Fees & Charges FAQs

Roll On Roll Off Programmes are those programmes which have been identified by both the centre and the Development Manager as a course where learners can be registered at any time. In this case you should register the learner with the start date as the date the learner actually started the course, and not the date the course initially commenced.

If the level of achievement is uncertain then the learners should be registered on the lower band of the expected achievement. Once the learners have achieved, a second invoice will be raised to charge for any additional credits above the original registered achievement.

For example: you have 10 learners on a course with 6 credits but you are unsure whether all learners will achieve 6 credits. You should therefore:

1. Register 10 learners on the course with all the units attached but put 3 credits in the Intended Credit section on the Course and Learner Registration Form (CLRF)
2. An invoice will be issued for 10 learners at £15 (1-3 intended credit band) = £150
3. The learners achieve the 6 credits
4. A second invoice is raised for the additional credits achieved, i.e. 10 learners at £25 (4-6 credit band) minus 10 x £15 (1-3 credit band, previously invoiced) = £100 charged on the second invoice.

Timeframes for receipt of learner registrations are defined according to whether a course is short (15 weeks or less), or long (more than 15 weeks). For short courses, registrations must be received within 25 working days of the start date. For long courses, registrations must be received within 60 working days of the start date.

If we receive your learner registrations later than the timeframes specified, the registration must be approved by an Internal Approval Panel before we can process the details. You will need to complete the Late Registrations Notification tab on your Course and Learner Registration Form, and you will also be charged an additional £15 per learner for lates related to long courses. Charging for lates related to short courses will commence from 1 August 2012.

If it is difficult to meet these deadlines, we must be contacted and informed of any problems as there will be no waiving of late fees if there has been no prior notification.

The Centre Support Team deal with hundreds of CLRFs on a daily basis and it would be an impossible task for the team to monitor the receipt of any duplicate forms. It is your responsibility to ensure that all paperwork is completed accurately and submitted efficiently, to ensure duplication of forms is avoided. If we do process duplicate documents in good faith, a charge of £5 per learner will be levied for each withdrawal. In order for an amendment to be processed, a Registration Withdrawal Form must be completed by the Administration contact, and sent to the Centre Support Team. The form can be found here.

Duplicate Learner Registration Withdrawal Form (116Kb)

The membership fee enables members to access various FREE benefits such as:

• Development of bespoke accreditation - advice and guidance from our Development Managers in putting together units and courses to meet the needs of your learners
• Training and Development Workshops - we offer various training and development workshops to support you in working with us – click here for further details
• percentage discount on accredited training
• Specialist Advice and Guidance - for example: one to one administrative support, development of internal systems and procedures for internal verification, individual guidance on the use of our IT systems such as SharePoint.

Annual Fees 2011/12:

• Regional Access Programme Registration - £150 per provider
• Quality Assurance Fee - £200 per provider

Student Fees 2011/12:

• Student Registration - £120 per student
• Late Registration (if student registered on or after 1 Feb) - an additional £120 per student
• Late Registration (if student registered during the week of the scheduled Final Moderation Meeting) - an additional £120 per student - total fee of £360
  

Other Fees 2011/12:

• New Access to HE Pathway - £1,000 fee to be payable upon Validation, with a refund of £500 upon registration of the first cohort of students
• Recognition of Prior Learning (RPL) - £50 per student for each application of RPL
• Attendance at Regional Standardisation meetings - £100 charge for any providers not represented at annual AVA Regional Standardisation events (attendance must be recorded at least one event each year)

Any students who embark on a programme of study in January will need to be registered by 31 March.

The new fees and charges take effect from 1^st August. Regardless of when the course starts any registration received after 1^st August will be charged at the new rates.

The information held in the Intended Credit Target box is used to indicate the intended credit banding, which is the basis of the fee levied on the invoice. It is therefore essential that it is completed to enable an invoice to be raised. It is your responsibility to make sure that this information is completed correctly. If the box is not completed then the total amount of credits attached to the course will be used to calculate the fee.

The majority of fees are invoiced on a monthly basis. The only exceptions are Membership and Centre Recognition which are invoiced annually.

Monthly Fees
Learner Charges – learner charges are based on the Intended Credit entered in the Intended Credit Target Box. Invoices are raised at the end of the month they were processed in.

Additional Credits – this fee relates to courses where you were unsure of achievement and registered learners on a lower intended credit target but they achieve a higher value. You are then invoiced at the month end on the additional achievement of the learners.

Approval of Units – Unit approval fees are applied when new Units have been developed. The fee is levied at the end of the month once the approval process has been completed.

Any Other Fees – all other fees are invoiced at the end of the month they were incurred such as late fees, other OCN North East Region services etc.

Annual Fees
Membership – in the first year, the fee is raised after the Membership process has been completed. In subsequent years, the fee is invoiced annually during June and relates to the academic year 1st August to 31st July.

Centre Recognition – in the first year, the fee is raised after the Centre Recognition process has been completed and must be paid before learners can be registered. In subsequent years, the fee is invoiced annually during June and relates to the academic year 1st August to 31st July. After the first year of operation, the fee will be based on previous learner registration activity

Yes. There is a charge of £25 to cover the cost of replacement Centre Recognition and Membership Certificates (if Membership applies). You will need to complete the Centre Name/Contact Amendment Form, as below.