Refunds and debt collection
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 fee instalments you should contact the Student Finance department at:
firstname.lastname@example.org or telephone 01224 262664
Once payments become overdue the University applies the following approach to the collection of outstanding tuition fees.
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.
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.
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. The student’s Head of School/Associate Dean is also notified of the situation. In addition the International Student Advice team are notified in order that they can contact Tier 4 students to clarify the implications for them.
If fees remain unpaid, access to the University IT network and Library service 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.
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.
1. 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, in which case see paragraph 2 below) or
(International Students only) You cannot take up your place at the University because you cannot obtain a student visa. In this case, you or your recruiting agent must write to the International Marketing Manager at the University and include a copy of the rejection letter received from the relevant British Authority in your country (Embassy, High Commission or similar). You must submit your claim within 2 years of the date on your unconditional offer letter.
2. Partial Refunds of Tuition Fees Paid
You will receive a partial refund of tuition fees paid if:
You decide not to enrol, or do not enrol in time for the start of your course, having accepted the offer of a place or
You withdraw part way through your course or
The University withdraws an offer or cancels your registration on a course, because you provided us with incorrect and/or incomplete information in your application.
Tuition fees due are
calculated as follows:
a) Course Studied over 2 Semesters
e.g. Full Time Undergraduate Students:
Part Time Postgraduate Students,
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
b) Courses Studied over 3 Semesters
e.g. Full time Postgraduate Students,
Some Part Time Undergraduate Students
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
c) Modular Courses
Paid for 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.
If you were awarded a scholarship which was subject to your satisfactory academic performance and/or payment of tuition fees, the full scholarship will be withdrawn if you withdraw from the University.
3. Exceptional Circumstances
The University will consider exceptional circumstances to those described above on a case by case basis on direct application to the Deputy Head of Student Administration.
4. Withdrawing from Your Course
If you wish to withdraw from your course you must first contact your Head of School or Course Leader for approval. Please note that the Head of School will not authorise any refund of tuition fees at this stage.
5. How to Request a Refund
You should complete and return the form below to the Student Finance Department email@example.com. Refund cheques will be made payable to the person or institution who paid the fees. If you are an International Student and were recruited via an agent we will send the refund cheque to the agent in your home country. You can then collect the refund from the agent in person when you return home.
6. Monitoring the Procedures
The Head of Student Administration will be responsible for monitoring the University Refund Procedures to ensure consistency of application.