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Reg. 45 Governing Payment of Annual Fees, Residential Charges and Other Debts

*Amendments to Regulation 45 were last approved by Chair's Action on behalf of the Senate on 12 September 2023, with immediate effect.*

Regulations Governing Payment of Annual Fees, Residential Charges and Other Debts

(1) A student shall be liable to pay:

(a) their annual fee on the first day of the first term of each academic year or on the first day of their registered period of study if this commences later than the first day of the term unless a student has requested to pay their fees in instalments, in accordance with paragraph (2)

(b) any accommodation charges on the first day of each term or on the date when their occupation of accommodation commences if this begins on a date later than the beginning of term

(c) any other debt to the University on the day on which such debt is incurred.

(2) Students are eligible to pay their fees in termly instalments and must select this option at course enrolment for Tuition. Accommodation Fees are automatically defaulted into a termly payment plan. Both tuition and accommodation fees are payable in accordance with paragraph (1) above. Failure to pay fees in agreement with the instalment plan could result in the plan being withdrawn and full fee payment for the academic year required.

(3) No person shall be registered as a student of the University unless they have paid study related debts incurred in a previous year.

(a) A student who has temporarily withdrawn shall not be allowed to return to the University until they have paid any outstanding study related debts.

(4) No student shall be permitted to occupy University accommodation if they have any accommodation related debts outstanding from a previous term.

(5) No degree, diploma, certificate or other qualification of the University shall be awarded to any student who is in debt for any study related reason to the University.

(6) Where payment of tuition fees is not made within 21 days of a due date an administration fee shall be charged, the amount of which shall be determined from time to time by the Group Finance Director (delegated authority from Finance and General Purposes Committee).

(7) Any grant or payment due to be made by the University to a student in debt to the University may be reduced by the amount of the outstanding debt or may be set off against the outstanding debt.

(8) The Finance Office may agree to payments being deferred and/or made as part of an instalment plan outside of normal terms and conditions in cases of hardship or particular difficulty. Approval of any such arrangement is delegated to the Head of Student Finance. In any case where the Finance Office exercises its discretion to make such arrangements, the student concerned shall not be subject to the sanctions laid down in this Regulation for students owing debts to the University unless such arrangements are subsequently broken by the student concerned or where the Finance Office and the student have been unable to reach a mutually satisfactory payment arrangement.

(9) Where a student has a significant overdue study related debt (and the student has been unable to agree or maintain a mutually satisfactory payment arrangement in accordance with paragraph (8) above) or has had their re-registration refused in accordance with paragraph (3) above, their case will be referred to the Academic Fee Payments Sub-Committee.

(10) All students referred to the Sub-Committee specified in paragraph (9) above will be given at least seven days' notice to submit a written statement and/or payment proposal for consideration. Students should seek advice from the Students’ Union Advice Centre if they are having difficulty meeting their financial obligations to the University.

(11) On receipt of a report on the facts from the Finance Office the Sub-Committee, using the powers delegated to them by the Finance and General Purposes Committee, will:

(a) make any further enquiries which it considers necessary;

(b) either approve (such approval may be subject to modifications or conditions) or reject the payment proposal put forward by the student;

(c) if, following (a), the Committee finds that the student has forfeited their right to remain a member of the University, the student shall be so informed and shall cease to be a member of the University upon such date and subject to such conditions as the Sub-Committee shall decide.

(12) If a student defaults on a payment plan approved by the Sub-Committee, they may then be progressed to temporary/permanent withdrawal and notified in writing.