Admission

1. Policy Statement

International School of Management (ISM), Patna, shall maintain a fair, transparent, and student-friendly fee refund mechanism for candidates who withdraw or cancel their admission.

The policy applies to fees collected for BBA, BCA, BAJMC, B.Com, MBA, and MCA programmes, subject to the institute's applicable affiliation and approval status.

Refunds shall be governed by the prevailing UGC Fee Refund Policy, applicable university regulations, relevant regulatory directions, and any other binding legal requirements.

The institute shall ensure that a student's legitimate refund entitlement is not denied merely because an internal policy, prospectus, undertaking, or admission form contains a conflicting provision.

The UGC's fee refund directions cover affiliated higher education institutions and provide a framework for refunds following admission cancellation. collegeadmission.in

2. Objectives

The objectives of the Fee Refund Policy are to:

1. Ensure transparency in refund calculations and procedures.
2. Protect students' legitimate financial interests.
3. Establish a uniform mechanism for processing withdrawal requests.
4. Specify the documentation required for refunds.
5. Prevent unauthorized deductions and arbitrary delays.
6. Maintain proper financial and audit records.
7. Ensure compliance with applicable UGC and university directions.
8. Provide a grievance-redressal mechanism for refund disputes.

3. Scope of Fees Covered

The refund decision shall take account of the nature of each payment and the applicable regulations.

Important: The institute shall not automatically treat every fee component as non-refundable. The legality of any deduction must be assessed in light of the applicable rules.

4. Refund Schedule for Admission Withdrawal

For admissions covered by the UGC's October 2018 fee refund framework, as subsequently clarified by the Commission, the following schedule provides the general reference framework. The applicable academic-session-specific directions and any subsequent amendments must be verified before processing a refund.

The reference framework distinguishes the refund percentage according to the date on which the institution receives the withdrawal request in relation to the formally notified last date of admission. Press Information Bureau

Important clarification for the 2026–27 academic session

The table above is a general reference, not a confirmation that the same schedule automatically governs every withdrawal during 2026–27. The UGC issued a session-specific policy for 2024–25 and subsequently communicated its continuation for 2025–26, subject to the stated cut-off. ISM Patna should obtain and verify the latest applicable UGC notification or circular for 2026–27 before formally adopting a particular schedule or deduction. collegeadmission.in

The institute should not use the table to deny a refund where a later binding direction, an applicable exception, or a specific university or regulatory requirement provides a more favourable entitlement.

5. Processing Fee and Other Deductions

1. Any deduction for processing a cancellation request must be within the amount permitted by the applicable UGC directions or other binding rules.
2. The institute shall not automatically deduct the entire application fee, admission fee, or tuition fee without examining the applicable refund provisions.
3. No deduction shall be made merely because the student signed a declaration stating that fees are non-refundable, if that declaration conflicts with applicable law or binding regulatory directions.
4. Any deduction for outstanding dues or damage to institutional property must be lawful, properly documented, and supported by the applicable rules.
5. Refundable caution money and security deposits shall be dealt with separately from tuition fees.
6. The refund calculation shall be recorded in writing and made available to the student upon request.

Institutional safeguard: The institute should not insert a blanket clause stating that an application processing fee of ₹1,250, or any other fixed amount, will be deducted in every case. The permissible deduction must be checked against the rules applicable to that particular admission and withdrawal.

6. Procedure for Applying for a Refund

Step 1: Submission of Request

The student or authorized guardian may submit a written application to the Admission Office or the designated institutional authority.

The application may be submitted through the institute's officially notified email address or in person.

Step 2: Acknowledgement

The institute shall record the date and time of receipt and acknowledge the request.

The date of receipt is important because the applicable refund percentage may depend on when the withdrawal request was received.

Step 3: Verification of Admission and Payment

The Admission Office and Accounts Department shall verify:

• Admission application and admission confirmation.
• Programme and academic session.
• Date of admission.
• Date of receipt of the withdrawal request.
• Amounts paid and payment receipts.
• Applicable fee refund provisions.
• Any lawful adjustment that may be required.

Step 4: Verification of Bank Details

The student shall provide bank account details in the student's name, wherever practicable, along with the documents reasonably required to verify the account.

If a request is made to transfer the refund to a third-party account or a different financial institution, the institute may seek additional verification before making the payment.

This verification must not become an unreasonable obstacle to an otherwise valid refund.

Step 5: Calculation and Approval

The Accounts Department shall prepare a refund calculation showing:

1. Total amount received.
2. Refund percentage applicable.
3. Permissible deductions, if any.
4. Refundable caution money or security deposit.
5. Net amount payable.

The competent authority shall approve the refund in accordance with the institute's financial delegation and applicable regulations.

Step 6: Payment of Refund

The approved amount shall be transferred electronically to the verified bank account or through another permitted payment method.

The institute shall maintain proof of payment and issue a refund statement to the student.

7. Timeline for Processing Refunds

Refunds shall be processed within the period prescribed by the applicable UGC directions or other binding rules.

The UGC's October 2018 framework specifies a 15-day period for refunds following receipt of a written withdrawal application. ISM Patna should apply the relevant current requirement to the particular case. Press Information Bureau

The institute should not postpone a refund solely because its admission process is closing, the academic session is progressing, or the next admission cycle is about to begin, where the applicable rules require an earlier refund.

If a refund cannot be completed because essential information is missing or bank details require verification, the institute should promptly communicate the specific deficiency to the student and document the follow-up.

8. Special Circumstances

8.1 Withdrawal Before Commencement of Classes

Refunds shall be calculated under the applicable rules, taking into account the withdrawal date and the formally notified last date of admission.

8.2 Withdrawal After Commencement of Classes

The applicable refund schedule and any binding regulatory directions shall govern the entitlement. Commencement of classes does not, by itself, justify a deduction that is otherwise impermissible.

8.3 Duplicate or Excess Fee Payment

Verified duplicate or excess payments shall be refunded after the payment records have been reconciled.

8.4 Admission Cancellation Due to Ineligibility

Where an admission is cancelled because the candidate does not satisfy the prescribed eligibility requirements, the institute shall determine the refund in accordance with the applicable university and regulatory rules.

8.5 Cancellation Due to Withdrawal of Approval or Affiliation

If a programme cannot lawfully be offered because of withdrawal of approval, affiliation, or another institutional regulatory issue, the institute shall take appropriate corrective action and provide the refund or other remedy required under applicable law and binding directions.

8.6 Medical or Other Exceptional Circumstances

Requests arising from serious illness, unforeseen hardship, or other exceptional circumstances may be considered under the applicable rules. Any discretionary relief must be consistent with binding regulatory requirements and applied fairly.

8.7 Hostel and Transport Fees

Hostel and transport refunds shall be calculated separately, with reference to the applicable agreements, service periods, and regulations.

No blanket non-refundability clause shall override a binding legal or regulatory requirement.

9. Non-Retention of Original Certificates

ISM Patna shall comply with applicable UGC directions regarding original academic and personal certificates.

The institute shall not retain original certificates as a means of compelling a student to continue the programme, preventing withdrawal, or securing payment of disputed dues where such retention is prohibited by applicable rules.

Documents may be verified and copies maintained in accordance with the institute's record-management procedures.

10. Refund Grievance Redressal

A student who is dissatisfied with a refund decision may submit a written grievance to the designated Refund Grievance Officer or competent institutional committee.

The grievance should include:

• Student's name and application or registration number.
• Programme and academic session.
• Date of admission.
• Date of withdrawal request.
• Amount paid.
• Refund amount received, if any.
• Grounds of the grievance.
• Supporting documents.

The committee shall review the applicable policy, payment records, refund calculation, and relevant regulations before issuing a reasoned decision.

Students may approach the competent university or regulatory authority if the grievance remains unresolved.

11. Records and Audit

The institute shall maintain the following records:

1. Admission cancellation applications.
2. Acknowledgements of withdrawal requests.
3. Fee receipts and payment records.
4. Bank account verification documents, with appropriate access controls.
5. Refund calculation sheets.
6. Refund approval notes.
7. Bank transfer confirmations.
8. Student communications.
9. Refund grievance records.
10. Periodic refund statements for internal audit and regulatory review.

These records shall be maintained in accordance with the institute's record-retention policy and applicable legal requirements.

12. Roles and Responsibilities

13. Review and Amendment

The policy shall be reviewed periodically and whenever a relevant UGC notification, AKU regulation, AICTE requirement, or other binding legal provision changes.

Where a provision of this policy conflicts with an applicable statutory or regulatory requirement, the statutory or regulatory requirement shall prevail to the extent of the inconsistency.

PART III: IMPLEMENTATION AND APPROVAL

1. Suggested Approval Record

2. Suggested Website Notice

The following notice may be displayed on the institute's website after the policy is approved.

INTERNATIONAL SCHOOL OF MANAGEMENT, PATNA

NOTICE: ADMISSION POLICY AND FEE REFUND POLICY

International School of Management (ISM), Patna, hereby informs all prospective students, admitted students, and their parents or guardians that admissions to the institute's approved programmes shall be conducted in accordance with the applicable university regulations, eligibility criteria, approved intake, and directions issued by the competent statutory and regulatory authorities.

The institute follows a transparent admission process and requires applicants to submit accurate information and the prescribed documents. All fees shall be collected through authorized institutional payment channels against official receipts.

Students seeking cancellation of admission may submit a written withdrawal request to the Admission Office. Their refund entitlement shall be determined in accordance with the applicable UGC Fee Refund Policy, university regulations, and other binding requirements in force for the relevant academic session.

The institute shall process eligible refunds in accordance with the prescribed timelines and shall maintain appropriate records of applications, payments, deductions, approvals, and refunds.

For clarification or assistance regarding admissions, cancellation, or refunds, students may contact the Admission Office at admission@ismpatna.ac.in.

By Order

Director
International School of Management
Patna, Bihar

Date: __________
Policy Reference No.: ISM/ADM/FRP/2026–27/01

3. Official References for Final Verification

Before adopting and publishing the policy, the institute should consult these official or relevant references:

• ISM Patna admission information: ISM Patna Admission Portal
• Aryabhatta Knowledge University: AKU official website
• UGC: University Grants Commission official website
• AICTE: All India Council for Technical Education official website

Final recommendations for ISM Patna

Before the Director signs and publishes these policies, I recommend completing four checks:

1. Confirm the programme list: Verify the current affiliation or approval for BBA, BCA, BAJMC/BJMC, B.Com/B.Com (Professional), MBA, and MCA individually. Do not describe a programme as affiliated to AKU unless its current approval or affiliation supports that statement.
2. Verify the 2026–27 refund rules: Obtain the latest applicable UGC circular and confirm the permitted deductions and refund timelines. In particular, do not automatically impose a ₹1,250 processing deduction without verifying its permissibility.
3. Insert the approved fee structure: Attach the programme-wise tuition fees, university charges, examination fees, hostel charges, caution money, and security deposits, as applicable.
4. Obtain formal approval: Have the competent institutional authority approve the final policy, record the approval in the minutes, and publish the approved version on the official website.

These steps will make the policies more suitable for institutional governance, student communication, financial audit, and NAAC documentation.