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Oxford Brookes University makes provision to offer aid to enrolled students who encounter financial hardship. The purpose of this provision is to enable students to continue their studies in circumstances where their participation is threatened by financial hardship.
The Financial Aid Policy and Terms of Reference outline this provision in more details. You can click through the details below or download the file as a whole.
Financial Aid Policy and Terms of Reference (PDF) »
1.Oxford Brookes University makes provision to offer aid to enrolled students who encounter financial hardship. The purpose of this provision is to enable students to continue their studies in circumstances where their participation is threatened by financial hardship.
2. The principles governing the award of financial aid at Oxford Brookes are as follows:
3. The amount of funding that is available in each academic year is described and confirmed in the University’s Office For Fair Access (OFFA) agreement.
4. The available funding comprises the Hardship Fund, which is money made available by the University to Home and EU applicants; and the International Fund to make funds available to International Students.
Students who receive either a means-tested or non means-tested NHS bursary and NHS secondees are eligible to apply to the Fund.
5. Eligibility for the Hardship Fund is as follows:
(‘International’ students may be assisted from the International Fund, or other specific hardship or bursary schemes)
6.The purpose of financial aid is to support students in continuing their studies in instances where they have particular financial needs (see “Priority” below), or where an unforeseen event has resulted in significant additional costs or a significant loss of income.
7. Whilst all eligible students may apply for financial aid awards, students who may be considering leaving higher education because of financial problems are particularly encouraged to apply.
8. Students’ individual circumstances will be taken into account for each application. However the norm will be that awards made will be to assist students in making up any substantial, evidenced deficit between accepted reasonable expenditure and expected income. This does not necessarily mean that 100% of any such deficit will be met by an award. The Financial Aid Committee will have responsibility for determining, usually on a yearly basis, the percentage of this deficit which will be used to calculate the amount of awards. This will be applied consistently in assessing students’ applications.
9. Applications from disabled students for disability-related support which is not covered by the Disabled Students Allowance (DSA) will not be means-tested. There is a ring-fenced fund within the Hardship Fund for providing this financial support to disabled student. The assessment will be based on the student’s need for additional support or resources in order to complete their course of study which is not covered by the DSA itself.
10. In exceptional circumstances, financial aid may be awarded to students leaving the University without graduating e.g. those at risk of homelessness.
11. Applications will be assessed on the basis of need. The University will give particular priority to the following groups of students when deciding how to allocate financial aid.
The priority groups are:
12. The Financial Aid Committee has responsibility for ensuring the fair and appropriate distribution of financial aid. The Terms of Reference for that committee describe how these duties are discharged.
13. It is an underpinning principle of governance that, whilst each application will be assessed on the basis of need, no student should be given awards or loans totalling over £10,000 for the duration of a programme of study except in highly exceptional circumstances.
14. There are certain circumstances, as detailed in the Financial Aid Committee’s Terms of Reference, in which applications must be referred to that committee for consideration. This includes, inter alia, any application for which the assessed amount of funding exceeds £3,000 in any single academic year.
15. Awards or loans totalling over £7,000 for the duration of a student’s programme of study must be authorised in writing by the Academic Registrar and Director of Academic and Student Affairs, with a clear rationale provided.
16. Over their entire course of study, no student should be given in excess of £10,000 in total payments except in highly exceptional circumstances. In instances where the Financial Aid Committee believes that such exceptional circumstances exist, the award or loan must be authorised in writing by the Academic Registrar and Director of Academic and Student Affairs, with a clear rationale provided.
17. The Financial Aid Committee will review the total maximum awards, as listed in 15 and 16 above, on an annual basis, and make any recommendations for change to Executive Board.
18. The Financial Aid Committee will report annually (or more frequently as required) to Executive Board and is accountable to the Executive Board for its oversight and governance of financial aid.
19. Awards will be paid via bank transfer or directly to creditors, as appropriate. Where a student is in debt to a third party, it will be the University’s preferred option, where possible, to pay money directly to that third party.
20. The University will consider providing bridging loans, rather than awards, where students have encountered a temporary cash flow problem rather than an actual shortfall. Typically this will be in situations where there has been a delay in the student’s receipt of statutory funding.
21. Where a bridging loan is provided to students, a repayment plan must be agreed before the loan is issued and bank card details must be provided by the student for repayment of the loan in full on the due date. Failure to meet the terms of the repayment plan will result in students becoming subject to the Student Debt Policy.
22. No further bridging loans will be provided to a student where there are amounts outstanding from previous loans.
23. ReassessmentsIf a student has forgotten to submit evidence which would make a material difference to their application, they can request a reassessment within 10 working days of the date on which they were informed of the decision of the Financial Aid Committee, providing the Financial Aid team at that point with the additional evidence. The student will be informed of the outcome within a further 20 working days.
24. AppealsAn appeal can be requested on the basis that there has been a fault or irregularity in the consideration of your application under one of the following grounds:
Appeals must be received in writing within 10 working days of the date of the email informing the student of the outcome of their application and needs to state the ground(s) under which they are making the appeal. All appeals are considered by the Academic Registrar and Director of ASA. The decision following an appeal is final and the student will be sent a Completion of Procedures letter.
2. To review the Financial Aid policy on an annual basis and make recommendations for change to Executive Board.
3. To approve the criteria for the provision of:
4. To review and approve updated Financial Aid procedures on an annual basis.
5. To set the maximum award and loan values that will normally be provided through the application process on an annual basis.
6. To monitor spend against allocated funds during each academic year, amend procedures in line with available funds, and ensure clear communication to students of any such changes.
7. To establish a nominated individual(s), usually the Chair or his/her nominee, responsible for approving emergency payments between meetings.
8. To receive for review a list of applications which have previously been considered and provisionally determined by the Financial Aid team which do not fall under any of the categories listed under 9. below, and verify or challenge these as appropriate.
9. To consider applications for Financial Aid in circumstances where:
10. To provide a decision, and reasons for that decision, in response to considerations listed under 9. above, which will form the basis of the Financial Aid team's written response to the applicant.
11. To provide a full audit trail for all decisions taken and further action required for review at following meetings.
12. To provide timely and accurate minutes for all meetings.
13. To receive reports on the amount of expenditure incurred from each fund, and any additional financial evidence required for oversight of the funds including number of students receiving assistance etc.
14. To monitor the distribution of Financial Aid and ensure that it is delivered in accordance with the University’s Financial Aid Policy.
15. To monitor, on a regular basis, the spend in each of the allocated funds, with the support of the management accountant for Academic and Student Affairs.
16. To carry out a year-end review of spend in each of the allocated funds, and set budgets for the following financial year, based on the evidence of need for each fund.
17. To report annually to Executive Board on the effectiveness of the University’s financial aid provision, including:
18. The Financial Aid Committee has ultimate responsibility
for all financial aid provided by Oxford Brookes University.
19. Emergency payments of up to £50 in the form of supermarket
food vouchers or direct payments to a bank account may be authorised by the
Financial Aid team where the applicant has not made a previous emergency award
application during the current academic year. (It will normally be the case
that students who make a request for an emergency payment will be asked to make
a full application for Financial Aid assistance).
20. Applications for emergency payments of more than £50,
or instances where the student has already been awarded an emergency payment
during the current academic year, must be authorised by the Chair of the
Financial Aid Committee or his/her delegate.
21. The Financial Aid Committee will consider and verify
all decisions made in response to applications for financial aid which fall
within Financial Aid guidelines, on the basis of completed proformas which will
be provided by the Financial Aid team for each meeting of the Committee. The
Committee will give reasons for its decisions.
22. The Financial Aid Committee will consider all
applications under 9. above, on the basis of information which will be provided
by the Financial Aid team for each meeting of the Committee. The Committee will
give reasons for its decisions.
23. On occasions, the authority to make such decisions may
be delegated to the Chair of the Committee, for example when an urgent response
is required. It is expected that the Chair will take advice from Committee
members as appropriate.
24. All CHAPS and BACS payments must be given signed
authorisation by two Financial Aid authorised signatories.
25. Awards or loans totalling over £7,000 for the duration
of a student’s programme of study must be authorised in writing by the Academic
Registrar and Director of Academic and Student Affairs, with a clear rationale
26. Over their entire course of study, no student should be
given in excess of £10,000 in total payments except in highly exceptional
circumstances. In instances where the Financial Aid Committee believes that
such exceptional circumstances exist, the award or loan must be authorised in
writing by the Academic Registrar and Director of Academic and Student Affairs,
with a clear rationale provided.
27. The Financial Aid Committee will review the total
maximum awards, as listed in 25 and 26 above, on an annual basis, and make any
recommendations for change to Executive Board.
28. The Committee will normally meet on a weekly basis
during semester and a fortnightly basis out of semester. The frequency of
meetings will be reviewed throughout the year and may be changed in response to
need. Further ad hoc meetings may be
scheduled, for example to consider particularly complex cases, or in the event
of a volume of applications placing unexpected pressure on the available funds.
29. The quorum necessary for the transaction of the
business of the Committee will be three. This must include the Chair or Deputy
Chair and the Head of Finance Services and Development or their nominee. For
quoracy the committee must contain representatives from both the Directorate of
Academic & Student Affairs and
the Directorate of Finance and Legal Services.
Head of Student Central (Chair)
Head of Finance Services and Development (Deputy Chair)
or their nominee
Disability Advisory Team Manager or their nominee
Disability Access Team Manager or their nominee
Head of Taught Programmes Team
Programme Support Manager, Taught Programmes
Programme Support Adviser
Students’ Union Welfare Services Manager or their
Programme Support Adviser (Financial Aid)
Student Central Advice Team representative
Secretary to the Financial Aid Committee