East Durham College - Financial Support For Students - Bursary Funds Policy

POLICY TITLE: Financial Support For Students - Bursary Funds Policy
DOCUMENT NUMBER: 7.4
GROUPING POLICY: Finance
AUTHOR / REVISOR / OWNER: Director of Student Experience, Engagement & Wellbeing and Director of Finance
DATE OF CURRENT VERSION: June 2024
REVIEW DATE: June 2025 
IMPACT ASSESSED: Yes
APPROVED BY: CMG / Board of Governors
DATE: 11/07/2024

This Policy is written to help students, and potential students, to determine their eligibility for financial support from the College’s bursary fund which is available to assist them with their costs to participate in further education and also to detail the policies and conditions the College has set for the bursary whilst complying with the eligibility conditions and funding rules set out by the Education and Skills Funding Agency (ESFA).

The ESFA guidelines state: ‘Institutions must ensure they have a clear and accessible policy or statement describing how they will use their bursary fund, the eligibility criteria they use and any terms and conditions they set.’

This policy is designed to meet that requirement.

Information in this policy applies to the academic year 2024-25 only.

The Policy is based on the prevailing national guidelines at the time of writing this policy; the College reserves the right to amend the policy should the national guidelines change.

This policy aims to:

• Ensure that the limited funds available to the College are distributed effectively and efficiently to those students with the greatest financial need.
• Make it clear that the support available to students is from the 16 to 19 Bursary Fund.
• Clarify the different eligibility criteria for students studying a further education course at East Durham College.
• Outline the range of support available to eligible students.

Summary

East Durham College recognises that the Student Bursary has an important role to play in removing barriers for some students accessing and completing further education courses. The College aims to use funds to make the maximum impact on recruitment, attendance, retention, and achievement.

The fund will be distributed consistently and transparently and following the guidance issued by the Education, Skills Funding Agency (ESFA) and Durham County Council’s Post-16 transport policy.

The Bursary is intended to help with the financial hardship needs of individual young people studying a programme at college. Awards from the Bursary will be used towards essential course-related costs such as travel, meals at college if eligible, equipment, trips and other costs associated with learning (see Types of Support).

Discretionary and Hardship awards will be subject to sufficient funds being available.

Statement of Principles

• The bursary payment is subject to attendance, punctuality and behaviour. Attendance should normally be at a minimum of 90%. Extenuating circumstances that are affecting attendance will, however, be considered.
• The bursary should be applied fairly and consistently.
• The process must be easily understood and accessible to young people. The Student Bursary and Hardship Fund will be publicised via Student Services information leaflets and the college website.
• The process should identify eligible students in a timely fashion.
• There is a commitment to ensuring bursary funds allocated to the College are fully distributed to support as many students as possible, however, budgets are provided by the ESFA and the GLA, and therefore, the college can only make payment if there are sufficient funds.

To be eligible to apply for the Student Bursary and Hardship Fund students must be:

• Enrolled on a course at East Durham College.
• Their place on the course must be funded by either the Education and Skills Funding Agency (ESFA) or the Local Authority.
• Higher Education (Level 4+) and Full Cost courses are NOT eligible to apply.
• Students undertaking an Apprenticeship, or any waged training, are NOT eligible to apply.
• Students must be aged 16 years or over on 31st August 2024.
• They must be a “home” student, i.e. having been ‘ordinarily resident’ in the British Isles.
• Accompanied asylum-seeking children (under 18 with an adult relative or partner) provided they have not had their application for asylum refused, institutions can provide in-kind student support such as books, equipment or travel.
• Unaccompanied asylum-seeking children do not receive cash support from the Home Office and are the responsibility of the local authority. They are treated as ‘looked-after’ children and are eligible for a bursary for vulnerable groups (‘in care’ group), where they have a financial need.
• Live in a household where the income is below £50,001 per annum or is in one of the categories listed in the Vulnerable Bursary section.
• Maintaining satisfactory attendance and progress in the professional judgement of the teacher.
• See Appendix 1 for more details and useful links.

Vulnerable Bursaries are available for up to £1,200 a year for students aged 16 to 18 (at the start of the academic year) who are either:

• In care.
• A care leaver.
• Receiving Income Support, or Universal Credit because they are financially supporting themselves or financially supporting themselves and someone who is dependent on them and living with them such as a child or partner.
• Receiving Disability Living Allowance or Personal Independence Payments in their own right as well as Employment and Support Allowance or Universal Credit in their own right.
• Those studying Higher Education, Full Cost courses or Apprenticeships are not eligible.

Vulnerable Bursaries are available for up to £1,200 and are designed to help students overcome the individual financial barriers to course participation that they face and institutions must ensure the funds go to those who genuinely need them. No student will automatically be awarded a set amount of funding without an assessment of the level of need they have and therefore applicants will need to provide evidence to support their claim for transport, meals and/or equipment up to the value of £1,200.

Vulnerable bursaries will not pay the costs of purchasing electronic devices such as laptops or tablets, where applicable students should contact their social worker as there is a national scheme to provide this equipment for vulnerable young people supported by social workers. If not supported by their social worker, students should speak to the Learning Resource Centre to enquire about borrowing a college laptop.

16 -18 Discretionary Bursaries (Awarded to students with a household income of £50,001 or less).

This can be awarded to any student aged 16 to 18 (at the start of the academic year) who faces genuine financial barriers to staying on in education and training to help with costs such as transport, meals at college and other course-related costs they would otherwise be expected to pay for.

16-18 Discretionary Bursary awards will only be made subject to a fully completed application with supporting evidence and will only be made to support genuine financial barriers to continuing studies and will be subject to financial limits. Those studying Higher Education, Full Cost courses or Apprenticeships are not eligible.

Students whose household income is in excess of £50,000 can still apply for hardship support, however, will need to demonstrate that they require financial support due to exceptional circumstances.

19+ Discretionary Bursaries (Awarded to students with a household income of £50,000 or less).

This provides support for students aged 19 and over at the start of the academic year where the student is funded through the ESFA/Local Authority Adult Education Budget (Higher Education, Full Cost and Apprenticeships are not eligible).

Awards will be made subject to a successful application and only to students who face genuine financial barriers to completing their course, and priority will be given to co-funded students who are unable to afford their tuition fees or examination fees.

Students whose household income is in excess of £50,000 can still apply for hardship support, however, will need to demonstrate that they require financial support due to exceptional circumstances.

This fund can also be used to support childcare costs if an Ofsted registered provider is used.

Advanced Learner Loan Bursary Funds (Awarded to students with a household income of £50,000 or less who have successfully funded their course through an Advanced Learner Loan).

The Advanced Learner Loans Bursary is only available to students whose course fees are funded by an Advanced Learning Loan and the approval letter from the Student Loan Company must be attached to the application.

Applications can also be made by students who face genuine financial barriers to completing their Advanced Loan-funded course to assist with paying their examination fees or other course-related costs but as funds are limited all awards will be made subject to financial limits.

Students whose household income is in excess of £50,000 can still apply for hardship support, however, will need to demonstrate that they require financial support due to exceptional circumstances.

This fund can also be used to support childcare costs if an Ofsted registered provider is used.

Childcare support

Care to Learn – u20s

Young parents aged under 20 at the start of their course may be entitled to help with childcare costs of up to £175 per week whilst studying. The childcare provider must be registered with Ofsted.

You can find out more about Care to Learn, including eligibility and how to apply, at https://www.gov.uk/care-to-learn

This is a separate scheme and not funded by the Bursary fund.

Over 20s

Available only to students with a household income of £50,000 or less, who are aged 20+ and funded from the Adult Education Budget from the ESFA/Local Authority or the Advanced Learner Loan.

The funds will only reimburse the daily childcare fee (agreed with the bursary team in advance) for attendance to an Ofsted Approved childcare provider on the days the student attends the timetabled course. If entitled to use the Free Early Education & Childcare funding this must be used to fund the days students are required to attend college and therefore students must only claim for childcare fees in addition to the free placement. Please see details about free childcare at https://www.gov.uk/find-free-early-education

Applications must have confirmation from the Ofsted Approved provider of the daily rate to be charged. The learner support funds will only reimburse the agreed daily childcare rate – any other fees or charges made by the Ofsted Approved childcare provider will not be covered by this fund.

If funding for the course is provided through an Advanced Learner Loan, the college will not be able to consider your claim until your loan application has been approved – evidence must be uploaded with the application.

If your application is successful, students must then submit receipted invoices from the Ofsted Approved childcare provider confirming the days the child attended (this must match the attendance of the student’s course) and the daily fee invoiced. We will not consider payments for childcare where the student fails to attend their course.

The responsibility will be for the student to pay their childcare fees with the chosen provider upfront – once the childcare bursary application has been approved receipted invoices will then need to be submitted via PayMyStudent to the Bursary team and these will be reconciled with your attendance and payment made via BACS to the student.

Meals

All 16-18-year-olds and those aged 19-24 with an EHCP (Education, Health and Care Plan) who have an approved bursary application will be able to access a free meal to the value of £6 per day when in college. Free meals are available at the Rachel’s Bistro (Peterlee Campus), The Hatch (Technical Academy) and The Mix in the main canteen (Houghall Campus). Students on work placement will be paid via their bank accounts and can claim back up to the value of £6 per day.

Uniform, Kit, Equipment and Books

If students are required to purchase uniform, kit, equipment or books as part of their course then they will be able to submit a receipt for reimbursement and/or purchase kit via the College’s e-store which will automatically apply their discount at checkout. Depending on funds available we may not be able to reimburse 100% of the costs.

For eligible floristry students, the cost of flowers and related resources can be claimed back capped at £50 per week to enable them to participate in the course.

Travel to College or Work Placements

In addition to accessing the Arriva Network and ED bus services, bursary students can claim back the cost of travel with other public transport providers such as Go North East.

For a student using their car, the mileage claim rate is 45p per mile. Students must plan their travel to work experience/industrial placements in advance of the placement commencing and submit cost claims to the Bursary team via PayMyStudent. The cheapest travel option must be used.

Educational Visits and Trips

If students are required to attend an educational visit or trip, they will be able to submit a receipt for any additional costs. In some cases, teaching staff will advise the Bursary Team of the cost and the department will be reimbursed if they are purchasing the tickets on the student’s behalf.

Course Fees and Exam costs

For students aged 19 or older who are on an ESFA or Local Authority-funded programme, in exceptional circumstances, we may be able to help with the cost of course fees or exam fees.

Hardship

If there are exceptional circumstances for additional hardship support, then an application can be made via PayMyStudent. Any hardship payments must be related to expenses associated with coming to college.

Students should complete the relevant application form via PayMyStudent. Students must first register an account on PayMyStudent using their learner number which they are issued with on completion of their enrolment. To then login to apply they should use their Date of Birth, Email and Password.

The application form must be completed in full, signed and dated and submitted via PayMyStudent with all the required evidence. Bank details must be provided with the application as all awards made will be paid by BACS. Bank details must be for the student’s own personal bank account.

We cannot accept any responsibility for any incorrectly entered bank account information – where payments are made to incorrect accounts there will be no further payments made as we are unable to recover these funds.

Applications submitted without the required evidence will not be processed and will therefore cause delays in approving any support funds. The Bursary team will email the student (using the email address provided to the college in PayMyStudent) confirming the evidence that is missing.

Once an application has been submitted, it will be assessed by the Bursary team and a decision made on whether an award can be made. Applications can take up to 28 working days to process due to the high volume of applications at main enrolment. We will communicate the reason for unsuccessful applications.

An appeals process is available which is detailed below.

Appeals Procedure

Appealing a decision when the application for support was declined.

Students can submit an appeal if their application via PayMyStudent was declined.

The applicant will be asked to state the reasons for disagreeing with the decision and why it is unfair, and evidence must be submitted to support the claim and confirm that the bursary claim is for educational costs.

A panel will be convened within 20 working days. The panel will consist of the Head of Student Services and Vice Principal for Finance. The panel will review the decision and the applicant will be notified of the panel’s decision in writing within 5 working days.

The decision of the panel will be final.

Appealing for additional funds following a successful application and bursary payment.

Due to limited funds and high volumes of applications for Bursary support that are received by the college each year we have imposed strict limits for each of the Bursary elements listed in the policy above.

It will therefore not be possible to submit an appeal for additional funds from the bursary until after 31st January 2025.

Any student wishing to appeal for additional support must complete an appeal form via PayMyStudent and must specify how much support they require and what the additional support is required for. Additional payments will only be made where the requested support is for educational purposes only and only where evidence is provided and will be limited depending on the Bursary funds available.

Appendix 1 – Eligibility criteria: all bursaries

Students must meet the age and residency criteria which follow to be eligible for help from the bursary fund.

Age

A student must be aged 16 or over but under 19 on 31 August 2024 to be eligible for help from the bursary fund in the 2024 to 2025 academic year, except for the following exceptions:

• students aged 19 or over are eligible to receive a discretionary bursary if they are continuing on a study programme they began aged 16 to 18 (19+ continuers) or
• have an education, health, and care (EHC) plan

These 2 groups of aged 19+ students can receive a discretionary bursary while they continue to attend education (in the case of a 19+ continuer, this must be the same programme they started before they turned 19), as long as their eligibility continues, and you consider they need the support to continue their participation. Students aged 19 or over are not eligible for bursaries for vulnerable groups.

You should generally only pay bursaries to students aged 16 or over. However, in exceptional circumstances where under 16 students are on funded 16 to 19 study programmes at the institution, you may use your discretion to pay bursaries to younger students. For example, where a student is following an accelerated study programme.

Bursary funds should not be awarded to students enrolled at another institution, where that institution also receives public funding for the student, for example, students aged 14 to 16 who are attending college as part of their key stage 4 programme at a local school/ academy. The ESFA funding regulations for post-16 provision provide more detail about funded 14 to 16 year olds.

Students aged under 19 enrolled on higher education qualifications are not eligible for support from the 16 to 19 Bursary Fund.

Residency

Students must meet the residency criteria in ESFA funding regulations for post-16 provision. This document also specifies the evidence institutions must see and retain for audit to confirm eligibility for post-16 funding (and therefore meet the residency criteria for bursary fund eligibility).

Accompanied asylum seeking children (under 18 with an adult relative or partner)

Generally, asylum seekers are not entitled to public funds. Accompanied asylum seeking children (those under 18 with an adult relative or partner) and those aged 18 and above are entitled to education, but not to public funds. If they are destitute, they can apply to the Home Office (HO) for suitable housing and cash for essentials, but they are not eligible for other income.

As long as an asylum seeker has not had their application for asylum refused, you can provide in-kind student support such as books, equipment, or a travel pass. Under no circumstances should you give cash to any asylum seeker unless they are an unaccompanied asylum-seeking child (UASC).

Unaccompanied asylum-seeking children

Unaccompanied asylum-seeking children do not receive cash support from the HO and are the responsibility of the local authority. They are treated as looked after children and are eligible for a bursary for vulnerable groups (‘in care’ group) if they have a financial need.

When these young people reach legal adulthood at age 18, you must consider their immigration status. If the asylum claim is decided in their favour, the local authority must provide them with the same support and services as they do care leavers. As such, they continue to be eligible for a bursary as a student from a vulnerable group until they reach the upper age limit.

Where an asylum claim is not supported, the individual may not be able to stay legally in the UK. When asylum claims have been fully heard/the appeals process exhausted, an individual has no entitlement to public funds (with a few exceptions where the withdrawal of support would be seen as a breach of human rights).

Useful Links

Full details on the guidance provided by the Department for Education/ESFA:

Bursary Support

https://www.gov.uk/government/publications/16-to-19-bursary-fund-guide-2024-to-2025-academic-year/16-to-19-bursary-fund-guide-2024-to-2025-academic-year

https://www.gov.uk/government/publications/adult-education-budget-aeb-funding-rules-2023-to-2024

https://www.gov.uk/advanced-learner-loan/bursary-fund

Free Meals

gov.uk/government/publications/free-meals-in-further-education-funded-institutions-guide-2024-to-2025-academic-year

Childcare Support

https://www.gov.uk/care-to-learn

https://www.gov.uk/find-free-early-education