UGC letter of refund of fee

Letter No.
SKG/UGC/001 08 Jan 2017

Prof (Dr.) Jaspal Singh Sandhu, Secretary,

University Grants Commission,

Bahadur Shah Zagar
Marg, *Speed
New Delhi-110002.


Refer: D.O No. 1-3/2007/(CPP-II) dated 6th December 2016.

Reg: New Fee Refund Guidelines for withdrawal cases.

Issued in the name of safeguarding interest of students the above referred
notification has replaced the earlier fee refund notification dated dater 23
rd April 2007.

Inter alia the notification purports to safeguard the interest of students
and contains following language:
“However, the considerable number of complaints, grievances, court cases
and other references received by UGC on various coercive and shady dealings
carried out by HEIs reflect that profiteering motivations still drive the
operation of quite a few institutions in India. The reason behind the
proliferation of such malpractices can be many, including absence of an
effective and robust policy regime. However, what is most disturbing about
the dismal scenario is that students are at the receiving end of this
malaise. The Commission has earlier notified University Grants Commission
(Grievance Redressal) Regulations, 2012 on redressal of multifarious
grievances of students. But given the sheer volume of the complaints
regarding non-refund of fees and retention of original certificates by…”

To prohibit coercive and profiteering institutional practices in the
matters related to verification of certificates and testimonials at the
time of admission, remittance of fees and refund thereof in case of
cancellation of admission and other such student-centric issues.”

However the notification suffers from several infirmities which would
definitely invite much more litigation and work to the advantage of HEIs
defeating its basic purpose. An RTI was filed wide number *UGCOM/R/2016/55515
to know certain basic issues emanating from the notification but
information denied. *We hereby try to bring to your notice following
primary vagueness confirming that notification is not comprehensive and
does not cover all aspects relating to fee refund in a sufficient manner
and requires review before mis-interpretation can take its toll:

Earlier circular has made a clear cut distinction and linked the refund
with the start date of course whereas current notification has linked it to
the “*formally notified last date of admission*”. Determining start date of
admission is much easier – once the course is started the fact can easily
be proved with attendance records. Whereas in case of private Universities
establishing a formally notified date of admission would really be a
challenging situation as University may keep on admitting students even
after “formally notified date of admission” or keep on changing the date,
on which UGC has no control. In such a situation where admissions takes
place even after formally notified date – what will happen? Which date will
be counted? A University can always declare one date as notified last date
and without changing it may continue admitting students beyond that?
Earlier even if a student withdraws after joining he was entitled for
proportionate refund if sanctioned strength is admitted in the course.
While in cases where he only reserves the seat and does not join at all
only Rs.1000/- was to be deducted. However, as per new guidelines a minimum
10% of fee University can deduct in the name of processing fee even for
withdrawal much before start of course, that too on aggregate fee. Suppose a student deposits Rs.50,000/- as advance with a University in April to secure admission against a semester fee of Rs.1,50,000/- for
session to begin in July. Now if the student sends withdrawal

application to University in May – he would suffer a deduction of
R.15,000/- (i.e. 10% of Rs.1,50,000/-) against a sum of Rs.1000/- as per
earlier rules. The deduction of 10% on aggregate fee, as per new
notification, is very high as compared to the amount prescribed in earlier
notification. The concept of aggregate fee is new one and is biased in
favour of Universities without any apparent rationale. The new system does
not specify anything about *Hostel fee* nor *define aggregate fee,* leaving
a potential scope for litigation. There are several elements of one-time
fee student has to pay at the time of admission – will it form part of
aggregate fee? Further in new system, the student loses 100% money if he
withdraws after 30 days of last date of admission even if the University is
operating at above the sanctioned strength. The notification does not
specify what will happen if a University admits student even after last
date of admission. This move is definitely not in favour of students.

In most of the cases HEIs start admission campaign much earlier and take
advance from student to reserve the seat. After payment of advance fee
student has to appear in college on the day of admission with balance fee &
documents to register himself as a student. Under earlier system if a
student who has paid advance fee does not appear for registration on the
start date of course he was not treated as student admitted and was
eligible for refund of whole sum with a deduction of Rs.1000/-. Now under
new regulation even if a student does not come for admission on start of
course he would face deduction of 10% of *aggregate fee* – which is much
higher than Rs.1000/- because the refund is linked to “notified last date
of admission”. Maximum number of refund happens just before start of course
because students keep on evaluating various options available to him. But
under new regulations refund is de-linked with start date of course
creating problem for students and restricting their choice.

Following unanswered questions emerge from the new notification:

(i) Will one-time/annual fee paid at the time of admission would
fall within the meaning of aggregate fee? In case where student has paid
part of the semester fee and withdraws one month before the last date –
whether University would deduct processing fee of 10% of aggregate fee or
the amount paid by student?

(ii) The deduction slab for refund is applicable on semester fee or
annual fee?

(iii) What if a University takes admission even after notified last
date of admission?

(iv) The notification only covers refund application submitted *up to
less* than 30 days from formally notified last date of admission AND refund
application submitted *after* 30 days from formally notified last date of
admission. As such it does not cover refund applications submitted on 30th
day from formally notified last date of admission. So what will happen to
those applications?

(v) Is it a correct interpretation if a student applied 10 days
before the notified last date of admission he would face 30% deduction on
aggregate fee?

It is extremely surprising that such a vital information which is going to
impact lakhs of students across India has been summarily not provided under
RTI showing extreme apathy. Instead of looking into the issue and providing
requisite information it is stated that notification is self-explanatory –
where as there are several unanswered questions in it.

Since admission season has just begun timely insertion of
corrections/clarifications into the notification would save a lot of
hardships to poor families those sacrifice everything for payment of hefty
fee to HEIs or take the burden of bank loans on their heads. We sincerely
apply for a thorough review of the notification for the sake of lakhs of
families who would suffer if ambiguities concerning fee refund are not

Thanking you. Please acknowledge.

Yours faithfully,

(S K Goyal)

General Secretary – Dwarka Forum

D-103, Shivam Apartment,

Plot-14, Sector-12, Dwarka,

N*ew Delhi-110078. *

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  • Saurabh Gangadia says:

    I need some advise to proceed in right direction to recover the amount of 85000 that was forcibly taken from me by SPSU University Udaipur to withdraw.
    I completed my 1 year (2nd semester) from SPSU Udaipur and did not want to continue my education in the same University due to many reasons.
    Initially the University management were reluctant to give me my Migration Certificate and results……but after many representations and harassment they ultimately gave me my documents only after forcibly recovering the amount of 85000 in name of tuition fees.
    Now Sir….this was like asking for ransom and bullying. I was made to pay for the services that I was not to avail..please guide and oblige.
    Saurabh Gangadia
    Mount Abu

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  • parveen kumar sharma says:

    sir’ i needsome advise me. my elder son mr. RISHABH SHARMA, studying in dit unvercity,dehradun. my son dead 11 october 2018 in dit unvercity hostel campus. my son study Btech-Ist year in computer science,dit univercity,dehradun.i informed dit univercty fees refund of son.but not any answer give me by unvercity.please suggest me and give me more information about fees refund.

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  • Davinder Kamboj says:

    Sir I need ur expert advice regarding refund of admission fees paid for admission in BSc(H)-Nursing (after clearing the Entrance Test & meeting all other requirements for Admission) to a Private College under DU Academic Control. But at the same time we were awaiting result of Enterance Test / Counselling dates of other colleges under DU and IPU. The Important points regarding Private college Prospectus are

    1 No details provided regarding admission close dates and deduction details for withdrawal of Admission
    2 Pre-Deposit of Full Admission fees Rs1.51 Lacs for First year is must which include – “Admission Fees (Non-Refundable) Rs40000/-, University Fees Rs3100/- (with Note -“All University Fees/Dues will be charged as per University of Delhi Norms), Tution Fees Rs60000/-, Field Trip Rs7500/-, Library Rs5000/-, Staff Nurse Association charges Rs3000/-, Stationery Rs3000/-, Hostel Maintenance Rs23000/-, Games Rs1500/- and Lab Charges Rs5000/-”
    3 Selection Test was on 16.06.19, Result on 22.06.19, First Counselling on 29.06.19, Fees Deposite Date 02.07.19, Student-Parent Induction date 15-7-19, Course Start Date 16.07.19

    My Daughter studied in college & remained in Hostel from 16-07-19 to 20-08-19 (Approx 6 days leave taken in this period).

    In between admission notice for same course in Delhi/NCT Government College (under DU Affiliation) published to which my daughter appeared for entrance exam and counselling and got confirmed admission on 20.08.19. As per Prospectus of Govt. College the last date of Round up Counselling was 30.08.19.

    On 21.08.19 morning we filed Application with First Private College for Admission Withdrawal and Refund of Fees as per DU Polices. Against same we got refund of Rs1.01Lacs on 29.08.19. As per UGC Notification of October 2018 if any student withdraw admission less than 15 days before the formerly notified last day of Admission 90% of fees will be refunded which in my case approx amount to Rs1.35Lacs.

    In the light of above facts Please advice / confirm the fees refund amount applicable in my case.

    Thanking you in advance in anticipation of an early reply.

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  • Advocateji says:

    Dear Davinder Kamboj, You are advised to get in touch with any or our legal expert as not only the terms and conditions of UGC are involved but other laws are also involved in this case. It will be better to bring all the relevant documents to the Advocate for proper advice. Choice is yours.

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    Dear Sir, Thanks for your prompt reply. Request you to please provide the advise on the basis of facts narrated in above query. Specially advice about the non refundable admission fees of Rs40000/- as per Pvt College Prospectus, whether the Private college has the right to deduct the same from refund. Also whether college can deduct proportionate other components of fees for attending college for 36 days.

    Thanking you in advance for your understanding & providing prompt reply

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  • Advocateji says:

    Dear Davinder Kamboj, You are advised to meet any or our advocate for giving legal notice and filing case in the court. They may charge fee too.

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