Procedure for contesting fee status decisions for

enrolled students

King’s Admissions Office Admissions & Registry Services

Approved: March, 2016 Review date: March, 2018

Version 1.0

Contents

1. Overview ........................................................................................................................ 3

2. Scope ............................................................................................................................. 3

3. Timescales ..................................................................................................................... 4

4. Contesting fee status decision by the last day of enrolment in the first academic year of

the programme .......................................................................................................................... 4

5. Contesting fee status decision after the last day of enrolment in the first academic year of

the programme .......................................................................................................................... 5

6. Contesting fee status decision after the first academic year of the programme ............. 5

7. Outcomes ...................................................................................................................... 6

6. Appeals ............................................................................ Error! Bookmark not defined.

Appendix 1: Fee Status Review Form ....................................................................................... 7

1. Overview

1.1 King’s College London is committed to fair admissions practices. When decisions are made

regarding fee status the university closely follows the advice and guidance as provided by the UK Council for International Student Affairs (UKCISA). However, students may disagree with the fee status assessments made by the University or circumstances may change for a student which may enable the reassessment of a fee status decision.

1.2 The university encourages applicants to make contact with admissions staff via the King’s

Apply portal ahead of enrolment wherever possible if they wish to contest a decision regarding their fee status. The admissions team can review these cases up to the point of enrolment.

1.3 However, post enrolment, students must meet a specific set of criteria and follow the

procedure as outlined in this document to ensure that a full and timely fee status review can take place.

2. Scope

2.1 This procedure is available to current students at King’s College London who have enrolled

and wish to contest their fee status. It is also available to staff at the university for reference.

2.2 This document aims to clarify the circumstances under which it is appropriate for an

enrolled student to contest a fee status decision and the procedure to be followed by both the student and the university to ensure a timely and considered review can take place.

2.3 For the purposes of this procedure, enrolled students are defined as those individuals who

have completed the online enrolment task. 2. 4 There are three identified circumstances under which enrolled students can request a

review of their fee status: a) prior to the last day of enrolment in the first academic year of the programme;

b) after the last day of enrolment in the first academic year of the programme; c) after the first academic year of the programme. Each circumstance has a specific set of criteria that must be met in order for a fee status

review to take place. 2.5 Enrolled students have one opportunity to contest their fee status and it is expected that

supporting evidence will be submitted alongside any request for a fee status review. Decisions reached by the university following a fee status contestation and review are final.

2.2 This procedure is not appropriate for applicants to King’s College London. Applicants are

defined as those individuals who have formally applied to King’s College London but have not yet completed the online enrolment task. Applicants wishing to contest their fee status should not follow this procedure but should contact the university directly in writing through the King’s Apply portal.

2.3 In accordance with principles of the Data Protection Act 1998, the ability to contest a fee

status decision will only be accepted from the individual who is an enrolled student. Fee status contestations will not be accepted from parents, carers, friends, teachers or any

other third person unless the student has provided written confirmation that we may correspond with a named alternative contact.

3. How to request a fee status review and timescales

3.1 The university encourages any applicants who would like to request a review of their fee

status to contact the university in writing via the King’s Apply portal before they complete the online enrolment task for their chosen programme.

3.2 Once enrolled, the student can contest their fee status provided they meet one of the three

circumstances as outlined below and the associated criteria. If the student meets the criteria and wished to contest their fee status they must submit a Fee Status Review Form (FSRF) (appendix 1) along scans with any supporting evidence directly to the King’s Admissions Office as soon as they possibly can to feestatusreview@kcl.ac.uk.

3.3 Fee status reviews for enrolled students will be conducted by the King’s Admissions Office

and Admissions Office staff will normally endeavour to respond to the student within 10 working days of receiving a fully completed Fee Status Review Form (FSRF) (appendix 1). Outcomes of a review will be communicated directly to the student and any affected parties at the University in writing from the Admissions Office.

3.4 If the student follows this procedure and contests their fee status before the last day of

enrolment, Admissions will endeavour to make a decision and inform Credit Control by 31st October (for September starts) or 31st January (for January starts) to ensure the correct fee is charged to the student throughout the duration of their programme.

3.5 The university endeavours to respond within the timescales that are outlined, but

unfortunately this will not always be possible. In some cases an investigation might need to take longer than usual to ensure that all of the issues raised have been appropriately addressed. In addition there may be circumstances beyond the university’s control, such as a relevant member of staff being away from the university, where it may not be possible to adhere to the timescales it has set for itself and still carry out a proper investigation. Any delay must be communicated to all parties.

4. Contesting fee status decision by the last day of enrolment in the first academic year of the programme

4.1 Before the last day of enrolment, students requesting a fee status review must meet the

following criteria:

a) they must be ordinarily resident in the UK on the first day of the first year of first academic year of the course AND

b) unless the student or a relevant family has been granted humanitarian protection or refugee status, we would expect for the student to also have been ordinarily resident in the UK / EU / EEA for three years preceding the first day of the programme AND

c) they must be commencing a programme of study in the upcoming academic year

4.2 If this criteria is met, requests to review a fee status decision can only be made on one of the following grounds:

a) the student disagrees with the fee status assessment made by Admissions OR b) their immigration status has changed since the point of enrolment OR c) they or a relevant family member has been granted refugee status or humanitarian

protection OR

d) new evidence has come to light that has not been previously consider by the university.

5. Contesting fee status decision after the last day of enrolment in the first academic year of the programme

5.1 After the last day of enrolment, enrolled students will only be able to request a change to

their fee status if they meet the following criteria:

a) they must be ordinarily resident in the UK on the first day of the first year of first academic year of the course AND

b) unless the student or a relevant family has been granted humanitarian protection or refugee status, we would expect for the student to also have been ordinarily resident in the UK / EU / EEA for three years preceding the first day of the programme AND

c) they must be commencing a programme of study in the upcoming academic year

5.2 Enrolled students that meet this criteria will only be able to contest their fee status on one

of the following grounds:

a) if their immigration status has changed since the point of enrolment OR b) if they or a relevant family member has been granted refugee status or humanitarian protection OR c) if new evidence has come to light that they would like to present to the Admissions Office which has not yet been considered.

5.3 Requests for a review of the student’s fee status will not normally be considered under any

other circumstances at this time and only if there are exceptional circumstances surrounding the contestation.

6. Contesting fee status decision after the first academic year of the programme

6.1 After the first academic year has passed, enrolled students will only be able to request a

change to their fee status if they meet the following criteria:

a) they must be ordinarily resident in the UK the first day of the first year of first academic year of the course AND

b) unless the student or a relevant family has been granted humanitarian protection or refugee status, we would expect for the student to also have been ordinarily resident in the UK / EU / EEA for three years preceding the first day of the programme AND

c) they must be commencing a programme of study in the upcoming academic year

6.2 Enrolled students that meet this criteria will only be able to contest their fee status on the following grounds: a) if their immigration status has changed since the point of enrolment OR b) if they or a relevant family member has been granted refugee status or humanitarian protection

6.3 Requests for a review of the student’s fee status will not normally be considered under any

other circumstances at this time and only if there are exceptional circumstances surrounding the contestation.

7. Outcomes

7.1 Once the Fee Status Review Form (FSRF) (appendix 1) has been reviewed and a decision is reached, the Admissions Office will contact the student directly in writing regarding the outcome.

7.2 If as a result of the fee status review the student’s fee status is changed, the Admissions

Office will also directly inform any relevant departments at the university of any adjustments that are required to the fee payable.

7.3 Once the Fee Status Review Form (FSRF) (appendix 1) has been reviewed and an outcome

reached, the decision of the Admissions Office is final. Students cannot contest this decision with the Admissions Office. However, students dissatisfied with the outcome of the decision can consider following the Stage Two Students Complaints procedure.

Appendix 1: Fee Status Review Form

Fee Status Review Form For completion by students contesting their fee status after enrolment.

If you are a current student at King’s College London and wish to contest your fee status, please complete and return this form together with scans of any supporting evidence to the King’s Admissions Office. To return the form and evidence you must send us a scanned copy of this form with the evidence attached in an email to: feestatusreview@kcl.ac.uk More information about fee status assessment can be found on the King’s College London website and UKCISA:

www.ukcisa.com

http://www.kcl.ac.uk/study/ug/admissions/Policies-and-Guidance/Fee-Status.aspx

Complete all sections of the form that are relevant to you. Please also note the checklist at the end of the form which is indicative of the evidence required to support each section. If additional sheets are required to provide full details of your circumstances for a particular section, please submit these along with the questionnaire. Section A: Please tell us about the circumstances surrounding your request for a fee status review

1. Please complete the table below so that we can identify your student record and understand more about your enrolled student status

First name Surname What is your King’s Student Number? Date form completed to contest fee status Programme start date Date of the last day of enrolment. (For international students this date will be on your CAS. To be completed by the Admissions Office if unknown.)

Did you complete a fee status questionnaire when you applied? (Please delete)

Yes / No / Don’t know

Tell us which academic year you are in (please delete) If you are in year 1, please go to 2 If you are in year 2 or higher, please go to 3 overleaf

Year 1 / Year 2 or higher

2. Please tell us the specific reason as to why you would like to request a review of your fee

status (please tick). You must select at least one option.

I disagree with the initial assessment made regarding my fee status (Please be aware you can only request a review on these grounds before the final day of enrolment in your first academic year and you must supply evidence to support your contestation)

My immigration status has changed since I enrolled

I, or a relevant family member, has now been granted humanitarian protection

I have new evidence that has not yet been considered by the university

4. Please use the box below to tell us more about why you would like to contest your fee

status. This must be relevant to at least one of the categories you have selected above. Then, please continue to complete the form so we have a clear understanding of your immigration status and the circumstances surrounding your fee status. Please bear in mind, any information you provide will need to be qualified with evidence. A check list is provided at the end of this document that is indicative of the evidence required.

3. Please tell us the specific reason as to why you would like to request a review of your fee status (please tick)

My immigration status has changed since I enrolled

I, or a relevant family member, has now been granted humanitarian protection

Section B: Student information

Please complete the table below so that we understand more about your nationality.

1. What is your country of birth?

2. What is your nationality? If you have multiple nationalities please note them here:

Yes No

3. Are you a UK/EU/EEA national? ( Please tick) continue to 4

continue to 5

Yes No

4. Did you obtain UK/EU/EEA nationality after enrolment?

5. If yes please indicate the date that this was granted here. If no, continue to 6.

Date granted:

Yes No

6. Do you have Indefinite Leave to Remain or Indefinite Leave to Enter the UK?

7. If yes please indicate the date that this was granted here. If no, continue to Section C.

Date granted:

***Please see checklist for supporting evidence required for Section B***

Section C: Residency

***Please see checklist for supporting evidence required for Section C*** Section D: Family Relationships Please complete the following section to tell us about any relevant family members who may affect your fee status and your relationship to them.

1. Please complete the residency table below to denote the addresses at which you have been living for the last 5 years. This includes both term time and home addresses if you have been resident at a boarding school, for example. Please tell us the purpose of your stay at these address e.g. “education”. Please also indicate whether you have been living with your parent(s) or guardian(s) at these addresses, by ticking yes or no.

Date Country Address

Purpose of stay

Parent(s)/guardian also living at this address? Please tick yes or no

Yes No

01/09/2010 –

2. If your parent(s) or guardian(s) have a different address to you at any time during the last 5 years, please state where they were living and if there is a specific purpose for this stay e.g. temporary employment

Date Relationship e.g. mother Country Address Purpose of stay

01/09/2010 –

Advice regarding relevant family members and dependency this can be found on the UKCISA website:

http://www.ukcisa.org.uk/International-Students/Fees--finance/Home-or-Overseas-

fees/Definitions-Fee-status-assessment/#Relevant-family-members-–-England-HE

http://www.ukcisa.org.uk/International-Students/Fees--finance/Home-or-Overseas-

fees/Definitions-Fee-status-assessment/#Dependency

Yes No If yes, how are you

related?

What is your relation’s

nationality?

1. Are you the relevant family member of an EU / EEA / Swiss National? If yes, please complete and continue to 2. If no, please proceed to 3.

Yes No

2. Is the relevant family member a migrant worker in the UK?

Yes No

3. Are you over the age of 21? If no, go to 8. If yes continue.

4. Are you a direct descendent from an EU national?

5. Are you a direct descendent from an EEA migrant worker in the UK?

6. Are you dependent on the family member who is an EU national or an EEA migrant worker? If no, go to 8.

If yes, go to 7.

7. In the box below, please explain your relationship to the EU national / EEA migrant worker and how you are dependent on them. You may attach extra sheets. Once complete please go 8.

Yes No

8. Are either of your parent’s Turkish Nationals who reside and work or have worked in the UK?

***Please see checklist for supporting evidence required for Section D*** Section E: Spousal Relationships Yes No

1. Do you have a husband / wife or civil partner? If no, continue to Section F.

2. If yes, are they a UK or EU National?

3. If yes, does your spouse live in the UK?

9. Have you, your parent(s), guardian(s) or husband/wife been granted asylum or made a claim for asylum in the UK? If yes, please tick the box below that demonstrates who made the claim, the status of the claim

and the date of the claim.

If no continue to Section E.

Refugee

status granted

Refused - granted

Exceptional Leave to remain

Refused - granted

Humanitarian Protection

Refused - granted

Discretionary Leave to Remain

Refused Decision pending

Date

I made a claim

My mother made a claim

My father made a claim

My guardian made a claim

My husband / wife / Civil Partner made a claim

***Please see checklist for supporting evidence required for Section E*** Section F: Temporary employment outside of the UK or EU If you have been temporarily absent from the UK or EU due to temporary employment outside of the UK / EU please complete the table below. Information regarding temporary employment outside of the UK/EU can be found on the UKCISA website: http://www.ukcisa.org.uk/International-Students/Fees--finance/Home-or-Overseas-fees/Ordinary-residence-case-law/Temporary-employment-outside-the-residence-area/ Tell us who was temporarily employed overseas (e.g. you, your mother or father, your husband or wife) the dates of the employment, the country where the employment occurred and the name of the employer.

Who was temporarily employed overseas?

Dates Country Name of employer

***Please see checklist for supporting evidence required for Section F ***

Section G: Temporary absence from the UK/EU and maintained links to the area If you have been temporarily absent from the UK or EU for more than three consecutive months in the last 5 years, please use the box below to tell us about this, particularly the reasons for the absence. We would also like to know whether you have maintained links to the UK/EU whilst you have been absent from this area. This may include:

Dates of visits to the UK/EU and their purpose

Information about property you or your parents may own in the UK/EU

Regular bills that are paid in the UK/EU

In the box below please tell us about any absences from the EU/UK (for 3 months or more) and links that you have maintained with the UK/EU while absent:

***Please see checklist for supporting evidence required for Section G***

Checklist – documents to upload

Evidence to support section B

Scan of the photo page of your passport (or passports if you have multiple nationalities)

Scan of Indefinite Leave to Remain, Indefinite Leave to Enter or any other visa that you have been granted to stay in the UK

Evidence to support section C

Evidence of addresses for you/your parents during the last 5 years e.g. bills, mortgage statements

Evidence to support section E (Only supply the evidence that is applicable to your circumstances)

Scan of the passport of any relevant family member if they have EU / EEA / Swiss Nationality.

Scan of your parent(s) passports if they have Turkish Nationality.

Scan of visa(s) held by relevant family members (if applicable) that is relevant to their residency in the UK or EU for example, to demonstrate that they are migrant workers in the UK.

Relevant employment contracts to demonstrate EEA / Swiss / Turkish migrant worker status of your relevant family member.

Evidence that your relevant family member lives in the UK (if applicable) e.g. mortgage statements and utility bills

Evidence to demonstrate your relationship to relevant family members e.g. marriage certificates, your birth certificate, your parents birth certificates etc.

If you are over the age of 21 and dependent on an EU / EEA / Swiss National, provide evidence to show how you are dependent if possible e.g. bank statements.

Scan of asylum claim documents

Evidence to support Section F

Scan of marriage or civil partnership certificate

Scan of photo page of your spouse/civil partner’s passport

Proof that your spouse lives in the UK, e.g. bills, mortgage statements

Evidence to support Section F

Scan of any temporary employment contracts or confirmation of temporary employment overseas

Evidence to support Section G

Evidence of continued links to the EU / UK – flight records, banks statements, mortgage statements

Declaration

I have included scans all the necessary supporting evidence with the fee status questionnaire that I have submitted to the Admissions Office.

I confirm that the information given on this form is true, complete and accurate and that I will supply any additional documents required to support the information I have given.

I understand that the provision of untrue or inaccurate information may lead the university considering taking disciplinary action under B3 Misconduct regulations.

I consent to King’s College London processing and retaining this information in accordance with the Data Protection Act 1998.

Signature Date:

Return this form together with scans of any supporting evidence to the King’s Admissions Office by email to: feestatusreview@kcl.ac.uk

*Last updated March 2016