2024/25 Tuition Fee and Refund Terms and

Conditions

Coventry University

Responsible office/role Financial Operations

Approved by Legal

Submitted for Approval

Approval date

Effective Date 1st August 2024

End Date 31st July 2025

Date of next review January 2025 (for 25/26)

Related documentation

The Student Contract

Student Protection Plan

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Contents
Purpose ........................................................................................................................................ 4

Overview ...................................................................................................................................... 4

Key Point Summary ..................................................................................................................... 4

Definitions..................................................................................................................................... 5

Scope ........................................................................................................................................... 6

1. Important Information for all students .................................................................................. 6

2. Payment methods ................................................................................................................ 7

3. Home Undergraduate loan scheme ..................................................................................... 7

4. Payment plan for self-funded Home 2024/25 undergraduate students only ........................ 7

Table 1. Payment plan for self-funded Home undergraduate students ....................................... 8

5. Payment plan for self-funded International 2024/25 students only ...................................... 8

Table 2. Payment plan for self-funded International students ..................................................... 9

6. Payment plan for self-funded students from Bangladesh (all regions), Pakistan (all regions)
and India (Punjab, Uttarakhand, and Haryana)………………………………………………………9

7. Payment plan for self-funded & loan scheme Home postgraduate 2024/25 students………..9

Table 3. Payment plan for self-funded & loan scheme Home postgraduate 2024/25 students…10

8. Payment plans for self-funded PhD/Research students .................................................... 10

9. Sponsored students ........................................................................................................... 10

10. Work placements and study abroad fees .......................................................................... 11

11. Students transferring to Coventry University ................................................................. 11

12. Short-Courses or Continuing Professional Development (CPD) courses ...................... 11

13. Incentives and scholarships ........................................................................................... 11

14. Alumni discount.............................................................................................................. 12

15. Change of circumstances .............................................................................................. 12

16. Consequences of delayed/non-payment ....................................................................... 12

17. Withdrawals and Refund Standard ................................................................................ 13

18. Complete withdrawal ..................................................................................................... 13

19. Fee refund calculation - complete withdrawals .............................................................. 14

Table 4. Liability points for undergraduate students who are funded by a Student Funding Body
2024/25 ...................................................................................................................................... 14

Table 5. Liability points for undergraduate students who are self-funded 2024/25 ................... 15

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Table 6. Liability points for postgraduate students 2024/25……………………………………….15

20. Fee Refunds - International students ................................................................................. 16

21. Temporary withdrawals of studies ..................................................................................... 16

22. PhD/Research students – temporary & complete withdrawal of studies…………………..17

23. Retrospective withdrawals ................................................................................................. 17

24. Student Funding Body Loans – Home students ................................................................ 17

25. Mitigating circumstances.................................................................................................... 18

Table 7. Non-exhaustive table of acceptable/not acceptable mitigating circumstances (resulting

in a complete withdrawal)........................................................................................................... 18

26. Useful Contacts & links ...................................................................................................... 19

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Purpose

These Terms and Conditions provide clear expectations of a student’s financial obligations to the
University following Enrolment on to a course for the 2024/25 academic year (Enrolment between
1st August 2024 and 31st July 2025).

It also sets out the Withdrawal Standard following a student’s withdrawal, outlining fees due or any
refund entitlement.

This Standard should be read in conjunction with:-

• The Student Contract
• The Student Protection Plan

Overview

Students agree to be bound by these Terms and Conditions as part of the Student Contract. It is
therefore important that the student understands what is expected of them regarding payment of
fees owed and also the options they have open to them to meet their financial obligations.

Key Point Summary

(This summary is for reference only; it is recommended that students read these Terms and
Conditions in full)

• It is the student’s responsibility to ensure that their finances are in order and that they are
able to meet the costs of their fees before enrolling.

• Students have 14 calendar days after they complete Enrolment to change their mind and
cancel their acceptance by informing the University in writing. For more detail see section
17-18 of these Terms and Conditions.

• Withdrawal without formal notification may result in liability of full fees. For more detail see
section 17-18 of these Terms and Conditions.

• Full-time International students must pay a minimum of £8,000 at every new Enrolment stage.
For more detail see section 5 of these Terms and Conditions.

• Home students, who are eligible to apply for a student loan, must complete and submit their
application in accordance with the Student Finance Body’s terms and conditions. It is a
student’s responsibility to regularly check their application progress with the Student Finance
Body online until confirmed. For more detail see section 23 of these Terms and Conditions.

• Home students who are eligible to apply for a student loan and who have been successful in
their loan application are responsible for returning the loan agreement declaration in order to
release fee payment to the University. For more detail see section 23 of these Terms and
Conditions.

• Home students who have not been successful in their loan application but wish to continue
study as a self-funding student should notify Finance and make fee payment arrangements at
the earliest opportunity.

• Students are liable for fees if a Sponsor fails to pay. For more detail see section 8 of these Terms
and Conditions.

• Tuition fee invoices are sent out after Enrolment is complete. The invoices are sent to the
@uni.coventry.ac.uk student e-mail account. Please note that invoices do not include details
of any discounts or scholarships. For more detail see section 1 and 13 of these Terms and
Conditions.

• All self-funding students will automatically be defaulted into the appropriate payment plan
unless fees have been paid in full. For more details see section 2 of these Terms and
Conditions.
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 • Students are responsible for paying their tuition fees on time and accessing their University
e-mail account for any finance updates or reminders. If a student wants to check their
account balance, they can contact the Finance Team via the useful contacts list in section
25. For more detail see section 1 of these Terms and Conditions.

• Students cannot progress to the next year or graduate with an unpaid debt. For more detail see
section 15 of these Terms and Conditions.

• Students returning from a temporary withdrawal will follow the Terms and Conditions relevant
to the academic year they re-enrol on to.

Definitions

“Blended Learning A UK-based student who undertakes the teaching contact hours for their
Student” course in a mixture of online and on-campus forums.

“Blocked”/ “Block” Blocked students attract the following restrictions:-

• On-Campus and Blended learning students cannot borrow
resources from the library
• Cannot graduate.
• Cannot progress/re-enrol.
“CAS letter” Confirmation of Acceptance for Studies letter.
“Chargeback” A payment that has been recalled by the card provider upon instruction of
the card holder.
“Condensed Course” A condensed course usually commences in January studying the same
course but over a slightly shorter timescale in Year 1. condensed course
students will start their course in January and finish their first year in August.
Upon successful completion of Year 1 they will progress onto Year 2 in
September and then continue to start subsequent years of their course in
September, completing their degree at the same time as the September
starters unless you opt to do a placement year.
“Distance Learning A student based anywhere worldwide who undertakes the teaching contact
Student” hours of their course solely online.
“Enrolment” Enrolment is the time period set by Coventry University for formally enrolling
students on to their course.
“Excluded”/ “Exclude” Excluded students attract the following restrictions: -
• Officially not a student whilst excluded, therefore in addition to
restrictions for Blocking:
• Cannot attend or participate in lectures.
• Cannot receive teaching, supervision, or admin services.
• Cannot use or view any ITS services inc. Aula, SOLAR or email.
• Marks will not be considered at exam boards.
• No re-enrolment, progression, award, and graduation
• No references from staff
• Visa/UKVI implications for International students
“Home Student” A student that is eligible for ‘home fee status’ as defined in the Education
(Fees and Awards) (England) Regulations 2007, the Education (Student
Support) Regulations 2011 (as amended) and the Higher Education (Fee
Limit Condition) (England) Regulations 2017
“International A student falling outside of the eligibility for ‘home fee status’ as defined in
Student” the Education (Fees and Awards) (England) Regulations 2007, the
Education (Student Support) Regulations 2011 (as amended) and the Higher
Education (Fee Limit Condition) (England) Regulations 2017
“On Campus Student” A UK-based student who undertakes the majority of their teaching contact
hours of their course on-campus.
“SOLAR System” This is the system for updating any change in personal details. It is accessed
through the Student Portal and Aula platforms.
A sponsor is a third party, eligible body or organisation that will be
“Sponsor”/ responsible for payment of the student’s tuition fees. A sponsor will typically
“Sponsored” be an employer, government body or Embassy/Consular Office. Family
members and friends are not sponsors.
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 The Government body from whom you are receiving your student funding.
“Student Funding This may include a tuition fee loan and / or a loan to support living costs.
Body”

Scope
These Terms and Conditions apply to all students who have accepted an offer of a place with
Coventry University and/or completed Enrolment on to a course at Coventry University, including
courses exclusively delivered on-campus, blended learning courses and distance learning
courses from 1st August 2024 to 31st July 2025.

1. Important Information for all students

a. The University’s admissions process is subject to the Consumer Contracts (Information,

Cancellation and Additional Charges) Regulations 2013. In accordance with the Consumer
Contracts (Information, Cancellation and Additional Charges) Regulations 2013, you have the
right to cancel your acceptance by informing the University in writing within 14 calendar days
after you have accepted your offer. If you cancel within this period, you will be entitled to a full
refund of any deposit/fees which you have paid (for exemptions see section 20.d). If you
cancel after this period, the University retains the right to charge a proportion of the annual
course fee. The University’s withdrawal process should be followed to communicate your
cancellation. The University’s refund process then needs to be followed and failure to follow
the process may affect any refund amount due. For more details see sections 17-20.

b. For undergraduate students beginning their studies in 2024/25, the University will charge the
tuition fees that are stated on the course webpage and in the prospectus for the first year of
study. The University will review tuition fees each year. For undergraduate Home students, if
Parliament permit an increase in tuition fees, the University may increase fees for each
subsequent year of study in line with any such permitted changes. Note that any increase is
expected to be in line with inflation. For undergraduate International Students, the University
may increase fees for each subsequent year of study but such increases will be no more than
5% above inflation.

c. Any International Student applying to study at Coventry University must complete a fee
assessment form 10 weeks before the start of their course, if they believe their fee status
should be changed to Home Student status. All supporting documents must be provided in
order for a full assessment of the fee status to be conducted. We will need this completed at
least 10 weeks before the start of your course. Applications submitted after the course start
date will not be considered and tuition fees will be charged in accordance with the fee status
reflected on your student record.

d. For postgraduate students beginning their studies in 2024/25, the tuition fee for the course
that is stated on the webpage and in the prospectus will apply. If the duration of the course is
longer than one academic year, fees will be charged on a pro rata basis according to the year
you enrolled. This does not apply if you change your course part-way through your studies
and the University may increase the fee for each subsequent year of study with such
increases being no more than 5% above inflation.

e. All students should check their course fee prior to accepting their offer and prior to Enrolment,
ensuring that they are able to pay for their course. By enrolling, students are committing to their
financial obligations. Enrolment will not be permitted unless prior year debt is paid in full.

f. Full-time courses automatically attract the full-time fee. Part-time courses, repeat years or
modules are charged per module on a pro rata basis to the full-time fee based on the number
of credits attached to the module. Within their tuition fees, a student will receive their first attempt
at an examination and one re-sit attempt within the relevant immediate re-sit period at no
charge. Where, at the Progress Award Board’s (“PAB’s”) discretion, a student is granted the
opportunity to repeat a year or module, a repeat year or module will be subject to an additional
fee.

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 g. Any changes a student makes to their course may alter and increase the original fees charged
(on a pro rata basis to the full-time fee based on the number of credits attached to the module)
and may require a new or revised payment plan. Switching between part-time and full-time modes
of study is subject to the necessary availability, approvals, and visa requirements. It is the student’s
responsibility to check the costs of making any changes to their course, including the addition
or change of modules, with Finance. Please see the useful contacts list in section 25.

h. Communications with students:

i. We may communicate with students regarding overdue fees by phone, email, or text
message. Any emails will be sent from [email protected] or
[email protected]
ii. Invoices, credit notes and statements will be sent to the student’s University e-mail
account which will be confirmed after Enrolment.
iii. It is the responsibility of the student to maintain, use and regularly check their University
e-mail account throughout and after their study period (e.g. finance updates, graduation
updates etc.). If a student wants to check their account balance, they can contact the
Finance Team via the useful contacts list in section 25.

2. Payment methods

a. Fees must be paid by the student, Student Finance Body or a Sponsor.

b. Payments can be made via debit/credit card or bank transfer through Convera. Diner’s Card,
Maestro, Solo and American Express are not accepted.
c. Any failed payments may result in the student being instantly Blocked and Excluded and being
subject to the University’s debt collection procedures.
d. Cash payments for fees cannot be made under any circumstances by either the student or
any third party, as the University requires a clear audit trail of payments to comply with anti-
money laundering legislation. Bank transfers should only be made using the Convera
payment platform. The University won't be liable for any fraudulent payment/Chargebacks.
e. If paying by bank transfer using Convera, the quote generated on Convera will provide the
bank details required for payment. Therefore, these details will not be provided by Finance on
request.
f. The University strongly advises students to avoid making payments to agents and to engage
with CURA (“Coventry University Recruitment and Admissions”) or Finance if having any
difficulty arranging payment.
g. The University does not accept payment by cheque by either the student or any third party.
h. Students studying 30 chargeable credits or less in an academic year must pay in full for each
academic year at Enrolment.
i. Students studying over 30 credits in an academic year must pay in full for each academic year
at Enrolment or default into the appropriate payment plan as detailed in sections 4-7.
j. If any of the student’s payment are subject to Chargebacks, Coventry University reserves the
right to refund all other payments made via the same payment method. It is the obligation of
the student to satisfy any debts via an alternative payment method.
3. Home Undergraduate loan scheme

a. Home students studying an undergraduate degree may apply for a student loan through the
relevant Student Finance Body.
b. Part-time undergraduate Home students who want to apply for a student loan through the
relevant Student Finance Body must study a minimum of 30 credits (25% intensity) and a
maximum of 90 credits (75% intensity) every year. Please check information on the relevant
websites for each Student Finance Body using the useful contacts and links in section 25.

4. Payment plan for self-funded Home 2024/25 undergraduate students only

a. Full-time and part-time Home undergraduate students studying over 30 credits (not in receipt
of assistance from the Student Funding Body Loan) will be defaulted into the payment plan
shown in Table 1 unless full payment is received before the end of Enrolment. Any missed
payment plan instalments will result in the tuition fee balance being due in full immediately.
b. Fees are to be split over three instalments: one 34% instalment and two 33% instalments.
c. The payment plan ensures that tuition fees are paid before the course end date of each
academic year as students cannot graduate or progress to the next stage of their course with
an unpaid debt.
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 d. For part-Sponsored students the proportion of the tuition fees you are self-funding will need
to be paid in line with the payment plan detailed in Table 1 in three instalments
e. There is no arrangement fee or interest charged.
f. Any changes to a student’s course are subject to the necessary availability, approvals, and
visa requirements. Such changes must then be communicated to Finance by the student as
soon as possible to ensure that the payment plan reflects the new fees to be charged.
g. Students returning from a temporary withdrawal will follow the Terms and Conditions relevant
to the academic year they re-enrol on to.
h. Students on Condensed Courses should follow the payment plan applicable to the Enrolment
period and the academic year they are enrolling on to.

Table 1. Payment plan for self-funded Home undergraduate students

Enrolment 1st Payment 34% 2nd Payment 33% 3rd Payment 33%
Period

July& 30th October 2024 13th January 2025 7th April 2025
September

27th February 2025 7th April 2025 11th August 2025

January

May 2nd June 2025 15th September 2025 13th January 2026

5. Payment plan for self-funded International 2024/25 students only

a. International undergraduate and postgraduate self-funded students must pay their tuition fees
in full by the end of the Enrolment period, or default into the payment plan shown in Table 2.
Any missed payment plan instalments will result in the tuition fee balance being due in full
immediately. Student Finance England does not provide any student loans for International
Students.
b. International students who are studying full-time and self-funding their full or partial course
fees, must pay a minimum of £8,000 to complete Enrolment each year. This payment of £8,000
is required to release the Confirmation of Acceptance of Studies letter. International Students
who do not require a student visa will still be required to pay the minimum payment of £8,000
to complete Enrolment. International Students who are studying part-time and self-funding are
required to pay the academic year’s fees in full before Enrolment. Student Finance England
does not provide any student loans for International Students.
c. European Union and Sub-Saharan African (including Nigerian) students that do not fall within
the definition of a Home Student status who are studying full-time and self-funding their full or
partial course fees, must pay a minimum of £8,000 to complete Enrolment each year. This
requires a payment of £4,000 to release the Confirmation of Acceptance of Studies letter and
a further payment of £4,000 before Enrolment. International students who do not require a
student visa will still be required to pay the minimum payment of £8,000 to complete
Enrolment. International students who are studying part-time and self-funding are required to
pay the academic year’s fees in full before Enrolment. Student Finance England does not
provide any student loans for International Students.
d. For part-Sponsored students the proportion of fees you are self-funding will need to be paid
in line with the payment plan detailed in Table 2 (a deposit and two instalments) and in line
with the financial obligations detailed in point b.
e. Following a payment of £8,000 (to complete Enrolment), the remaining balance of fees are
payable in full by the end of Enrolment unless split into two equal payments as shown in
Table 2.
f. If you are eligible for a discount (e.g. alumni) this will be applied to reduce your tuition balance
after the Enrolment period has finished.
g. The payment plan ensures that tuition fees are paid before the course end date of each
academic year as students cannot graduate or progress to the next stage of their course with
an unpaid debt.
h. There is no arrangement fee or interest charged.

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 i. Any changes to a student’s course are subject to the necessary availability, approvals, and visa
requirements. Such changes must then be communicated to Finance by the student as soon
as possible to ensure that the payment plan reflects the new fees to be charged.
j. Students returning from a temporary withdrawal will follow the Terms and Conditions relevant
to the academic year they re-enrol on to.
k. Students on Condensed Courses should follow the payment plan applicable to the Enrolment
period for the academic year they are enrolling on to.

Table 2. Payment plan for self-funded International Students

Enrolment To enrol 50% of remaining fees Final Payment

Period /re-enrol due by due by

September £8,000 1st November 2024 1st December 2024

January £8,000 1st March 2025 1st April 2025

May £8,000 1st July 2025 1st August 2025

6. Payment plan for self-funded students from Bangladesh (all regions), Pakistan (all regions),
and India (Punjab, Uttarakhand, and Haryana)

a. International students from all regions of Bangladesh and Pakistan and students from Punjab,
Uttarakhand, and Haryana, must pay the full tuition fee to get their CAS released and enrol
onto their first academic stage. When progressing to the next year, the full tuition fee must be
paid prior to every new Enrolment stage minus any awarded scholarships.

7. Payment plan for self-funded & loan scheme Home postgraduate 2024/25 students

a. Tuition fees are due in full by the end of the Enrolment period, otherwise students are defaulted
into the payment plan shown in Table 3. Any missed payment plan instalments will result in
the tuition fee balance being due in full immediately.
b. Home students studying a taught or research masters, including on-campus courses, blended
courses and distance learning courses, may be eligible to apply for a postgraduate loan (“PG
loan”) from Student Finance.
c. PG loans are capped and may not cover the full cost of the course and associated living costs.
The student is therefore responsible for ensuring they can pay any financial shortfall by other
means.
d. For part-Sponsored students the proportion of fees you are self-funding will need to be paid
in line with the payment plan detailed in Table 3 in three instalments.
e. The loan is paid directly to students in instalments. Upon proof of the approved loan status
letter, the student will be defaulted into the payment plan (shown in Table 3) which is
compatible with the loan payment dates.
f. The postgraduate payment plan is only appropriate for Home students that are either fully self-
funding or in receipt of a PG loan.
g. If you are eligible for a discount (e.g. alumni) this will be applied to reduce your tuition balance
after the Enrolment period has finished.
h. The payment plan ensures that tuition fees are paid before the course end date of each
academic year as students cannot graduate or progress to the next stage of their course with
an unpaid debt.
i. There is no arrangement fee or interest charged.
j. Any changes to a student’s course are subject to the necessary availability, approvals, and
visa requirements. Such changes must then be communicated to Finance by the student as
soon as possible to seek to ensure that the payment plan reflects the new fees to be charged.
k. Students returning from a temporary withdrawal will follow the Terms and Conditions relevant
to the academic year they re-enrol on to.

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Table 3. Payment plan for self-funded & loan scheme Home postgraduate 2024/25 students

Enrolment 1st Payment 34% 2nd Payment 33% 3rd Payment 33%
Period

July & 7th October 2024 20th January 2025 14th April 2025
September

January 27th January 2025 19th May 2025 22nd September 2025

May 26th May 2025 22nd September 2025 20th January 2026

8. Payment plans for self-funded PhD/Research students

a. Full-time self-funded International PhD/Research students will be defaulted into the payment
plan for International students in Table 2.
b. Self-funded Home PhD/Research students will be defaulted into the plan for postgraduate
students in Table 3.
c. There is no payment plan available for a write-up fee and is therefore payable in full at
Enrolment.

9. Sponsored students

a. Students are liable for fees until the University receives payment, even when the student is
Sponsored.
b. It is the student’s responsibility to ensure any agreed sponsorship of tuition fees is paid within
28 calendar days of Enrolment. In the event that a student’s Sponsor withdraws sponsorship
or does not pay within 28 calendars days, the tuition invoice will be issued directly to the
student and must be paid immediately. The student’s will be Blocked until the University
receives payment in full.
c. If a student sends a Sponsor letter to the Finance Team after the Enrolment period has closed
the University reserve the right to reject the sponsorship.
d. The University must receive satisfactory evidence of financial assistance from Sponsors every
academic year in advance of Enrolment in order for the student to enrol. The evidence must
meet the following criteria:
• Must be on company letter head
• Current date
• Quote student’s name and student’s ID
• State the academic year and course/modules
• Amount payable (must be in GBP)
• State that is payable to Coventry University
• Purchase order number (if applicable)
• State invoice address if different to the Sponsor’s address
• Email address where to email an invoice
• Contact details
• Signed/stamped

e. Sponsored students are not eligible for any tuition fee discounts, payment plans, bursaries or
scholarships.
f. Sponsors must pay directly to the University and not a student. Any payments payable directly
to the University by a student will be classed as self-funded.
g. If an International student is being part-Sponsored the student must pay £8,000 to enrol and
follow the payment plan in Table 2 for any remaining amount invoiced to the student. If the
remaining amount is less than £8,000 then it must be paid in full prior to Enrolment.
h. Any changes to a student’s course/programme will require an updated Sponsor letter.
i. Any overpayment can only be refunded back to the Sponsor. The University must receive the
Sponsor bank details on company letter head along with a completed refund form.

10
 Alternatively, an overpayment may be applied towards future study with the Sponsor’s
approval.
j. Students will not be able to graduate or re-enrol whilst there is an outstanding balance.
k. Coventry University reserves the right to reject a Sponsor for Applicants and Returning
students at its discretion following due diligence into the Sponsor.

10. Work placements and study abroad fees

a. For all postgraduate students, there are particular courses with enhanced placements and
tuition fee charges may apply. Please contact the relevant School/College/Faculty for further
details.
b. Students studying an undergraduate course from September 2023 will be charged a
placement fee of £1,250.00. This covers any academic support throughout your placement
year.
11. Students transferring to Coventry University

a. Students transferring from Coventry University London Campus or Coventry University

Colleges Ltd to Coventry University will need to ensure all financial obligations are met at
Coventry University London Campus or Coventry University Colleges Ltd before enrolling with
Coventry University.

12. Short-Courses or Continuing Professional Development (CPD) courses

a. Non-credit bearing short courses are individually priced to recover costs of delivery and reflect
market rate and not subject to these terms and conditions. Fees are payable 28 days from
receipt of invoice.
b. Credit rated short courses are individually priced to recover costs of delivery and reflect market
rate and not subject to these terms and conditions. Fees are payable 28 days from receipt of
invoice.
c. Courses and modules which are specifically delivered as part of a separate contract with a
partner organisation will be charged as agreed under such contract. No other discounts or fee
reductions apply and all fees must be paid in full before the course starts.
13. Incentives and scholarships

Scholarship information is available on the Coventry University website homepage

under the scholarship section for both home and international scholarships.
For information on Scholarships for International Students please see this link.
For students in receipt of a scholarship from CURA, the scholarship shall be removed and
returned to CURA upon temporary or complete withdrawal.

For information on Scholarships for Home students please see this link.
For information on Postgraduate Scholarships please see this link.
For information on Loans and other funding please see this link.
Incentives

The following incentives are only available for students enrolled on qualifications and not
available for students enrolled onto individual modules.

Coventry Flying Start - essential extras included in the fees for undergraduate students.

Please visit the individual course page on our website www.coventry.ac.uk to see whether
Flying Start applies for your course. If you are a distance learner, elements of Flying Start may
not apply to your course.

For information on Flying Start see this link.

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14. Alumni discount

a. Students enrolled on to a taught Masters course at Coventry University who have an

undergraduate degree awarded by Coventry University will receive an Alumni discount on the
published course fee. This includes students awarded by transnational partners holding an
undergraduate Coventry University degree award. The Alumni discount is published each year
on this link.
b. Students enrolling on a similar or lower level qualification to that previously studied at Coventry
University will not be eligible for an alumni discount.
c. Alumni discounts will be applied after the Enrolment period has finished. Please note that the
balance provided in the Enrolment screen will not reflect any eligible discounts. In addition,
invoices do not include any details of discounts you may be eligible for.
d. Alumni discount will be adjusted if study mode is changed from full-time to part-time and the
student will be liable for any repayment due as a result of this change.
e. Alumni discounts will be removed if the student withdraws part-way through the course prior
to the 100% liability point found in Tables 5 and 6.
f. Students returning from a temporary withdrawal will follow the Alumni Discount Terms and
Conditions relevant to the academic year they re-enrol on to.
g. For those students who get their tuition fees partly funded by a Sponsor, the Alumni discount
will only be applied to the proportion of fees being self-funded by the student.
h. For further details regarding the Alumni eligibility criteria, discount percentage, and its terms
and conditions visit this link.

15. Change of circumstances

It is the responsibility of the student to inform the University of any changes to the following
circumstances:
a. Address/telephone/mobile changes (changes must be updated via the SOLAR
System)
b. Changes to Student Finance Body Payment entitlement
c. Changes to Sponsor arrangements or if Sponsor will no longer be supporting tuition fees.
d. Changes from full-time to part-time study and vice versa
e. Complete withdrawal- the University assumes that a student will not be returning to their
course. Fees must have been paid for the semester/term on which they enrolled; the remaining
can be applied for in line with the Refund Standard and sections 17-20.
f. Temporary withdrawal- the University assumes that a student will return to their course at the
same point the following academic year and any payments made will be held to offset course
fees upon recommencement of study. If in doubt Finance should be contacted to discuss fee
implications.
g. Withdrawal without formal notification may result in liability of full fees.
h. Course/Module Changes- any changes may alter the original fees charged and require a
new/revised payment plan or extra payment. It is the student’s responsibility to check costs
before adding modules or changing course.
i. Deferred modules- the University assumes fees paid are to be carried forward to cover the
deferred modules.
j. Placement Students/Study Year Abroad must be correctly noted against student
programmes.

16. Consequences of delayed/non-payment

a. Missed payments or instalments may result in the University applying its debt collection
procedures. The University reserves the right to Block and later Exclude a student if they fail
to meet their financial obligations. Following a student being Blocked and Excluded, the
University reserves the right to pass the debt to an external debt collection agency which may
affect the student’s future credit rating.
b. The University also reserves the right to withdraw any offer or cancel any accepted place on
a course where required payments have not been made before Enrolment and/or the
University reserves the right to withhold course materials, course progression, degree
certificates and graduation until the tuition fee payments due have been paid.
c. Please note that even if someone other than you makes any payment or agrees to make any
payment on your behalf, you remain liable for full payment until the University has received
cleared funds. Any rights the University may have against the payer are not affected.
d. There are also non-academic consequences for delayed/non-payment of non-academic debts

12
 such as library fines, accommodation debt and welfare loans. Please contact the relevant
University department for details.
e. All University related fee obligations must be fulfilled before course progression or graduation.
The University reserves the right to withhold progression or graduation for non-payment.
f. The University has the right to refer unpaid debts to external debt collection agencies if a
student does not meet their financial obligations and fails to engage with the University in order
to resolve the matter. This may involve recovery via formal legal process, which may affect
your credit rating and legal fees may be added to the outstanding debt.

17. Withdrawals and Refund Standard

a. The Refund Standard applies to all students who have accepted an offer of a place with the
University and/or have enrolled on a course in the 2024/25 academic year. Approved refunds
will strictly be paid in the same method and to the same account as the money was originally
received. This is to comply with Money Laundering Regulations 2017. All students are required
to provide clear evidence of the originating payment. Any missing/incorrect or ineligible
evidence will stop the refund process.
b. It is the student’s responsibility to formally notify the University of their withdrawal at the point
at which they leave the course by completing a withdrawal form.
c. The University’s registered date of withdrawal will be the date at which a withdrawal form
completed by the student, is submitted to the appropriate School/College/Faculty Registrar and
is subject to approval by the Faculty/School/College Registrar.
d. Failure to complete and submit the withdrawal form to the School/College/Faculty Registrar in
a timely manner may affect any refund due in line with liability points detailed in Tables 4, 5
and 6. Any discrepancies or queries surrounding the withdrawal dates should be directed to
your School/College/Faculty Registry Team.
e. Once a withdrawal has been actioned, any outstanding fees shall remain on the student’s
account and pursued by the University or its debt collection agency. If legal proceedings are
issued in respect of a student debt, the University reserves the right to seek to recover the
legal costs from the student. Such processes may affect the student’s credit rating. Any
remaining credit will be used to offset any debt on the student’s account, thereafter a refund
will be issued upon completion of a refund form.
18. Complete withdrawal

a. The University's admissions process is subject to the Consumer Contracts (Information,

Cancellation and Additional Charges) Regulations 2013. Once a student has accepted the
offer of a place on a University course, they have the right to cancel acceptance by informing
the University in writing within 14 calendar days after completing the online or manual
registration process or 14 calendar days from the official course start date, whichever is later
(the “Cancellation Period”). Cancellation within this period will entitle the student to be
refunded any deposit/fees paid. The University retains the right to charge a proportion of the
annual course fee for cancellation after this period (see liability points in Tables 4, 5 and 6).
Students withdrawing within the Cancellation Period are required to submit the cancellation
form included in the Student Contract.
b. Students who completely withdraw from the University by submitting the withdrawal form after
the Cancellation Period, are not expected to return to their course and shall receive a refund
in line with the Refund Standard and the mechanism set out in 18 & 19 below.
c. Retrospective withdrawals shall not be permitted. As stated previously, it is the student’s
responsibility to notify the University of their withdrawal at the point at which they intend to
leave the course by submitting the withdrawal form. In exceptional mitigating circumstances
where it was not possible to notify the University at the correct time, please refer to Table 7.
d. If the University withdraws a course, the Refund Standard will apply.
e. For students in receipt of a discount or scholarship, these will be reversed if the student
withdraws before the 100% liability point.
f. Alumni discounts will be removed if the student withdraws part-way through the course. The
Alumni discount will remain if the student withdraws at the 100% liability point.

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 19. Fee refund calculation - complete withdrawals

a. A refund can only be calculated upon completion of the withdrawal process and once the
complete withdrawal date is reflected on the student’s electronic record in UNIVERSE.
Therefore, refund applications should only be submitted after this point.
b. Fees shall only be refunded to the person or organisation that paid the fee.
c. All refunds should be requested by completing and submitting the refund form as detailed in
section 17 above. It is the student’s responsibility to ensure that the correct information and
documentary evidence has been provided to allow the refund to be processed and unnecessary
delays avoided.
d. Following withdrawal, the standard mechanism for calculating fee refunds for 2024/25 entry
students is based on the liability points detailed in the Student Fees Liability Points Table for
2024/25 below, which is dependent on a student’s Enrolment period. The mechanism for
calculating fees for students on Condensed Courses will be based on the Enrolment period
that the student is withdrawing from.
e. Regardless of point of entry, once the Cancellation Period has passed, students will follow the
mechanism as detailed in Tables 4, 5 and 6 for calculation of fees.
f. Students on courses shorter than one academic year will be charged the full course fee on
withdrawal and will be liable for 100% of fees prior to Enrolment (unless agreed by separate
agreement). This does not affect their rights under the usual 14 day cooling off period.
g. International students who have withdrawn from the University will only receive a refund in
accordance with section 19 below and the liability points in Table 5 and 6 for 2024/25, once
evidence of either their return home (overseas passport stamp at the point of entry) or leave
to remain has been provided to CURA.
h. Students studying Pre-sessional English will be charged full course fees for their Pre-
sessional English Course prior to its commencement and no refunds will be given unless
withdrawal is due to one of the mitigating circumstances as detailed in Table 7.
i. For students on courses longer than one academic year, the standard mechanism for
calculating fee refunds for 2024/25 detailed in the Student Fees Liability Points Table for
2024/25 shall be followed.
j. Students in receipt of a Postgraduate Loan (from a Student Funding Body) who completely
withdraw will be refunded in accordance with the liability points in Table 6. Arrangements must
be made directly with the Student Funding Body by the student for repayment of loans.

Table 4. Liability points for Undergraduate students who are funded by a Student Funding Body 2024/25

Liable for
Enrolment Liable for 25% of fees Liable for 50%
100% of fees
Period payable of fees payable
payable
15 days after Enrolment or
July & 15 days after course start 13th January to 4th
September April 5th April and after
(whichever is later) up to 12th
January

15 days after Enrolment or

15 days after course start 5th April to 10th 11th August and
January August after
(whichever is later) up to 4th
April

15 days after Enrolment or

15 days after course start 15th September to 13th January and
May
(whichever is later) up to 14th 12th January after
September

k. Table 4 details the liability points for students studying an undergraduate course and have
their tuition fees funded by a loan from a Student Funding Body, paid directly to the university.
l. Should tuition fee funding be withdrawn by the student funding body and the student becomes
liable for payment of tuition fees, Table 5 of the withdrawal liability points will be referred to.
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 Table 5. Liability points for undergraduate students who are self-funded 2024/25

Liable for 25% Liable for Liable for Liable for

Enrolment
of fees 50% of fees 75% of fees 100% of fees
Period
payable payable payable payable
15 days after
July & Enrolment or 15 20th January to
September 28th October to 19th 3rd March and after
days after course 2nd March
start (whichever is January
later) up to 27th
October

15 days after
January Enrolment or 15 19th May to 29th 30th June and after
3rd March to
days after course June
18th May
start (whichever is
later) up to 2nd
March

May 15 days after 30th June to 14th 15th September 27th October and
Enrolment or 15 September to 26th October after
days after course
start (whichever is
later) up to 29th
June

m. Table 5 details the liability points for students studying on an undergraduate course who are
self-funded.
Table 6. Liability points for postgraduate students 2024/25

Liable for
Enrolment Liable for 34% of fees Liable for 67%
100% of fees
Period payable of fees payable
payable
15 days after Enrolment or
July & 15 days after course start 20th January to 18th 19th May and after
September (whichever is later) up to May
19th January

15 days after Enrolment or 19th May to 14th 15th September and

15 days after course start September after
January
(whichever is later) up to 18th
May

15th September to 19th January and

15 days after Enrolment or 18th January after
May 15 days after course start
date (whichever is later) up
to 14th September

n. Table 6 details the liability points for self-funded postgraduate students.

o. Postgraduate students who are in receipt of a postgraduate loan from a Student Funding Body
are considered as self-funding.
p. Table 4 applies to students who are enrolled on certain postgraduate courses that qualify for
funding equivalent to undergraduate finance from a Student Finance Body and whose fees
are paid directly to the University.

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20. Fee Refunds - International Students

a. For an International Student, a refund of a deposit paid for the issue of your CAS letter will
usually be granted where an application for a Student Visa is refused subject to section 19d
below (documentary evidence of refusal will be required).
b. In cases where refunds are approved, the monies will be issued in the currency requested. In
all cases, the risk stemming from currency fluctuations/conversions will be endured by the
student. International transfers are refunded through Convera and it’s the student’s
responsibility to check the correct currency is showing/selected on the Convera platform.
c. In all circumstances, approved refunds will only be paid back in the same method and to the
same account from where the money was originally received. This is to ensure we comply
with Money Laundering Regulations 2017 and no exceptions can be made.
d. A refund for International Students will not be granted in the following circumstances, unless
there are exceptional mitigating circumstances at the University’s discretion where
documentary evidence may be requested: -

i. A visa application is refused due to the submission of fraudulent/false documents or

deception
ii. Incomplete or incorrect information has been provided as part of the admissions process.

e. Complete withdrawal: A refund of fees for International students Sponsored for a Student
Visa by the University who has completely withdrawn or fails to enrol within the deadline on
their CAS: -

i. Will not be paid or authorised until Coventry University has evidence that the International
student has returned to their home country or been granted a new period of leave by the
Home Office (documentary evidence may be requested). Please contact the International
Student Support Team for further details of acceptable evidence.
ii. Authorised refunds will be made in line with the mechanisms set out in Tables 4, 5 and 6
above, unless paragraph 19d applies.

f. Temporary withdrawals of studies:

iii. Refunds will not be issued for temporary withdrawals. Any remaining credit will stay on the
student’s account and used to offset further fees charged upon their return. Further information
regarding temporary withdrawals can be found in section 20.

21. Temporary withdrawals of studies

a. Students who temporarily withdraw from the University are, by definition, expected to return.
b. The cancellation period detailed in section 1a does not apply to temporary withdrawals.
c. The fee to be paid for the year in which a student temporarily withdraws will be calculated
according to the liability points as set out in Tables 4, 5 and 6.
d. Students who temporarily withdraw from their studies remain liable to pay any outstanding fees
due to the University (in accordance with the liability points as set out in Tables 4, 5 and 6) before
any re-Enrolment is permitted. The University reserves the right to Block a student if they fail to
clear any unpaid fees due at the time of withdrawal.
e. Refunds will not be issued for temporary withdrawals. Any resulting credit will remain on the
student’s account and carried forward to the following year to count towards further fees charged.
f. If a temporarily withdrawn student decides to fully withdraw, the temporary withdrawal date will
be effective as the full withdrawal date, subject to School/College/Faculty Registrar approval and
completion and receipt of the withdrawal form. Liability for fees will be processed in accordance
with section 18 and Tables 4, 5 and 6 above.
g. Where a student temporarily withdraws part-way through a semester/term, they are expected to
re-enrol at the same point of the next academic year (during or after the same week the following
year). Students will then be charged for the remainder of their course at the new academic year’s
fee rate detailed on the Coventry University website. For undergraduate students, if the full fee
was paid the previous year, they must pay any inflationary or statutory increase for the remaining
study. For taught postgraduate students, they may retain the fee charged upon entry for the
same course code.
16
 h. If a student chooses to re-enrol the following academic year earlier than the week in which they
withdrew, the University will charge for the additional semester/term(s) of study at the new
academic year’s fee rate.
i. If a student re-enrols for the full academic year, they will be charged in full at the new academic
year’s rate.
j. Students returning from a temporary withdrawal will follow the Terms and Conditions relevant to
the academic year they re-enrol on to.
k. It is the student’s responsibility to make the necessary arrangements with the relevant Course
Administrator, including confirming their intended return date, before they re- enrol. The Course
Administrator will communicate with Finance to ensure that the correct fee is charged.

22. PhD/Research students– temporary & complete withdrawal of studies

a. PhD/Research students who completely withdraw will be liable for fees as indicated in sections
18-21.
b. PhD/Research students who completely withdraw from their write-up year are not entitled to a
refund.
c. PhD/Research students can temporarily withdraw for up to 12 months in any one instance.
Following approval from the Doctoral College and Finance, students will be expected to return
at the nearest enrolment point (September, January or May).

23. Retrospective withdrawals

a. Retrospective withdrawals shall not be permitted. As explained in section 17 it is the student’s

responsibility to notify the University of their withdrawal at the point at which they intend to
leave the course. Should there be exceptional mitigating circumstances which meant it was
not possible to notify the University at the correct time, please refer to Table 7.

24. Student Funding Body Loans – Home students

a. The University must receive satisfactory evidence of financial assistance from the
Student Funding Body towards the cost of tuition fees by loan or grant at Enrolment or
as soon as the funding is confirmed.
b. The student will be liable for fees until the University receives the funds from the Student
Funding Body.
c. Students who do not have an approved Student Funding Body loan, will be required to
contact Finance in order to make fee payment arrangements. Payment plans for Home
students are shown in Table 1 (undergraduate) and Table 3 (postgraduate). No refund
shall be made to the student until the University has received the appropriate fee from
Student Funding Body and the student has completed a refund form.
d. If the Student Funding Body decides at any point to no longer support a student loan
application, the student will remain liable for fees and will be expected to settle any
remaining balance with the University.
e. Students who are repeating fully without attendance or deferred fully without attendance
will need to establish any funding entitlement (e.g. maintenance or tuition) with the
Student Funding Body directly as often students will not be able to obtain a maintenance
loan from a Student Funding Body for living costs or tuition fee loan when studying
without attendance.
f. The University will retain the Student Funding Body loan for students who are Student
Funding Body funded and decide to completely withdraw in accordance with section 18.
A complete withdrawal assumes a student will not return to study on the same course.
The complete withdrawal will be classed as a year’s worth of funding used. Any
overpayment from the Student Funding Body will be returned to the Student Funding
Body.
g. For students who are Student Funding Body funded and decide to temporarily withdraw,
the University will retain the Student Funding Body loan payment that the student is
eligible to receive up to the point of their withdrawal. A temporary withdrawal assumes a
student will return a year later during the week they withdrew in order for the Student
Funding Body to continue to fund the remaining study. On return, the student will need
to apply for Student Funding Body funding for the remaining study at any inflationary fee
increase. If the student returns earlier than the point at which they withdrew, they may
be liable for fees that the Student Funding Body may not fund.
17
 h. Please note that the Student Funding Body tuition funds cannot be used for previous
year’s outstanding tuition fees or carried forward to subsequent years as Student Funding
Body pay for specific study with a specific amount of funding for each academic year.
For example, if a student has an outstanding withdrawal charge of 25% in 2023/24 and
is charged 75% in 2024/25 for the remaining study, students cannot use 2024/25 tuition
funding for an outstanding withdrawal charge relating to 2023/24. The temporarily
withdrawn year will be seen as a year’s worth of funding used, normally known as the gift
year.
i. Students in receipt of a Postgraduate Loan (from a Student Funding Body) who
completely withdraw will be refunded as noted in section 18. Arrangements must be
made directly with the Student Funding Body for repayment of loans.

25. Mitigating circumstances

a. For all students, in addition to the mechanism for fee refunds set out in sections 17-20,
consideration shall be given to making complete refunds to students who have to withdraw
due to exceptional mitigating circumstances. The University shall consider each case on merit,
however, please be aware that academic and financial difficulties are not normally regarded
as acceptable reasons for any refund. Please refer to Table 7 below for acceptable and non-
acceptable mitigating circumstances.
b. Such cases must be submitted to the Finance who shall liaise with the appropriate staff.
International fee paying students should also refer to section 20.

Table 7. Non-exhaustive table of acceptable/not acceptable mitigating circumstances (resulting

in a complete withdrawal)

Normally acceptable Notes

1. Recent (< 1 month) death "Close" means parents (& guardians), children and siblings, and a
of a close relative spouse/partner. It may include in-laws, grandparents and grandchildren if it can
be shown that the relationship was very close, but not normally aunts, uncles,
cousins etc.

2. Recent (< 1 month) Illness or accident affecting study. It should be an incapacitating illness or an
diagnosed illness or serious unexpected deterioration in an ongoing illness or medical condition. It also
accident of the student includes bone fractures and serious sprains; Medical certification must be
obtained; self-certification is never acceptable as evidence of mitigating
circumstances. Medical evidence MUST bear the GP’s practice stamp and/or
be on appropriate headed paper. The University reserves the right to verify the
medical certification with the relevant medical practice.

3. Recent (< 1 month) See notes above about the definition of "close".
serious illness of a close
relative

4. Recent (< 1 month) Unforeseen changes in employment i.e. withdrawal of sponsorship (letter from
Change of employment employer must be provided).
circumstances

5. Recent (< 1 month) Special needs obstructing a student to continue with study that have been
unforeseen diagnosis of declared to the University within a month of Enrolment and verified by the
special educational needs School/College or Special Needs/Learning Support Tutor/Disabilities Office.
and disabilities

6. Visa related International fee paying students must refer to section 20.

18
 Non- Notes
acceptable

1. Minor ailments and other Minor ailments where symptoms may be relieved by over the counter
conditions medication, sprains, long-standing medical conditions for which special
arrangements could have been made or treatment anticipated and taken.
Accidents/illness affecting relatives or friends (unless serious or the student is
the sole carer).

2. Social Difficulty integrating to University life or home sickness. Decision to commence

with employment rather than academia.

3. Non-serious domestic or Moving house, holidays, weddings, religious festivals or other events where the
personal disruptions which student either has control over the date or may choose not to participate.
could have been anticipated Change of job or "normal" job pressure (exceptional crises at work might be
or planned acceptable), illness or death of pets

4. Study-related Decision to transfer to an alternative institution. Computer difficulties, late

distribution of materials by the Faculty/School/College, delays in printing,
photocopying. Issues with predefined timetabling of modules

26. Useful Contacts & links in relation to the information contained within this Standard

Assistance with finance enquiries can often be provided by one of the finance teams listed below:

Student Self-funding Payment & Invoice Enquiries

For help and information relating to self-funding student tuition fees and payment enquiries
Tel: 02477 652266 Email: [email protected] or use the finance online support form

Student Funding
For help and information relating to new scholarship approvals and appeals. Applications for emergency
and hardship funding
Tel: 02477 652040 Email: [email protected]

Student Loan Team

For help and information relating to Student Finance loan applications and queries
Tel: 02477 659786 Email: [email protected]

Banking Operations
For help and information relating to payments made to the University and payment receipts
Tel: 02477 652255 Email: [email protected]
Sponsored Tuition Fee Enquiries
For help and information relating to tuition fees being paid for by an external Sponsor (companies,
embassy etc.)
Tel: 02477 650463 Email: [email protected]

Tuition Refunds Enquiries

For help and information relating to requests for tuition refunds
Tel: 02477 650468 Email: [email protected]

Other help and advice may be sought from;

Students’ Union Advice Centre

For advice and support if you are experiencing financial difficulties. Also, services cover a wide range
of issues including; housing, consumer law, cheating and plagiarism, internal disciplinary and
complaints
Tel: 02477 655200
Email: [email protected]
Location: The HUB, 1st floor

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Useful Links

Online finance support form

https://forms.office.com/Pages/ResponsePage.aspx?id=mqsYS2U3vkqsfA4NOYr9T2ac40mxfu9OtZlN
N0uDdsJUQUk0WVBYMTJCTU5ZV1FaWlJXU0NDTkFWUyQlQCN0PWcu

Payment of tuition fees via card and bank transfer

Convera GlobalPay

Coventry University Student Portal

https://share.coventry.ac.uk/students/Pages/Index.aspx

Student Finance England - Telephone: 0300 100 0607

https://www.gov.uk/contact-student-finance-england

Student Finance Wales – Telephone: 0300 200 4050 (UG), 0300 100 0494 (PG)
https://www.studentfinancewales.co.uk

Student Finance Scotland – Telephone: 0300 555 0505

http://www.saas.gov.uk/

Student Finance Northern Ireland – Telephone: 0300 100 0077 (UG), 0300 100 0493 (PG)
https://www.studentfinanceni.co.uk/

Office of National Statistics

https://www.ons.gov.uk/economy/inflationandpriceindices

Office for Fair Access Agreement

https://www.coventry.ac.uk/study-at-coventry/finance/offa-access-agreement/

Coventry University Flying Start

https://www.coventry.ac.uk/study-at-coventry/student-support/flying-start/

Student Contract
https://www.coventry.ac.uk/legal-documents/the-student-contract/
Student Withdrawal Form
Student_Withdrawal_Form 2021 final version.docx (coventry.ac.uk)

Refund Form
https://www.coventry.ac.uk/globalassets/media/documents/registry/refund-form-for-tuition-and-
accommodation-june-2023.pdf
or
https://www.coventry.ac.uk/the-university/key-information/registry/withdrawal-refunds/

20