City College Southampton HE Fees Policy

HE Fees, Refund and Compensation Policy

1. Introduction
1.1 The purpose of this policy is to provide a framework within which the College’s
fee setting, refund and compensation processes are devised and operated.
1.2 The policy also sets a framework for ensuring that comprehensive information
and guidance regarding fees is available and accessible to prospective learners,
staff and Governors.

2. Scope of this policy

This policy applies to all fees for all HE courses (Level 4 and above).

3. Fee Remission & Waivers

3.1 Fee remission is not available for students of any age enrolling on HE courses.
3.2 The College cannot waive exam, registration or certification fees where these
apply.
3.3 Tuition fees can only be waived with the express permission of the Vice
Principal Finance & Resources.

4. Higher Education Provision

4.1 Students enrolling on an HE course can pay for their course
• With a Student Loan
• In full on enrolment or via a payment plan with the College
• Via an employer/ sponsor paying in full on enrolment
4.2 In many cases, students will be eligible for a loan from the Student Loans
Company to pay for their course. This will be repayable through the PAYE
system once the student begins to earn over the published annual threshold.
Please check carefully with the Student Loans Company for eligibility.
4.3 For all learners, materials fees reflecting actual costs may also be charged.
4.4 For all learners, mandatory equipment charges may be charged.

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 City College Southampton HE Fees Policy

5. Payment of Fees
5.1 Fees become payable in full on enrolment. Learners can sign up for a payment
plan to spread the cost of their course.
5.2 Learners whose employer has agreed to pay their fees are required to submit a
completed Employer Authorisation Form from their employer at the time of
enrolment confirming that they will cover the full cost of the course. The
normal method of payment will then be for the College to issue an invoice for
full payment, this is due within 30 day payment terms.
5.3 Fees quoted may apply for one or two years. Where a course runs over more
than one year and the full course cost is not charged in full on enrolment,
future year fees apply. Please check the website carefully to understand fees
due.
5.4 Students funding their course with a Student Loan need to have an approved
loan application in place by the end of October half term. Any student who
cannot produce a letter of confirmation that the loan has been granted at that
date must make a payment of 50% of the course fee to the College to continue
attending the course. If the letter of confirmation is still unavailable at the start
of the spring term, a second payment of 50% of the course fee must be made to
the College. Failure to make these payments will result in the student being
withdrawn from the College. Upon presentation of a letter of confirmation any
fees paid under section 5.4 will be refunded.
5.5 Any student who has not paid their fees in full by the end of the month prior to
the planned end date of their course
• Will not have assessed work marked and returned;
• May have exam certificates withheld;
• Will not be permitted to progress to the next year of study or enrol on
another course;
• Will not receive references;
• Will have their outstanding debt passed to a debt collection agency for
recovery. The debt collection agency will apply charges. This might
impact on a student’s credit rating and ability to obtain finance in the
future.

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 City College Southampton HE Fees Policy

6. Refunds
6.1 Students attending a course lasting an academic year or more, who withdraw
will be charged as detailed below, in line with Student Finance England rules.
These rules apply regardless of the method used to pay for the course.
Application of a withdrawal fee commences from the first week of teaching.
• Students leaving within 14 days of their course start date will not receive
a refund of any deposits, registration fees or regulatory prepayments paid
prior to registration unless exceptional circumstances apply but the
College will refund any other tuition fees that the student has paid.
• Students withdrawing before the end of the first term will be liable for
25% of the annual tuition fee. This is dependent upon written notification
of withdrawal being received by the College prior to the commencement
of the second term.
• Students withdrawing during the second term will be liable for 50% of the
annual tuition fee. This is dependent upon written notification of
withdrawal being received by the College prior to the commencement of
the third term.
• Students withdrawing during the third term will be liable for the full
year’s fee.
6.2 Where a course is cancelled by the College, full refunds will be made to
students.
6.3 Where a learner is withdrawing as a result of personal circumstances, or where
the learner can demonstrate the College has failed to deliver what could
reasonably be expected, then an application for a refund should be made using
the complaints procedure. The College may require provision of evidence to
justify any request for refund on compassionate or medical grounds.
6.4 If a student is excluded from College for misconduct no refund will be granted.
6.5 Refunds will not be made for personalised kit or materials which are being
retained by the student or any registration fees which have been paid to
another party by the College on behalf of the learner
6.6 In all cases, any refunds processed will be subject to an administration fee of
10% of the course fee, up to a maximum of £50.

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 City College Southampton HE Fees Policy

6.7 If the course fees have been paid by employer/sponsor and the student
withdraws or leaves their employment, no refund will be made.

7. Compensation
7.1 In the unlikely event that it is not possible to preserve continuation of study
necessitating a transfer to an alternative, the arrangements outlined below will
apply.
7.2 Where it is necessary as a result of action by the College (such as course
closure) for students to transfer to an alternative provider or there is a change
in the location of the course (which was not notified to the student prior to the
commencement of the academic year) the College will consider appropriate
compensation for additional travel or other costs directly attributable to the
change of continuation of study.
7.3 The College’s priority will always be to ensure that students receive the
education experience outlined in College course information (whether on-line or
in hard copy format) and their learning agreement. Where, as a result of an
investigation through the Complaints Policy, it is concluded that this has not
been the case, appropriate financial or other compensation may be offered.
Alternatives to financial compensation might include an apology or goodwill
gesture, an offer of alternative learning methods if the course cannot be
delivered in the way it was originally intended or repeat delivery of the relevant
course element may be offered where possible.
7.4 The College is aware of the OIA (Office of the Independent Adjudicator)
guidance on considering whether it is appropriate to recommend compensation
payments to higher education students for distress and inconvenience and will
refer to their guidance when developing individual plans.

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 City College Southampton HE Fees Policy

8. Transfers
8.1 The following rules apply to transfers where a student:
(i) Transfers from a course the College has closed to an alternative higher fee
course at Southampton City College, the difference will be paid by the
College.
(ii) Transfers to a course at Southampton City College with a similar tuition fee,
no charge will be made.
(iii) Decides to transfer from one course at Southampton City College course to
another course at Southampton City College with a higher tuition fee, the
student will pay the difference between the course tuition fees.
(iv) Decides to transfer from one course at Southampton City College course to
another course at Southampton City College with a lower tuition fee the
student will receive a refund of the difference between the course tuition
fees. An admin fee may be charged.

9. Status of this Policy

9.1 This policy was approved by CMT
9.2 The policy will be reviewed biennially by the Vice Principal Finance and
Resources and any changes will be referred for approval to the College
Management Team.

Date approved: January 2023

Approved by: CMT
Date reviewed: January 2023
Date of next review: January 2025

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