Please read this information carefully and ensure that you understand these terms and conditions before submitting your tuition fee deposit refund request.
This Policy outlines all information related to refunds of the Tuition Fee Deposit.
Please note that submission of a refund request does not automatically guarantee that your request will be approved and refund processed, as each request is reviewed individually against the refund criteria outlined in this Policy.
1. Purpose/Abstract
Tuition fee deposits are paid by international applicants during the admissions process. The purpose of this Policy is to ensure that the University of Derby (herein the ‘University’) applies a consistent and fair approach to requests from international applicants for an international tuition fee deposit refund.
2. Scope
This Policy applies to international applicants who request an international tuition fee deposit refund.
3. Definitions
- Administrative Review – a process instigated by the applicant to challenge a UKVI decision that the applicant believes is incorrect due to a case-working error.
- CAS (Confirmation of Acceptance to Study) – a unique electronic document from the University that serves as proof an applicant has been accepted onto a course and that the University will act as their sponsor for a UK Student visa application.
- Finance – the University’s Finance team that initiates the deposit refund payment to the original method of payment.
- Refund Request – a request by an international applicant for a refund of their Tuition Fee Deposit submitted in accordance with this Policy.
- Tuition Fee Deposit – an advance payment required and specified in the offer letter that must be paid before a CAS can be issued to an international applicant.
- UKVI (United Kingdom Visas and Immigration) – an agency of the Home Office that is responsible for deciding who has the right to visit, study, work and stay in the UK.
- Visa application – a request for a visa formally lodged with the UKVI by an international applicant.
4. Policy Statement
Applicants who are assessed as overseas for fees purposes and are intending to study in the UK are required to pay a Tuition Fee Deposit. Paying the Tuition Fee Deposit, along with meeting other conditions (see our CAS issuance guidance) is required prior to an applicant being considered for a CAS.
Applicants are advised of the need to pay the Tuition Fee Deposit in their offer letter. The University may refund Tuition Fee Deposits only under certain circumstances, provided evidence has been given. The aim of this Policy is to ensure there is transparency regarding the Tuition Fee Deposit refund criteria, and that the University applies a consistent and fair approach to Tuition Fee Deposit refunds.
4.1. Refund request guidance
4.1.1) The Tuition Fee Deposit is non-transferable between applicants under any circumstances.
4.1.2) The Tuition Fee Deposit will only be refunded if it meets the refund criteria outlined in section 4.2. of this Policy and each Refund Request will be handled on a case-by-case basis.
4.1.3) Refund Requests must be submitted prior to enrolment and within 60 days of the enrolment deadline communicated by the University for the respective intake applied for. Refund Requests submitted after this period will not be considered.
4.1.4) In line with the University’s Anti Money Laundering Policy, Tuition Fee Deposits will only be refunded to the applicant or person who paid the deposit via the original payment method only.
4.1.5) Refund Requests will only be considered if the applicant has completed the ‘Request a Refund’ form.
4.1.6) Refund Requests submitted by applicants that have confirmed their enrolment for a course will not be considered under this Policy. In such cases, please refer to the ‘Withdrawal calendars for international and EU students’.
4.1.7) Refunds approved under this Policy are subject to an administrative fee of £500. The fee covers the direct expenses incurred by the University for any stages during the Offer processing, CAS application and Tuition Fee Deposit refund processing.
4.2. Refund criteria
4.2.1) You will receive a full deposit refund, only under the following circumstances:
| Sub-section |
Description |
Deposit retained by University |
| i. |
The applicant requests a refund of their Tuition Fee Deposit within 14 days of it being paid, in which case it will be refunded in full in line with the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. |
0% |
| ii. |
The University is unable to provide the academic programme originally applied for, offered and accepted and the applicant does not want to accept a place on any alternative programme offered. |
0% |
| iii. |
The University is unable to issue a CAS due to a change in government policy or other unforeseen local or global events. |
0% |
4.2.2) You will receive a refund of the required deposit amount, minus a £500 administrative fee, only under the following circumstances:
| Sub-section |
Description |
Deposit retained by University |
| i. |
The applicant fails to meet the conditions of their offer or CAS. |
500 GBP |
| ii. |
Personal circumstances that took place at the time of the course application, CAS request, visa application or enrolment period. |
500 GBP |
| iii. |
The applicant’s visa is refused for any of the following reasons and is accompanied by proof of the visa refusal letter from UKVI:
a) Insufficient funds (first refusal) – where a visa application is refused on one occasion due to insufficient funds (e.g., incorrect account type, insufficient level of funds held, or funds not maintained for the required period).
b) Incorrect documentation (first refusal) – where a visa application is refused on one occasion for failure to submit documents or provide further information by the given deadline as required under UKVI guidance.
c) Credibility interview refusal – where a visa application is refused by UKVI when the applicant is unable to demonstrate genuine intentions to study, sufficient English language skills and any other criteria determined by UKVI.
|
500 GBP |
| iv. |
The applicant has a successful Administrative Review following a visa refusal decision – the refund request must be accompanied by proof of the Administrative Review decision. |
500 GBP |
| v. |
The UKVI is unable to assess the visa application in time for the applicant to travel and enrol at the University, provided that their visa application meets all of the following criteria:
a) was valid (proof of required finances and qualifications was provided, and documents were genuine in line with Student Visa requirements) and
b) was timely (submitted at least 28 days before the start date of their course as detailed in the CAS) and
c) is accompanied by proof of delay in visa issuance from UKVI.
|
500 GBP |
| vi. |
The applicant’s offer of a place or CAS is withdrawn by the University because it is deemed by the University that the applicant cannot meet the enrolment deadline.
|
500 GBP |
| vii. |
The applicant is stopped at the UK Border and not allowed to enter the UK or is placed on bail due to not being considered genuine student. Evidence will need to be provided that the applicant has returned to their home country.
|
500 GBP |
4.2.3) You will receive a partial refund of 50% of the deposit amount specified in the Offer Letter, only under the following circumstances:
| Sub-section |
Description |
Deposit retained by University |
| i. |
The applicant’s visa is refused for any of the following reasons:
a) Insufficient funds (multiple refusals) – where a visa application is refused on more than one occasion due to insufficient funds (e.g., incorrect account type, insufficient level of funds held, or funds not maintained for the required period).
b) Incorrect documentation (multiple refusals) – where a visa application is refused on more than one occasion for failure to submit documents by the given deadline as required under UKVI guidance.
c) Failure to attend visa appointment – unless supported by evidence of extenuating circumstances which will be reviewed on a case-by-case basis.
|
50% |
| ii. |
When the applicant has applied for the visa and/or travelled to the UK, fails to enrol by the published deadline but provides sufficient evidence that they are no longer in the UK. In such cases, the University will notify UKVI. |
50% |
4.2.4) You will not receive any refund of the required deposit amount specified in the Offer Letter, only under the following circumstances:
| Sub-section |
Description |
Deposit retained by University |
| i. |
The applicant is found to have submitted fraudulent documents as part of their University application or CAS request. |
100% |
| ii. |
The applicant’s visa is refused for any of the following reasons:
a) Fraudulent application – where any part of the application is deemed to be fraudulent, including refusals based on deception, false representations, submission of false documents or false information, or non-disclosure of relevant facts.
e) Undisclosed immigration history – including previous bans, undisclosed visa refusals in any country, or a record of poor immigration history.
f) Non-disclosure of relevant information – where the applicant has failed to disclose information that may impact visa suitability.
|
100% |
| iii. |
The University is made aware by the Border Agency that the applicant was refused entry due to suspicious behaviour, inconsistent statements, carrying prohibited items, provided false information or documents at the UK Border or raised security concerns (see the gov.uk website). |
100% |
| iv. |
When the applicant has applied for the visa and/or travelled to the UK, fails to enrol by the published deadline and fails to provide evidence that they are no longer in the UK. In such cases, the University will notify UKVI. |
100% |
| v. |
The applicant enters the UK on the obtained Student Visa but subsequently lodges an asylum application or switches to an alternative visa route once in the UK, not completing enrolment and continuing their studies, or decides to withdraw from the course within 3 months of completing enrolment. |
100% |
| vi. |
When the applicant submits false or misleading documents as part of their Refund Request. |
100% |
4.3. Documentary evidence requirements
4.3.1) Documentary evidence must come from an official source, such as the UKVI and must be provided via the ‘Request a Refund Form’ so a request can be considered.
4.3.2) Further supporting evidence may be requested by the University from the applicant as part of the review process to ensure that the refund criteria are met.
4.3.3) For refunds requested after the applicant’s arrival in the UK but before confirming enrolment, the applicant must provide satisfactory evidence that they are no longer in the UK. If the applicant remains in the UK under a different visa route, they must provide evidence that the new visa application has been successful (ongoing applications will not be considered).
4.3.4) The University reserves the right to independently verify any evidence provided to assess refund applications.
4.4. Refund requests
4.4.1) Refund Requests will be assessed against the refund criteria in this Policy (see section 4.2 above) by a senior member of staff. Where it is determined that the Refund Request meets the criteria set out in the section, the University’s Finance department will be authorised to process refund payments. Refund Requests that do not meet the refund criteria will be retained.
4.4.2) Applicants will be advised of the outcome of their Refund Request within four weeks of submission. Whilst the University aims to process refund payments within four weeks of submission, please be aware that unavoidable delays may be expected during busy periods. In such circumstances the University will notify the applicant of the delay and provide an updated timeframe for response.
4.5 Refund appeals
If an applicant disagrees with the outcome of the Refund Request, they may lodge an appeal in accordance with this section 4.5 of this Policy.
4.5.1) The grounds for appeal are:
a) New evidence – the applicant has new evidence that was not available at the point of submission of the initial Refund Request that meets one or more of the refund criteria in section 4.2. of this Policy.
b) Exceptional circumstances – the applicant was unable to meet the deadlines or submit required documents due to unavoidable events like a serious illness, medical emergency, death in the immediate family or natural disaster.
c) There is evidence of bias, or reasonable perception of bias, as defined as ‘a tendency to treat one person or group, thing or point of view more or less favourably than another, especially in a way considered to be unfair’.
4.5.2) The appeal must be received by the University no more than 14 days after notification of the Refund Request decision. Appeals received after this time will not be considered.
4.5.3) All appeals must be submitted via the International Deposit Refund Appeal Form and sent as an attachment via email to internationalrefunds@derby.ac.uk with subject line 'Refund Appeal Submission’. Once received, appeals will be reviewed by a senior member of staff who has not previously considered the Refund Request.
4.5.4) Applicants will be advised of the outcome of their appeal within four weeks of submission. Whilst the University aims to process refund appeals within four weeks, please be aware that unavoidable delays may be expected during busy periods. In such circumstances the University will notify the applicant of the delay and provide an updated timeframe for response.
4.5.5) Please note that the administrative fee is not an acceptable ground for an appeal.
4.5.6) The decision of the appeal is final.
4.6. Refund complaints
4.6.1) A refund complaint arises when it is deemed by the applicant that an aspect of the refund process has not been completed as outlined in this Policy and should be investigated. The complaints process is not intended for appeals against the decision of a refund.
4.6.2) All complaints must be submitted via email to internationalrefunds@derby.ac.uk with the applicant’s name, student ID (that starts with 100) and the subject line 'Raising a Refund Complaint’. Once received, they will be reviewed by the relevant Executive representative.
4.6.3) The complaint must be received by the University no more than 14 days after notification of the appeal decision. Complaints received after this time will not be considered.
4.7. Record Keeping
Refund Requests, evidence and details of outcomes will be retained in line with the Document Retention Policy.
5. Policy implementation
This Policy has been revised and approved on 4th February 2026 and applies to all international applicants intending to study at the University of Derby from the January 2026 intake onwards.
Version of the Policy in force until 3rd February 2026 can be found in International Deposit Refund Policy - Previous Version.
6. Related documentation
Admission Policy
Anti Money Laundering Policy
International Withdrawal Calendar
7. Accessible version of the Policy
A Microsoft Word version of this Policy is available to support with accessibility needs and can be found in International Deposit Refund Policy - Word Format.
If you are unable to complete the online 'Request a refund' form due to a disability or accessibility needs, please email us on internationalrefunds@derby.ac.uk to request an alternative format.