsiii ii
students
Prior to the start date
0% of the annual fee 0% of the annual fee 0% of the annual fee
of the course
Up to and including 28
days from the course 10% of the annual fee 10% of the annual fee 10% of the annual fee
start dateiv
29 days after course
start date to the last 33.3% of the annual 33.3% of the annual
day of the next long 25% of the annual fee
fee fee
vacationv
From the first day of
the second term of
study to the last day 66.6% of the annual 66.6% of the annual
50% of the annual fee
of the next long fee fee
vacationv
On or after the first day
100% of the annual fee 100% of the annual fee 100% of the annual fee
of the third term

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Note: For compressed January start courses and Foundation Year student’s fee liability following
withdrawal or intermission, please refer to sections 2.8 and 2.9 of this policy.

2.7 Fee liability following Intermission

2.7.1 For all taught students who intermit, fee liability is set out in the table below:

Cumulative fee
Cumulative Fee
Cumulative Fee liability for
liability for
Point of intermission liability for self- undergraduate
undergraduate SLC
funded studentsii sponsored
funded studentsvi ii
students
Prior to the start date
0% of the annual fee 0% of the annual fee 0% of the annual fee
of the course
Up to and including 28
days from the course 0% of the annual fee 0% of the annual fee 0% of the annual fee
start dateiv
29 days after course
start date to the last 33.3% of the annual 25% of the annual 33.3% of the annual
day of the next long fee fee fee
v
vacation
From the first day of
the second term of
study to the last day of 66.6% of the annual 50% of the annual 66.6% of the annual
the next long fee fee fee
vacationv
On or after the first day
100% of the annual
of the third term of 100% of the annual fee 100% of the annual fee
fee
study

Note: For compressed January start courses and Foundation Year student’s fee liability following
withdrawal or intermission, please refer to sections 2.8 and 2.9 of this policy.

2.7.2 For research students who intermit, the period of intermission is backdated (if appropriate) to
the start date of the most recent term and the fee liability for that term is 0%. Research
students are only charged tuition fees for the terms they have completed.
2.7.3 Students subject to Visa restrictions including Tier 4 students who intermit will have their
circumstances reviewed on a case by case basis with regards to applying a period of
backdated intermission, in line with the University’s Tier 4 sponsor responsibilities.

2.8 Fee liability following withdrawal for Compressed January start Degree level courses
and Foundation Year students

2.8.1 If a student officially registers as part of the online or in-person registration process and
chooses to withdraw prior to the start date of the course (as detailed in their offer letter) there
is no fee liability.
2.8.2 If a student officially registers as part of the online or in-person registration process and
chooses to withdraw permanently after the start date of the course (as detailed in their offer
letter) has been reached up to and including 28 days, the student or sponsor is liable for 10%
of the annual fee (subject to arrangements agreed with the sponsor where applicable).
2.8.3 Students who withdraw after 28 days from the start of their academic year are liable for fees
as set out in the table below:

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 Cumulative Fee
Cumulative Fee Cumulative Fee
liability for
Point of withdrawal liability for self- liability for SLC
sponsored
funded studentsii funded studentsiii
studentsii

Prior to the start date of

0% of the annual fee 0% of the annual fee 0% of the annual fee
the course

Up to and including 28
10% of the annual
days from the course 10% of the annual fee 10% of the annual fee
fee
start date
29 days from the
course start date to the 50% of the annual
50% of the annual fee 50% of the annual fee
last day of the first long fee
vacation
From the first day of the 100% of the annual 100% of the annual
100% of the annual fee
second term fee fee

2.9 Fee liability following Intermission for Compressed January start Degree level courses
and Foundation Year students

2.9.1 For all taught students studying compressed January start degree level courses and
Foundation years who intermit, the fee liability is set out in the table below:

Cumulative Fee
Cumulative Fee Cumulative Fee
liability for
Point of Intermission liability for self- liability for SLC
sponsored
ii vi
funded students funded students
studentsii

Prior to the start date of

0% of the annual fee 0% of the annual fee 0% of the annual fee
the course

Up to and including 28
days from the course 0% of the annual fee 0% of the annual fee 0% of the annual fee
start date
29 days from the
course start date to the 50% of the annual
50% of the annual fee 50% of the annual fee
last day of the first long fee
vacation
From the first day of the 100% of the annual 100% of the annual
100% of the annual fee
second term fee fee

2.10 Students in receipt of Bursary and Scholarship awards

2.10.1 For those students who receive a University of Essex funded tuition fee discount or a
University of Essex funded bursary or scholarship that reduces the amount of the tuition fee,
the reduction will be applied before the student’s fee liability is calculated.
2.10.2 Bursaries and Scholarships funded by other organisations may vary and students in receipt of
such awards should take advice from the Funding Team (funding@essex.ac.uk) in the first
instance.

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 2.11 Payment of Refunds

2.11.1 All refunds will only be made to the bank and account holder (or other financial institution) that
originally paid the fee.
2.11.2 Payment by card will be refunded to the original card used for payment.

 All refunds will be calculated in UK sterling. The University will not refund any shortfalls
due to exchange rate fluctuations or offer compensation for any bank or other charges
involved.
 Where payment of tuition fees was split between more than one payee, any refund
due will be made in the proportion to the original split.
 Cash or cheque refunds are not made.

3 POLICY REVIEW

The policy is reviewed annually by the Academic Registrar and Director of Finance. The review will
be undertaken with other relevant stakeholders as appropriate, including the Students’ Union, and
any proposed changes will be submitted to the University Steering Group for consideration and
approval.

Footnote references

i Students must have returned their signed declaration in order for their loan to be officially
confirmed to the University via the SLC’s online system
ii 33.3% and 66.6% are recurring decimals and represent one-third and two-thirds of the full
annual fee respectively
iii Students who withdraw before their fee loan is approved by SLC will be liable for fees as
per withdrawing self-funded students
iv As stated on admissions offer letter and individual student records
V Long vacations are Christmas, Easter and Summer
vi Students who intermit before their fee loan is approved by SLC will be liable for fees as per
intermitting self-funded students

Document owner Funding Team, Student Services

Approved by Academic Registrar
Reviewed by Funding Manager
Last review February 2021
Next review February 2022

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