Cancellation & Modification Policy

1. Policy Overview

This Cancellation and Modification Policy outlines the terms and conditions under which students may cancel their enrollment, modify their program details, or request deferrals at Brussels College. We are committed to transparency and fairness while maintaining the quality and continuity of our educational programs.

2. Cancellation Before Program Start

2.1 Cancellation Before Visa Issuance

Students who wish to cancel their enrollment after payment but before visa issuance must submit a written cancellation request to the Admissions Office at office@brucol.be.

Cancellation Timeline	Refund Amount	Processing Time
More than 30 days before program start	100% full refund (no administrative fees)	15-20 business days
15-30 days before program start	100% full refund (no administrative fees)	15-20 business days
Less than 15 days before program start	100% full refund (no administrative fees)	15-20 business days

2.2 After Visa Issuance - No Refunds

Why this policy exists: Once a visa is issued, Brussels College has fulfilled its commitment to support your visa application and has allocated program resources for your enrollment. At this stage, cancellations create operational and administrative challenges that cannot be recovered.

2.3 Visa Refusal Protection (International Students)

Requirements for Visa Refusal Refund:

• Submit official visa refusal documentation from Belgian authorities within 30 days of receiving the refusal decision
• Provide a copy of your complete visa application package
• Refund will be processed within 20-30 business days of receiving complete documentation
• This policy does not cover delays in visa processing or applications withdrawn by the student

2.4 Cancellation by Brussels College

Brussels College reserves the right to cancel a student's enrollment in the following circumstances:

• Failure to meet conditional admission requirements by the specified deadline
• Non-payment of tuition fees by the payment deadline
• Submission of fraudulent or falsified documents
• Failure to comply with admission terms and conditions

In cases where Brussels College cancels an enrollment due to non-compliance or fraud, no refund will be provided. In other exceptional circumstances determined by Brussels College, a partial or full refund may be granted at the institution's discretion.

3. Withdrawal After Program Start

3.1 Withdrawal During First Two Weeks

Students who withdraw within the first 14 calendar days of the program start date may receive a partial refund of 70% of the tuition fee, minus any scholarship amounts already applied.

3.2 Withdrawal After Two Weeks

Students who withdraw after the first 14 days are not eligible for tuition fee refunds. Students remain responsible for any outstanding fees owed to Brussels College.

4. Program Modifications (Before Visa Issuance Only)

4.1 Program Change Requests

Students may request to change their enrolled program (e.g., from IBD to DAD) after payment but before visa issuance, subject to the following conditions:

• Request must be submitted in writing
• Student must meet the admission requirements for the new program
• Availability of places in the requested program
• Tuition fee differences will be adjusted accordingly (refund or additional payment required)
• No program change fees - Brussels College does not currently charge administrative fees for program changes

4.2 Intake Deferral (Postponement to Another Intake)

Students may request to defer their program start to a later intake (e.g., from September 2026 to February 2027, or from February 2027 to September 2027) after payment but before visa issuance, under the following terms:

• Deferral requests must be submitted in writing to the Admissions Office
• Deferrals are granted for a maximum of one academic year (two intake cycles)
• Tuition fees paid will be transferred to the new intake term with no processing charges
• If tuition fees have increased for the new intake, the student is responsible for paying the difference
• If tuition fees have decreased, the student will receive a refund of the difference
• Scholarship awards and discounts will be re-evaluated based on the new intake's criteria
• No deferral fees - Brussels College does not currently charge fees for intake changes

5. Payment Modification

5.1 Payment Plan Adjustments

Students experiencing financial difficulties may request adjustments to their payment schedule. Contact the Finance Office at office@brucol.be to discuss options including:

• Extended payment plans (subject to approval)
• Temporary payment deferrals (maximum 30 days)
• Payment method changes

Note: All payment plan modifications must be approved in writing before the original payment deadline. Late payment fees may apply to modified payment schedules.

5.2 Additional Fees and Charges

Students requesting modifications, deferrals, or cancellations may incur additional administrative fees as outlined in this policy. All fees are non-refundable once processing has begun.

6. Exceptional Circumstances

Brussels College recognizes that exceptional circumstances may arise that prevent students from fulfilling their enrollment commitments. The following circumstances may qualify for special consideration:

• Serious Medical Conditions: Supported by official medical documentation from a licensed healthcare provider
• Family Emergencies: Death or critical illness of an immediate family member (documentation required)
• Natural Disasters or Force Majeure: Events beyond the student's control affecting their ability to attend
• Military Service or Government Obligations: Mandatory service requirements (official documentation required)

Students facing exceptional circumstances should contact the Admissions Office immediately with supporting documentation. Each case will be reviewed individually, and Brussels College may waive or reduce applicable fees at its discretion.

7. Refund Processing

7.1 Refund Method

All refunds will be processed via bank transfer to the original payment source or to a bank account specified by the student. Refunds cannot be issued in cash or via alternative payment methods.

7.2 Processing Timeline

• Standard refunds: 15-20 business days from approval
• Visa refusal refunds: 20-30 business days from receipt of complete documentation
• International bank transfers may take an additional 5-10 business days

7.3 Currency and Exchange Rates

All refunds are processed in Euros (€). For payments made in other currencies, refunds will be converted at the current exchange rate on the date of processing. Brussels College is not responsible for exchange rate fluctuations or bank transfer fees imposed by receiving banks.

8. How to Submit Requests

All cancellation, modification, and deferral requests must be submitted in writing to:

Response Time: Brussels College will acknowledge receipt of your request within 2 business days and provide a decision within 5-10 business days, depending on the complexity of the request.

9. Appeals and Disputes

If a student disagrees with a decision made regarding cancellation, modification, or refund requests, they may submit a written appeal to the Vice Rector within 14 days of receiving the decision.

Appeals should be sent to: i.chiloglu@brucol.be

The appeal will be reviewed by the Academic Council, and a final decision will be communicated within 15 business days. The decision of the Academic Council is final.

10. Contact Information

Department	Contact	Purpose
Admissions Office	office@brucol.be +32 471 09 6641	Cancellations, deferrals, program changes
Finance Office	office@brucol.be	Refund inquiries, payment modifications
Vice Rector (Appeals)	i.chiloglu@brucol.be	Appeals and dispute resolution

11. Policy Updates

Brussels College reserves the right to update this Cancellation and Modification Policy as needed to reflect changes in institutional practices, regulatory requirements, or academic calendar adjustments. Students will be notified of significant policy changes via email and updates will be posted on the Brussels College website.

The version of this policy in effect at the time of your enrollment governs your rights and obligations regarding cancellations and modifications.