International Student Refund and Withdrawal Policy

Purpose of this policy

This page outlines the refund arrangements for international students at Harper Adams University. It details the conditions under which students may be eligible for a refund of tuition fees, accommodation fees, and other charges, including in cases of visa refusal, withdrawal, or course cancellation. The policy is designed to ensure fair and transparent treatment for students while balancing the University’s financial responsibilities.

The purpose of this policy is to provide clear guidance to students and staff on when and how refunds or compensation may be issued, and the steps to follow if a refund is requested. It also sets out the University’s approach to exceptional circumstances and the process for appeals.

Who is this policy for?

This policy applies to all international-fee-paying students registered at Harper Adams University. It also provides guidance for staff involved in admissions, finance, and student support.

What are our principles and our approach?

Harper Adams University is committed to treating all students fairly and transparently.

This policy ensures that students are aware of their rights and responsibilities regarding refunds and compensation. The University will make every effort to process refunds promptly and in accordance with UK regulations and University procedures.

Who is responsible and what are our responsibilities?

The Academic Registrar is responsible for maintaining and updating this policy. The Programme Approvals Committee is responsible for the closure of courses and the withdrawal of modules, with the Chief Financial Officer (or nominee) responsible for ensuring that refunds and compensation payments are made to students. The International Office provides advice and support to international students regarding the application of this policy.

Relationships with other policies

This policy is directly linked to the following Harper Adams Policies:

• Student Fee and Charges 2026/27
• Break in Studies Policy
• Key Information Page

Introduction - Refunds and Withdrawal Policy

This refund policy outlines the conditions under which students may be eligible for a refund of tuition, fees, and other charges upon withdrawal from Harper Adams University. The policy ensures fair treatment for students while balancing the institution’s financial needs.

Tuition Fee Refunds

You can get a refund of your tuition fee deposit or tuition fees if:

• Visa Refusal: If your student visa is refused and you provide the official refusal letter within 30 days. If your visa is refused and you are not applying for another CAS, you will be charged a £200 non-refundable administration fee. The remainder of any fees paid will be refunded.
• No CAS Issued: If you paid a deposit but did not receive a Confirmation of Acceptance for Studies (CAS).
• Course Cancelled: If the university cancels your course or cannot provide the programme.
• Withdrawal Within 14 Days (Cooling-Off Period): If you withdraw within 14 days of accepting your offer and paying your deposit, you can get a full refund. This 14-day period is your legal right under the UK Consumer Contracts Regulations, which allow you to cancel your contract with the university within 14 days without penalty.

Refunds are not given if:

• You travel to the UK after your visa is granted and then decide not to enrol.
• You withdraw after the 14-day cooling-off period, unless covered by exceptional circumstances.
• Your application or visa documents are found to be fraudulent.
• You withdraw after enrolling (see section on withdrawal for details on possible partial refunds).

For Semester 1 (September 2026) Intake:

Note: If you withdraw after enrolling, the amount you are liable to pay depends on your withdrawal date as shown above.

Accommodation Fee Refunds

You may be eligible for a refund of accommodation fees or deposits if:

• Overpayment: You have paid more than required for your accommodation.
• Withdrawal or Suspension: You withdraw from the university or suspend your studies; you may be liable for accommodation fees up to four weeks after your withdrawal date.
• Contract Changes: If you move to a cheaper room, you will get a refund for the difference. If you move to a more expensive room, you will be charged the extra amount.
• End of Contract: Your deposit will be refunded (minus any charges for damages or other costs) within 28 days after your accommodation contract ends.
• No refund is given if you leave accommodation early for personal reasons, unless the university agrees due to special circumstances (such as public health concerns).

Sponsored Students

If your fees are paid by a sponsor (such as a government, company, or other organisation):

• Refunds to Sponsor: Any refund will be paid to the sponsor, not to you, unless you have personally paid part of the fees.
• Overpayment: If your sponsor pays more than required, the extra amount will be refunded to the sponsor.

Exceptional Circumstances

Refunds may be considered in special situations, such as:

• Serious Illness or Injury: If you or a close family member have a serious medical emergency, and you provide a medical certificate.
• Family Bereavement: If a close family member passes away and you provide a death certificate.
• International Incident or Force Majeure: If you cannot travel due to events like natural disasters, war, or government policy changes.
• Other Personal Emergencies: Each case will be reviewed individually. You must provide official documents as evidence.

How to Request a Refund

Submit a Request: Email your refund request to the International Office at international@harper-adams.ac.uk, using the email address you used to apply.

Include your full name, student number, and evidence (such as a visa refusal letter or medical certificate).

• Refunds to Original Payer: Refunds will only be made to the person or account that made the original payment, in line with UK laws.
• Processing Time: Refunds will be processed as soon as possible. The time depends on your payment method and bank.

Administration Fees

The £200 non-refundable administration fee applies specifically to visa refusals where the student is not applying for another CAS, as per university policy.

Any bank charges or currency conversion costs will be paid by you or the refund recipient.

Appeals and Disputes

If you are not happy with a refund decision, you have the right to appeal:

• How to Appeal: Write to the International Office, explaining why you disagree with the decision. Include any extra evidence or information you think is important.
• Further Help: If you are still unhappy after the appeal, you can contact the university’s Student Complaints Team for further review. Details of how to do this will be provided by the International Office.

Contact

If you have questions or need help, contact the International Office at Harper Adams University: international@harper-adams.ac.uk

If you are unsure about anything in this policy, please ask for help before making any payment.