Deposit refund policy for postgraduate taught programmes

Our deposit refund policy is applied 14 days after making a deposit for a postgraduate taught programme.

Once a deposit payment has been made there will be a 14 day cooling-off period from the date the payment was made. Should an applicant’s circumstances change during the 14 day cooling-off period, they can request a deposit refund. After the 14 day cooling-off period, the University Deposit refund policy is applied.

If an applicant enrols within the 14 day cooling off period the cooling off period will cease at the point of enrolment, at which point the policy for withdrawal after enrolment will apply. The deposit becomes non-refundable upon enrolment, although applicants may request for the deposit to be rolled forward to the next intake if an application for Interruption of Studies is made and approved. If a student withdraws from the University more than two weeks after enrolment, they will (as per standard Finance policy) be charged a pro-rata tuition fee based on number of weeks enrolled, and the deposit payment will be accepted as payment against this pro-rata amount, assuming the amount is more than £1,000.

The deposit is non-transferable and non-refundable except under the circumstances outlined below. Refund requests must be made in accordance with the University’s Deposit Refund procedures and deadlines. Deposits will be held at least until the start date of the course applied for, or longer, at the discretion of the University.

Refund approvals will be made in accordance with the University refund policy.

In line with UK money laundering laws any fee paid will only be refunded to the person or body who paid the fee. Payment will be returned via the same method payment was received.

Reasons for a refund

If an applicant wishes to change their course to another Cardiff University course after the deposit has been paid, the deposit can be transferred as long as the applicant holds an offer for the chosen programme.

Refunds will be made to applicants who have been refused a student visa, provided the reason for refusal is not due to a fraudulent application. To request a refund, candidates must submit a copy of the visa refusal document to the University.

If the applicant fails to meet the conditions that may be attached to the offer and is rejected from the course on academic grounds then a refund will be made. A refund will only be made if the University is satisfied that sufficient evidence has been shown proving that the student made a genuine effort to meet the conditions.

If the applicant has paid a deposit while awaiting the outcome of a funding application for a loan, scholarship or sponsorship and this funding has been subsequently denied then a refund can be made. The applicant will need to provide evidence that an application for funding has been denied.

If the University cancels the programme for which the applicant has accepted an offer then all fees paid will be refunded.

If the applicant arrives and wishes to defer to a later session, the deposit can be transferred to the next intake once evidence is received that the applicant has left the UK and returned home. UKVI regulations require the University to report all applicants who arrive and do not enrol. Where the deposit rate and/or the fee for a later intake increases, the applicant will be required to pay the fees applicable for the intake in which they enrol. The deposit may be carried forward for one year, should the applicant choose to defer for a second year the deposit will be forfeited and treated as a withdrawal (see below).
This policy will only be varied if the applicant produces evidence of genuine grounds for deferral; this will include the late issue of the visa.

If the applicant has not yet arrived and notifies the Admissions Office that they wish to defer to a later session, the deposit may be carried forward for one year. Should the student choose to defer for a second year the deposit will be forfeited and treated as a withdrawal (see below). The applicant will then need to apply again for the later programme and pay a new deposit at the new rate for the course and be liable for the full fees for that programme. The Home Office (UKVI) will be notified that they are not studying at the University.

No refund will be made. The Home Office (UKVI) will be informed that the applicant is not enrolled on the expected programme.

Applicants may request for the deposit to be rolled forward to the next intake if an application for Interruption of Studies is made and approved.

Notwithstanding the above, refunds may be made in exceptional circumstances. This covers matters that would prevent the applicant from continuing with their studies in the UK - for example a serious illness, a death in the immediate family, or breach of contract on the part of the University. Documentary proof of such circumstances must be provided.

Decisions on refunding the deposit where there are exceptional circumstances will be made by the University at their discretion.

A transfer to another educational institution in the UK after enrolment at Cardiff, is not normally considered to be an exceptional circumstance and may only be considered where there are valid academic reasons for such a transfer. Students who choose to not study at Cardiff before enrolment will not be eligible for a refund.

Applying for a refund

To apply for a deposit refund an applicant must provide the necessary documented evidence and use the deposit refund request form:

Deposit refund request form

Deposit refund request form

9 June 2016

Refund form for deposits paid on postgraduate taught programmes.

PDF

An applicant must be able to produce:

  • a transcript or valid English language certificate to show that they did not meet the conditions of their offer,
  • a visa refusal notice to show their visa was refused,
  • evidence that an application for funding has been denied, or
  • verifiable official documentation to support their claim of exceptional circumstances.

The completed application form must be submitted to the email address depositrefund@cardiff.ac.uk before an advertised deadline.

Refund requests must be received no later than 4 weeks after the course start date.

Refunds will be processed as soon as possible but no longer than 60 days after the course start date and an applicant will be told whether their application for a refund was successful after this period. Where this option has expired, a bank transfer will be made back to the person or body who paid the fee in accordance with UK money laundering laws. Please note payment will be returned via the same method payment was received.