Fee payment conditions

This document describes the University's conditions on the payment of fees by or on behalf of students in respect of programmes, accommodation and other services and activities provided to the student by the University.

1. Definitions

"Fees" means any and all fees payable by the student including Tuition Fees, Accommodation Fees, and any relevant Miscellaneous Fees.

"Tuition Fees" means the fees payable by the student in respect of the Programme. "Programme" means the student's course of study or programme of research at the University.

"Advance Payment" means a specified proportion of the Tuition Fee that is payable in advance by students who require a visa to enter the United Kingdom. Students to whom this applies will be notified by the University.

"Deposit" means an amount payable to the University to secure the student's place on a programme. A deposit is usually required to meet external costs to ensure registration with a professional body. A deposit is only required for certain programmes, and students to whom this applies will be notified at the time of application for a place on the programme.

"Accommodation Fees" means the fees payable by the student in respect of his/her residence in accommodation provided by the University or arranged by the University's Student Accommodation Service.

"Accommodation Booking Fee/Deposit" means the fee payable by the student to secure his/her place in accommodation provided or arranged by the University.

"Enrolment Conditions" means the standard enrolment conditions for all students of Nottingham Trent University which may be accessed here. The student is bound by the University's Enrolment Conditions.

"Examination Fees" means a fee payable to an external awarding body. This applies only to specific programmes. Where it does apply, affected students will be informed in advance, usually at time of application but definitely before formal enrolment.

"Miscellaneous Fees" means all other fees which may be payable to the University by the student, and may include (but are not limited to) field trips, bench fees, study and ad hoc materials, entry to events, study visits, library penalties and key deposits.

2. Liability for Fee Payments

It is the student's responsibility to ensure that any and all fees payable by him/her to the University are paid at the appropriate time. Irrespective of any undertaking by a third party to pay fees on behalf of a student, ultimate responsibility for payment of any and all fees shall always remain with the student.

3. Tuition Fee Loans for Home Undergraduate Students

3.1 In circumstances where a student receives a Tuition Fee Loan from the Student Loans Company (SLC), the amount of the loan will be paid directly to the University by the SLC.

3.2 Where the value of the loan equals the full value of the Tuition Fee due in that academic year, no other payment arrangements need be made by the student in respect of that Tuition Fee. Where the value of the loan covers only part of the Tuition Fee, the student shall be responsible for paying the balance of the Tuition Fee directly to the University.

3.3 In the event that the student's Tuition Fee Loan is revoked or otherwise reduced, the student shall be liable for payment, direct to the University, of that part of the Tuition Fee which has not been met by the loan.

4. Tuition Fee Grants for Home Undergraduate Students

4.1 In circumstances where a student's Tuition Fee is being met in part from a grant resulting from an assessment from their Local Authority (Tuition Fee Grant), the amount of the grant will be paid directly to the University.

4.2 Where the value of the grant equals the full value of the Tuition Fee due in that academic year, no other payment arrangements need be made by the student in respect of that Tuition Fee. Where the value of the grant covers only part of the Tuition Fee, the student shall be responsible for paying the balance of the Tuition Fee directly to the University.

4.3 In the event that the Tuition Fee Grant or its value is reassessed, the student shall be liable for payment, direct to the University, of that part of the Tuition Fee which has not been met by the grant.

5. Payment by Third Parties

5.1 Sponsorship

5.1.1 A student's employer, or other organisation, can elect to pay the student's Tuition Fees on his/her behalf. The University will accept such sponsorship arrangements, provided that the sponsor's commitment to pay the fees is made by way of either a formal purchase order or a letter to the University confirming the amount that will be paid. Such letters must be signed by an authorised officer of the sponsoring organisation.

5.1.2 Where the value of the sponsorship covers only part of the Tuition Fees, the student shall be responsible for paying the balance of the Tuition Fee directly to the University.

5.1.3 The University is unable to offer sponsors the opportunity to pay by instalments. An invoice will be issued for that element of the Tuition Fee being met by the Sponsor, with payment due in full on receipt of the invoice. VAT will be payable where applicable.

5.1.4 In the event that the University does not receive payment of fees from the sponsor, the student shall remain liable for payment of any fees due. In these circumstances, VAT will not be payable.

5.2 Other third parties (including parents)

5.2.1 The University will accept payment of a student's fees by his/her parents or other third party. However, the liability for making payment will always remain with the student. Where payment is made by a parent or other third party this will not constitute, form or create a binding contract between the University and that third party.

5.2.2 In the event that a parent or other third party wishes to revoke an arrangement to pay fees on behalf of a student, it is the student's responsibility to inform the University and, simultaneously, to put in place an alternative fee payment arrangement which is acceptable to the University.

5.2.3 A parent or other third party shall have no right to demand a refund from the University of any fee payment already made on behalf of a student. All fee refunds are subject to the University's Refund Policy.

5.1.4 In the event that the University does not receive payment of fees from the sponsor, the student shall remain liable for payment of any fees due. In these circumstances, VAT will not be payable

6. Timing of Payments

6.1 Programme-Related: Tuition Fees

6.1.1 Students must ensure that in each Academic Year the Tuition Fees due for that year are paid before the scheduled commencement date of the programme for that year. Alternatively, where the value of the Tuition Fee due for the academic year is £500 or more, the student can elect to pay that fee by instalments. Where a student elects to pay by instalments, the formal instalment payment plan must be in place with the University before full enrolment of the student can take place for that academic year.

6.1.2 The option to pay by instalments, and the number, value and timing of instalments are determined by the University. These features depend on various factors such as programme length and start date, and will vary between years. Instalment payment timings will appear in the Fee Payment guidance pages on the University's website.

6.2 Programme-Related: Deposits

6.2.1 Deposits, where required, are normally payable at the time of application. Students will be advised of any deposit required, and the actual payment deadline by the College/School delivering their programme.

6.3 Programme-Related: Advance Payments

6.3.1 Prospective postgraduate students from overseas who are required to obtain a visa to enter the UK must make an advance payment to the University prior to commencement of their programme. This payment is one of the elements required to trigger the release of a formal offer letter from the University, which the student can then use in support of his/her visa application. The advance payment must be made prior to formal enrolment at the university; the actual timing of the payment is usually dictated by the student's application for a visa.

6.4 Accommodation-Related: Booking Fee/Deposit

6.4.1 The Booking Fee/Deposit is payable at the time of accommodation booking. This deposit will be returned to the student at the end of the residence period, subject to legitimate deductions being made in respect of any damages and breakages.

6.4.2 Accommodation-Related: Accommodation Fee
The Accommodation Fee can be paid in full, prior to moving in, or by instalments if the total amount due is £500 or more. Where a student elects to pay the fee by instalments, a formal instalment arrangement must be put in place with the University prior to the student taking up residence. The exact deadline for set-up of the instalment arrangement is dependent upon the date on which the student receives an unconditional offer of a place on his/her chosen programme, and the student will be notified accordingly by the University's Student Accommodation Service.

6.4.3 Irrespective of the option to pay by instalments, the student is liable for the full Accommodation Fee for the entire period of their formal Accommodation Agreement with the University. Refund of the fee is subject to the refund policy detailed within the Accommodation Agreement.

6.5 Miscellaneous Fees and Charges
There are also a number of optional services and activities that a student may take up such as sports memberships and graduation ceremonies. Terms and conditions applicable to payments for miscellaneous services and activities and any refund of those fees depend on the services/activities themselves and details are given in the associated guidance and information.

7. Payment options

7.1 Paying in full Students who wish, or are required, to pay their Tuition Fee or Accommodation Fee in full as a single payment, can do so by credit/debit card or by cheque.

7.2 Paying by instalments The option to pay by instalment is not available for Tuition or Accommodation Fees of less than £500. Instalment payments can be made by credit/debit card, or by Direct Debit from a UK bank account. For Tuition Fees (and contributions to Tuition Fees) of £500 or more the fee value is divided into 3 equal amounts, each being due for payment on a specified date. Where a student is required to make an Advance Payment, the value of the Advance Payment is deducted from the total due and the balance is then split into three equal instalments. Accommodation Fees are divided into three amounts, each being determined by the number of resident weeks in each term, and each being due for payment on a specified date, detailed within the accommodation web pages when the accommodation is booked and within the particulars.

7.3 How to pay

7.3.1 Pay online
The University offers an online payment facility which can be used to pay in full and to set up instalment payment arrangements. Paying online is the university's preferred method of payment. All information is held in an encrypted form in a safe environment.

7.3.2 Pay by post/telephone
Where it is not possible to use the online payment service, full payment can be sent by post in the form of a cheque or banker's draft. Such payments must be accompanied by a completed downloadable fee payment form. Or you may contact the Credit Control Office and provide your credit/debit card details or bank details to arrange an instalment plan.

7.4 In order for a student to be considered Fully Enrolled, their Tuition Fees must be paid in full or an instalment arrangement put in place prior to them enrolling or arriving at the University. Students who have not paid their Tuition Fees, or made University-approved arrangements to pay those fees, will receive only Temporary Enrolment status and be given notice to arrange payment.

7.5 Full-time undergraduate home students should note that they will be unable to receive their Maintenance Grants or Loans until they have Fully Enrolled status.

8. Implications of Non-Payment

8.1 Where the Fees due from a Student remain unpaid for more than 14 days after the date when they are due, the University shall be entitled to charge interest at the rate of 3% per year above the base rate of the Bank of England on the amount of Fees outstanding. The interest shall accrue on a daily basis. In addition, the University reserves the right to charge an administration fee of £35 for any unpaid instalment item.

8.2 If the Tuition Fees (or any substantial part of the Tuition Fees) due to the University remain unpaid 28 days after the date they are due the University shall be entitled to take legal action to recover the debt and/or take any or all of the following steps:

8.2.1 commence legal action to recover the debt together with any interest and costs incurred in so doing;

8.2.2 give the student notice that unless, within a further 14 day period, arrangements that the University considers satisfactory are made for payment of the outstanding amount, the University will terminate the student's studies, in which case the provisions of Condition 8 of the Student Enrolment Conditions will take effect;

8.2.3 in respect of the Programme to which the outstanding Tuition Fees relate, delay in giving the student any award or qualification which would otherwise have been made, and/or to refuse to allow the student to proceed to any further stage of the Programme, until all outstanding amounts have been paid, or arrangements for payment have been established which the University considers satisfactory.

8.3 If any amount of Accommodation Fees remain unpaid 28 days after the date it falls due for payment, the University shall be entitled to take legal action to recover the debt together with any interest and costs incurred in so doing. The university shall also be entitled to seek eviction from residence. The actions that the University is entitled to take under this paragraph do not affect the University's rights to pursue any remedies permitted under any other contractual arrangements that apply to the Miscellaneous Fees or any other Fees.

8.4 If any amount of Miscellaneous or other University Fees remain unpaid 28 days after the date they fall due, the University shall be entitled to take legal action to recover the debt together with any interest and costs incurred in so doing. The actions that the University is entitled to take under this paragraph do not affect the University's rights to pursue any remedies permitted under any other contractual arrangements that apply to the Miscellaneous or other Fees.

8.5 For the avoidance of doubt and irrespective of any other remedies or actions that might be available to the University, a student who has failed to pay any fees due by their due date will be in-eligible to fully enrol or re-enrol. In addition, the University reserves the right to deny access to those facilities covered by the fees which are overdue for payment.

9. Refund Policy – Tuition Fees
Applies to all full and part time undergraduate, post graduate and research programmes with effect from Autumn Term 2011.

9.1  If a Student leaves the University before his/her Programme has ended they may be entitled to a refund of all or part of the Tuition Fees paid for the Academic Year in which they leave, in accordance with the following table:

Date by which the Student leaves the university:	Refund entitlement:
Within three weeks of the start of the programme	Full refund - No Tuition Fees payable
Between 3 weeks and 11 weeks of the start of the programme	Calculated on a weekly pro-rata basis up to the date of withdrawal
After 11 weeks of the start of the programme	No Refund - Full tuition fees payable

9.2 Such refunds only apply to the Tuition Fees paid in respect of the Academic Year in which the student leaves. Refunds will normally be made within 31 days of the date when the University considers the Student to have formally left the University.

9.3 This refund policy relates only to those students enrolled for a full academic year and not for students enrolled for individual modules only. For the avoidance of doubt, nothing in this refund policy shall require the University to refund the Tuition Fees (or part thereof) unless those fees have actually been paid.

9.4 In respect of postgraduate taught International students, please refer to the International Office of the University as these are subject to specific refund restrictions and related guidance from the UK Home Office.

9.5 There shall be no entitlement to a refund of Tuition Fees if a student completes their programme of study before the scheduled end date of their programme within any one Academic Year.

9.6 For the avoidance of doubt a student will not be able to claim that he/she has left the University and thus be entitled to a fee refund (whether or not they intend to commence a new programme at the University in the following Academic Year) unless all the following steps have been satisfied:

9.6.1 the University has received written notification that the Student wishes to discontinue the Programme or the University has notified the Student in writing requesting that they leave the Programme

9.6.2 the Student has ceased attending lectures or undertaking research

9.6.3 the Student has returned all items and materials owned by the University and has paid any outstanding sums owed to the University

9.6.4 the Student has moved out of halls of residence (if applicable).

9.7 The University may alter the Refund policy from time to time and will publicise within the University any alterations made.

9.8 Download the Refund Form.

10. Accommodation Fees Refund

10.1 Residential accommodation provided or arranged by the University is subject to individual agreements which vary between student residences. Any entitlement to a refund or the waiving of any element of Accommodation Fees will be as specified in the student's formal Accommodation agreement.

11. Data Protection

11.1 Personal information collected by the University during the payment process will be used for the purposes of payment processing and for the following purposes.

11.1.1 Students: for those purposes detailed in Condition 10 of the Enrolment Conditions.

11.1.2 Third Parties making payment on behalf of the Student: for University marketing purposes only.