Postgraduate application deposit information 2017/18
All applicants for MRes or taught postgraduate programmes who are offered a place to study at Imperial and are liable to pay all or some of their fees personally will be required to pay a deposit towards the cost of their programme fees before their place can be confirmed. This page provides information on deposits for the 2018-19 session.
Application deposits are normally calculated at 10% of the sessional fee for the first year of the programme, see details of 2018-19 fees . Information about the exact deposit rates for all programmes will be detailed on the programme information pages in the online prospectus. Where fees are shown as provisional, deposits will be 10% of the forecast fee and may not therefore be exactly 10% of the final sessional fee charged.
Payment of the application deposit forms part of the conditions of a place and must be paid before your place on the programme can be confirmed. Failure to pay the application deposit on time may result in the withdrawal of the offer.
Apart from in certain circumstances detailed below, deposits are not refundable if you fail to take up your place at the College. Deposits are the personal liability of the applicants and should not be passed to sponsors to pay (this is covered in further detail in the FAQs).
Application deposits received will be credited against the full fee balance for applicants successful in gaining a place at the College.
Deposits will be refundable for applicants that fail to meet the conditions of their offer provided their failure to gain admission is as a direct result of the failure to meet the condition and the applicant can show that they have made all reasonable attempts to meet the condition. Deposits will also be refundable in the event that applicants are unable to take up their place on the programme owing to a refusal to grant entry clearance by UK Visas and Immigration provided that refusal was not the result of a fraudulent application or pre-existing bar on entry clearance. Deposits will not be refundable in other circumstances unless the College has been able to secure a suitable candidate to fill the applicant’s place on the programme or if the College believes that there are exceptional or extreme mitigating circumstances that merit a refund on a discretional basis.
Application deposit process
If you accept an offer of a place to study at Imperial College London, you will automatically be invoiced for the application deposit, usually within five working days of accepting your offer. Deposit invoices will be sent to you by email, and the deposit must be paid within 30 days of invoicing; failure to pay the deposit on time may result in your offer being withdrawn.
If you feel that you may need to delay payment beyond 30 days from the date of your invoice, please contact Student Finance by email to firstname.lastname@example.org as soon as possible; further details on this may be found in the full policy and the FAQ section below.
Please note that the deposit process is automated; you do not need to contact us to request an invoice. However, if you have not received a deposit invoice within at least five working days of accepting your offer, or you have any other queries relating to deposits, please contact a member of the Tuition Fees team by email at email@example.com.
Once you have paid your deposit, your admissions record will automatically be updated and this will be reflected on your e-Service account. Any payments received from students requiring a Tier 4 visa will be shown on their CAS once a full fee invoice has been raised.
Application deposit FAQs
Please see below for frequently asked questions on application deposits. If you have a question that is not answered below, please contact a member of the Tuition Fees team by email to firstname.lastname@example.org
Application deposit FAQs
I am being sponsored, should I just pass my invoice to my sponsor to pay?
No, deposits are the liability of the applicant and not their sponsor, if you have a formal sponsorship arrangement whereby your sponsor will remit the full value of your fees directly to the College, please provide evidence of this to the College (see the Sponsored Students section of the Postgraduate Payment Terms Information page for information on what constitutes acceptable proof of sponsorship) and, provided we accept evidence of the sponsorship, your deposit invoice will be cancelled. If your sponsorship is only for part of your fees, please see the next FAQ, if your sponsorship agreement is such that your sponsor will pay you the funds for you to remit to the College, we will not accept this as a formal sponsorship agreement and you will still be required to pay the deposit.
I have sponsorship, but it doesn’t meet the full value of my fees, what happens next?
If your sponsorship is a formal sponsorship agreement accepted by the College but is for less than the balance of fees after deduction of the deposit, you will still need to pay the deposit in full. If your sponsorship is for more than the balance of fees after deduction of the deposit, please contact Student Finance by email to email@example.com and we will re-issue your deposit invoice for the balance amount.
I have applied for a UK Government Postgraduate Loan (PGL), does this affect my deposit?
No, as the PGL is paid to you directly and is to support your study as you see fit, the College will not deem this to be sponsorship and so the requirement to pay a deposit is not affected.
Can I get an extension to the deadline to pay my deposit?
Departments may, at their discretion and on a case-by-case basis, grant an extension to a deposit payment deadline, if you believe you need an extension, please email Student Finance on firstname.lastname@example.org who will pass your request on to the department for their consideration. You will be notified if your extension request has been granted and of any new due date by email from Student Finance.
I haven’t received my deposit invoice and I accepted my offer more than a week ago, what do I do?
Please email Student Finance on email@example.com so we may look into this for you. Please note, if you accepted your offer within 31 days of the start of session for your programme, you will not be required to pay a deposit.
I have deferred my application to the College to next year, can I get a refund of my deposit?
No, as the College has agreed to defer your application to next year, your deposit payment will be held against the deposit for the next cycle. The deposit for the next cycle will be based on the fee for entrants in the new cycle, not the cycle you deferred from and so may be higher than the deposit in this cycle leaving a balance to pay after your payment is transferred.
I have failed to meet one of the conditions of my offer, what happens next?
If you have failed to meet any of your conditions and, as a direct result, fail to gain entry to the College, you will need to send proof that you were unable to meet those conditions to Student Finance, who will the liaise with Admissions and the department to determine if you can reasonably make another attempt to meet the conditions. If you can reasonably make another attempt to meet the conditions, you will be advised of this, if the College does not believe you could reasonably make another attempt to meet the conditions in time, a full refund of any deposit payment received will be made.
Please note, if you elect not to make another attempt to meet the conditions or are not able to demonstrate that you made all reasonable efforts to meet the conditions originally, the College will view this as a withdrawal, not a failure to qualify and, as such, your deposit may be non-refundable.
My visa application has been refused, what happens next?
You will need to send a copy of your Refusal of Entry Clearance letter to Student Finance on firstname.lastname@example.org who will process a refund of your deposit payment. If your visa was refused as the result of a fraudulent application (as defined by UK Visas and Immigration) or a pre-existing bar on entry to the Country, your deposit will not be refundable as you would have been aware of this at the time of making your application.
I no longer wish to take up my place at the College, can I get a refund of my deposit?
If the College has been able to secure another suitable candidate to fill the vacancy created by your withdrawal, then a refund will be made however, if the College is not able to fill the vacancy, the deposit will not be refundable. As refunds in these circumstances are only made once the College has been able to fill the vacancy, it may not be possible for the College to determine if a refund may be made until after the start of session for the programme. Please note, the College has sole discretion in determining the suitability of any applicant for admission to the College.
I was hoping to get funding but have not been able to and now can’t afford to take up my place, can I get a refund of my deposit?
If you withdraw your application under these circumstances, a refund will still only be made if the College is able to secure another suitable candidate to fill the vacancy created by your withdrawal, as such, the deposit may be non-refundable. If you had a firm agreement of funding that has subsequently been withdrawn through no fault of your own, this may be assessed under the exceptional or extreme mitigating circumstances process (see below) and the College may, in its sole discretion, agree to a refund.
What constitutes exceptional or extreme mitigating circumstances?
If you believe that events outside of your reasonable control that you could not have been aware of at the time you made your application mean you can no longer take up your place at the College, you may apply to us for a discretionary refund under exceptional or extreme mitigating circumstances. It is not possible to provide a definitive list of what would constitute exceptional or extreme mitigating circumstances as these are always reviewed on a case-by-case basis considering all relevant factors however, extreme mitigating circumstances would, in most cases, be an event or series of events that the College accepts make it unlikely that you would be able to dedicate yourself to or succeed on the programme; exceptional circumstances would, in most cases, be external events outside of your reasonable control that prevent you from being able to take up your place or that the College agree are such that a refund may be warranted on a discretional basis. As refunds under exceptional or extreme mitigating circumstances are determined on a case-by-case basis and take all factors into account, the decision to award a refund to one applicant under a particular set of circumstances would not necessarily mean that another candidate would be granted a refund for similar reasons.
I have been told I do not qualify for a refund, can I appeal this decision?
You may ask for the decision to withhold your deposit to be reviewed under certain circumstances. If you believe there has been an administrative error in the determination of your eligibility for a refund or that the decision was not in keeping with the above policy, you can ask for this decision to be reviewed highlighting where you believe the error to have been made. The decision will then be reviewed by a manager not involved in the original decision. If there is evidence material to the decision that was not available at the time of the original decision, you may request the decision be reviewed in light of this new evidence, the new evidence will then be considered as if it formed part of the original request, this may be by the same manager as made the original decision. Information on how to submit an appeal against a decision will be provided when the original decision is communicated to you or may be requested by email from Student Finance on email@example.com