University Calendar for Postgraduate Students 2012/13 - Queen's ...

Other Regulations 79
Handbook ‘Where to stay at Queen’s’. Students should apply
online via the Accommodation website. Paper applications
will only be accepted as an exception and students must
contact Elms Village reception in this regard, Queen’s
University, 78 Malone Road, Belfast BT9 5BW.
2. Students who wish to apply for accommodation in
associated halls and centres should contact them directly.
3. Students must notify the Elms Village Reception Office
of their home address and next of kin, and any change to
these details during their period of residence in University
accommodation, Email: accommodation@qub.ac.uk (see also
General Regulations for all University Courses 5.11).
4. Fee for Queen’s accommodation: Each student accepting
a place in the University’s accommodation is expected to pay
the residential fee on time as outlined in the accommodation
contract. If payment problems are encountered at any time a
student is encouraged to contact Queen’s Accommodation
and Hospitality to discuss the matter by contacting Elms
Village reception, the Students’ Union Advice Centre or
Income and Student Finance staff at the Student Guidance
Centre.
5. Payment of fee: Queen’s Accommodation and
Hospitality will communicate the payment due dates in
line with the payment type selected as part of the offer of
accommodation.
6. Administration charge: A reminder will be sent two
weeks in advance of each due payment date and to advise
that an administration charge of £25.00 will be applied for
failed direct debit payments. This charge will be added to
a student’s accommodation account or with the student’s
agreement deducted from the accommodation deposit at
the end of the academic year.
7. Overdue fees
(a) Queen’s students – Failure to pay, or make
appropriate arrangements to pay, all fees and other
monies due to the University by the relevant deadline
will lead to a student being suspended. Students under
suspension will not be eligible to enrol or graduate
until that debt is repaid. The University reserves the
right to withhold a degree certificate or transcript from
any student who is in debt to the University. Such a
debt includes outstanding tuition and accommodation
fees, unpaid library charges and/or other amounts
owed to the University. By withholding the degree
certificate or transcript, the University will not be
precluded from pursuing repayment of the debt by, for
example, using a debt recovery agency.
If a student is suspended, the suspension will be reported
to the Director of Academic and Student Affairs, the
relevant academic School(s), and such other persons that are
appropriate. The suspension will only be lifted once it has
been advised by Accommodation and Hospitality that either
the required payment has been made, or the appropriate
arrangements have been put in place for payment
Following suspension, a continued failure to pay, or to
make appropriate arrangements to pay, all fees and other
monies due to the University, within 10 working days, will
result in a request from Accommodation and Hospitality to
the Director of Academic and Student Affairs, in consultation
with the relevant School, to consider expulsion.
Taking the action as set out above will not preclude the
University from pursuing repayment of the debt by, for
example, using a debt recovery agency.
(b) Non Queen’s students – Failure to pay, or make
appropriate arrangements to pay, all fees and
other monies due to the University by the relevant
deadline will lead to a resident being asked to leave
accommodation but will still be liable for fees as per
their contract.
Accommodation and Hospitality reserves the right to refer
any outstanding debt, in respect of your account, to a third
party for collection.
8. Accommodation fee paying options:
(a) Queen’s students accepting a contract of 8 weeks or
less are required to pay their residential fee in full prior
to taking up residence.
(b) Queen’s students accepting a contract for one
semester are required to pay their residential fees in
full within five working days of taking up residence.
c) Queen’s international students accepting a contract
for 38 or 51 weeks may pay by one of the following four
options:
i. Provide evidence of sponsorship or scholarship
from a government or other official organization, or
ii. Pay the total annual accommodation fee at checkin,
or
iii. Pay an advance of 50 percent of their fee at
check-in, the balance being payable on invoice by
February or
iv. Pay by Direct Debit: 25 percent of the total fees
must be paid at check-in. A direct debit mandate
form must be completed. Direct debits are taken
directly from your bank in three equal payments 1
January, 1 February and 1 March
(d) All other Queen’s students accepting a contract for 38
or 51 weeks pay by one of the following options:
i. Full payment.
ii. Direct debit – 3 direct debit instalments.
Accommodation fee will be collected in 3 direct
debit instalments on 1 November, 1 February, and 1
May to coincide with student loan payment dates.
iii.. .Direct Debit – 7 consecutive monthly direct debit
instalments. Your accommodation fees will be
collected in consecutive monthly direct debit
instalments from 1 November to 1 May.
iv. Salary deduction. Postgraduates receiving a
Queen’s salary or stipend can have their fee
deducted at source in 7 consecutive instalments
from October to April inclusive.
(e) Non Queen’s students accepting a contract for 38
or 51 weeks may pay by one of the following three
options:
i. Pay the total accommodation fees at check-in; or
ii. Pay an advance of 50 percent of their
accommodation fees at check-in, the balance being
payable on invoice by February 2012; or
iii.. .Pay by Direct Debit: 25 percent of the total fee
must be paid at check-in. A direct debit mandate
form must be completed from a UK bank account
once the account has been opened. Payments are
taken on 1 January, 1 February and 1 March.
9. Withdrawal from University:
A student withdrawing from University must give two weeks’
notice to Elms Village Reception Office prior to vacating their
room and provide a copy of the official University withdrawal