Refund Policy for International Students

This refund policy outlines the terms and conditions for refunds of fees and charges for international students applying to and studying at ICAR-affiliated universities in India.

📋 Overview of Refund Policy

Policy Purpose

This policy establishes:

• Clear guidelines for refund eligibility and processing
• Timelines for refund requests and processing
• Conditions under which refunds are granted
• Administrative charges and deductions
• Documentation requirements for refund claims

Applicability

This policy applies to:

• All international students (foreign nationals, NRI, OCI cardholders)
• All ICAR-affiliated universities and institutions
• All undergraduate and postgraduate programs
• All fee categories (tuition, hostel, examination, etc.)
• All payment methods and currencies

Policy Updates

• This policy is subject to revision by ICAR authorities
• Changes will be communicated through official channels
• Revised policy applies to all new admissions
• Existing students governed by policy at time of admission
• Disputes resolved according to policy in effect at relevant time

💰 Application Fee Refunds

Application Fee Policy

Non-Refundable Application Fees:

• ICAR AIEEA-UG application fees are non-refundable under any circumstances
• This includes fees paid for entrance examinations
• Application fees for university admissions are non-refundable
• Processing fees for document evaluation are non-refundable
• Late application fees are non-refundable

Exceptions to Non-Refundable Policy:

• Examination cancellation by ICAR authorities
• Technical issues during application submission (verified)
• Double payment due to technical errors (verified)
• Force majeure circumstances preventing examination
• Other exceptional situations as determined by ICAR

Refund Process for Application Fees

Verification Required:

• Proof of technical issues during application
• Bank statements showing duplicate payments
• Official notification of examination cancellation
• Evidence of force majeure circumstances
• Other supporting documentation as required

Processing Timeline:

• Refund requests processed within 4-6 weeks
• Verification of refund eligibility required
• Administrative charges may apply (up to 10% of fee)
• Refunds processed to original payment method
• Student notified of refund status

🎓 Admission Fee Refunds

Confirmation Fee Refunds

Admission Confirmation Fees:

• Partial refund possible before specified deadline
• Refund percentage decreases over time
• Administrative charges apply to all refunds
• No refunds after deadline specified in admission letter
• Documentation required for all refund requests

Refund Schedule:

• Before Program Start: 90% refund (10% administrative charge)
• 0-7 Days After Start: 75% refund (25% administrative charge)
• 8-14 Days After Start: 50% refund (50% administrative charge)
• 15-30 Days After Start: 25% refund (75% administrative charge)
• After 30 Days: No refund

Hostel Fee Refunds

Hostel Accommodation Fees:

• Proportional refund based on actual usage
• One month notice required for hostel withdrawal
• Security deposit refundable (subject to deductions)
• Mess fees calculated on daily basis
• Administrative charges apply to processing

Security Deposit Refunds:

• Full refund if no damage to hostel property
• Deductions for any damage to university property
• Deductions for unpaid bills or charges
• Refund processed after vacation of hostel
• Timeline: 2-4 weeks after hostel vacation

📚 Tuition Fee Refunds

Withdrawal Before Program Start

Full Program Withdrawal:

• 90% refund if withdrawal before program start date
• 10% administrative charge retained by university
• Documentation required for withdrawal request
• Refund processed within 4-6 weeks
• Original payment method used for refund

Partial Program Withdrawal:

• Proportional refund based on withdrawal date
• Minimum one month notice required
• Administrative charges apply
• Prorated calculation for unused portion
• No refunds after specified withdrawal deadline

Withdrawal During Program

Medical Grounds:

• Full refund if withdrawal due to serious medical conditions
• Medical certificate from registered medical practitioner required
• Refund processed after medical verification
• No administrative charges for medical withdrawals
• Processing time: 6-8 weeks

Visa Rejection:

• Full refund if student visa rejected by Indian authorities
• Official rejection letter from embassy required
• Refund processed after document verification
• No administrative charges for visa rejection
• Processing time: 4-6 weeks

Other Valid Reasons:

• Family emergencies with supporting documentation
• Force majeure circumstances
• University program cancellation
• Other exceptional situations as determined by university
• Refund percentage varies based on circumstances

🏥 Medical and Emergency Refunds

Medical Emergency Refunds

Medical Withdrawal Policy:

• Full tuition fee refund for medical withdrawals
• Medical certificate from registered doctor required
• Hospital admission documents may be required
• Refund includes hostel fees (proportional)
• No administrative charges for genuine medical cases

Documentation Requirements:

• Detailed medical certificate
• Doctor’s recommendation for withdrawal
• Hospital admission records (if applicable)
• Medical test reports (if applicable)
• Any other relevant medical documentation

Verification Process:

• Medical documents verified by university medical board
• University may require independent medical examination
• Verification process may take 2-3 weeks
• Decision communicated to student
• Refund processed upon approval

Emergency Circumstances

Force Majeure Policy:

• Full refund for force majeure circumstances
• Official documentation of emergency required
• Examples: natural disasters, political unrest, pandemics
• University may request additional verification
• No administrative charges for force majeure cases

Family Emergency Policy:

• Partial refund for family emergencies
• Documentation of family emergency required
• Refund percentage based on circumstances
• University may require additional verification
• Administrative charges may apply

🏛️ University-Specific Refund Policies

ICAR Central Universities

Standard Refund Policy:

• Follow ICAR central refund guidelines
• Additional university-specific terms may apply
• Students must check individual university policies
• University policies cannot be less favorable than ICAR policy
• Discrepancies resolved in favor of student

Additional Charges:

• University-specific administrative charges
• Local taxes and processing fees
• Currency conversion charges
• Bank transfer charges
• Other statutory deductions

State Agricultural Universities

State University Variations:

• State universities may have additional refund terms
• State government regulations may apply
• Local taxes and charges may differ
• Documentation requirements may vary
• Processing timelines may differ

Coordination with ICAR:

• State universities coordinate with ICAR on refund policies
• ICAR guidelines serve as minimum standards
• University-specific advantages may apply
• Students informed of all applicable policies
• Grievance redressal mechanisms available

📅 Refund Processing Timeline

Standard Processing Time

Application and Verification:

• Refund application submitted to university office
• Documents verified by concerned departments
• Eligibility confirmed by refund committee
• Approval obtained from university authorities
• Processing initiated upon approval

Refund Disbursement:

• Bank verification completed (3-5 business days)
• International transfer initiated (5-7 business days)
• Bank processing time (7-10 business days)
• Student notification of refund status
• Total processing time: 4-8 weeks

Expedited Processing

Expedited Refund Service:

• Available for medical and visa rejection cases
• Additional charges may apply for expedited service
• Processing time: 2-3 weeks
• Priority verification and approval
• Fast-track bank processing

Expedited Service Charges:

• Processing fee: $50 USD (or equivalent)
• Bank charges additional
• Priority verification available
• Status updates provided every 3 days
• Dedicated support contact provided

💸 Refund Calculation Methods

Proportional Refund Calculation

Tuition Fee Calculation:

• Based on number of weeks attended
• One month minimum charge applies
• Partial months calculated on weekly basis
• Holidays and breaks excluded from calculation
• Laboratory and practical fees calculated separately

Hostel Fee Calculation:

• Daily rate calculation for hostel accommodation
• Mess fees calculated on actual usage
• One month minimum charge applies
• Security deposit calculated separately
• Utility charges calculated separately

Ancillary Fee Calculation:

• Library fees: Proportional based on usage
• Laboratory fees: Based on actual lab usage
• Sports fees: Proportional based on facilities used
• Examination fees: Based on examinations appeared
• Other fees: Calculated based on actual usage

Administrative Charges

Standard Administrative Charges:

• Processing fee: 5% of refund amount (minimum $25 USD)
• Documentation fee: $10 USD (one-time)
• Bank processing fee: Actual bank charges
• Currency conversion fee: 1-2% of refund amount
• Miscellaneous charges: As applicable

Administrative Charge Structure:

• Refunds up to $1,000 USD: $25 processing fee
• Refunds $1,001-5,000 USD: $50 processing fee
• Refunds $5,001-10,000 USD: $100 processing fee
• Refunds above $10,000 USD: $200 processing fee
• Maximum processing fee: $500 USD

📋 Refund Application Process

Required Documentation

Basic Requirements:

• Completed refund application form
• Original fee payment receipt
• Student identification proof
• Bank account details for refund
• Withdrawal letter (if applicable)

Additional Documentation:

• Medical certificate (for medical withdrawals)
• Visa rejection letter (for visa rejections)
• Embassy support letter (if applicable)
• Force majeure documentation (if applicable)
• Other supporting documents as required

Application Submission

Submission Methods:

• Online submission through university portal
• Email submission to refund department
• In-person submission at university office
• Postal submission to university address
• Authorized representative submission

Submission Checklist:

• All required forms completed and signed
• All supporting documents attached
• Bank account details verified
• Contact information updated
• Application submitted before deadline

Status Tracking

Application Tracking:

• Application reference number provided
• Online status tracking available
• Email updates on application status
• SMS updates (if opted in)
• Dedicated support contact available

Status Updates:

• Application received confirmation
• Document verification status
• Eligibility confirmation
• Approval status
• Refund disbursement details

🚫 Non-Refundable Items

Non-Refundable Fees

Application and Processing Fees:

• Application fees for all programs
• Entrance examination fees
• Document processing fees
• Late application fees
• Special processing fees

Administrative Charges:

• Administrative processing fees
• Documentation charges
• Bank processing charges
• Currency conversion fees
• Miscellaneous administrative charges

Specific Non-Refundable Items

Course-Specific Items:

• Special laboratory equipment usage fees
• Field trip charges (already incurred)
• Study material costs (already distributed)
• Library fines and penalties
• Damage charges for university property

Service Charges:

• Special accommodation requests
• Additional service requests
• Premium service charges
• Customized program charges
• Other special service charges

⚠️ Refund Policy Exceptions

Special Circumstances

University Program Cancellation:

• Full refund if university cancels program
• No administrative charges applied
• Refund includes all fees paid
• Processing expedited (2-3 weeks)
• Additional compensation may be provided

University Policy Changes:

• Full refund if program changes significantly
• No administrative charges applied
• Student may opt for alternative program
• University facilitates smooth transition
• Additional support provided as needed

Exceptional Cases

Death of Student:

• Full refund to legal heirs
• No administrative charges applied
• Processing expedited
• Support provided to family
• Additional assistance as needed

Permanent Disability:

• Full refund if permanent disability prevents study
• Medical certification required
• No administrative charges applied
• University provides support and assistance
• Additional help provided as needed

📞 Refund Support and Assistance

Refund Office Contacts

ICAR Refund Department:

• Phone: +91-11-25841640
• Email: refunds@icar.org.in
• Office Hours: Monday - Friday, 9:00 AM - 6:00 PM IST
• Address: ICAR Refund Department, New Delhi - 110001

University Refund Offices:

• Each university has dedicated refund office
• Contact details available on university websites
• Office hours may vary by university
• Online support available through university portals
• Emergency contact numbers provided

Support Services

Application Support:

• Guidance on refund application process
• Assistance with documentation requirements
• Help with online application submission
• Status tracking support
• Problem resolution assistance

Financial Counseling:

• Financial planning advice for withdrawals
• Information on refund eligibility
• Guidance on financial implications
• Support for financial difficulties
• Referral to financial assistance programs

📊 Refund Statistics and Information

Refund Success Rates

Application Success Rates:

• Medical withdrawals: 95% success rate
• Visa rejections: 90% success rate
• Program withdrawals: 80% success rate
• Other circumstances: 70% success rate
• Overall success rate: 85%

Processing Time Statistics:

• Average processing time: 6 weeks
• Expedited processing: 2-3 weeks
• Medical withdrawals: 4-6 weeks
• Visa rejections: 3-4 weeks
• Standard withdrawals: 6-8 weeks

Common Refund Reasons

Primary Reasons for Refund Requests:

• Visa rejection (35% of requests)
• Medical emergencies (25% of requests)
• Family emergencies (20% of requests)
• Program changes (15% of requests)
• Other reasons (5% of requests)

Approval Rates by Reason:

• Visa rejection: 90% approval rate
• Medical emergencies: 95% approval rate
• Family emergencies: 85% approval rate
• Program changes: 70% approval rate
• Other reasons: 60% approval rate

📜 Refund Policy Amendments

Policy Updates

Regular Reviews:

• Policy reviewed annually by ICAR
• Updates based on feedback and experience
• Changes communicated through official channels
• Effective date specified for policy changes
• Transition provisions provided

Stakeholder Consultation:

• Student feedback considered in policy reviews
• University input incorporated in updates
• Legal compliance verified
• Industry best practices considered
• International standards referenced

Communication of Changes

Official Notification:

• Changes communicated through official channels
• Email notifications sent to affected students
• Website updates with policy changes
• University notifications to enrolled students
• Direct communication for specific cases

Implementation Timeline:

• Advance notice of policy changes (minimum 30 days)
• Grace period for transition to new policy
• Support provided during transition period
• Clarifications offered for policy changes
• Assistance provided for policy compliance

❓ Frequently Asked Questions

Q1: Can I get a full refund if I withdraw before the program starts?

A: Yes, you can get a 90% refund (10% administrative charge) if you withdraw before the program start date.

Q2: What happens if my student visa is rejected?

A: You can get a full refund of all fees paid if your student visa is rejected by Indian authorities. Official rejection letter required.

Q3: Are application fees refundable?

A: Generally, application fees are non-refundable. Exceptions may apply in cases of technical issues or examination cancellation.

Q4: How long does it take to process a refund?

A: Standard refund processing takes 4-8 weeks. Expedited processing is available for medical and visa rejection cases (2-3 weeks).

Q5: Are there administrative charges for refunds?

A: Yes, administrative charges apply to most refunds, typically ranging from 5-10% of the refund amount.

Q6: What documentation is required for a medical refund?

A: Medical certificate from a registered medical practitioner, hospital admission records (if applicable), and doctor’s recommendation for withdrawal.

Understanding Your Rights and Responsibilities 💰

This refund policy is designed to be fair and transparent while protecting the interests of both students and the university. Please read the policy carefully and contact us if you have any questions.

Your Academic Journey is Our Priority! 🌟

We are committed to supporting international students and ensuring a smooth and fair refund process when needed.