Overview

This procedure outlines the processes for handling the £250 non-refundable registration fee, tuition fee payments, refunds, and secure maintenance of financial records. The objective is to ensure accuracy, transparency, and compliance with the College’s financial policies.

1. Collection of Registration Fee

• Registration Fee Requirement: Upon acceptance of an offer, students are required to pay a £250 non-refundable registration fee to secure their place in the program.
• Payment Methods: The registration fee can be paid via bank transfer, online payment portal, or other approved methods.
• Fee Confirmation: Once received, the Finance Team verifies the payment and issues an official receipt to the student, noting the amount and payment date.
• Record Entry: The Finance Team enters the registration fee details into the Student Financial Records System to ensure accurate tracking.

2. Tuition Fee Payment

• Payment Options: Tuition fees can be paid in full or through an installment plan, based on the student’s selected payment arrangement.
• Payment Deadlines: The Finance Team sets and communicates specific deadlines for each payment installment, as outlined in the Payment Agreement.
• Invoice Generation: An invoice is generated and sent to the student before each payment deadline. This document includes the due date, amount due, and payment methods.
• Payment Confirmation: Upon receipt of each payment, a receipt is issued to the student, confirming the payment amount and date. The payment is recorded in the Student Financial Records System.
• Payment Follow-Up: If a payment is missed, the Finance Team contacts the student within five days to remind them of the overdue payment and re-establish a timeline for settlement.

3. Refund Policy and Process

• Refund Eligibility: Refunds are processed based on the College’s Refund Policy, which is communicated to students at the time of enrolment. Note that the £250 registration fee is non-refundable. Refunds may be provided for other payments under specific circumstances:
  • Visa refusal (documented proof required)
  • Withdrawal from the program prior to the start date (subject to terms)
  • Overpayments
• Refund Request Submission: Students must complete a Refund Request Form and submit supporting documents (e.g., visa refusal letter, proof of overpayment) to the Finance Office.
• Refund Processing:
  • The Finance Team reviews the refund request and, if approved, initiates the refund process within 28 days of receiving the completed form and required documents.
  • Refunds are processed using the same payment method initially used, where possible, to comply with financial policies.
• Confirmation of Refund: Once processed, a refund confirmation letter is sent to the student, stating the refund amount, payment method, and processing date.

The remaining procedures for record keeping, reporting, and compliance follow as outlined above.