East Durham College - Fee Policy

POLICY TITLE: Fees Policy
DOCUMENT NUMBER: 7.5
GROUPING POLICY: Finance
AUTHOR / REVISOR / OWNER: Finance Manager
DATE OF CURRENT VERSION: June 2024
REVIEW DATE: June 2025
IMPACT ASSESSED: Yes
APPROVED BY: CMG
DATES: 03/07/2024

APPROVED BY: The Board of Governors
DATES: 11/07/2024

This policy relates to all learner fees charged and aims to clearly set out the process used to calculate fees and to identify when fees are due and how those fees are collected.  

When setting fees, the College will:  

• Comply with the terms of its funding agreements.  

• Recognise trends in the marketplace to ensure the prices remains competitive (prices will reflect good value in relation to the quality).  

• Wherever possible the college will enable and support students to access other funds available to contribute to the fees and charges for those students who may otherwise have difficulty in paying these costs.

The purpose of this policy is to set out the College’s position regarding the setting, payment and collection of Learner fees. Unless otherwise stated or expressly covered by a student’s grant funding, the fees do not include provision for course books, study materials or exam re-sits or charges to retake modules. They do include access to the career’s advice and welfare, internet access relevant to the course of study and access to the College’s Learning Resource centre. Also excluded are costs of photocopying, computer printing, meals(1) and Travel(2) while at college.

This document is in accordance with the current Education and Skills Funding Agency (ESFA) Funding Rules and is subject to change as and when the Education and Skills Funding Agency (ESFA) updates their advice and guidance. 

(1) Unless meet the eligibility criteria and qualify for FSM. Free Meals at College | East Durham College.

(2) All and every student with a valid EDC Student ID badge can use the student travel bus service to travel to and from college for free. Monday to Friday, term time.  

Section 1: Learner Fees General Information
Section 2: Fees Payable
Section 3: Work Based Learning
Section 4: Full Cost Recovery
Section 5: Schools Provision
Section 6: Higher Education
Section 7: Short Courses
Section 8: Refunds and Credit Notes
Appendix 1: Short courses

This document is in accordance with the current Education and Skills Funding Agency (ESFA) Funding Rules and is subject to change as and when the Education and Skills Funding Agency (ESFA) updates their advice and guidance.

Liability  

1.1 When enrolling on a course, all students shall be made aware of any fees due from them in respect of a course for which they are applying. Where student course is fully funded by funding bodies or employers (Apprenticeships), the student shall have no liability for learner fees provided they have provided accurate information relevant to the fee concession received.  

1.2 The college makes every attempt to correctly assess fees due at the point of enrolment, however in some circumstances e.g., an incorrect assessment, a change of course after enrolment or omitted information may mean that this assessment is incorrect. The college reserves the right to re-evaluate fees based on new information and charge the learner accordingly.  

1.3 For levy paying employers, in the event that there are insufficient funds available for the levy to fully settle the amount due to the college, the employer of the apprentice will be responsible for the settlement of any amount outstanding.  

1.4 Although in certain instances a learner may qualify to receive financial assistance towards the payment of fees, for example form the Student Loan Company, the responsibility for the payment of those fees will continue to remain the learner’s sole responsibility.  

Fee payment  

1.5 Learner fees have been calculated in line with recommended fee rates specified by ESFA.  

 1.6 Learner fees are made up of several elements: tuition fees, awarding body registration and exam fees and for certain courses a material charge. In addition, certain courses will require learners to purchase special equipment, uniforms and pay for educational visits.  

1.7 The College will advise and inform students on the range of options available to support the funding of their course. All students must be issues with an ID card before they start their course and to obtain this, students must make arrangements to pay fees or gain applicable financial support.  

1.8 All learner fees are payable in advance or in exceptional circumstances under an instalment plan.  

1.9 All learner fees should be received in full at least one months prior to the award of any qualification.  

1.10 Learner fees will not be reduced proportionately for each complete term missed due to late registration i.e., if a student starts part way through a course, then they pay for the whole course, irrespective of the date started.  

1.11 For all courses whose duration is under 2 months all fees should be paid in advance or on the day of enrolment. Some short courses may require a deposit. Refer to the College website when booking. Where a learner is sponsored by a company then payment can be made later but only with the prior agreement and on receipt of a signed letter from the learner’s employer on company letterhead agreeing to be invoiced.  

1.12 Students aged 16-18 (on 31st August prior to their start date of the course) on ESFA funded courses are exempt from payment of fees.  

1.13 Students who are eligible for a student loan must ensure this is in place within 8 weeks of starting their course (31 December following the start of their course at the very latest). Failure to do so will result in the full fees becoming payable and the student will be invoiced accordingly.  

Payment options 

1.14 Payments will be accepted by direct debits, standing orders, credit/debit cards. If any payment is returned unpaid by your bank, a charge of £20 may be made.  

1.15 For all courses, where the learner fees are greater than £200, it may be possible to arrange a payment plan in advance or on the day of enrolment.  

Discounts 

1.16 Learner fees charged to students under this policy will not be waived or discounted on an individual or cohort basis without the written authorisation from a member of the College Management Group.  

1.17 Any staff employed by the College, enrolling in a non-leisure course and not eligible for CPD support via Human Resources will be eligible to a 25% discount off tuition fees, however the awarding body registration, exam and materials costs are due in full (100% of costs). This is applicable for all courses delivered by EDC but is subject to availability of places on the relevant course. The College also reserves the right to review the arrangement if a member of staff leaves the College for whatever reason. In such circumstances any outstanding fee will be payable immediately and any outstanding fees for which a repayment plan is not in place at the time of departure may be deducted from the employee’s final pay.  

Non or late payment 

1.18 Students retain ultimate responsibility for the payment of their fees and all monies owed to the College regardless of student loan funding arrangements or sponsorship agreements.  

1.19 It is essential if a student is having problems paying tuition fees or any other monies owed that they contact Student Services in the first instance to discuss alternatives.  

1.20 Non-payment of learner fees may prevent learners receiving any form of financial support from the College.  

1.21 If fees are not paid then the College reserves the right to:  

 • exclude the learner from the course or any part thereof, including assessments  

• exclude the student from any Award ceremony  

• not to issue any academic references  

• not be allowed progression or enrolment in subsequent years 

 1.22 The College will take all reasonable steps to collect outstanding debts and may ultimately take legal action to recover all outstanding amounts. In addition, if a debt collection or other agency has to be used to recover the debt, the learner will be liable for additional administrative fees payable to that agent of up to 20% of the debt outstanding.  

Until such time as the fees are paid in full. In addition, the College reserves the right to charge an administration fee. 

Value Added Tax (VAT): 

1.23 Please note that fees are quoted exclusive of VAT which will be applied as applicable.  

2.1 Courses  

Full Time Courses  

Learner fees due will depend on the Learner’s eligibility for funding. The rules are explained in the latest version of the ESFA Funding Rules (advised by Student Services).  

Part Time Courses  

Learner fees due will depend on the Learner’s eligibility for funding. The rules are explained in the latest version of the ESFA Funding Rules (advised by Student Services).  

The following table shows the course fees payable by a learner depending on their eligibility for funding: 

* Criteria must be met to qualify and this is for level 3 courses only
** Materials issued to learners may be recovered from them where full payment has not been received within 1 term of issue, and the learner will be charged for any material used or damaged.

2.2 Other Full Time Students

Learner fees for full time students who do not fit into the above categories are set by the College Leadership Group and can be advised by Student Services.

2.3 Leaving the Course prior to completion or failure to attend Course

Fee paying students who leave their course of study prior to completion will be required to pay a proportion of their course fees, offset where applicable, by any money received e.g. from the learner, Student Loan Company, employer etc. Fees are due as stated below.

If the student leaves in the second year of a two-year course, then 50% of the full tuition fees are due for the first year PLUS the proportion referred to above depending upon when the student leaves in the second year. For example, leaving before the end of the second term in year two would result in 97.5% of full tuition fees being due, calculated as 50% for the first year plus 75% of the second year’s fees, namely 37.5%, resulting in a total due of 87.5%. Plus, the fees for any materials/clothing received and or for any exams entered. 

If the reason for leaving the course is on ill health grounds, then at the absolute discretion of the College Management Team, the outstanding amount due from the learner may be waived on production of a suitable valid medical certificate supporting the reason for withdrawal.  

2.4 Distance Learning  

The College will charge a non-completion fee of £100 to all Distance learners who do not complete their courses.  

2.5 Other Part Time Students  

Learner fees for part time students who do not fit into the above categories will be set by College Leadership Group and can be advised by Student Services. 

2.6 Fee Remission  

The College will grant the following remission against fees in accordance with the latest version of the ESFA Funding Rules.  

2.7 Claiming Fee Remission  

Students wishing to claim fee remission must enrol in person supplying one of the following pieces of evidence. They cannot enrol over the telephone. 

* This is at the discretion of the College and the information, advice and guidance given at the time of enrolment. This table is in accordance with relevant legislation and correct as time of print. Fee remission evidence must be presented at the time of enrolment; the person enrolling on the course must be eligible for fee remission at the time of enrolment. 

2.8 Payment by Instalments  

Learners may pay fees by instalments, if the course is £200 or above and 20 weeks or more in length, 25% of the fee is due at enrolment, with the balance being paid by direct debit instalments to be finished at least two months prior to the award of any qualification.  

This is not available to HE students whose fees are paying to those HE institutions directly and who are therefore subject to those institutions’ fee regulations.  

Failure to pay the instalments by the agreed dates will result in the full balance of all outstanding fees becoming due immediately. The College may take legal action to recover all outstanding amounts and the learner may be excluded from the course. In addition, if a debt collection or other agency has to be used to recover the debt, the learner will be liable for additional administrative fees payable to that agent of up to 20% of the debt outstanding.  

If a student knows in advance that a payment will fail, please contact the Finance team to agree alternative arrangements for payment.  

In the case of courses of up to 24 weeks, payments made ahead of the commencement will be treated as non-refundable deposits, and as such may be retained, subject to a maximum amount of £200 being treated as such.  

2.9 Exam and Registration Fees  

Learners are charged these fees where applicable. The College reserves the right to exclude the learner from the course or any part thereof, including assessments until the fees are paid, which may result in the learner being unable to be awarded any qualification.  

All re-sits of examinations may incur the re-sit charge at the full rate determined by the appropriate awarding body.  

All students requesting a replacement certificate will be charged at the rate set by the awarding body.  

External (private) learners wishing to undertake exams at East Durham may do so at the discretion of the Vice Principal – Curriculum and Performance. The charge will be the full rate determined by the appropriate awarding body plus an administrative fee determined on application. Applications will be made to the Vice Principal – Curriculum and Performance or the Assistant Principal Curriculum Operations at least six weeks prior to the exam.  

Any decision to waive fees will be taken on an individual case basis. 

2.10 Advanced Learner Loans/Student Loan Finance 

Loans are available for eligible learners aged 19 and above studying at Level 3 and up to level 6 and will cover the cost of tuition, so learners do not have to pay upfront.  

Learners can’t apply until they have a ‘Learning and funding information’ letter from the College. This can be provided at enrolment.  

Students are responsible for ensuring that tuition fee loan support is arranged in a timely manner. Students who are eligible for a student loan must ensure this is in place by 31 December following the start of their course. Failure to do so will result in the full fees becoming payable. The college will provide assistance and support to students regarding their loan applications where needed. If the learner has not made arrangements for their loan at the point of enrolment, they will be required to make an application and their loan must be approved within 6 weeks of enrolment. Where loans are not approved within 6 weeks, the College reserves the right to take legal action to recover all outstanding amounts and learners may be suspended, if a debt collection or other agency has to be used to recover the debt, the learner will be liable for additional administrative fees payable to that agent of up to 20% of the debt outstanding. 

Learners accessing Advanced Learner Loans are:  

1. Ultimately liable for the full fees applicable for their course as per the College Fee Policy. Any payments received from the Students’ Loan Company (SLC) will be used to clear this liability. However, if for any reason there is still amounts outstanding after receipt of the funds from the SLC then the learner will be responsible for the outstanding debt and may be liable to collection fees as per  
2. liable for any additional costs incurred which are not covered by the Advanced Learner Loans, see 2.11 and 2.12  

More information on Advanced Learner Loans can be obtained from Student Services on 0191 5188222 or the National Careers Service:  https://nationalcareersservice.direct.gov.uk/advice/courses/funding/Pages/24AdvancedLearningLoans.aspx  or the .GOV site at: https://www.gov.uk/advanced-learning-loans  

2.11 Optional Extras  

Optional extras which do not form an essential part of the learning activity will be fully payable by all learners who choose to partake in the activity, for example trips and visits.  

2.12 Additional Charges  

The College retains the right to charge all learners for items not directly related to their learning activity, for example library fines, printing, replacement student ID cards and materials kept by the learner to be used outside of the learning environment.  

2.13 Achievement of Qualification 

For the avoidance of doubt once a learner has achieved a qualification then the fees due for that qualification are due in full to the college regardless of the means, method, or form of delivery of that course, or if the mode of delivery changes from that advertised. 

3.1 Apprenticeship Funded Learners  

East Durham College will contract with companies who wish to purchase WBL training and assessment services. It is expected that each company will enter into an Apprenticeship Contract which outlines the roles, responsibilities, and services to be provided agreed by all parties.  

Following the introduction of the Apprenticeship Levy, those employers who are non-levy paying employers will be required to make a contribution towards the cost of the training, currently this is 5% for an apprentice who started post 1st April 2019, but this percentage is set by Government and as such is subject to change. This contribution will be invoiced at the start of the apprenticeship and can be paid on a flexible basis over the term of the apprenticeship, for example by a one single payment six weeks after the start date of the apprenticeship or monthly during the term of the apprenticeship.  

For levy paying employers, in the event that there are insufficient funds available for the levy to fully settle the amount due to the college, the employer of the apprentice will be responsible for the settlement of any amount outstanding.  

All invoices raised are due for payment within 30 days of date of invoice. 

3.2 Non-Apprenticeship work based training  

These learners are defined as anyone who has full or partial assessment in the workplace for their qualifications where delivery is in the workplace. 

4.1 Fees will be determined by the College Leadership Group, taking into account the costs of delivery and the competitive nature of the provisions.  

4.2 For more information regarding full cost courses please see EDC’s website at:  

http://www.eastdurham.ac.uk/east_durham_college_courses  

4.3 For details of options available as regards fee payment please refer to Section 2 – Fees Payable above.  

5.1 Schools will be charged the rates as agreed by CLG. Certain courses will incur additional charges for materials, exams, travel or learning assistant’s time. Schools will be invoiced as per the service level agreement. .

6.1 Fees will be charged as per the individual University policy and are payable direct to the University, except for Full-Cost courses when the fees shall be determined as per Section 4 – Full Cost Recovery above. 

7.1 Courses will be charged as per Appendix 1. 

Refunds are available for: 

 • for the cancellation of Programme of Study (a refund will be generated in due course once authorised by the Director of Finance.)  

• in some circumstances where a complaint has been upheld  

 • for courses booked over the telephone and paid in full by credit/debit card. Students have a 14-day cooling off period from the date of the transaction. If the course starts immediately (within the 14 days) you still have a right to cancel but you must pay for the value of the service that is provide up to the point of cancellation.  

 8.2 Other Refunds  

None  

 8.3 Credit notes  

To be used against fees on other College courses, will only be given in exceptional circumstances at the discretion of the Budget Holder (and with approval of the Vice Principal of Finance and Business Planning). 

Places are allocated on receipt of a completed enrolment form and a non-refundable booking deposit is required to secure the place. No booking can be guaranteed until your deposit is received.  

If cancellation of training is confirmed in writing or email no less than fourteen working days prior to the commencement of the course, East Durham College Short Course Department will refund the amount of the deposit paid less a minimum administration fee of £100. Written notice should be directed to the Short Course Administrator. If written notice of cancellation is not received in line with these requirements, then the full deposit will be retained and if the place cannot be filled the cost of the course will still be due.  

Withdrawals: - refunds after the commencement of the course are only made under exceptional circumstances, such as a certified medical illness that would prevent a learner from attending/completing the course. Students should apply in writing or email to the Short Course Tutor, enclosing the appropriate evidence for consideration of a refund. In the event of a refund being agreed it would be calculated on a pro-rota basis (after the non-refundable deposit has been deducted). Less a £20 administration fee. 

East Durham College reserves the right to cancel or postpone a course in the event of unforeseen circumstances or insufficient numbers.  

If a course is cancelled the learner will be booked onto the next available course. 

Contact Details  

Student Services  

Tel: 0191 518 8222  

ESFA Funding Rules  

The full ESFA Funding rules can be located on the ESFA website at:  

https://www.gov.uk/government/organisations/education-and-skills-funding-agency and search for Funding Rules.  

 Advanced Learner Loans can be obtained from the Skills funding Agency at:  

https://www.gov.uk/government/collections/sfa-24-advanced-learning-loans or at:  

https://www.gov.uk/advanced-learning-loans  

 Full cost courses at: http://www.eastdurham.ac.uk/east_durham_college_courses 

This document is issued and controlled by Quality & Standards and may only be modified by the designated group after proposed modifications have been accepted by the College Management Group.

The latest version of the policy will be maintained on the College Extranet.

Please feedback to Quality & Standards any constructive suggestions on how any aspect of the policy may be clarified or improved.