Equra College London
Version: 1.0
Approved by: Governing Body / Academic Board (as applicable)
Effective from: 15/01/2026
Review date: 25/12/2025
Owner: Finance Manager / Head of Student Services
1. Purpose
This policy explains Equra College London (“Equra”) fee terms, payment expectations, cancellation rights, refunds, and compensation arrangements. It is designed to be clear, fair, and transparent for students.
2. Scope
This policy applies to all applicants and students enrolled on:
- Diplomas and certificate programmes
- Short courses and CPD programmes
- Any other non-regulated training delivered by Equra
For franchised/validated higher education programmes delivered with a partner, the partner’s fee/refund rules may apply. Equra will confirm the applicable rules in writing at offer and enrolment.
3. Definitions
- Course start date: The first scheduled teaching date (or first access date for online courses).
- Cooling-off period: A fixed period during which a student can cancel for a full/near-full refund as stated below.
- Deposit: A sum paid to secure a place (where applicable).
- Materials fee: Charges for physical materials or third-party resources (where applicable).
4. Fee transparency
Equra will clearly publish or confirm in writing before enrolment:
- Total course fee and what it includes
- Payment schedule and due dates
- Any additional charges (exam fees, resit fees, materials, certification)
- Any partner/third-party fees (where applicable)
5. Payment terms
5.1 Students must pay fees by the due dates stated in their offer/enrolment letter.
5.2 Where instalments are agreed, students must pay instalments on time.
5.3 Late payment may result in restricted access to learning platforms, assessment submission, or certification until payment is brought up to date, provided this is communicated clearly and applied fairly.
6. Cancellation before the course starts (cooling-off)
6.1 If a student enrols online or at a distance, Equra will provide a cancellation right for a 14-day cooling-off period from the date of enrolment confirmation, unless the student asks Equra to begin delivery immediately and acknowledges that the cooling-off right may be affected once delivery starts.
6.2 If the course starts within the 14-day period, refunds will be calculated fairly based on any learning already delivered or accessed, and any unavoidable costs already incurred.
6.3 Where a deposit has been paid, Equra will state clearly in writing whether it is refundable and under what conditions.
7. Withdrawal after the course starts
7.1 If a student withdraws after the course start date, refunds are not automatic. Equra may offer a partial refund where fair, based on:
- The proportion of the course delivered and accessed;
- Administrative costs reasonably incurred;
- Any third-party costs that cannot be recovered;
- Whether the student has received materials or certification access.
7.2 Equra may offer an alternative remedy instead of a refund, such as:
- Deferral to a later intake;
- Transfer to another short course of similar value (where suitable);
- Credit note (time-limited) where appropriate.
8. Non-attendance and non-engagement
8.1 Non-attendance does not automatically cancel enrolment or payment obligations.
8.2 Students who stop attending should inform Equra promptly to discuss support, deferral, or withdrawal options.
9. Refunds due to Equra cancellation or significant changes
9.1 If Equra cancels a course before it starts, students will receive a refund of fees paid for that course, unless the student agrees to an alternative course/deferral.
9.2 If Equra makes a significant change to the course (for example, major timetable change, substantial change of delivery mode, or removal of key advertised content), Equra will:
- Inform students as soon as possible;
- Offer suitable alternatives where possible; and
- Offer a refund or partial refund where appropriate if the student does not accept the change.
10. Refunds due to serious service failure
Where there is clear evidence of serious service failure, Equra may consider an appropriate remedy, which could include partial refund, repeat delivery, or other proportionate remedy.
11. Additional charges (examples)
Where applicable, Equra may charge for:
- Replacement certificates
- Late assessment submission administration (where a penalty system exists for short courses)
- Resit fees (where a resit is offered for certification)
- Exam fees charged by third parties
- Printed materials or courier costs
All such fees must be published or confirmed in writing in advance.
12. How refunds are processed
12.1 Refund requests must be made in writing to: finance@equracollege.org.uk
12.2 Equra will acknowledge within 5 working days and aim to issue a decision within 15 working days of receiving all relevant information.
12.3 Approved refunds will be paid to the original payment method unless otherwise agreed.
13. Fraud prevention and identity checks
Equra may require identity verification to process refunds. Refunds may be withheld where fraud is suspected pending checks.
14. Complaints about fees or refunds
If a student is dissatisfied with a fee/refund decision, they may raise the matter under Equra’s Student Complaints Procedure. Equra will not treat a complaint as a cancellation request unless the student clearly requests cancellation/withdrawal.
15. Review
This policy will be reviewed annually and updated where needed for fairness, transparency, and partner requirements.