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					Glasgow Caledonian University
Credit Control and Debt Management Policy

1. Contents

       Introduction
       Internal Purpose of Policy
       Standard Terms & Conditions – All Students
       Paying your Fees – Home/EU Students
       Paying your Fees – Overseas Students
       Overseas Students – Registering After September
       Home/EU Students – Registering After September
       Part Time Students (Home & Overseas)
       Payment by Sponsor
       Early withdrawal from a programme of study
       Non-refundable Deposits (Overseas Students)
       Resit Examination Fees
       Payment of Accommodation Fees
       Payment of Other Invoices
       Methods of Payment
       Overdue Student Debt Collection Procedure – Sanctions against Students
       Discounts
       Counselling Services & Funding Advice
       Commercial Debtors Standard Terms & Conditions
       Overdue Commercial Debt Collection Procedure

2. Introduction

Contained within this document are the terms and conditions under which debt owed to Glasgow Caledonian
University is controlled.

The policy contains details on;

       When, where and how to pay

       Incentives to students to pay early or by payment plan

       The sanctions that the University has available to effect payment

       The help available to students should they have problems

       Terms and conditions applicable to sponsors and other commercial debtors


3. Internal Purpose of Policy

The aim of the Credit Control and Debt Management Policy of Glasgow Caledonian University is to ensure that
the debt profile of the University is managed effectively, that debt owed to the University is converted into cash
in a timely manner, that debt converted to cash is maximised and any potential bad debt is minimised. The
University has many sources of income, which are collected by different methods. This policy specifically covers
the collection of Student Fees, Sponsorship Income and Commercial Debt.

It is vital that all decision makers in the University are aware of the importance of cash management and fully
co-operate with the Finance Office staff who manage the administration process. The Finance Office in return
will provide assistance and advice to the University on Credit Control and Debt Management issues.




                                                        1                        Finance Office February 2009
4. Standard Terms and Conditions – Tuition Fees
   Financial Requirement for All Students

All students on a programme of study at Glasgow Caledonian University will be required to pay tuition fees and
all other charges in respect of each academic year of the period of study. Fees are due for each academic year
or period of study for the whole programme/course. Fees are normally collected through the academic year.
Progression through a programme of study may be affected if this obligation is not fulfilled. It is the
responsibility of the student to ensure that the necessary funds are in place.

Undergraduate full time UK/EU Students can apply to SAAS or a Local Education Authority (LEA) for financial
assistance.

If the student intends to apply to an organisation i.e. SAAS, LEA or sponsorship for assistance in paying their
fees, he/she must do so in good time. The University will expect to see a document from such an organisation or
sponsor, confirming the level of financial assistance it will give at registration/commencement of programme of
study.

Should the University have not received evidence that funding is in place by December students
will be invoiced for the outstanding fees and they will be immediately due. If proof is provided that
fees are to be paid by a sponsor after an invoice has been raised against the student then a £30
administrative charge may be levied against the student.

The University reserves the right to request payment in full prior to registration from any student
who has had previous outstanding debts to the University.

5. Paying your Fees – Home/EU Students

The following options are available to all Home and EU students who are responsible for the payment of their
fees.

NOTE: acceptance of one of these payment methods is a condition of registering at the University.

1. Full payment of fees sent to the University in advance of the academic period of study.

The University offers the facility to allow students to pay tuition fees in advance prior to registration.

If the student chooses to pay their fee in full, they can do so in a single instalment by sending the full amount
due by Bank Transfer. Alternatively payment can be made via a cheque drawn on a UK Bank Account or a
sterling Bank Draft made payable to “Glasgow Caledonian University”. All payments must quote the student‟s
name and student number. Please refer to section 16 “Methods of Payment” for full details on how to make
payment. The University will issue a receipt for monies paid if requested.

2. Full payment of fees made during the academic period of study.

Students will be invoiced during the academic year for any fees due. This invoice will be due for payment
immediately. However, a student can take the option to pay in instalments using a payment plan.

If the invoice is not paid in full or an online payment agreement is not set up then the sanctions detailed in
Section 17 will be applied to the Student‟s account.

Payment plans are open to all registered students who have already been invoiced for their fees. Note: Payment
Plans are only available on invoices over £200.

        Up to eight equal instalments. The number of instalments depends on when the payment plan is setup.
         The table below shows the number of instalments available.




                                                          2                         Finance Office February 2009
        Month Plan          Oct        Nov        Dec         Jan       Feb        Mar        Apr        May
        Setup

        Instalments          8          7           6          5          4          3         2        Not
        Offered                                                                                       Available


Details of your outstanding University debts can be found through the myCaledonian portal and then using the
easyPay system.

Please refer to section 16 “Methods of Payment” for details on alternative ways to pay.

6. Paying your Fees – Overseas Students

The following options are available to all overseas students who are responsible for the payment of their fees.

NOTE: acceptance of one of these payment methods is a condition of registering at the University.

From session 2009/10 new overseas students are required to pay a deposit of £3,000 prior to
registration.

1. Full payment of fees sent to the University in advance of the start date of the academic
programme.

The University offers the facility to allow students to pay tuition fees in advance prior to the start date of their
academic programme.

If the student chooses to pay their fee in full, they can do so in a single instalment by sending the full amount
due by Bank Transfer. Alternatively payment can be made via a cheque drawn on a UK Bank Account or a
sterling Bank Draft made payable to “Glasgow Caledonian University”. All payments must quote the student‟s
name and student number. Please refer to section 16 “Methods of Payment” for full details on how to make
payment. The University will issue a receipt for all deposit payments, a receipt will only be issued for other
monies paid if requested.

Payment in full prior to the start date of your course will entitle you to a discount of 8% of the full
fee less any Scholarship offered by the University.

2. Full payment of fees made during the academic period of study.

The remaining balance less deposit already paid will be payable as follows:

        50% of the balance by the end of October

        50% of the balance by the end of January

Please note that these are the only terms available.

Please refer to section 16 “Methods of Payment” for details on how to make payment.

Note: overseas student fees remain at the same level throughout their period of study

7. Overseas Students - Registering for a Semester B start

Overseas students registering for a Semester B start will have the following two options;

1. Full payment of fees sent to the University in advance of the start date of the academic
programme.

The University offers the facility to allow students to pay tuition fees in advance pri or to the start date of their



                                                          3                          Finance Office February 2009
academic programme.

If the student chooses to pay their fee in full, they can do so in a single instalment by sending the full amount
due by Bank Transfer. Alternatively payment can be made via a cheque drawn on a UK Bank Account or a
sterling Bank Draft made payable to “Glasgow Caledonian University”. All payments must quote the student‟s
name and student number. Please refer to section 16 “Methods of Payment” for full details on how to make
payment. The University will issue a receipt for all deposit payments, a receipt will only be issued for other
monies paid if requested.

Payment in full prior to the start date of your course will entitle you to a discount of 8% of the full
fee less any Scholarship offered by the University.

2. Full payment of fees made during the academic period of study.

The remaining balance less deposit already paid will be payable as follows:

       50% of the balance by the end of February

       50% of the balance by the end of October

Please note that these are the only terms available.

Please refer to section 16 “Methods of Payment” for details on how to make payment.

Note: overseas student fees remain at the same level throughout their period of study

8. Home and EU Students - Registering after September

Students will still be allowed to pay by instalments but this will be over a shorter period of time as detailed in the
above table.

Please refer to section 16 “Methods of Payment” for details on how to make payment.

9. Part time Students (Home and Overseas)

Students entering part-time courses of study must ensure that the necessary funds or sponsorship are in place to
pay the tuition fees. Where the fee due is less than £200, the full amount is payable on receipt of invoice. Any
fee due over £200, the full amount may be paid in advance, at the time of registration/commencement for each
period of study or by instalments as detailed above (Home – Section 5, Overseas – Sections 6 & 7).

Part Time Overseas Students will be charged on a Pro-Rata Basis based on the Full Time Fee.

Note: if only one semester of study is undertaken payment must be made in full within the
semester.

10. Payment By Sponsor

If the student has arranged for the fee to be paid in whole or in part by a sponsor, the Finance Office will contact
the sponsor, so that the sponsor can be billed. In the event of a sponsor defaulting on payment, it is the
student’s responsibility to pay the fees. The student will receive an invoice for all outstanding fees. This
invoice will be due immediately as per the standard terms and conditions.



11. Early withdrawal from a programme of study

In the event of students withdrawing themselves from a programme of study, they must advise the Course
Administrator in writing. The date that the student advises the course organiser in writing is used as the date of
withdrawal to calculate any fees due. The below listed fee calculations are applicable to both sponsored and



                                                         4                         Finance Office February 2009
privately funded students.

Applies to all Undergraduate and Postgraduate students

The total fees due less any non-refundable deposit, scholarship or discount will be charged pro rata as follows:

Semester A start

    1.   Withdrawal before 12th October – no fee due

                                   th               nd
    2.   Withdrawal between 13 October and 2              November – 25% fees due
                                  nd                      th
    3.   Withdrawal between 2          November and 15 February – 50% fees due

                                   th                th
    4.   Withdrawal between 16 February and 8 March – 75% fees due

                             th
    5.   Withdrawal after 8 March – full fees due

Semester B start

    1.   Withdrawal before 15th February – no fee due

    2.   Withdrawal between 16th February and 8th March – 25% fees due

    3.   Withdrawal between 8th March and 12th October – 50% fees due
                                   th               nd
    4.   Withdrawal between 13 October and 2              November – 75% fees due

    5.   Withdrawal after 2nd November – full fees due

12. Non-refundable Deposits (Overseas Students)

The deposit (£3,000) is a payment towards tuition fees and is non-refundable under normal circumstances. If
a student declines an offer of a place on a course made to him/her, or if a student enrols at GCU and withdraws
from his/her studies at any time before completion of the course, the deposit will not be returned to the student.
In addition, if a student pays a deposit and then chooses to enrol at any other institution, university or college,
the deposit will not be refunded.

Refunds will only be made in the event that:

        A rejection is received for a UK student visa application

To request a refund, students must submit the following paperwork to the University‟s recognised country
representative or the International Office:

        The original unconditional offer letter from the University
        The refusal letter from the visa office

Please note that any refund will be made using the same payment method as the original deposit.

Bank charges incurred by the University in processing any refund will be deducted from the value of the refund.

13. Resit Examination Fees

In event of students being required to undertake a resit examination for a third time a fee of £30 per exam is
payable up to a maximum of 3 exams. After 3 exams a full year‟s fee will be levied.




                                                               5                    Finance Office February 2009
14. Payment of accommodation fees

Students staying at the University‟s accommodation will be invoiced by October for Semester A start, or February
for Semester B start, for the year‟s rent less any deposit paid. The student may either pay this immediately or
they MUST setup a payment plan.

Details of your outstanding University debt can be found through the myCaledonian portal and then using the
easyPay system.

Full details on accommodation terms and conditions are available from the Accommodation Office at
accommodation@gcal.ac.uk or on +44 (0) 141 331 3980

15. Payment of other invoices

In the event of the student owing the University any other monies these will be invoiced in the same way as
tuition fees and are due for payment immediately.

Please refer to section 16 “Methods of Payment” for details on how to make payment.
16. Methods of Payment

The following methods of payment are available as follows:

        Credit or Debit card – on-line at www.caledonian.ac.uk/fno using the easyPay system. Registered
         students can also access the easyPay system through myCaledonian.
        Bank Transfer – If paying by Bank Transfer it is essential that your bank quotes the relevant invoice or
         student number.
             o Account Number: 00716754
             o Sort Code: 83-52-00
             o Account Name: Glasgow Caledonian University
             o The Royal Bank of Scotland
             o 23 Sauchiehall Street, Glasgow, G2 3AD
             o Swift Code: RBOSGB2L
             o IBAN: GB54RBOS83520000716754
        Cheque – made payable to „Glasgow Caledonian University‟. Please ensure the student‟s full name and
         student number is quoted. All cheques should be drawn on a UK bank account and be paid in the
         currency quoted on the invoice.
        Cash – in person at the Finance Desk on the lower level of the Saltire Centre.

Bank charges should not be deducted from the payment sent.

Please note: The easyPay system accepts Delta, Visa, JCB, Switch, Solo and VISA Electron cards. If you have
an American Express card and wish to pay an invoice then please call 0141 331 8195 or visit the Finance Desk
on the lower level of the Saltire Centre.

17. Overdue Student Debt Collection Procedure – Sanctions against Students

Whilst the procedure to collect monies outstanding is specific to each case the following steps will be taken:

    1.   Written reminder from the University
    2.   Second reminder from the University
    3.   Application of sanctions which may include some or all of the following;
             1. Removal of IT facilities i.e. access to e-mail, Blackboard, Library Services
             2. Denied access to examination results
             3. Prevented from taking University Assessments - Students who have had their IT Facilities
                  removed should not attend exams or online assessments until the outstanding debt has been
                  paid and their IT Facilities reinstated. Students who settle their debt in full 5 working days
                  before the first day of the examination diet may take the examinations.
             4. Suspension from classes



                                                        6                        Finance Office February 2009
              5. Prevented from registering unless payment is made or payment plan is agreed
              6. Prevented from graduating unless payment is made or payment plan is agreed
    4.   Legal Action Notice from the University – student will incur a £30 administration fee when this letter is
         sent
    5.   Referral to a Debt Collection Agency
              1. Should this action be required a recovery fee equal to 10% of the outstanding amount will be
                  levied against the student
              2. Students who leave the University with any outstanding debt will be traced via the Debt
                  Collection Agency engaged by the University and debts will be recovered via the appropriate
                  legal process.

Note: Returned cheques will incur a £30 administration fee

The University reserves the right to request payment in full prior to registration from any student who has had
previous outstanding debts to the University.

Students who have had their IT Facilities removed should note the following:

    1.   All formal examinations and assessments not taken will be counted as an attempt
    2.   Students who ignore the advice not to take examinations or assessments will not have their work
         marked and it will be counted as an attempt
    3.   Students will not be given hard copies of material that in normal circumstances they would be able to
         access electronically
    4.   Special Factors citing removal of IT Facilities will normally not be accepted

18. Discounts

Students who have fees in excess of £5,000 and pay their tuition fees prior to the start of the programme will be
entitled to a discount of 8% of the full fee less any Scholarship offered by the University.

For further details please contact the International Office at international@gcal.ac.uk or on +44 (0) 141 331
8675

19. Counselling Services & Funding Advice

The University has a dedicated Student Mental Health and Wellbeing Service and they can help with a wide
range of issues that students may be facing.

The Student Mental Health and Wellbeing Service can be contacted at positiveliving@gcal.ac.uk or on 0141 273
1393.

The University also has a Student Funding Team specifically to offer advice if a student is struggling financially.

The Student Funding Team can be contacted at funding@gcal.ac.uk or on 0141 273 1376.

20. Commercial Debtors Standard Terms and Conditions

The University‟s standard terms and conditions state that all invoices are due immediately. Exceptions to this
must be agreed in advance with the Depute Director of Finance.

21. Overdue Commercial Debt Collection Procedure

Sending reminders to debtors is the sole responsibility of the Accounts Receivable team within Finance. In most
cases this will consist of a prescribed process dictated by time and responses from the debtor.

Whilst the procedure is specific to each case the following steps will be taken to recover debt:

    1.   Written reminder from the University




                                                        7                         Finance Office February 2009
    2.   Final reminder from the University
    3.   Contact with the debtor by the University
    4.   Referral to a Debt Collection Agency

Invoices will be treated as individual transactions when reminders are issued. They will only be withheld from the
debt collection process by Finance staff.

Queries on commercial debt should be made to the Accounts Receivable team by emailing AR@gcal.ac.uk or
calling +44 (0) 141 331 8195.




                                                       8                        Finance Office February 2009

				
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