Further Education Fee Policy 2009/2010

If you require assistance to read this Policy or require in a different format please contact Registry on 01206 712555.

1. Policy Purpose

This Fee Policy provides you with information on payment of and liability for tuition and other fees for provision funded by The Learning and Skills Council. The aim of the policy is to give clear advice and guidance to students and staff regarding the costs of learning at Colchester Institute for the period 1 August 2009 to 31 July 2010.

This policy refers to all students except where ‘home’ or ‘overseas’ students are specified.

College fees will be published in the Part-time Prospectus and individual fees are available from Admissions or Registry.

Contact details for departments referred to in this Fee Policy are given at the end of the document.

2. Fees

2.1 Payment

2.1.1 Costs to the learner of the programme of study will be identified as fully as possible and communicated to the learner in a timely manner.

2.1.2 Fees will be due at the time of enrolment. Instalment options are available, see item 2.3.

2.1.3 Payment must be for the exact amount.

2.1.4 Cheques should be made payable to Colchester Institute. 

2.1.5 Post-dated cheques are not acceptable. The College accepts payment by cash, cheque, credit and debit cards (excluding American Express). 

2.1.6 Employers or sponsors who are funding a student’s fees must complete and sign an authorisation form and submit with the enrolment form. Employer/sponsor authorisation forms are available from Registry or Admissions.

2.1.7 There will be a £20 fee charged to the student/sponsor for dishonoured cheques to cover costs incurred by Colchester Institute.

2.1.8 The College will pursue all unpaid debts and any additional charges incurred will be added to the debt. In the case of students under 18 years of age, the parent or guardian will be liable for the debt.

2.1.9 Any student with unpaid fees will not be allowed to enrol on any other College course.

2.1.10 Fees quoted are for one academic year.

2.1.11 Fees for subsequent years may vary.

2.1.12 A ‘home’ fees student is eligible to receive funding for their qualification via the Learning and Skills Council. Home fee rules apply to

a) European Union nationals and b) European Economic Area migrant workers.

a) The current member states of the European Union are Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovak Republic, Slovenia, Spain, Sweden, United Kingdom.

b) The European Economic Area comprises all the member states of the European Union together with Iceland, Liechtenstein, Norway and Switzerland.

2.1.13 An ‘overseas’ student is from outside the European Union or the European Economic Area, see item 3.

2.2 Tuition Fees

Tuition fees for courses funded by the Learning and Skills Council (LSC) will be waived for all students aged 18 years of age or under on 31 August in the year they start their programme of study. This allows for free tuition in any consecutive subsequent year of study on the same programme. This applies to full-time and part-time students. Students aged 19+ starting a new programme will be liable for tuition fees. NOTE: A repeat year student is not generally considered as continuing on a progression year and if 19+ will pay the full-time tuition fee. 

Where courses are unsupported by the LSC a special fee will be set to reflect the full cost of course delivery. No remissions will be available on these fees. Please contact The Professional Training Centre.

Students not intending to take the qualification attached to the course will be liable for ‘overseas rates’.

2.3 Instalments 

2.3.1 Further Education Part-time students (Home and Overseas)
A two-stage payment process is available on all courses of more than 30 weeks where the total fee to be paid is greater than £200. There will be an additional cost equivalent to 5% of the total fee due. 50% of the new total fee will be payable at enrolment. The second instalment of 50% is due on the first day of the second term (4th January 2010). In cases where the course is less than 30 weeks per year the instalment process may still be used with the agreement of the Customer Services Manager. The second payment will then be due at the halfway point through the programme. Students who have not paid by this date may be excluded from classes.

Specific arrangements apply to students undertaking ESOL qualifications. Please refer to the International Admission Officers.

2.3.2 Further Education Full-time (Home and Overseas Fees)

The system in 2.3.1 applies except there will be no 5% surcharge.

2.3.3 Instalments are not available for employer/sponsored/contract students.

2.4 Students under 16 years of age

No student under 16 years of age on 31 August 2009 may be enrolled on a course except with the written authority of the Local Education Authority (LEA) and their agreement (or that of their parents/guardians) to pay the full cost of the course.

2.5. Fee Concessions 

Students in receipt of the following means-tested benefits are eligible for reduced fees:

• Unemployed people in receipt of income-based Jobseeker’s Allowance;
• those in receipt of Council Tax benefit;
• those in receipt of Housing Benefit;
• those in receipt of Income Support;
• those in receipt of Working Tax Credit with a household income of less than £15,276 (figure may change);
• those in receipt of Pension Credits (Guarantee Credit only);
• those in receipt of income-related Employment and Support Allowance (ESA);
• unemployed people in receipt of contribution-based Jobseeker’s Allowance;
• the unwaged dependants (as defined by Jobcentre Plus) of those listed above;
• offenders serving their sentence in the community;
• asylum seekers eligible for LSC FE funding;
• those taking learning aims that are funded as basic skills, excluding ESOL;
• learners studying their first full level 2 qualification or level 3 jumpers (defined as those students without a 1st full level 2 where it is appropriate for them to undertake a full level 3 programme immediately) (see item 2.6);
• 19-25 year old learners studying their first full level 3
• qualification (see item 2.7);
• those taking a full Level 3 qualification without having a full level 2 qualification.

Evidence of the benefit applicable must be provided to the member of staff at the point of enrolment otherwise full fees will apply. The evidence must be on the appropriate benefit agency headed paper and include personal details about you and the benefit claimed. Please refer to Registry for more details.

2.6 Level 2 Entitlement 

Where a student who is over 19 years of age (at 31 August 2009) declares that they have no full level 2 qualification and they are enrolling for an eligible course, free tuition fees apply. The learner must complete and sign a declaration form available from Registry or Admissions to be submitted with their enrolment form. The Level 2 entitlement applies to tuition fees only, and learners will be expected to pay any other costs. Please refer to Admissions for information on whether your current qualifications or the qualification you wish to study entitle you to this concession.

Level 3 jumpers – An eligible adult learner who is over 25 years of age and who does not already have a full level 2 qualification and who commits to a full level 3 course would qualify for the entitlement to fee remission through level 2 entitlement. Should a learner who is under 25 and who has not already achieved a full level 2 be commencing a full level 3 programme, they will do so under Level 3 entitlement and not the level 2 entitlement. The customer must complete and sign a declaration form available from Registry or Admissions to be submitted with their enrolment form. The Level 2 entitlement applies to tuition fees only, and learners will be expected to pay any other costs. Please refer to Admissions for information on whether your current qualifications or the qualification you with to study entitle you to this concession.

2.7 Level 3 Entitlement

Where a student who is aged between 19 years of age and 24 years of age when they start the learning programme declares that they have no full level 3 qualification and they are enrolling for an eligible course, free tuition fees apply. The learner must complete and sign a declaration form available from Registry or Admissions to be submitted with their enrolment form. The Level 3 entitlement applies to tuition fees only, and learners will be expected to pay any other costs. Please refer to Admissions for information on whether your current qualifications or the qualification you wish to study entitle you to this concession.

2.8 School Links

The College’s School Links provision for discrete schools’ programme will be costed in line with the level of resources required and will cover all related costs. Please contact the Flexible Learning Unit for more information.

2.9 Repeat Year and Partial Completion

2.9.1 For students completing part of their programme beyond the normal term, special fee rates apply. Please refer to Registry who will investigate the reasons and obtain a price. Tuition fee exemption and reduced fees do not apply to these completion fees.

2.9.2 For students who are over the age of 19 and repeating the year to improve their grades the full rate will apply. A student can only retake the final year of a programme to improve their grades where authorisation is provided by the Head of Centre and:

• The Head of Centre believes that the student can gain academically from the extra year. * There are no major resource implications resulting from their inclusion in the class.
• They pay the full supported fee.
• The enrolment card must be countersigned by the Head of Centre or Customer Services Manager with appropriate authorisation.

2.10 Second Semester Start

Students enrolling to an annual academic year programme after 1 February are enrolled at 50% of the fee band. The student will re-enrol in September for a full academic year at the full rate.

2.11 Staff Development

Staff will need to provide authorisation from Staff Development before enrolment. All Colchester Institute staff are eligible for a 50% reduction in course fees.

3. Overseas Students

3.1 Students from outside the European Union or European Economic Area who do not meet the Learning and Skills Council criteria as being eligible for funding, will be charged tuition fees calculated on a full cost recovery basis. For overseas students the Further Education full-time fee for the 2009/2010 academic year will be £5000. 

3.2 Overseas students studying a Further Education full-time course are required to submit a deposit of £500. 

3.3 Part-time overseas rates are calculated for individual courses. Refer to Registry (01206) 712555. 

3.4 Part-time overseas students pay separately for additional services.

3.5 Dependants of overseas students who are paying overseas fees at our partner institution the University of Essex, may be entitled to a 10% reduction on overseas fees for a course at Colchester Institute, including English as a Foreign Language (EFL).

3.6 Please contact the International Admissions Officers for further information and to confirm fee status. Please refer to the international fee and application information.

4. Additional Charges

Many courses may carry an additional charge for specific vocational materials and/or visits. These are payable at enrolment.

Where a Criminal Records Bureau (CRB) disclosure is required the relevant fee charged by the CRB will be passed on to the applicant/student. If an applicant does not subsequently obtain a place on their chosen course, the CRB fee is not refundable. This charge will become due when the CRB form is submitted.

5. Colchester Institute Membership 

5.1 All students enrolled on a Colchester Institute programme have automatic College Membership with no further fee, for the duration of the enrolment. (Note: This does NOT apply to students enrolled on programmes operated by another provider under a franchise arrangement).

5.2 Colchester Institute Membership may be purchased for £69. This gives access to specific facilities – Library and Learning Resource Centre, technical support only, i.e. no tutor support available. Use of the gym, Internet access and email are NOT included.

5.3 There is no refund of the Colchester Institute Membership or reduction in course fee if the student subsequently enrols on a course. 

5.4 Once purchased, Colchester Institute Membership will normally be valid within the academic year from the date of purchase.

6. Examination/Award Body Registration Fees

6.1 Students aged 19 and over on LSC funded courses, will be expected to pay examination/registration fees. Therefore all essential exam/awarding body fees are included in the fees payable at enrolment.

6.2 Anyone wishing to follow a programme of study without undertaking the assessment will be liable for tuition fees at the ‘non-home’ rate.

6.3 Examination fees to be paid post-enrolment will not be invoiced. Payment must be made at the time of submitting the examination entry form.

6.4 Only candidates with valid Colchester Institute Membership will be entered for examinations through the examinations office.

6.5 There will be no additional fees for essential award body registrations or first attempt examination fees for Further Education students under 19 years of age.

6.6 EXCEPTION: Where the Professional Body Requires direct payment of membership fees from the student, eg: AAT, they will not be collected at enrolment or paid for by Colchester Institute.

6.7 Examination resit fees will be charged prior to entry. All students taking a resit examination must pay the fees. The only exception to this rule applies to Skills for Life tests.

6.8 Where late entries are accepted, the additional fees are to be paid by the student.

7. Refunds

7.1 General

The College does not refund tuition fees where a learner decides to stop attending a course without reason.

7.1.1 If the course is cancelled by Colchester Institute a full refund will be made and no administration fee will be charged.

7.1.2 If the student withdraws before the course starts, or within two weeks of the beginning of a course, a full refund less a £50 administration fee will be considered following a request in writing to the Customer Services Manager. This request must be made within two weeks of the final attendance.

7.1.3 Refunds are not normally given for students funded by employers.
.
7.1.4 If withdrawal from a full academic year course takes place prior to the end of the first semester a partial refund may be available on the fees for self-paying students at the discretion of the College. This will be equal to the equivalent second instalment value had the instalment method been used. Partial refunds are not available where the total course fees are below £100. Application must be made in writing to the Customer Services Manager. This request must be made within two weeks of the final attendance.

7.1.5. Where a learner wishes to claim a refund on the grounds of quality they must follow the Complaints Procedure for any such consideration.

7.2 Deposit Refunds

7.2.1 Deposit refunds are not normally available. 

7.2.2 The termly deposit paid for English as a Foreign Language is non-refundable.

7.2.2 A partial deposit refund will be considered where the deposit is for a full-time vocational programme, for example where a visa application is refused by the government department. An administration charge of £100 will apply. Application must be made in writing to the Customer Services Manager. This request must normally be made within two weeks of the start date for the course that it was intended for enrolment.

7.3 Student Substitution

7.3.1 This is only allowed on certain School Link programmes.

7.3.2 Under certain circumstances, where employer sponsorship is involved, student substitution for fee purposes may be possible (where tutors consider it academically acceptable). Application must be made in writing to the Customer Services Manager.

7.4 Deposit Transfers. 

No deposit transfer between customers is permitted.

7.5 Awarding Body/Examination Fee Refunds

7.5.1 Where examination fees have been paid separately –

7.5.1.1 Prior to the entry being made by the College a refund may be 
available if the student is withdrawing from the course. Application must be made in writing to the Examinations Officer.

7.5.1.2 Only in very exceptional circumstances will refunds be made 
once the entry has been submitted to the award body. Application must be made in writing to the Examinations Officer.

7.6 Deposit or fee carry over from one academic year to the next.

7.6.1 Deposit carry over for overseas students

There are occasions when a customer has to defer their start date due to travel/visa problems. Under these circumstances deposit carry over can be permitted. Deposits can be carried over for a period of 12 calendar months from the start date of the course associated with their first application.

7.6.2 Fee carry over for all students is not normally operated.

7.7 Payment of Refunds

Refund payments will be made to the same payee that made the initial payment.

8. Train to Gain

Train to Gain is a fully Government funded initiative working with employers to participate in training. In order to be eligible for Train to Gain funding students must be employed and undertaking a recognised first level 2 or 3 full qualification, a recognised Skills for Life qualification or a leadership and management qualification. Further information is available from The Professional Training Centre.

9. Work Based Learning (WBL)

WBL Apprenticeships – In accordance with thefunding agreement the College has with the LSC, learners in this category are not required to pay tuition fees for their training programme.

10. Higher Education

Refer to the Higher Education Fee Policy 2009/2010 available from Registry and Admissions.

11. Where to Obtain Assistance

• For support with finances, Education Maintenance Allowance and Adult Learning Grant queries please contact Student Services on (01206) 712293.
• For support/information on fee queries, enrolment, withdrawals, fee payments please contact Registry on (01206) 712555.
• For information on international fees and admission criteria please contact the International Admissions Officers on (01206) 712150.
• For information on Train2Gain, WBL and full cost courses contact The Professional Training Centre (01206) 712727.

12. Disclaimer

This information has been provided in good faith and we have tried to ensure its accuracy, however it is for guidance and does not form any part of a contract.