Contents

1

Introduction

2

UK Student Finance

Other Fees, Fines & Charges

Communications -

Refunds relating to referred Assessment Fees

1

Introduction

1.1

These regulations provide information and guidance on payment of all fees and fines whilst studying at the University of Exeter (hereafter referred to as the University).  It also covers deadlines, sanctions and penalties for non-payment and terms and conditions for funding schemes.

Students, including those paid for by a third party, are responsible for ensuring all fees and fines are paid in accordance with these regulations that cover the University academic year, which starts on the 01 August each year.

Specific terms and conditions apply to University scholarships and studentships. Reference should be made to the details supplied by the relevant Faculty, Department or Service.

Students of the University studying at our campus in Cornwall (Penryn Campus) are subject to the fees rules and regulations stated in this document, with the exception of those items relating specifically to charges, deadlines and payment conditions for accommodation. Accommodation charges, deadlines and payment conditions for the student residences at Penryn are available from the Accommodation Office, Penryn Campus, Treliever Road, Penryn, Cornwall, TR10 9EZ (Telephone +44 (0)1326 253639 or email – accommodation@tremoughservices.com).

2

UK Student Finance

2.1

UK government student finance for Home undergraduate student applicants is processed by the relevant UK Funding Bodies (hereafter referred to as relevant UK funding body):

• Student Finance England
• Student Finance Wales
• Student Finance Northern Ireland
• Student Awards Agency for Scotland.

2.2

Eligible undergraduate & PGCE students can apply for a tuition fee loan and maintenance loan through the relevant UK funding body via each respective secure online system. PGT and PGR students are eligible to apply for a post graduate loan (Masters or Doctoral) via a secure online system. Students should be aware that the amount they are able to borrow as a tuition fee loan or post graduate loan will be verified by the relevant UK funding body and that the University has an obligation to notify the relevant UK funding body of any discrepancies or inconsistencies in the details submitted.

Applications must be submitted annually to the relevant UK funding body.

Deadlines for completion and submission of the online application form differ depending on which UK funding body you are applying to. They are however around April/May each year. Please visit the relevant UK funding body sites for full information.

Funding is notified to students by a Student Finance Notification and a payment schedule from the relevant UK funding body. Where an application has not been confirmed to the UK funding body or funding confirmation has not been received by the University, the full annual tuition fee remains payable by the student.

Where the student’s financial position is re-assessed by the relevant UK funding body and the student contribution is reduced as a result, the University is unable to process any refund until formal notification of the change is received from the relevant UK funding body. For more information please see Section 8 ‘Interruptions, Withdrawals & Refunds’ of these regulations.

In the event that the University receives formal notification from the relevant UK funding body that a re-assessment has increased a student’s personal contribution payable in respect of any academic year, the University will pursue the invoiced amount in line with standard due dates as per Section 7. Queries regarding the reasons for re-assessment, the calculations used, or the basis of the decision should be addressed to the relevant UK funding body.

Students are liable for payment if there is any failure to pay the amount in whole or in part by the relevant UK funding body. For more information on failure to pay, please see Section 7 ‘Due Dates, Sanctions & Penalties’ of these regulations. All debts to the University are pursued, in accordance with the University’s debt management policy.

3

Sponsors

3.1

If a student’s tuition fees are to be paid by a sponsor (e.g. an employer) the student must produce, at the earliest possible opportunity (but at least at the point of registration), a letter confirming that the sponsor accepts responsibility for the payment of fees. In the event of the sponsor defaulting on the payment of fees or otherwise disclaiming responsibility, the student is liable for payment of any outstanding amount due.

3.2

Students are responsible for ensuring that any fee to be paid to the University by a sponsor is paid in full and on time. Failure to ensure a sponsor pays by the due date and in full will be subject to debt management procedures. For more information on failure to pay, please see Section 7 ’Due Dates, Sanctions & Penalties’.

Tuition fees for full-time postgraduate students in receipt of awards from Research Councils and other similar sponsoring bodies will be collected by the University from the body concerned.

If an unfunded balance remains on the student account and no alternative arrangement is made then the student is liable for payment of the remaining balance. In these circumstances, the University will advise the student in writing and request that the balance of any tuition fee is payable by the student in line with the standard due dates as per Section 7. All debts to the University are pursued, in accordance with the University debt management policy.

4

Payment of Fees

4.1

It is the responsibility of the student to ensure payment for balances due are made by the due dates provided – See section 7.

4.2

Tuition and accommodation fees are chargeable for the academic year unless otherwise stated. The University may increase future tuition fees for returning students.

For those fees that are regulated by Government legislation, such as Home undergraduates, future increases will not be more than the amount permitted under that legislation.

For those fees that are not regulated by Government legislation, such as International students, future increases for students starting in 2022/23 will be up to a maximum of 3%. This increase will apply throughout the duration of the course/programme.

After receiving an offer for a full-time taught postgraduate (PGT) programme, or a Part-Time variant of MSc Extreme Medicine, the student will need to pay a tuition fee deposit to confirm a place with the University.

PGT students who are in receipt of the financial support listed below, covering the full tuition fees and can provide documentary evidence of this, are exempt from paying a deposit:

• an approved scholarship;
• studentships;
• Financial Aid - Federal Loans;
• Canadian Educational Loans Programme;

The deposit will be offset against the first term's tuition fees.  For more information please visit the University 'Postgraduate Taught Tuition Fee Deposit' webpages.

Where students register for individual modules, the tuition fee for each module must be paid in full prior to the commencement of the module. If the fees have not been paid in full prior to commencement of the module, then students are not permitted to take up their place on the module. Specific arrangements may be in place for Online Study.

Research students are required to register and continue to pay tuition fees until such time as they transfer to continuation status. Continuation fees will then be charged, as appropriate, until the submission of the thesis. For more information please visit the University “PGR Continuation Fees” webpages.

Part time students, including students repeating all or part of an academic year, will be charged tuition fees on a pro-rata basis, either based on the number of credits as a percentage of full time equivalent credits or based on a percentage of the annual fee. Students repeating all or part of an academic year should expect to pay such fees personally, as sponsors (particularly the relevant UK funding bodies) do not normally give financial support for repeat study.

Students with a contract for University accommodation who occupy their room late remain liable for the full accommodation fees in accordance with their accommodation agreement. If the contract starts on a date other than the start of a term, or on the first day of the vacation period (for 51 week contracts only), payment will be due immediately.

In the event that an overpayment is made against the total annual tuition fee amount or the total accommodation fee, then the credit balance arising will be used to offset any outstanding debt or invoice (e.g. outstanding tuition or accommodation debts to the University) on the Student’s account (whether arising from tuition, accommodation, or any other legitimate charge) in due date order.

Where there is no instruction from the payer or student to set the payment against a particular charge (e.g. against tuition, accommodation, or other invoices) the University reserves the right to allocate the funds received in the following order on the student’s account:

1. Accommodation;
2. Tuition; and
3. Any other outstanding debt to the University.

All payments made to and from the University in respect of fees, fines, and other charges must be made in £ Sterling (GBP). Any currency conversion costs or other charges incurred in making a payment or in processing a refund shall be borne by the Student or the third party making or receiving the payment, and shall not be deductible from the amounts due to the University. For payment methods please see the University ‘Make a Payment’ page.

 Suspicious payments and account activity

In the event of suspicious financial activity identified by the University team, the University reserves the right to contact the student (associated by student ID number) and verify or request further details to assist with the investigation of the payments.

It is the responsibility of the University to report any suspicious or potential fraudulent payment activity to the following organisations;

1. Action Fraud
2. Devon and Cornwall Police (or relevant local constabulary)
3. National Crime Agency (NCA)

5

Other Fees, Fines & Charges

5.1

It is the responsibility of the student to ensure payment for balances due are made by the due dates provided.

5.2

Throughout the academic year, including holiday periods, miscellaneous charges may be applied to a student’s account. Invoices may not be issued for these charges depending on the type of charge incurred. Most commonly these are library fines, replacement books charges, residence charges, tutor fines and fees for exam re-sits.  Such charges should be paid by the due date. Non-payment by the due date will result in repayment being pursued pursuant to the University Debt Management Policy.  For more information on failure to pay, please see Section 7 ’Due Dates, Sanctions & Penalties’. Students are expected to check their iExeter accounts including the Online Statement regularly, to ensure they are aware of any overdue balances.

If students use and/or borrow equipment from the University, they are responsible for ensuring it is not damaged and returned back to the University.  If the equipment is damaged or not returned, the student will be liable and will be required to make good the loss or damage.  Students will be notified by the University if a charge will be payable.

A Late Registration Fee charge of £50 is payable where registration procedures are not completed or where registration or examination forms are not returned by the due dates.

Loans issued by the university through the ‘Success for All’ fund or other financial assistance schemes are to be repaid to the University by the end of the academic year that the loan was released to the student.

6

Communications

Invoices & Statements

6.1

It is the responsibility of the student to ensure payment for balances due are made by the due dates provided.

6.2

Students are expected to check their online statement of account (via iExeter) regularly, to ensure they are aware of any overdue balances.

The University makes every reasonable effort to remind students of fees, fines, and other charges due by means of invoices, notices and statements. Students are contractually responsible for paying fees, fines, and other charges by the relevant date whether invoices, statements or any other correspondence are received by the student or not.

Email & Student Information Desk (SID)

Email and communication via SID are the official forms of University communication.

All students are expected to check for messages on their University email address at regular intervals. However, the University reserves the right to send communication to other email addresses provided by the student and held on the student record system.

Release Authority

Students may authorise the University to release and discuss the financial information from their student record with named individuals by completing the Data Protection Authority, via the student record system, submitting a completed form or by supplying authority by email or via SID. This relates to disclosures requested by a student and not disclosures where there is a legitimate interest of the University.

Where a student falls into arrears of payment to the University, the University may disclose adequate, relevant and sufficient personal data to a third party to enable the debts to the University to be pursued and recovered.

The Data Protection Authority allows the University to release any financial information from the student’s account in the legitimate course of the student’s activities during the period of study at the University to the named person(s) (e.g. parents, sponsors, agents) and to discuss connected matters (e.g. invoices, payments and outstanding debts in relation to tuition, accommodation or other fees/fines) with those persons for the duration of the course and beyond if necessary.  The Data Protection Authority can be withdrawn by the student at any point by contacting recordsmanagement@exeter.ac.uk.

7

Due Dates, Sanctions & Penalties

7.1

7.2

Where the student is enrolled via a Degree Apprenticeship, or on an online University or Keypath programme, the process will be different from that described within the Finance Regulations. The process will be confirmed separately by the University. This is also true of any alternative fee arrangements.

Tuition & Accommodation Fees Due Dates – Undergraduate, Postgraduate Taught & PGCE Students

Tuition Fee Due Dates - Postgraduate Research (PGR) Students

7.4

Where a PGR student commences after 30 September, special arrangements will be made for the calculation of tuition fees (if registering from mid-month, billing will be charged from the following month) for the first and last years of study.

Sanctions & Penalties for Non-Payment

7.5

All debts to the University are pursued, in accordance with the University debt management policy. Persistent refusal to pay fees, charges and penalties by the due dates, or any deferred date agreed by the University, will be regarded as a major disciplinary offence and disciplinary action may result.

7.6

Students are required to meet all due dates of payment whether these are annual payments or instalments. Students whose accounts are not fully paid by the due dates will be subject to the debt management procedures as below:

The University reserves the right to apply the debt management policy at any time during the academic year. Students whose accounts are in arrears at the end of the University of Exeter’s academic year (31 July) will not be permitted to re-register for any subsequent academic year.

Additional Sanctions

A student with an academic related debt will not be permitted to graduate. This means they are not eligible to receive any award from the University or to become a graduate until the academic related debt is paid. A student with academic related debt will not receive their graduation certificate or be able to attend Graduation/Degree ceremonies. A student’s final award date will reflect the date they become eligible to receive an award from the University. This means that the final award date will be a date approved by the Senate, after the academic related debt has been paid. 

Third party disclosures and sharing of information

Debt recovery agents & further action

8

Interruptions, Withdrawals & Refunds

Tuition Fees - Undergraduate & PGCE Students

The proportion of the annual tuition fee liability and the annual tuition fee to be credited (reduced) if the student withdraws/interrupts on/before the relevant date is as follows:

8.2

Students who have applied for tuition fee loan funding from the relevant UK funding body should be aware that any reduction in tuition fees charged by the University is notified directly to the relevant UK funding body. Please note that there will be a corresponding impact on the maximum tuition fee loan that is permitted.

8.3

For students with Home fee status on undergraduate or PGCE programmes transferring to another HE Institution before the end of the academic year (or any period of study for which a tuition fee is paid), no refund of tuition fees applies in respect of the remainder of that academic year (or period). The University has, however, the authority to allow an ex gratia adjustment as it sees fit, and without precedent.

Tuition Fees - PGT Students

The proportion of the annual tuition fee liability and the annual tuition fee to be credited (reduced) if the student withdraws/interrupts on/before the relevant date is as follows:

Tuition Fees - PGR Students

Tuition Fees - Modular and or Online attendance

Accommodation

Early termination

Accommodation refund

A student whose application for refund or discharge of charges is rejected may stay in their accommodation until a replacement student, reasonably satisfactory to the University and not already in University accommodation takes their place or they may vacate. However, if they vacate they will remain liable to pay the charges for the room until a new tenancy is granted to a suitable replacement student.

Postgraduate Submissions

Important Refund Information

9

Bursaries

9.1

For information on awards, please visit our Student Funding webpages.

Eligibility

Be Ordinarily Resident in England, Scotland, Wales or Northern Ireland (and classified as ‘home’ fee status for student support purposes) or be classed as a returning EU student for student support purposes. Have applied to, and been offered and accepted a place on an undergraduate programme of study and registered on an eligible course at the University for the new academic year.

Dependant on the programme of study, part time undergraduate students are entitled to bursaries on a pro-rata basis.

Abide by the University of Exeter’s student regulations. If a student is engaged in misconduct, including academic offences and/or has any outstanding debts with the University, the student may cease to be eligible and will have to repay all of the monies received.

Have submitted a request for a means tested financial assessment to the relevant UK funding body, and not opted out of sharing the household income information.

Be assessed as having a household income for the year of entry, and subject to a tuition fee, as per the following table:

Application, Assessment & Payment

If the student has completed actions in paragraph 9.5 above, then the application for University bursary support is automatic. If a student has not completed these actions then the deadline for current year applications is 30 June each year. Applications cannot be made retrospectively for a previous academic year. 

A bursary award can be made for each year of study, subject to a student’s tuition fee liability and financial assessment for each of those years. Students will also need to continue to meet all other eligibility criteria. The amount of bursary may change each year as a result of a change of circumstances and/or the funding available.

The University reserves the right to cease payments, to take steps to recover funds already issued and to take any additional action deemed appropriate, if it transpires false information was provided during application for an ATE bursary. If a student is suspended (temporarily or permanently) further payments will not be paid.

It is the responsibility of the student to inform the University of any issues with regard to their statutory funding and to ensure that their award is correct.

Reassessment, Interruptions & Withdrawals

Reassessment of a student’s financial position is occasionally undertaken by their UK funding body, during an academic year; this could be due to a significant change in personal circumstances or as a result of verification of financial evidence. The assessment may result in reduced or suspended bursary payments. If the reassessment results in a decreased household income then bursary payments may be increased in line with eligibility. The University will notify the relevant UK funding body of the revised tuition fee liability. If there are any in-year changes to the student's ability to receive funding from the UK funding body for other reasons, such as but not limited to, the supply of incorrect information on the application, or an error made by the UK funding body, it is the responsibility of the student to source replacement funding.

ATE bursary awards are based on the assessment of household income related to the relevant academic year. Therefore, students who defer starting their studies will be required to reapply to the relevant UK Funding body for the year they commence their studies.

In the event of a student’s interruption or withdrawal from their course, the University reserves the right to suspend all future bursary payments and recover any bursary payments made for which the student was not eligible.

Bursary award amounts will be calculated in line with the student’s last date of attendance in accordance with the table in 9.18 below.

Withdrawal and interruption – the bursary will be paid to students, if eligible, on/after the relevant date as follows:

9.19

Where students are already enrolled on a full time course but due to exceptional circumstances it becomes necessary to study one academic year part time over 2 years, they will remain eligible for full time ATE bursary support.

Appeals

In the event that a student wishes to appeal against the University decision of their bursary assessment, an appeal must be made in writing outlining reasons for the appeal by logging an enquiry with the Student Information Desk (SID). Once the University receives an appeal, a panel will review the case and will respond formally within 28 days. Deadline for previous year appeals each year is 31st October.

NHS Bursary Recipients:

Students studying a BMBS course in years five and six who are in receipt of funding from the NHS, will be automatically assessed for a bursary award using the most recent household income figures supplied by the relevant Uk funding body.

You will be contacted with confirmation of award and payment dates if eligible.

10

Department of Education and Teaching Regulation Agency (DETRA)

10.1

This section sets out the terms and conditions attached to the receipt of the Department of Education and Teaching Regulation Agency (referred to as ‘DETRA’ hereafter) Training Bursary for full-time Post Graduate Certificate of Education students (‘PGCE’). By completing registration with the University, a student is agreeing to comply with the terms and conditions of the bursary scheme and the Department of Education Teaching regulations.

Eligibility

For a trainee to be eligible to receive a bursary, the University must ensure that, from the first day of training, the trainee meets and continues to meet the criteria set out and further explained below. To be eligible for a bursary, the trainee must:

a) Be eligible for the provision of UK student support, including that they meet the requirement to be ‘Home status’ for the purpose of assessment of fees. Trainees from the Isle of Man, Jersey and Guernsey may still be eligible for support from their respective home education departments and, where this is the case, they will still be eligible for a training bursary on the basis that they meet all other criteria as follows. (Please note, the University may request confirmation of financial support from your respective home education department)

b) It has been agreed with the EU that current EU principles of equal treatment will continue to apply for those covered by the citizens’ rights provisions in the Withdrawal Agreement. This means that EU nationals resident in the UK before the end of the transition period on 31 December 2020, and who qualify for pre-settled status or settled status under the EU Settlement Scheme, will continue to be eligible for home fee status and student financial support on a similar basis to domestic students, subject to meeting the usual residence requirements.

c) be training in an eligible ITT (Initial Teacher Training) subject listed, as identified in ITT bursaries funding

d) hold a UK first degree or equivalent;

e) be taking a qualifying postgraduate ITT course in England;

f) be notified by the University in writing that they are eligible;

g) comply with the terms and conditions of the bursary scheme;

h) not already hold QTS (Qualified Teacher Status), or be eligible to receive QTS;

i) not be undertaking paid teaching work when receiving the bursary; and

j) not be simultaneously undertaking any other ITT course, training scheme or programme leading to QTS.

Terms and Conditions

To receive a bursary trainees must agree in writing to comply with the terms and conditions of the bursary scheme, these include;

• promptly informing the University of any changes in their bank account and address details,
• promptly informing the University of their intention to withdraw from the course; and signing a declaration of understanding to the effect that they expect to seek a teaching post in England on successful completion of their course.
• and signing a declaration of understanding to the effect that they expect to seek a teaching post in England on successful completion of their course. 

If a trainee is found to be ineligible for the bursary, the University will make all reasonable efforts to recover bursary payments from the trainee.

To be eligible for training bursary, trainees must not simultaneously undertake any other ITT course, training scheme or programme leading to QTS.

In the event that a trainee is absent through sickness the University may only make one further payment following the first day of absence. After this, the absence should be treated as a period of interruption and payments must stop with immediate effect.

Trainees cannot receive both the scholarship and training bursary. Trainees whose scholarship application is unsuccessful may be eligible for a training bursary.

Application & Payment

There is no formal application procedure for the bursary but in order to receive payment, the trainee must register for their course and provide details of their nominated bank account. This can be done during the registration process or after registration through the University’s on-line Student Records System.

The first bursary payment is made in October on the condition that bank account details have been provided. Bursary awards will be paid in equal monthly instalments over the duration of the course between October and July. Trainees will be entitled to receive the first bursary payment if they are actively engaged in the ITT programme on the first day of the month following their start date

For more information on the schedule of payments please visit our PGCE webpages.

If a trainee has received their full bursary entitlement during a previous ITT programme this may impact their eligibility to receive bursary funding while completing a new programme. The University student funding team will seek guidance from ITT in this scenario. 

Interruptions & Withdrawals

Eligible trainees who withdraw or defer from a course are entitled to be paid the training bursary for each month up to, and including, the month in which they formally withdrew.

In the event of withdrawal or deferral, the University will suspend all bursary payments to the trainee immediately and ensure that University records are updated. The University will attempt to recover any overpayment of bursary from trainees. The University will not make any pro rata training bursary payments to trainees.

Returning trainees who defer and then re-join their course will only be eligible to receive the remaining bursary award up to the value which was available in the year they started their course.

If a trainee leaves one ITT course and joins a new one with no transfer of standing or credit from their previous course, and they are being charged a new tuition fee, this is viewed as a separate route to QTS. They will, therefore, be entitled to receive a new bursary. However, trainees who have already received a full bursary award on a previous route to QTS will not be eligible for another bursary.