Conditions of Enrolment

Payment and Refund - Applicants and New Students

This payment and refund policy applies to applicants and new students undertaking an enrolment process at the commencement of a pathway of studies.

Registered students are those who have completed an enrolment process and are considered to be ‘continuing students’. They are not considered under this policy, see Payment and Refund – Continuing Students.

1.0: Payment methods: Programme Fee Deposit, programme fees, student accommodation fees, charges or accounts

  • 1.1 Payment of the amount, along with any transaction costs, due should be made in £, pounds sterling, to HIC by:

    • UK bank cheque;
    • international bank draft;
    • telegraphic transfer;
    • UK bank debit card;
    • non-UK bank debit card (3% surcharge will apply); or
    • credit card (3% surcharge will apply)

    If payment is made by telegraphic transfer then it must state the:

    • student’s name; and
    • student’s HIC student ID number;

    as reference for payment and provide HIC with proof of payment

  • 1.2 HIC bank details are as follows:

    Bank Name: Citibank London
    Address: Citigroup Centre, Canada Square, Canary Wharf, London,
    E14 5LB. United Kingdom
    Account name: HIBT Ltd.
    Account Address: London, UK
    Bank Account number: 12082500
    Bank Sort Code: 18-50-08
    IBAN Number: GB45CITI18500812082500
    SWIFT Code: CITIGB2L (Citibank London)

2.0: Financial conditions: Application

  • 2.1 All applicants must have satisfied HIC that:

    • they have acceptable sources of funding for the duration of the pathway. See the Student Visa Information on the website www.hic.navitas.com (information also attached to the Acceptance of Offer Form and Provisional CAS Statement) for a list of documents that are acceptable.

  • 2.2 All fees, charges and accounts will be payable in advance as determined by HIC. All applicants are required to make advance payments inclusive of:

    • the Programme Fee Deposit – the amount is specified on your Acceptance of Offer Form and all deposits are taken as payment towards the full amount (note: if you are an applicant undertaking English language then your Programme Fee Deposit will be calculated against your academic programme fees and these fees will be held on account until you progress to academic studies);
    • £800-£1000 (the amount is specified on your Acceptance of Offer Form) towards any pre-booked student accommodation made on their behalf by HIC. All as payment towards the full amount (the full account must be paid prior to a student arriving in the UK);
    • the NavInsure Policy fee – Payment of this fee is required in advance if you select to purchase the Navinsurance Policy. Refund of this fee is subject to the terms and conditions of the Navinsurance policy (in particular point “3 – Cancellation” of the general conditions on page 3 of the Policy Booklet).

    In some instances, HIC may request an additional advance payment for specific pathways of study or where additional administrative charges may be required.

  • 2.3 No applicant will be issued with a CAS Statement until all requirements in paras. 2.1 and 2.2 have been met.

  • 2.4 No applicant will be permitted to enrol on a pathway of study until all required advance payments are made in full by the required due date. All required payments must be made prior to the commencement of the semester of enrolment, inclusive of fees, charges and accounts.

  • 2.5 Deferral of entry for applicants will not normally be permitted once a CAS statement has been issued by HIC or University of Hertfordshire. However, there will be exceptional circumstances under which HIC Learning and Teaching Board or the College Management Team may grant a deferral of up to one semester; where a CAS number has been applied for or a CAS Statement issued by HIC or University of Hertfordshire on behalf of an applicant and they have gained a student visa on this basis prior to deferral of entry, and where an applicant can provided binding evidence that:

    • they are not in the UK; and
    • the request/reason for deferral is fully supported by documentary evidence;

    then all advance payments made to date will be held by HIC and rolled forward to the deferred enrolment date. Also see paras. 3.2.7.

  • 2.6 Fees are correct as at the time of printing. HIC reserves the right to vary its fees at any time.

3.0: Financial conditions and refunds: Programme Fee Deposit, programme fees, student accommodation fees, charges or accounts

3.1 Conditions:

  • 3.1.1 The laws pertaining to money laundering in the UK require that any payment made to and confirmed as received by HIC will only ever be refunded to the person making the original payment in source country of the payment.

    Where an accommodation deposit has been paid to the College which is then transferred to a third party (provider of actual accommodation) with the approval of the student or parent/legal guardian; the deposit is then subject to the terms and conditions for refund of the third party and the College therefore has no further liability or responsibility for any refund.

  • 3.1.2 HIC reserves the right to return to source any excessive payment, consisting of over three semesters’ advanced payments, inclusive of programme fees and/or student accommodation fees, as a preventative measure to any excessive money transfer into and within the UK.

  • 3.1.3 HIC accepts no responsibility for any miscommunication that may arise where inaccurate applicant contact details or where such details are out of date. It is the responsibility of applicant, and the parent/guardian where an applicant is under the age of 18 years, to provide and confirm correct contact details for communication purposes.

  • 3.1.4 HIC reserves the right to correct any clerical details or omissions.

  • 3.1.5 HIC accepts no responsibility for any loss or damage, including without limitation, direct or consequential loss or damage or any loss or damages whatsoever arising from the terms and conditions of payments and refunds.

  • 3.1.6 All payments are subject to the following conditions:

    • the payee is authorised to use the payment method used;
    • a payment must be confirmed as having reached the HIC Citi bank account for it to be deemed as a payment; and
    • where a card provider declines or refuses a payment or where incorrect details have been provided by the payee and a payment does not reach the HIC Citi bank account, HIC has no obligation to notify the payee or applicant and accepts no liability for any losses.

3.2 International applicants:

  • 3.2.1 HIC reserves the right to retain any payments or advanced payments made by an applicant, inclusive of fees, charges or outstanding accounts, where documents or information submitted to HIC or University of Hertfordshire are suspected to be fraudulent or deemed to be purposefully misleading in content. This may be applied:

    • where an applicant accepts an Unconditional Offer of a place at HIC by completing the Acceptance of Offer Form and making the required payment (inclusive of the Programme Fee Deposit) to HIC or University of Hertfordshire; or
    • where a CAS number has been applied for or a CAS Statement issued by HIC or University of Hertfordshire on behalf of an applicant; or
    • where an applicant has obtained entry clearance and/or leave to remain under an HIC or University of Hertfordshire CAS number/Statement.

  • 3.2.2 Where an applicant accepts an Unconditional Offer of a place at HIC by completing the Acceptance of Offer Form and making the required payment (inclusive of the Programme Fee Deposit) to HIC, but who:

    • is not verified through the acceptance/verification process by HIC;
    • formally withdraws and informs the HIC Admission Office of their decision prior to or at the time of receiving a Provisional CAS Statement; or
    • where no CAS number has been applied for or a CAS Statement issued by HIC or University of Hertfordshire on behalf of an applicant; then

    a refund of advanced payment on programme fees, inclusive of any student accommodation fees paid, can only be made where information submitted by the applicant or agent is not suspected of fraudulent activity or deemed as purposefully misleading, see para. 3.2.1.

    A full refund of payments made pertaining to the programme of study and confirmed as received by HIC, will only be made, subject to para 3.2.9, to the person making the original payment in source country of the payment and will be subject to a £250 administrative charge.

  • 3.2.3 Where a CAS number has been applied for or a CAS Statement issued by HIC or University of Hertfordshire on behalf of an applicant and the applicant fails to gain a student visa; then a refund of advanced payment on programme fees, inclusive of any student accommodation fees paid, can only be applied where an applicant has provided the following binding evidence:

    • a copy of the rejection letter received from the UK diplomatic mission (ECO);
    • evidence that the visa application was made within time and valid application conditions; and

    where information submitted by the applicant or agent is not suspected of fraudulent activity or deemed as purposefully misleading, see para. 3.2.1. A full refund of payments made pertaining to the programme of study and confirmed as received by HIC, will only be made, subject to para 3.2.9, to the person making the original payment in source country of the payment and will be subject to a £250 administrative charge.

  • 3.2.4 HIC reserves the right not to offer a programme of study/module previously made available at its own discretion. Where an applicant is unable to enrol in a similar pathway of study at HIC, due to cancellation by HIC, then a refund of the advanced payment on programme and student accommodation fees can only be applied where an applicant has provided evidence that:

    • they are no longer in the UK and that their student visa has been cancelled; or
    • they have moved to and been accepted to another Tier 4 licensed educational establishment.

    A full refund of payments made pertaining to the original pathway of study and confirmed as received by HIC, will only be made, subject to para 3.2.9, to the person making the original payment in source country of the payment and will be subject to a £250 administrative charge.

  • 3.2.5 Where a CAS number has been applied for or a CAS Statement issued by HIC or University of Hertfordshire on behalf of an applicant and they have gained a student visa on this basis, and where the applicant transfers, prior to the enrolment process, to another educational establishment within the UK; then they are not eligible for a refund of any payments already made in respect of all fees, charges and outstanding accounts.

  • 3.2.6 Where a CAS number has been applied for or a CAS Statement issued by HIC or University of Hertfordshire on behalf of an applicant and they have gained a student visa on this basis, and where an applicant fails to enrol then they are deemed to be in breach of their student visa and they are not eligible for a refund of any payments already made in respect of all fees, charges and accounts.

  • 3.2.7 Deferral of enrolment of an applicant to HIC will not normally be permitted. However, there will be exceptional circumstances under which HIC Learning and Teaching Board or College Management Team may grant a deferral of up to one semester; where a CAS number has been applied for or a CAS Statement issued by HIC or University of Hertfordshire on behalf of an applicant and they have gained a student visa on this basis, and where an applicant can provide binding evidence that:

    • they are not in the UK; and
    • the request/reason for deferral is fully supported by documentary evidence.

    Deferred applicants are not eligible for a refund of any payments already made in respect of all fees, charges and accounts, inclusive of the NavInsure Policy fee.

  • 3.2.8 Where an applicant has opted to take out the NavInsure Policy and paid the associated fee as specified on the Acceptance of Offer Form, a refund of the fee paid will be applied in line with the NavInsure Cancellation policy as specified in the NavInsure Policy Booklet provided to applicants at the time their Policy is issued.

  • 3.2.9 Where an applicant holds a NavInsure or alternative Insurance Policy, a refund on advanced payment of programme fees, see paras 3.2.2, 3.2.3 and 3.2.4, will only be applied by HIC where the applicant can evidence that they have not made a successful claim against their policy for the programme fees held.

3.3 EEA or Swiss national applicants

  • 3.3.1 HIC reserves the right to retain any payments or advanced payments made by an applicant, inclusive of fees, charges or outstanding accounts, where documents or information submitted to HIC or University of Hertfordshire are suspected to be fraudulent or deemed to be purposefully misleading in content.

  • 3.3.2 Where an applicant accepts an Unconditional Offer of a place at HIC by completing the Acceptance of Offer Form and making the required payment (inclusive of the Programme Fee Deposit) to HIC, but who:

    • is not verified through the acceptance/verification process by HIC;
    • formally withdraws and informs the HIC Admission Office of their decision four weeks prior to the programme start date; then

    a refund of advanced payment on programme fees can only be made where information submitted by the applicant or agent is not suspected of fraudulent activity or deemed as purposefully misleading, see para. 3.3.1. A full refund of payments made pertaining to the programme of study and confirmed as received by HIC, will only be made to the person making the original payment in source country of the payment and will be subject to a £250 administrative charge.

  • 3.3.3 HIC reserves the right not to offer a programme of study/module previously made available at its own discretion. Where an applicant is unable to enrol in a similar pathway of study at HIC, due to cancellation by HIC then a refund of the advanced payment on programme and student accommodation fees will be made. A full refund of payments made pertaining to the original pathway of study and confirmed as received by HIC, will only be made to the person making the original payment in source country of the payment and will be subject to a £250 administrative charge.

  • 3.3.4 Deferral of enrolment of an applicant to HIC will not normally be permitted. However, there will be exceptional circumstances under which HIC Learning and Teaching Board or College Management Team may grant a deferral of up to one semester where an applicant can provide binding evidence that the request/reason for deferral is fully supported by documentary evidence. Deferred applicants are not eligible for a refund of any payments already made in respect of all fees, charges and accounts.

Payment and Refund - Continuing Students

This payment and refund policy applies to all enrolled students.

A student is considered as ‘enrolled’ once they have completed in full the College’s enrolment processes – this is inclusive of undertaking University Registration with University of Hertfordshire. All students must be considered enrolled before they can commence their study pathway, a student is only ever ‘enrolled’ once on a study pathway but is required to register prior to the commencement of each new semester of study at the College.

Students who are enrolled are therefore referred to as ‘continuing students’.

‘Continuing students’ are required to keep their enrolment and attendance requirements current through a process of registration with the College at the commencement of each ongoing semester.

Applicants and students who have not yet completed an enrolment process are considered to be ‘applicants and new students’ and are not considered under this policy, see Payment and Refund – Applicants and New Students.

1.0 Payment methods: ongoing programme fees, student accommodation fees, charges or accounts

  • 1.1 Payment of the amount, along with any transaction costs, due should be made in £, pounds sterling, to HIC by:

    • UK bank cheque;
    • international bank draft;
    • telegraphic transfer;
    • UK bank debit card;
    • non-UK bank debit card (3% surcharge will apply); or
    • credit card (3% surcharge will apply)

    If payment is made by telegraphic transfer then it must state the:

    • student’s name; and
    • student’s HIC student ID number;

    as reference for payment and provide HIC with proof of payment

  • 1.2 HIC bank details are as follows:

    Bank Name: Citibank London
    Address: Citigroup Centre, Canada Square, Canary Wharf, London, E14 5LB. United Kingdom
    Account name: HIBT Ltd.
    Account Address: London, UK
    Bank Account number: 12082500
    Bank Sort Code: 18-50-08
    IBAN Number: GB45CITI18500812082500
    SWIFT Code: CITIGB2L (Citibank London)

2.0 Financial conditions: Registration

1.1 No student will be permitted to register on a semester of study until all required advance payments (programme fee for a semester of study) are made in full by the required due date, inclusive of fees, charges or prior accounts owing.

All advance payments include the appropriate forthcoming semester’s programme fee.

The required due date is: the Friday of Teaching Week 9 of the current semester of registration.

2.2 Once a student has registered for a given semester, all programme fees paid for that semester of study are no longer eligible for refund from HIC. Where a student holds a current NavInsure or alternative insurance policy, as per the enrolment conditions, a claim can be made for all programme fees paid through the insurance provider, subject to the conditions of the Policy.

2.3 Fees are correct as at the time of printing. HIC reserves the right to vary its fees at any time.

2.4 Any payments, not made by the required due date, will incur a late payment penalty of £200 and will accrue a further penalty of £50 per week (or part week), until the full amount owing has been paid. The late payment fee will not exceed £300.

2.5 Where a continuing student is required to complete a stage of study that incurs less than a 100% load for the final semester, the student will pay the current per module fee for the semester in which the module is to be completed and for each module undertaken. The standard minimum load in any semester is 100% and any reduction must be approved by the HIC Learning and Teaching Board.

2.6 Should it be necessary for a registered student to repeat a module of study, then the student will pay the current per module fee for the semester in which the module is to be completed.

2.7 Should a Module Board or Learning and Teaching Board determine that it is appropriate for a continuing student to undertake a re-sit assessment to complete a module of study then the student will pay an administration fee of £200.
2.8 Continuing students are required to be registered on the first day of teaching.

The first day of teaching is: 9.00am on the Monday of Teaching Week 1.

2.9 A continuing student granted permission by the HIC Learning and Teaching Board to register later than the first day of teaching will incur an automatic ‘late registration penalty’ of £200. This will increment to £300 if they are not registered by 9.00am on the Monday of Teaching Week 2. Where a student fails to register by this date then paragraph 3.2.6 will be enforced.

Financial conditions and refunds: programme fees, student accommodation fees, charges or accounts

3.1 Conditions:

3.1.1 The laws pertaining to money laundering in the UK require that any payment made to and confirmed as received by HIC, will only be refunded to the person making the original payment in source country of the payment.
Where an accommodation deposit has been paid to the College which is then transferred to a third party (provider of actual accommodation) with the approval of the student or parent/legal guardian; the deposit is then subject to the terms and conditions for refund of the third party and the College therefore has no further liability or responsibility for any refund.

3.1.2 HIC reserves the right to return to source any excessive payment, consisting of over three semesters’ advanced payments, inclusive of programme fees or student accommodation fees, as a preventative measure to any excessive money transfer into and within the UK.

3.1.3 HIC accepts no responsibility for any miscommunication that may arise where inaccurate student contact details or where such details are out of date. It is the responsibility of student, and the parent/guardian where a student is under the age of 18 years, to provide and confirm correct contact details for communication purposes.

3.1.4 HIC reserves the right to correct any clerical details or omissions.

3.1.5 HIC accepts no responsibility for any loss or damage, including without limitation, direct or consequential loss or damage or any other loss or damages whatsoever arising from the terms and conditions of payments and refunds.

3.1.7 All payments are subject to the following conditions:

  • The payee is authorised to use the payment method used;
  • A payment must be confirmed as having reached the HIC Citi bank account for it to be deemed as a payment; and
  • Where a card provider declines or refuses a payment or, where incorrect details have been provided by the payee and a payment does not reach the HIC Citi bank account, HIC has no obligation to notify the payee and/or student and accepts no liability for any losses.

3.2 International students:

3.2.1 HIC reserves the right to retain any payments or advanced payments made by a continuing student, inclusive of fees, charges or outstanding accounts, where documents or information submitted to HIC or University of Hertfordshire are suspected to be fraudulent or deemed to be purposefully misleading in content, plagiarised or not the original work of the student, or where a student has committed a serious breach of the College or University’s Code of Conduct or disciplinary rules. This may be applied when a continuing student has obtained entry clearance and/or leave to remain under an HIC or the University of Hertfordshire CAS number/Statement.

3.2.2 Where a CAS number has been applied for or a CAS Statement issued by HIC or the University of Hertfordshire on behalf of a continuing student and the student fails to gain a student visa or a visa extension/renewal; then a refund of advanced payment on programme fees, inclusive of any student accommodation fees paid, can only be applied where a student has provided the following binding evidence:

  • a copy of the rejection letter received from the UK diplomatic mission (ECO);
  • evidence that the visa application was made within time and valid application conditions; and

Where information submitted by the applicant or agent is not suspected of fraudulent activity or deemed as purposefully misleading, see para. 3.2.1. Refund of payments made pertaining to the programme of study and confirmed as received by HIC, will only be made to the person making the original payment in source country of the payment.

3.2.3 Where a CAS number has been applied for or a CAS Statement issued by HIC or the University of Hertfordshire on behalf of a continuing student and they have gained a student visa on this basis, and where a student is no longer undertaking study with HIC and this is an approved cessation of studies by the HIC Learning and Teaching Board, then a refund of advanced payment on programme fees can only be applied where a student has provided binding evidence that:

  • They are no longer in the UK;
  • Their student visa has been cancelled; and
  • The student has been attending 85% of timetabled classes, submitted all required assignments and was present at all scheduled examinations in accordance with College Academic Policies and Regulations.
  • A successful claim for Programme Fees has not been made against their NavInsure or alternative Insurance Policy.


If the request for refund is approved on the above noted conditions then it will be subject to a £250 administration fee.Refund of programme fee payments made pertaining to the programme of study and confirmed as received by HIC, will only be made to the person making the original payment in source country of the payment.

3.2.4 HIC reserves the right not to offer a programme of study/module previously made available at its own discretion. Where a student is unable to register in a similar programme of study or enrol on a module/s at HIC, due to cancellation by HIC, then a refund of the advanced payment on programme and student accommodation fees can only be applied where a student has provided evidence that:

  • They are no longer in the UK and that their student visa has been cancelled; or
  • They have moved to and been accepted to another Tier 4 licensed educational establishment; and
  • A successful claim for Programme Fees has not been made against their NavInsure or alternative Insurance Policy.
    Refund of payments made pertaining to the programme of study and confirmed as received by HIC, will only be made to the person making the original payment in source country of the payment.

3.2.5Where a CAS number has been applied for, or a CAS Statement has been issued by HIC or the University of Hertfordshire on behalf of a continuing student and they have gained a student visa on this basis, and where the student has applied for a transfer by completing a College withdrawal notification form which states the name and address of the institution to which they wish to transfer within the UK or EEA; then they are not eligible for a refund of any advance payments already made in respect of fees, charges and outstanding accounts unless the following conditions are complied with in full:

  • The student provides a copy of the offer of admission letter from the intended institution.
  • The student provides a confirmation of registration letter from the new institution.
  • The above evidence must be provided in a timely manner to enable the College to fulfil its reporting duties to the UKBA. This means the College will only accept a refund request for transfer up to the stated last enrolment date for each semester, specifically, the end of Teaching Week 2 (Friday 5.00pm).
  • A successful claim for Programme Fees has not been made against their NavInsure or alternative Insurance Policy.

If the request for refund is approved on the above noted conditions then it will be subject to a £250 administration fee. Refund of programme fee payments made pertaining to the programme of study and confirmed as received by HIC, will only be made to (i) the person making the original payment in source country of the payment or (ii) on receipt of invoice from the institution to which the student is transferring.

3.2.6 Where a CAS number has been applied for or a CAS Statement issued by HIC or the University of Hertfordshire on behalf of a continuing student and they have gained a student visa on this basis, and where a student fails to register as required they are deemed to be in breach of their student visa and they are not eligible for a refund of any payments already made in respect of all fees, charges and accounts.

3.2.7 Where a CAS number has been applied for or a CAS Statement issued by HIC or the University of Hertfordshire on behalf of a continuing student and they have gained a student visa on this basis, and where a student is no longer undertaking study with HIC and this is an unapproved cessation of studies, then they are deemed to be in breach of their student visa and they are not eligible for a refund of any payments already made in respect of all fees, charges and accounts.

3.2.8 Deferral for continuing students will not normally be permitted. However, there will be exceptional circumstances under which HIC Learning and Teaching Board may grant a deferral of up to one semester; where the student has gained a student visa under College sponsorship then an application for deferral will not be considered unless the student can:

  • Pay in advance all fees for the semester they are scheduled to return, and
  • Provide satisfactory evidence that they are not in the UK; and
  • The request/reason for deferral is fully supported by documentary evidence;

Then all advance payments will be held by HIC and rolled forward to the deferred registration date. Deferred students are not eligible for a refund of any payments already made in respect of all fees, charges and accounts.

3.2.9 Where a student has opted to take out the NavInsure Policy and paid the associated fee as specified on the Acceptance of Offer Form, a refund of the fee paid will be applied in line with the NavInsure Cancellation policy as specified in the NavInsure Policy Booklet provided to applicants at the time their Policy is issued.

3.3EEA or Swiss national applicants/students:

3.3.1 HIC reserves the right to retain any payments or advanced payments made by a continuing student, inclusive of fees, charges or outstanding accounts, where documents or information submitted to HIC or University of Hertfordshire are suspected to be fraudulent or deemed to be purposefully misleading in content, plagiarised or not the original work of the student, or where a student has committed a serious breach of the College or University’s Code of Conduct or disciplinary rules.

3.3.2 Where a continuing student is no longer undertaking study with HIC and this is an approved cessation of studies by the HIC Learning and Teaching Board, a refund of advanced payment on programme fees can only be applied where a student has:

  • Been attending 85% of timetabled classes
  • Submitted all required assignments and,
  • Presented at all scheduled examinations in accordance with College Academic Policies and Regulations and,

If the request for refund is approved on the above noted conditions then it will be subject to a £250 administration fee. Refund of programme fee payments made pertaining to the programme of study and confirmed as received by HIC, will only be made to the person making the original payment in source country of the payment.

3.3.3 Where a continuing student is no longer undertaking study with HIC and this is not an approved cessation of studies by the HIC Learning and Teaching Board, then they are not eligible for a refund of any payments already made in respect of all fees, charges and accounts.

3.3.4 HIC reserves the right not to offer a programme of study/module previously made available at its own discretion. Where a continuing student is unable to register in a similar programme of study or enrol on a module/s at HIC, due to cancellation by HIC then a refund of the advanced payment on programme and student accommodation fees will be made. Refund of payments made pertaining to the programme of study and confirmed as received by HIC, will only be made to the person making the original payment in source country of the payment.

3.3.5 Deferral for continuing students will not normally be permitted. However, there will be exceptional circumstances under which HIC Learning and Teaching Board may grant a deferral of up to one semester where a student can provide satisfactory documentary evidence for the deferral request and he/she pays in advance all fees for the semester they are scheduled to return. Deferred students are not eligible for a refund of any payments already made in respect of all fees, charges and accounts.