DMI ST.

EUGENE UNIVERSITY
LUSAKA, ZAMBIA

Admission cancellation and Refund Policy

The request for cancellation of admission or withdrawal from studies is to be made in accordance
with the prescribed regulations. Regulations include the procedure for cancellation/withdrawal as
well as the rules for a refund.

Regulations:

The regulation is based on University guidelines and lays down the procedure for cancellation of
admission and for the refund of the fee paid.

S.No. Percentage of refund Point of time when the notice of withdrawal of admission
of aggregate fees * is served
15 days or more before the formally- notified last date of
1. 100%
admission
Less than 15 days before the formally- notified last date of
2. 90%
admission
15 days or less after the formally- notified last date of
3. 80%
admission
30 days or less, but more than 15 days, after formally- notified
4. 50%
last date of admission
More than 30 days after the formally- notified last date of
5. 0%
admission
*Inclusive of course fee and non-tuition fees but exclusive of caution money and security deposit

Please note The Registration fees and the Application Form fees are non-refundable.

In the case of (1) in the table above, the University shall deduct ZMW_____ ( Example Rs.1000)
of the aggregate fees as processing charges from the refundable amount.
Procedure for Refund:

1. Before Enrollment

(a)    Fill out the cancellation form, available in the office, and submit the duly filled form with
his/her signature and correct bank details.

(b)    Attached the copies of all fee receipts, the selection letter, the provisional/confirmed
admissions letter, and the cancelled cheque leaf of the bank to which the transfer of the money is
to be done. 

(c)    You will receive the acknowledgment of a cancellation form and the process will begin.

1. After Enrolment

(a)      Obtain the cancellation form and no dues form from the Registrar’s office.

(b)      Fill with complete details and take the appropriate signatures/ submit the original receipts/
ID Card/Selection letter/ Confirmed admissions letter and any other letters issued by the
University etc. and submit to the Registrar’s office.

(c)      You will receive the acknowledgment of the cancellation form and the process will begin.

Refund of Hostel/Mess and Transport fee:

In case, an applicant withdraws before the start of the session but not after the last date of
admission for the concerned program, then the amount already deposited by the applicant shall
be refunded, after the deduction of the processing fee of ZMW _____( Example: Rs.1000/- ).

In case, an applicant withdraws after the start of the session but before the last date of admission
for the concerned program, then the amount already deposited by the applicant, after deduction
of the processing fee of ZMW _____(Example: Rs.1000/-) and a proportionate monthly
deduction shall be refunded.

In case, an applicant withdraws after the last date of admission for the concerned program, then
the amount already deposited by the applicant shall be refunded, after the deduction of the
processing fee of ZMW _____(Example: Rs.1000/-) and pro-rata monthly deduction.

However, if the Hostel room/ Transport seat remains vacant, then no refund shall be considered.
If University opens before the last date of admission: The refund will be given after the
deduction of the processing fee of ZMW _____(Example: Rs.1000/-) and a proportionate
monthly deduction.

Non-Refundable Fees/Cases:

(a) Amount paid towards Application fee, Processing fee, Late fee, Program Transfer Fee,
Migration Fee, etc. is non-refundable under all circumstances unless in specific are prescribed as
refundable.

(b) Provisional Admissions Fee will not be refunded if the application for refund is submitted
after the registration process.

(c)  If in any case, a candidate has unknowingly or willfully concealed or suppressed any
information/fact, or if found impersonating or using any fraudulent means for getting admission
to the University or for obtaining a scholarship, which renders him ineligible for the admission
and/ or scholarship, the admission of such an applicant shall be canceled and/ or he/she will be
liable to disciplinary action(s) as decided by the University and/or as per the law of land. That
candidate shall have no claim of refund of fee & other charges already paid or otherwise,
whatsoever against the University. Fee and other charges, including the amount paid for
provisional registration, paid by the candidate shall stand forfeited and the candidate shall further
be liable to pay the fee and other charges for the remaining/ entire duration of the program.

(d) If the student is expelled from the hostel on disciplinary grounds, no refund is permitted. 

(e) Students taking admissions on or after the formally notified last date of admission will not be
entitled to claim for a refund.

(f) (i) An applicant claiming a refund of tuition fee and/ or hostel/transport/mess fee before the
start of the session, he/she shall not join the program and/or avail of hostel/Mess/ transport/
facility (as and if applicable)

(ii) An applicant claiming for refund of tuition fee and/or hostel/transport after the start of the
session shall have to leave/ discontinue his studies and/or facility (as applicable) and shall not
attend the classes etc. and/or shall not avail hostel/transport/Mess (as and if applicable) from the
date of application of refund.

(iii) An applicant who joins and/or continues in the above cases (i) or (ii), as and if applicable,
shall not be entitled to any refund and his/her application for refund will be considered as
withdrawn, null & void.
Refund Process Guidelines:

1. The Office of Admissions is liable for the refund process until the enrolment. Once
enrolment is complete, the student is advised to approach the respective Department and
the Registrar’s Office personally for the refund.
2. In the case of Foreign/NRI students, the refund will be made in accordance with the
RBI/foreign exchange regulations.
3. If all documents submitted for refund are in order, then the time taken to process and
effect the transfer of refund money will be a minimum of 15 days – 30 working days.
Kindly note that it is the sole responsibility of the candidate to submit all required
documents for the timely processing of the refund. DMI St.Eugene University will not be
responsible for the change/misrepresentation of account information, as received and
confirmed by you.
4. The above policy will be applied irrespective of whether the student has attended any
class or not.
5. The refund of money will be effected only by RTGS / NEFT.
6. Request for cancellation of admission must be submitted ONLY through direct mode.
Request for cancellation through posts/letters etc will not be entertained.
7. Refunds will be processed based on the details in the cancellation form and the date on
which the cancellation form is received directly will be considered for calculating the
refund.

Any dispute with regard to admission, eligibility, fees, refund, etc., shall be within the legal
jurisdiction of Lusaka only.

The Refund Information given above is only indicative and the University reserves the right to
make changes as per notifications received from the concerned statutory/regulatory authorities
from time to time.