Robert Gordon University has approved the following procedural guidelines regarding refunds of tuition fees and debt recovery.

Debt Recovery Guidelines

Robert Gordon University applies the following policy regarding outstanding instalments of tuition fees due by students.

If you have difficulty paying your tuition fees you should contact the Student Finance department by email:

tuitionfees@rgu.ac.uk or telephone 01224 262664

Once payments become overdue the University applies the following approach to the collection of outstanding tuition fees.

The student's Head of School/Associate Dean is also notified of the situation.

Day 1

As soon as a student is identified as being overdue in payment of tuition fees, the Student Finance Officer sends a reminder letter by email to the student's RGU email address and any preferred email address held on the system drawing attention to the outstanding payment.

Day 7

If the fees remain unpaid, a second reminder letter is issued by email by the Head of School/Associate Dean to the student's RGU email address and any preferred email address held on the system.

Day 16

If the fees remain unpaid, a third letter is sent by email to the student's RGU email address and any preferred email address held on the system, setting out the timetable of actions that will be taken if the fees are not paid. In addition the International Student Advice team are notified in order that they can contact Tier 4 students to clarify the implications for them.

Day 30

If fees remain unpaid, access to the University IT network and Library services is removed. Access is not re-instated unless outstanding fees are paid in full or a new payment plan is agreed with the Student Finance Officer.

In addition, the student is advised that in 10 days, the case will be referred to the Head of Student Administration recommending the debt be placed in the hands of external debt collectors and that the student not be allowed to re-enrol and/or graduate.

Please note that non payment of fees will impact upon “leave to remain” in the UK under the immigration rules (Points Based System) for overseas students.

Day 40+

If the fees remain unpaid, the Head of Student Administration will notify the student in writing of the University's decision to take legal action to recover outstanding debt, including costs incurred e.g. commission and charges and that the University's sanction of withholding the conferment of awards and re-enrolment will be applied.

Note: The University reserves the right to collect not only the instalments due but the full annual fee owed.

Refund Guidelines and Conditions

Applicants

Refund of deposit

The Tuition fee deposit is a NON REFUNDABLE DEPOSIT and can only be refunded in full under the following circumstances:

  • Where the visa application is rejected. You will be required to provide the visa refusal letter with a completed refund request form.
  • Where there are exceptional circumstances such as illness or bereavement of an immediate member of family. In this case the completed refund request form must be supported by certified documents such as a Doctors certificate and a supporting statement from you verifying the situation. Decisions regarding exceptional circumstances refunds are at the discretion of the University.
  • In the event of a default by the University for example, if the programme can not be offered on the advertised start date or can not be provided as advertised.

No refunds, other than the circumstances stated above will be made.

Should an applicant be found to have used fraudulent documentation at the time of application or at the time of applying for entry clearance no refund will be given and no further applications to study at the University will be accepted. You must submit your claim within 1 year of the date on your unconditional offer letter.


Students

Full Refund of Tuition Fees Paid

You will receive a full refund of tuition fees paid if:

  • The University is unable to provide the academic course offered or
  • The University withdraws an offer of enrolment for any reason (except if you provided us with incomplete or incorrect information)

Partial Refunds of Tuition Fees Paid

You will receive a partial refund of tuition fees paid if:

  • You withdraw part way through your course

Tuition fees due are calculated as follows:

Course Studied over 2 Semesters

  • If you withdraw during your first semester you will be charged 50% of the annual fee for the course
  • If you withdraw during your second semester you will be charged 100% of the annual fee for the course.

Courses Studied over 3 Semesters

  • If you withdraw during your first semester you will be charged 37.5% of the annual fee for the course
  • If you withdraw during your second semester you will be charged 75% of the annual fee for the course.
  • If you withdraw during your third semester you will be charged 100% of the annual fee for the course

Modular Courses - If you are paying your tuition fees on a module by module basis

  • You will be charged the full module fee for each module which you started or for which you have received learning materials.

Exceptional Circumstances

The University will consider exceptional circumstances on a case by case basis on direct application to the Student Finance Manager.

  • Where there are exceptional circumstances such as illness or bereavement of an immediate member of family. In this case the completed refund request form must be supported by certified documents such as a Doctors certificate and a supporting statement from you verifying the situation. Decisions regarding exceptional circumstances refunds are at the discretion of the University.

Timescale

Refund requests will be processed within 4 weeks of receiving a completed refund request form and all supporting documentation.

How to Request a Refund

You should complete and return the refund request form to the Student Finance Department studentfinance@rgu.ac.uk

Tuition Fee Refund Request Form (PDF 65KB)


Refund Conditions

In order to comply with UK money laundering regulations please note:

  • The University is not able to act as a clearing account, fees and related charges must not be intentionally overpaid in order to obtain living costs or circumvent any government regulation or restriction.
  • Where payment of tuition fees or any other charges has been split between more than one payee, any refund due will be made in proportion to the original split.
  • Documentary evidence of sponsorship conditions is required before any refund of personal contributions towards fees can be considered. This may include copies of award notices from funding bodies or letters from sponsors confirming details of the tuition support being provided.
  • Refund of any monies paid will be made in accordance with the University’s Refund Policy
  • Refunds will not be greater than any initial deposit or contractually agreed terms.
  • The approved method of refund is by direct payment to the original account from which the fees were paid. Payments made by credit/debit card will be refunded to the same card.
  • In cases where a bank account has been closed direct payment to an alternative UK bank account in the students name can be made provided the original fee payment came from a UK bank account and was also in the students name.
  • Refunds will not be made in cash. In cases where the original fee was paid in cash, the refund will be made to a valid UK bank account in the name of the student
  • The University will not refund any shortfalls due to exchange rate fluctuations or pay any bank or other charges incurred.
  • Whilst the University will process refunds in a timely manner there may be delays as the evidence supplied must be checked and verified.