Tuition Fees Policy

Policy Owner Director of Finance Policy Author Student Finance Manager

Approved By The Executive Date Approved August 2024

Status Approved Impact Assessment Yes

Version 1.2 Date of Next Review August 2027

Endorsed By N/A

Version Number Purpose/Change Date

1 Creation of Policy July 2023

1.2 In line with the University's restructuring, the policy owner August 2024

and author have been updated. Recommendations from

External Auditors and complaint outcome recommendations

were taken into consideration to address any identified gaps

and improve the effectiveness of the policy. The policy has

been updated to incorporate recommendations – specifically,

Clause 4.2, 5.7 and 6.

TUITION FEES
1. Policy Statement

1.1 All students on a course at Robert Gordon University will be charged tuition fees annually,

and fees will be payable each year for the duration of the course.

1.2 Fees are due at the start of each academic year. It is the responsibility of the student to

ensure that the necessary funds are in place. This policy should be read in conjunction with

the student Terms and Conditions of Admission and Enrolment.

1.3 Attending University is a significant financial commitment. To assist students in handling the

financial responsibility they have assumed with the University, various payment methods and

options are available. This policy outlines the obligations students have regarding tuition fee

payment and the University's requirements.

2. Tuition Fees

2.1 The University charges tuition fees annually, and fees will be payable in full before the start of

the course each year. Students will be required to pay the fees applicable to their course of

study. Fees are determined based on fee status and mode of attendance.

2.1.1 Fees are available on the University webpage on each course page. Tuition fees are

reviewed annually and are subject to change.

2.2 Continuing students

2.2.1 Continuing students will remain on the same fee structure for the duration of their

course, providing there are no course transfers or changes to the original study

mode, and students’ progress through the course in the normal timeframe.
2.3 Tuition fee changes

2.3.1 Tuition fees will be displayed during online enrolment. If additional course elements

are undertaken, such as extra modules, further fees will be incurred.

2.3.2 For students returning from an agreed period of an approved suspension the fee

displayed during online enrolment will have been calculated based on the

assumption that students will be returning to the same course and at the same point

that study was originally suspended. If studies are recommenced at an earlier point

or the student starts a different course, further fees will apply.

2.3.3 The University makes every effort to ensure fee information provided is accurate. In

the unlikely event that an error has been made, any changes have been approved, or

any fee adjustments are required, the University will promptly contact all affected

students via email.

2.4 Recognition of Prior Learning (RPL)

2.4.1 Recognition of Prior Learning (RPL) claims are subject to a reduced tuition fee based

on the number of credits claimed. The RPL fee is reviewed annually and published

prior to the commencement of each academic year. All RPL fees are non-refundable

and are not reduced if a student withdraws or suspends.

2.4.2 RPL Fees are listed here.

3. Paying Tuition Fees

3.1 Scottish and RUK Students

3.1.1 All full time undergraduate and postgraduate students domiciled in the UK will fall

into the following categories:

3.1.1.1 SAAS funded Scottish and EU students (with settled status)

 3.1.1.2 SLC funded Rest UK (RUK) students (English, Welsh and Northern Ireland)

3.1.1.3 Sponsored students (e.g., employer)

3.1.1.4 Self-funded students

3.1.1.5 International and EU Students

3.2 All full time undergraduate and postgraduate International and EU students will fall into the

following categories:

3.2.1 Sponsored students (e.g., employer)

3.2.2 Self-funded students

3.2.3 Part Time Students

3.3 All part time students will fall into the following categories:

3.3.1 SAAS funded Scottish and EU students (with settled status)

3.3.2 Sponsored students (e.g., employer)

3.3.3 Self-funded students

3.4 SAAS funded Scottish students and EU students (with settled status)

3.4.1 Full Time

3.4.1.1 Eligible Full Time Scottish domiciled and EU (settled status) students can

apply to SAAS for funding. Where eligible, tuition fees will be paid direct to

the University by SAAS on the student’s behalf.

3.4.1.2 It is the responsibility of the student to apply for funding for each academic

year of their study. If an application is not made the student will be

personally liable for their tuition fees. We recommend that students

intending to apply to SAAS do so prior to enrolment each academic year.

 Students will be issued with an award letter from SAAS confirming their

funding and this letter should be retained.

3.4.1.3 Information about applying to SAAS is available at Student Awards Agency

for Scotland

3.4.1 Part Time

3.4.1.1 Eligible Part Time students domiciled in Scotland can apply to SAAS for part-

time funding subject to criteria being met. Information about applying to

SAAS is available at Student Awards Agency for Scotland.

3.4.2 SLC funded Rest of UK (RUK) students (English, Welsh and Northern Ireland)

3.4.2.1 Students domiciled in England, Wales and Northern Ireland (RUK) may be

liable to pay their tuition fees. RUK students can apply to the Student Loan

Company (SLC) for a tuition fee loan. The tuition fee loan will be assessed

together with the student’s eligibility for a student grant. Where eligible, the

tuition fee loan will be paid directly to the University by SLC on the student’s

behalf. Postgraduate fee loans are paid directly to students for the majority

of RUK students.

3.4.2.2 Students intending to apply for a loan must do so prior to enrolment each

academic year. Students will be issued with an award letter from SLC

confirming their financial assistance and this letter should be retained.

3.4.2.3 Information about applying for a tuition fee loan/grant is available at the

following links:

3.4.2.3.1. Student Finance England

3.4.2.3.2. Student Finance Wales

 3.4.2.3.3. Student Finance Northern Ireland

3.4.3 Sponsored students (e.g., employer)

3.4.3.1 Students that are sponsored by their employer or another funding body

other than SAAS or SLC, must provide Student Finance with proof of

sponsorship at the start of each academic year. It is the student’s

responsibility to provide full financial sponsor information each year and

failure to do so will result in the student being personally liable for the

tuition fees. Sponsor information must be uploaded within online

enrolment.

3.4.3.2 Although the University reserves the right to reject any sponsor or

documentation that is deemed unsatisfactory the University endeavours to

act reasonably in determining whether evidence submitted is satisfactory.

Approved sponsors will receive a course fee invoice directly, which should

be paid within 30 days of the invoice date.

3.4.3.3 The University will make every effort to collect fee payment from a sponsor.

However, the student remains liable for payment of tuition fees even if a

Sponsor has agreed to pay on their behalf. If the Sponsor does not pay

within 30 days, the student will become liable, and the University will raise

an invoice to the student for immediate payment.

3.4.3.4 Family members, friends, or other individuals cannot be classed as a

sponsor.

3.4.3.5 Confirmation of sponsorship for students will not be accepted if a sponsor

has an outstanding debt to the University.

 3.4.4 Self-funded students

3.4.4.1 If a student is responsible for paying their own tuition fees, we recommend

that careful consideration is made at an early stage as to how the payments

will be made to the University. See section 4 for instalment plan options.

3.4.5 Members of RGU Staff

3.4.5.1 Staff members who have had confirmation of funding from RGU must

provide Student Finance with the budget code to be charged prior to

completing online enrolment.

3.4.6 Tuition Fee Scholarships

3.4.6.1 A list of all scholarships and funding is available at the following link:

Scholarships and Funding

4. Instalment Plans

4.1 An instalment plan is an agreement between the student and Robert Gordon University in

which the student agrees to pay set amounts on specific dates. If the University receives all

instalments as agreed, when the plan is complete the student will have paid the full amount

of tuition fees due at no extra cost. Failure to make a payment, or late payments may result in

the cancellation of the instalment plan and the full balance will be due immediately.

4.1.1 Self-funded students where the tuition fee due is £600 or more have the option of

paying by instalments. Instalment plans are not available to sponsors.

4.1.2 During Online Enrolment students will be given the option to pay tuition fees in full or

select an instalment plan.

4.1.3 All instalments are due on the 1st of each month.

4.2 The tuition fee instalment options are:

4.3 Full Time Students

4.3.1 September start students can select the following instalment plan:

4.3.1.1 34% on or before enrolment then the balance is split equally January and

March.

4.3.2 January start students can select the following instalment plan:

4.3.2.1 34% on or before enrolment then the balance is split equally June and

November.

4.4 Part Time Students

4.4.1 For part-time courses and online learning courses 22% to be paid on or before

enrolment then the balance is split equally over 6 months commencing in November

to April for students starting in September or from March to August for students

starting in January.

4.5 BA Hons Social Work Distance Learning

4.5.1 20% on or before enrolment then the balance is split equally over the next 10

months.

4.6 Modular

4.6.1 50% on or before enrolment then 50% on or before week 7 of the module.

5. Payment Methods

5.1 Payment via Flywire

5.1.1 RGU has partnered with Flywire to accept payments from students based in the UK

and Internationally. The following payment methods are available:

 5.1.2 Credit/Debit Card Online Payment

5.1.2.1 Most major credit/debit cards are accepted. If your card type is not listed,

please choose an alternative way to pay with your chosen local currency.

You can make payment via Flywire.

5.1.3 Bank Transfer

5.1.3.1 RGU no longer supports direct bank transfers from students into the

University’s bank account, as the arrangements with Flywire offer greater

student flexibility and security. For any bank transfer payment, students

must use Flywire.

5.1.4 RGU does not accept payment by cash.

5.2 Payment Allocation

5.2.1 Payments received will be allocated to the oldest outstanding invoices, with priority

given to any outstanding accommodation debt.

5.3 Fraudulent Payments Made by Card

5.3.1 Any payment for tuition fees should be made directly by the student to Robert

Gordon University (RGU).

5.3.2 Where payments are made to a student's University account using stolen or cloned

cards. Initially, the scammer may make the payment towards the student's fees as

agreed, creating an appearance of legitimacy. However, the payment will either be

declined or rendered invalid, often days or weeks later when it is discovered that the

payment card was stolen or cloned. As a result, the student will have lost their money

and unknowingly become involved in illegal activity. It is important to note that the

tuition fees are still owing to RGU.

 5.3.3 To safeguard against such fraud, it is crucial for the student to only pay their fees

directly to Robert Gordon University or through Flywire, as they are an approved

payment provider of the University. RGU has partnered with Flywire to ensure secure

and reliable payment transactions. The student can find more information about

payment methods and procedures on the University’s website at How to Pay.

5.3.4 Robert Gordon University is committed to protecting its students from fraudulent

activities and ensuring the security of their financial transactions. The University

continuously reviews and enhances payment processes to mitigate the risk of fraud.

However, it is crucial for the student to remain vigilant and exercise caution when

making tuition fee payments.

5.4 Resit Fees

5.4.1 A resit fee will be charged to students who are required to repeat a module in the

next academic year with attendance.

5.4.2 The resit fee will be clearly communicated to students during the online enrolment

process.

5.4.3 The resit fee is non-refundable, even if the student decides to withdraw from the

repeated module after the payment has been made.

5.4.4 Resit Fees are listed here

5.4.5 Note: The resit fee is specific to students who need to repeat a module in the next

academic year with attendance. It does not apply to students retaking a module

within the same academic year without attendance.

5.5 Recalculating Tuition Fees

5.5.1 The University may recalculate fees charged (except for RPL fees) in the case of

withdrawal, suspension, course transfer, change in study mode or exit awards.

5.5.2 In general, recalculations will be based on the course start and end date and the date

of last engagement.

5.5.3 For the purpose of these regulations, the following definitions apply:

5.5.3.1 Commencement of study is defined as the start date of the course but in

certain circumstances (at the University’s discretion) may be when a student

engages with their course of study e.g., students returning from

suspension.

5.5.4 Engagement with the course includes (but is not limited to) activities such as:

5.5.4.1 Attending timetabled teaching sessions, which include lectures, seminars,

academic and personal tutorials, and other forms of contact with academic

and professional services staff that relate to academic study.

5.5.4.2 Attending examinations, tests, and other assessment activities.

5.5.4.3 Submitting work for assessment.

5.5.4.4 Accessing University facilities, including the Virtual Learning Environment

(Moodle), the University Library, and course materials.

5.5.4.5 Participating in field trips and other compulsory activities.

5.5.5 Withdrawal is defined as exiting the course before the end of the academic year, with

no intention to return to the course at a later date.

5.5.6 Suspension is defined as taking an approved break in study with the intention to

return to the same course.

5.5.7 A course transfer is a change from one course of study to another.

5.5.8 A change in mode of study is defined as a transfer from full-time attendance to part

time attendance (or vice versa).

5.6 Withdrawal and Suspension

5.6.1 Students should make sure they have fully discussed the financial implications of

withdrawing or suspending before they leave the programme.

5.6.2 No fee recalculation (if applicable) will be undertaken until a student has completed

the formal withdrawal or suspension process, and the student records system has

been updated with the approved last date of engagement.

5.6.3 Students who suspend their studies/or are suspended by the University remain liable

to pay any fees which may be due at the point of suspension.

5.7 Undergraduate

5.7.1 In the event of withdrawal or suspension, fees for all courses classed as

Undergraduate will be recalculated based on the last date of engagement, and in line

with the following fee liability dates (with exceptions detailed below):

5.7.1.1 Within 4 weeks of programme start date: No tuition fees due

5.7.1.2 Within 17 weeks : 50% of full tuition fees

5.7.1.3 Over 17 weeks: 100% of full tuition fees

5.8 Postgraduate Full Time

5.8.1 In the event of withdrawal or suspension, fees for all courses classed as Full Time

Postgraduate will be recalculated based on the last date of engagement, and in line

with the following fee liability dates (with exceptions detailed below):

5.8.1.1 Within 4 weeks of programme start date: No tuition fees due

5.8.1.2 During First Semester: 37.5% of full tuition fees

5.8.1.3 During Second Semester: 75% of full tuition fees

 5.8.1.4 During Third Semester: 100% of full tuition fees

5.8.1.5 During MSC/Dissertation: 100% of full tuition fees

5.9 Postgraduate Part Time

5.9.1 In the event of withdrawal or suspension, fees for all courses classed as Part Time

Postgraduate will be recalculated based on the last date of engagement, and in line

with the following fee liability dates (with exceptions detailed below):

5.9.1.1 Within 4 weeks of programme start date: No tuition fees due

5.9.1.2 During First Semester: 50% of full tuition fees

5.9.1.3 During Second Semester: 100% of full tuition fees

5.9.1.4 During MSC/Dissertation: 100% of full tuition fees

5.10 Exceptions

5.10.1 Students on short courses and modular courses will be charged 100% of full tuition

fees if they withdraw or suspend after the course start date or for which they have

received learning materials.

5.11 Postgraduate Research Students

5.11.1 In the event of withdrawal or suspension, fees for all courses classed as Postgraduate

Research will be recalculated on a pro-rata basis, based on months of study rounded

up to the nearest full month.

5.12 SAAS and SLC Funded

5.12.1 Where tuition fees are wholly or partially paid by a third party, the fee calculations

will be superseded by any relevant arrangement agreed by the University and the
 third party. This includes SAAS and SLC undergraduate students. In the event of

withdrawal or suspension the total fees due will be charged as follows:

5.13 Students Awards Agency for Scotland (SAAS)

5.13.1 In the event of withdrawal or suspension, fees for SAAS funded Undergraduate

students will be recalculated based on the last date of engagement, and in line with

the following SAAS fee liability dates (with exceptions detailed below):

5.13.1.1 Before 1st December no fees due

5.13.1.2 After 1st December 100% of full tuition fees

5.14 Student Loans Company (SLC)

5.14.1 In the event of withdrawal or suspension, fees for SLC funded Undergraduate

students will be recalculated based on the last date of engagement, and in line with

the following SLC fee liability dates (with exceptions detailed below):

5.14.1.1 25% if in attendance on the 3rd Wednesday in October

5.14.1.2 50% if in attendance on the 1st Wednesday in February

5.14.1.3 100% if in attendance on the 1st Wednesday in May

5.15 Exceptional Circumstances

5.15.1 To recalculate tuition fees under exceptional circumstances, the student must

provide supporting documentation to verify their situation. This may include certified

documents, such as a medical certificate, along with a statement from the student

detailing their circumstances. Examples of exceptional circumstances that may

warrant a recalculation of tuition fees include serious illness or the bereavement of

an immediate family member.

 5.15.2 It is important to note that decisions regarding recalculation of tuition fees under

exceptional circumstances are at the discretion of the University and will be made

based on the individual circumstances presented.

6. Refunds

6.1 Should a student have overpaid any fees due to withdrawal or suspension from a course,

refunds will be processed in line with the dates outlined in section 8 – Recalculating Tuition

Fees. In these cases, refunds will only be made when the student has completed the formal

withdrawal or suspension process, and the student records system has been updated with

the approved last date of engagement.

6.1.1 In all cases, any other debt owing to the University will be subtracted from any refund

of fees.

6.1.2 No fee refund will be provided where the student is in breach of the University’s

policies and procedures and is disciplined by the University.

6.1.3 We aim to process all refunds within six weeks.

6.1.4 Any payment made in cash is non-refundable.

6.1.5 Refunds must be claimed within four years of the original payment date; after this

time, we cannot process a refund.

6.2 How to Request a Refund

6.2.1 To request a refund, please click Request a Refund.

6.3 Payment of Refunds

6.3.1 All refunds will be returned to the original payment source. Payments received by

debit/credit card will be refunded to the original debit/credit card. Payments received
 by Bank transfer via Flywire will be refunded to the original bank account the transfer

came from.

6.3.2 Bank charges incurred by the University in processing any refund will be deducted

from the value of the refund.

6.3.3 In cases where a bank account has been closed, we can make direct payment to an

alternative UK bank account in the student’s name, provided the original fee payment

came from a UK bank account and was also in the student's name.

6.3.4 Refunds will not be made in cash.

6.4 Refund Conditions

6.4.1 It is important to note that there are certain conditions that must be met to receive a

refund. These conditions include:

6.4.2 The University cannot act as a clearing account, and fees and related charges must

not be intentionally overpaid to obtain living costs or circumvent any government

regulation or restriction.

6.4.3 If payment of tuition fees or any other charges has been split between more than one

payee, any refund due will be made in proportion to the original split.

6.4.4 Documentary evidence of sponsorship conditions is required before any refund of

personal contributions towards fees can be considered. This may include copies of

award notices from funding bodies or letters from sponsors confirming details of the

tuition support being provided.

6.4.5 Please note that the University will not refund any shortfalls due to exchange rate

fluctuations or pay any bank or other charges incurred.

 6.4.6 Whilst the University will process refunds in a timely manner, there may be delays as

we need to check and verify the originating account and any evidence supplied.

6.5 Non-payment of Tuition Fees

6.5.1 It is the student’s responsibility to ensure fees are paid in full in line with published

terms outlined in these regulations and payment options (whether paying their own

fees, or whether fees are paid via a sponsor/employer or government agency).

6.5.2 Attending University is a significant financial commitment. The University offers a

range of payment methods and options to help students manage the financial

commitment they have entered with the University.

6.5.3 If a student is having difficulty paying their tuition fees, they should contact the

Student Finance department by:

6.5.4 Logging a question in our AskRGU system: - AskRGU

6.5.5 The University reserves the right to withdraw any students who do not pay their fees

or make satisfactory arrangements to pay during their studies.

6.5.6 Students who have outstanding debts will be unable to re-enrol for the subsequent

academic year or graduate until their debts have been fully settled and the funds

have cleared. This policy is consistent with A3 - Section 1 paragraph 4.1(v) of the

Academic Regulations, available at A3 - Section 1 paragraph 4.1

6.6 Payment Extension

6.6.1 We do recognise that there may be changes in student’s personal circumstances or

unforeseen events, which make it difficult for them to pay on time.

6.6.2 If students are unable to meet the payment due dates, we will have to apply

restrictions to the University IT network and Library services and whilst these cannot
 necessarily be prevented students must contact Student Finance to avoid further

action being taken.

6.6.3 Payment extensions can only be considered and granted where a student has paid at

least 67% of the tuition fees due.

6.6.4 Maximum Payment Extension

6.6.4.1 To minimise disruption to student’s academic study, maximum payment

extensions are established based on the commencement of study as

defined in Section 5.6.3:

6.6.4.2 For students commencing their studies in September, the maximum

payment extension granted will be until the 1st of April

6.6.4.3 For students commencing their studies in January, the maximum payment

extension granted will be until the 1st of January.

6.6.5 Once a maximum extension is granted, no further extensions can be approved. If a

student is unable to make the required payment after the maximum extension

period, the only option available would be to temporarily suspend their studies.

6.7 Collection of Outstanding Tuition Fees

6.7.1 Once payments become overdue the University applies the following approach to the

collection of outstanding tuition fees.

6.7.2 The student’s Dean of School and the Student Immigration team are notified of the

outstanding debt.

6.7.3 The University will send reminders to students by email to their RGU (Robert Gordon

University) email address and any preferred email address held on the system.

Failure to receive a reminder does not excuse a student from the responsibility of
 paying tuition fees on time, nor will it prevent the University from taking action to

recover outstanding debt.

6.7.4 Day 1 (1st Reminder)

6.7.4.1 A reminder is sent to the student drawing attention to the outstanding

payment.

6.7.5 Day 7 (2nd Reminder)

6.7.5.1 A second reminder is sent which sets out the timetable of actions that will

be taken if the fees are not paid.

6.7.6 Day 16 (3rd Reminder) Access Removal

6.7.6.1 The student is advised that access to the University IT network and Library

services has been removed. Access is not re-instated unless outstanding

fees are paid in full, or payment is made up to date. Please note that for

access to be reinstated, it is a 24-hour process.

6.7.7 Day 30 (4th Reminder) Warning of Withdrawal

6.7.7.1 The student is advised that in 10 days, the case will be referred to the

Student Finance Manager, recommending the student's withdrawal from

the course for financial reasons, unless the student provides evidence of

exceptional circumstances that the University accepts as a legitimate reason

for the failure to make payment on time.

6.7.8 Day 40+ (5th Reminder) Withdrawal for Financial Reasons

6.7.8.1 The Student Finance Manager will notify students in writing of the

University’s decision to withdraw for financial reasons. Legal action will now

be taken to recover the outstanding debt, and debtors will be liable for any
 costs incurred, including commission and charges. There will be no

automatic right of re-entry to the course if debt is cleared at this point.

Students in the UK who hold student visas will be reported to UKVI, and the

student sponsorship will be cancelled.

7. Sanctions

7.1 The University has a range of measures it may take to enforce the payment of outstanding

tuition fees, including but not limited to:

7.1.1 Removal of access to the University IT network and Library services.

7.1.2 Withdrawal of enrolment.

7.1.3 Referral to a debt collection agency.

7.2 The University’s sanctions also include withholding the conferment of awards to students who

are in debt to the University, although the results themselves will be released in those

circumstances. Lack of access to university facilities due to these sanctions is not a ground for

extenuating circumstances mitigation (Academic Regulation A3 - Section 2 Student Conduct

Procedure - Paragraph 4.1)

7.3 Students who are sponsored on a student visa and are withdrawn from their studies due to

financial reasons will have their student visa sponsorship cancelled. As the students' work

rights are tied to their student permission, they are required to cease working immediately

and make arrangements to leave the UK.

7.4 Reinstatement Post Financial Withdrawal

7.4.1 Upon payment of outstanding debt post financial withdrawal, there is no automatic

right of reinstatement. If a student wishes to be considered for reinstatement, then

an application will have to be made via AskRGU. This will be at the discretion of the

Dean.
 7.4.2 If the student is an overseas student, action is also needed to ensure the student has

valid student permission to continue with their studies.

7.4.3 The student will remain withdrawn for financial reasons until the School and the

Student Immigration team in the case of overseas students agree to the

reinstatement. Once this confirmation is received the student’s status will be

returned to current, the School and Student Immigration team will be notified of the

update.

7.5 Charges for Non-Payment of Tuition Fees

7.5.1 Should the University have to implement Court proceedings to recover unpaid debts,

Court costs, legal fees and statutory interest (currently 8%) will be charged and will

increase the debt payable by the student.

8. Contact Student Finance

8.1 Current students can contact Student finance through ASKRGU

9. Review

9.1 This policy will be reviewed every three years or as required.