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Regulations on Financial Matters: Part 3 Arrangements relating to the payment of fees

  • 1.

    • (a) Not later than the fourteenth day after the last day of every Full Term, the Head or Bursar of every society, or the Head of the student's department for programmes where fees are usually paid directly to the department, shall send to the Chief Financial Officer a schedule signed by the relevant officer containing the names of all members of the society who were liable to pay the fees referred to in Part 1 and Part 2 above, in respect of that term.

    • (b) The Head or Bursar of every society shall pay to the Chief Financial Officer such fees as were due for that term in accordance with the mechanisms agreed between the colleges and the University from time to time. Where fees are collected by a department these shall be paid to the Chief Financial Officer in accordance with the mechanisms that are agreed from time to time.

  • 2. Annual fees shall be paid on or before the seventh day of Michaelmas Full Term (or of the term in which the student commences their course, as the case may be) unless the Bursar of the student's college or the Head of the student's department for programmes where fees are usually paid directly to the department, certifies in writing that:

    • (a) The college has approved the student's application to pay by instalments, the first such instalment having been paid; and/or

    • (b) The student has applied for, and is prima facie eligible for, a contribution to their fees from their local authority (or other fee-paying body), and the college is of the opinion that no contribution will be required from the student;

    • (c) The student's programme did not commence on the first day of the relevant term, and payment is due on the seventh day after the actual commencement of the student's programme.

  • 3.

    • (a) In the event that any fees or continuation charge payable by the student, or the relevant instalment towards such fees, remains unpaid after the due date of payment it shall be the duty of the Bursar of the student's college, or the Registrar for programmes where fees or charges are usually paid directly to the University, or the Head of the student's department for programmes where fees or charges are usually paid directly to the department, to notify the student concerned that, in the event that the fees or charges due have not been paid in full within four weeks from the date of such notification, the student shall ordinarily be liable for suspension from access to the premises and facilities of the University (including the Examination Schools and other places of examination). The student shall be informed that, apart from in exceptional circumstances, they will be suspended from the end of such four-week period until such time as outstanding fees or charges have been paid, at which point they may apply for reinstatement, or until two terms have elapsed, at which point they will be removed from the Register of Students. The Bursar or Head shall also inform the Registrar that they have so notified the student concerned; and if the fees or charges due have not been paid in full within the specified four-week period, the Bursar or Head shall inform the Registrar of the position, whereupon, subject to the other provisions of this clause, the University shall have the right, having considered the circumstances of the case, to suspend the student concerned from access to the premises and facilities of the University. If the fees or charges due have not been paid in full within two terms of the date of any suspension imposed under this clause, the University shall have the right, having first considered the circumstances of the case, to remove the student from the Register of Students. A student may apply to Education Committee for reinstatement to the Register of Students. Any such reinstatement, which is not automatic, will be conditional upon payment of all outstanding fees.

    • (b) On application by their society, or by the Head of the student's department for programmes where fees are usually paid directly to the department, some part of the fees for an academic year may subsequently be returned to those who cease working towards their award as a result of expulsion.  Unless otherwise provided in respect of an individual programme of study, the general rule is that, for each complete term not spent working towards an award, one third of the annual fees shall be returned.

    • (c) On application by their society, or by the Head of the student's department for programmes where fees are usually paid directly to the department, some part of the fees for an academic year may subsequently be returned to those who are not working towards their award as a result of suspension or withdrawal. Unless otherwise provided in respect of an individual programme of study, the general rule agreed by Council is that, for each complete term not spent working towards an award, one third of the annual fee shall be returned, and that in addition, if a student withdraws or suspends their status on or before Monday of Week 4 of any term the fees payable in respect of that term will generally be reimbursed to the student.

    • (d) Certain programmes, including programmes which have been granted permission to charge non-refundable deposits and programmes within the Department for Continuing Education, the Faculty of Law, the Mathematical Institute, and the Saïd Business School, may operate different refund policies in relation to cases under (b) and (c) above: where this is the case, the departmental policy for the programme of study concerned takes precedence over the general rule.

    • (e) Applications for the remission of fees, for the resolution of issues relating to the non-payment of fees, and for all other questions of doubt or difficulty relating to the liability of individual students for fees, including those covered under cll. 2 and 3 (a) and (b) above, and for questions of doubt or difficulty relating to the charging of deposits for course fees, or for fee reductions or bursaries as covered in Part 6, or for liability for the continuation charge as covered in Part 4 shall be determined by the Joint Panel on Remission of Fees.

    • (f) A candidate who is dissatisfied with a decision made by the Joint Panel on Remission of Fees may, or their college may, appeal against it. An appeal must be made within fourteen days of the date of the Joint Panel on Remission of Fees' decision. Any such appeals must be made in writing and sent to the Chair of Education Committee. The appeal will be heard by the Chair of Education Committee or their nominee.