UNIVERSITY POLICY ON SANCTIONS FOR STUDENT DEBT
(REVISED APRIL 2014)
1. Introduction
The following Sanctions Policy will apply to students who are in debt to the University and
applies to all students irrespective of whether or not they are sponsored with effect from
March 2014.
Debts will include accommodation fees, tuition fees and all other debt to Aston University.
2. Policy
The sanctions for debt to the University are set out in the following table.
DEBT
SANCTION
1. 'Substantial': academic debt of
a) Student’s Library borrowing rights and access to
(1)
£1,000 or over (e.g. for tuition
University computing facilities normally withdrawn.
fees; library fines, non-returned b) Enrolment with the University for the following year
library books; overpayments of
normally prevented (unless satisfactory
bursaries, (2) scholarships and
arrangements have been made with Finance for
disciplinary fines, subject
repayment).
specific allowances, or other
c) The University reserves the right to insist that full or
University awards).
partial fees are paid up front prior to commencing
subsequent year of study, where there has been
(1)
The level of substantial debt will
historic and consistent evidence of poor payment.
be reviewed annually by the
d) Returning students who are in debt from the
Sanctions Group and any
previous year (Z Debtors) will have their student
amendments will be subject to
status withdrawn from the University at the end of
approval by the Deputy Vicethe second week after the due date for their reChancellor (or their nominee).
enrolment (unless satisfactory arrangements have
been made with Finance for repayment).
(2)
Further information is
e) Possible debarment from the Conferment of
contained in the Aston University
Degrees (decision of the Deputy Vice-Chancellor or
Scholarship Policy relevant to
their nominee).
your year of entry, available from f) University letters relating to academic performance,
http://www.aston.ac.uk/study/und
references, formal transcripts (see 3i for transcripts
ergraduate/studentprocessing), diplomas and certificates normally
finance/scholarships-grantswithheld.
loans/scholarships/
g) Where the Finance Centre has made every
reasonable effort to obtain payment and where it is
apparent that the student is unlikely to pay the
amount owed, the Head of Credit Control, having
consulted with the appropriate School, shall inform
the student that they will be required to withdraw
from the University within 14 calendar days. The
student shall be informed that they have the right to
submit a written appeal within 14 calendar days of
this decision. The appeal shall be considered by the
Deputy Vice-Chancellor (or their nominee).
h) The University reserves the right to commence legal
action to recover unpaid fees.
2. ‘Non- substantial’: academic
a) Students Library borrowing rights normally
debt under (1) £1,000 and other
withdrawn.
sundry debts (e.g. for tuition
b) Enrolment with the University for the following year
fees; library fines, non-returned
normally prevented (unless satisfactory
Page 1
library books; overpayments of
bursaries, (2) scholarship and
disciplinary fines, subject
specific allowances, or other
University awards such as local
debts in Schools e.g.
studentship & resource pack
fees).
c)
d)
(1)
The level of substantial debt will
be reviewed annually by the
Sanctions Group and any
amendments will be subject to
approval by the Deputy ViceChancellor (or their nominee).
e)
f)
Further information is contained
in the Aston University Scholarship
Policy 2013/14, available from
http://www1.aston.ac.uk/registry/for g)
-staff/regsandpolicies/
(2)
h)
3.
Accommodation-related debts
and fines.
a)
b)
c)
d)
e)
f)
arrangements have been made with Finance for
repayment).
The University reserves the right to insist that full or
partial fees are paid up front prior to commencing
subsequent year of study, where there has been
historic and consistent evidence of poor payment.
Returning students who are in debt from the
previous year (Z Debtors) will have their student
status withdrawn from the University at the end of
the second week after the due date for their reenrolment (unless satisfactory arrangements have
been made with Finance for repayment).
Possible debarment from the Conferment of
Degrees (decision of the Deputy Vice-Chancellor or
their nominee).
University letters relating to academic performance,
references, formal transcripts (see 3i for transcripts
processing), diplomas and certificates normally
withheld.
Where the Finance Centre has made every
reasonable effort to obtain payment and where it is
apparent that the student is unlikely to pay the
amount owed, the Head of Credit Control, having
consulted with the appropriate School, shall inform
the student that they will be required to withdraw
from the University within 14 days. The student shall
be informed that they have the right to submit a
written appeal within 14 days of this decision. The
appeal shall be considered by the Deputy ViceChancellor (or their nominee).
The University reserves the right to commence legal
action to recover unpaid fees.
Where the Finance Centre has made every
reasonable effort to obtain payment and where it is
apparent that the student is unlikely to pay the
amount owed, the following sanctions will be
imposed.
A Residences Licence may be terminated by the
University in the event of a student having failed to
pay when due all or any part of the Residences
Licence Fee.
The University reserves the right to commence legal
action to recover unpaid fees.
Under the terms of a Residences Licence a student
may not be permitted to remain in a room at the
beginning of a new term if any part of the Licence
Fee from the previous term is outstanding.
Non-payment of residence fees by the deadline
stated in the offer letter may mean withdrawal of a
place of residence.
Returning students who do not clear debts or come
to an arrangement to do so by 30th June will have
their offer of a place in residences for the following
academic year withdrawn.
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3. Process
a) When the Finance Centre are chasing debts from students they will:
 Notify students (normally by e-mail to the student’s Aston e-mail account) of
the implications for them if they do not pay their debts when due, by reference
to their rights and responsibilities as set out in the Regulations on the
University’s web site, available from : http://www1.aston.ac.uk/registry/forstudents/regulations-policies-and-procedures/. Students will receive a
minimum of 14 days notice prior to sanctions being imposed (Table 1);
 Invite students to contact the Advice & Representation Centre (ARC) in the
Students’ Union or Student Services at the Hub if they are experiencing
financial difficulties;
 Invite students to contact the Finance Centre to discuss their payment
problems and to arrange a suitable payment plan if applicable;
 Not impose sanctions whilst good-faith discussions are going on with the
student concerned or negotiations are continuing on behalf of the student with
Student Services staff in the Hub, Advice & Representation Centre staff,
School staff or external agencies, within a reasonable time frame.
 Tell students that, normally, it will take up to 2 working days after they have
paid off their debts before their full University access (e.g. Library borrowing
rights or use of computer facilities) will be restored (Table 1).
b) The officer(s) appointed by the relevant Executive Dean will have access to the self
service reports on the University finance portal, allowing them or their named deputy
to view students upon whom sanctions are to be imposed. The officers will have 14
working days to access and update the sanction codes, should they wish sanctions
to be delayed (Table 1). Sanctions will be applied if the Finance Centre has made
reasonable efforts to get a response from a School and no answer is forthcoming.
Where a School has requested that sanctions should not be applied for a particular
student, they must provide an explanation that is deemed to be satisfactory by the
Deputy Vice Chancellor (or their nominee).
c) Sanctions will be lifted if a student makes an agreement with the Finance Centre to
pay in instalments and shall remain lifted provided payments are made in accordance
with the agreed schedule. However, where:

Credit card payments are later rescinded by the credit card company,
cheques are returned by the bank “bounced” or claw back of other payment
methods, the Finance Centre will restore sanctions until such time as cleared
funds are received. In such cases, the Finance Centre will not need to seek
approval from Schools to reapply sanctions but they will inform the School
where sanctions have been reapplied;
d) Details of sanctions that can be applied for student debt will be included in the
Students' Guide to Tuition and Residence Fees available on the University website
http://www1.aston.ac.uk/current-students/finances/paying/sanctions/
e) Where the sanction of withdrawal has been imposed and upheld, the School will be
required upon request from the Finance Centre to complete the necessary
withdrawal process marking the student record status as ‘withdrawn debtor’.
f)
Beyond the sanctions set out in 2 above, LIS (Library Information System) will set out
their own sanctions for library debts which will be set out for students in the
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Enrolment Pack. Where the Library debt becomes substantial, normal University
Regulations for substantial debt should apply.
g) The Finance Centre will liaise with the University Visa Compliance Manager,
regarding international student withdrawals, to ensure the University remains
compliant with UKBA regulations.
h) Schools should take responsibility for preventing students in debt to the University (ie
Z debtors) from entering the next academic year, including entry to sandwich
placements (see 2 above). This should be done by holding back handbooks,
timetables and other essential documentation, not allocating students to tutorial
groups, etc. The University will not normally allow students in debt to re-enrol unless
they have made satisfactory arrangements with the Finance Centre to repay their
debt.
i)
Students in debt to the University may be issued their results by the Schools via a
transcript clearly marked as "Provisional" which is not signed by the Programme
Tutor or endorsed with a University stamp. Schools may continue to provide students
in debt with necessary information about assessments or referred assessments.
Examination Boards and Exceptional Circumstances Panels may consider the cases
of students who are in debt from the previous year (ie Z Debtors) but only in relation
to their performance and circumstances pertaining to their studies in the previous
academic year.
4. Finance Centre procedures
This Sanctions Policy will be implemented by the team in the Finance Centre through the
procedures set out in Appendices 1 and 2.
5. Policy review
The Sanctions Policy and procedures should be reviewed annually by the Registry,
Finance and Business Services in consultation with the Schools. Any amendments will
be approved by the Learning and Teaching Committee.
6. Policy communication
Following the annual review the Sanction Policy and procedures will available at
“University Policy on Sanctions for Student Debt” on the University website.
In addition, the policy will be communicated as follows; to students and staff in MAP
under the Finance Section, circulated to School Sanction Officers and discussed in the
first available Monthly Debt Review meeting after the policy sign off, circulated to School
Senior Administrators for dissemination, the HUB Advisors, Residence and
Accommodation staff, the ARC in the Students’ Union, Registry and the Finance Centre.
19th April 2013
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Aston University Finance Department – Finance Centre
Debt collection process: Tuition Fees
Sanctions Schedule for Student Debtors Post Enrolment/Reenrolment
Table 1
Working
Days
Action
Responsibility
Day 0
Invoice Issued
Day 7
Day 10
Invoice due date
1st reminder e-mail sent
Plus Information in MAP
Day 17
2nd reminder/warning e-mail sent.
Warning message displayed on
MAP with countdown of number of
days to possible withdrawal of
computer access and library
access
List of students with provisional
withdrawal sent to Schools
Finance Centre
Library and Computer Access
Removed.
Warning message displayed on
MAP with countdown of number of
days to possible withdrawal from
University
3rd reminder/withdrawal
Finance
Centre/ISA
Day 31
Student Withdrawal Report
Sent to Deputy Vice Chancellor
and CFO copy to Schools
Finance Centre
Day 35
Head of Credit Control informs
student via letter/email that they
are required to withdraw.
Formal Withdrawal
Deputy ViceChancellor
Day 17
Day 24
Day 24
Day 49
Registry/Finance
Centre
Finance Centre
Finance Centre
Finance Centre
Head of Credit
Control
Comment
Invoice will state sanction implications and
timetable with link to Sanctions Policy
Polite warning reminding student that
invoice is overdue and that sanctions will be
commenced if payment is not received.
Student directed to ARC/HUB if they are
facing financial difficulties
Letter gives 7 days’ notice of possible
removal of access to library and computer
facilities. Student directed to ARC/HUB if
they are facing financial difficulties.
Student name will not be added to Sanction
List until 2nd reminder e-mail has been sent
out. Schools to respond in 5 days.
Error message displayed when student tries
to access MAP informing them to contact
Finance Centre concerning their tuition fees
Letter informing student that library &
computer access withdrawn and giving 7
days notice of possible withdrawal from the
University.
Report to be submitted to Deputy Vice
Chancellor and CFO identifying the students
to be withdrawn. (Containing contact notes,
reminders and emails sent to the student).
Schools to respond in 4 days.
Student informed that they have 14 days to
submit a written appeal. Appeal considered.
Student will be withdrawn if appeal not
accepted.
Sanctions after Completion or End of the Academic Year
Table 2
Action
Responsibility
Comment
Working Day
Spring or
Summer Degree
Ceremonies
8 weeks prior to
re-enrolment
due date
Student barred from
attending Graduation
Ceremony and/or Certificate
withheld
Student informed via e-mail
and by letter that they
cannot re-enrol unless debt
Finance
Centre/Registry
Deputy Vice-Chancellor or their
nominee decides whether students are
to be barred.
Finance Centre
Letter sent to student’s home address
and e-mail sent to personal e-mail
address
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Re-enrolment
due date
2 weeks after
re-enrolment
due date
is paid.
Schools given list of
students to be withdrawn.
Student withdrawn from
university.
Finance Centre
School
Student classed as a withdrawn debtor
Aston University Finance Department –Finance Centre Section
Debt collection process: Residence Fees
Table 3
Day
Action
Responsibility
Day 1
Day 5
Invoice due date
Statement Issued
Accommodation Office
Finance Centre
Day 7
Day 10
Payment due
1st reminder e-mail sent
Student
Finance Centre
Day 17
Finance Centre
By day 30
2nd reminder/warning
before Legal Action and
Notice to Vacate is
issued
Debtor List sent to
solicitors to issue Letter
Before Action
Notice to Vacate, and
Termination of Licence
should be issue as
appropriate
Statement issued
By day 60
Notice to Vacate matured
Finance Centre
By day 60
June/July
Further statement issued
Student room offer
removed
Finance Centre
Accommodation Office
On Going
Legal Action continued
Finance Centre
Day 24
By day 30
Finance
Centre/Solicitors
Finance
Centre/Accommodation
Office
Finance Centre
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Comment
Reminding students of the payment
due.
Polite warning reminding student that
invoice is overdue and that sanctions
will be commenced if payment is not
made. Student directed to ARC/HUB if
he/she is facing financial difficulties
Students will be issued a ‘letter before
action’. Student directed to ARC/HUB
if he/she is facing financial difficulties
The University solicitors write to the
students and gives 5 days notice to
pay
Letters are sent by email, and
delivered to the students room
personally by 2 accommodation
officers
Statement issued monthly on last
Friday of month
Student required to leave halls of
residence
Students are notified that their offer of
halls of residence is revoked, and they
will not be allocated campus
accommodation
The University continues to pursue
the recovery of the debt through the
legal processes