Refund policy

1. INTRODUCTION

This Policy sets out the circumstances in which the Kings College will refund tuition fees and other relevant costs to students if the College is no longer able to preserve continuation of study for one or more students or when a student withdraws or is withdrawn by the College. Kings College recognizes an unlikely risk if it were to occur, affected students should receive a refund of fees and other relevant cost in accordance with this policy.

2. Definitions

The College has adopted the following definition with regards to refund :

A refund relates to the repayment of sums paid by a student to the College or an appropriate reduction in the amount of sums owed in future by the student to the College. This could include tuition fees or other course costs.

3.Refunds

This section sets out the circumstance under which refunds of tuition fees or other cost paid to the college will be made including where tuition fees have been paid to the College by student in receipt of a tuition fee by students who pay their own tuition fees or by students whose tuition fees are paid by a sponsor.

• Refunds of tuition fees will be made under the following circumstances:

      College Closure

• Prior to the start of the Semester – a full refund will be made

• After the start of the semester – tuition fees for the following one month will remain due in full, but tuition fees for the remainder of the semester will be refunded (if already paid) or waived where the student is required to transfer to an alternative provider to complete their studies

      Closure of an individual programme

• Prior to the start of the Semester – a full refund will be made where no suitable alternative is available at the College and the student is required to transfer to an alternative provider

• After the start of the semester – tuition fees for the following one month will remain due in full, but tuition fees for the remainder of the semester will be refunded (if already paid) or waived where no suitable alternative is available at the College and the student is required to transfer to an alternative provider to complete their studies

      Material changes to programme content

• Prior to the start of the semester – a full refund will be made where the changes are so significant that it no longer delivers the same learning outcomes as originally advertised and no alternative is available at the College and the student is required to transfer to an alternative provider
• After the start of the semester – tuition fees for the following one month will remain due in full, but tuition fees for the remainder of the year will be refunded (if already paid) or waived where the changes are so significant that it no longer delivers the same learning outcomes as originally advertised and no alternative is available at the College and the student is required to transfer to an alternative provider to complete their studies

• Withdrawal by a student prior to the start of the semester – a full refund will be made less five percent (5%) deposit (which covers the College’s reasonable administrative costs)
• Withdrawal by a student after the start of the semester on health grounds or exceptional circumstances e.g. bereavement of close family member – normally tuition fees for the following one month will remain due in full, but tuition fees for the remainder of the semester will be refunded (if already paid) or waived
• Withdrawal of a student by the College during the semester due to a lack of academic progression – tuition fees for the following one month will remain due in full, but tuition fees for the remainder of the semester will be refunded (if already paid) or waived
• g) Withdrawal by a student prior to start of mid semester exams or semester exams regardless of any reason, no refund of exams fees will be made
• Overpayment of fees – a refund of the amount overpaid will be made

• Registration fee will be non – refundable
• Refunds of tuition fees will not be made if the following applies:
• Withdrawal by a student after the start of the semester for any reason not listed under 3.1 above – a full semester tuition fees are due regardless of payments made to date
• Withdrawal of a student by the College on disciplinary grounds – full semester tuition fees are due regardless of payments made to date

4) How to claim a refund

Refund application form should duly be filled and submitted to:

The Head of Finance, Kings College, P.O.Box 203188 Gaborone

5) Payments

 Refunds will only be made to the bank and account holder (or other financial institution) that originally paid the tuition fee and will not be paid in cash. This applies whether the student is paying his/her own tuition fees or tuition fees paid by a sponsor.

All refunds will be made within 30 days upon receipt of the claim.

This refund policy will be reviewed every five years by the board of governors from the date of issue.

Issue date : 1^st January 2024