Students are billed for tuition as well as program specific, compulsory and optional ancillary fees following the Ministry of Colleges and Universities Tuition and Ancillary Fees policy.  
 
Students are required to accept and confirm their invoice(s) and adhere to fee due dates.
If a student provides evidence satisfactory to Conestoga that they are sponsored by a third party, Conestoga may invoice the third party at its discretion.  Proof of sponsorship must be provided to the Office of the Registrar.

This procedure applies to all full-time cohort students enrolled in full-time delivered programs.

Conestoga College maintains a glossary of terms specific to the institution. The ones in use for this document are defined below.

Admissions Officer

• Admits applicants to programs.
• Contacts confirmed Level 1 applicants who have not paid fees. 

Associate Registrar

• Ensures processes and procedures for the program fee set up and billing are in place and adhered to. 

Director, Registrarial Services

• Administration of MCU policies and College fee policies and procedures ensuring fee schedules are prepared, fee assessments/invoices are prepared, and fees are collected.  

Manager, Client Services and Student Fees

• Ensures fee payment/collection processes are communicated.
• Ensures adherence to fee payment/collections procedures and processes.
• Admissions Officer
• Admits applicants to programs.
• Contacts confirmed Level 1 applicants who have not paid fees. 

Associate Registrar

• Ensures processes and procedures for the program fee set up and billing are in place and adhered to.

 Director, Registrarial Services

• Administration of MCU policies and College fee policies and procedures ensuring fee schedules are prepared, fee assessments/invoices are prepared, and fees are collected. 
  

Manager, Client Services and Student Fees

• Ensures fee payment/collection processes are communicated.
• Ensures adherence to fee payment/collections procedures and processes. 

Fees Clerk

• Enters fee and payment information.
• Processes payment schedules/arrangements for approved sponsor (i.e. Second Career) students.
• Clarifies fee information and processes to current students, prospective students and clients. 

Fees Officer

• Primary contact for sponsor agencies to clarify fee invoices/information and processes.
• Clarifies fee information and processes to current students, prospective students and clients. 

Students

• Follows fee payment processes and procedures related to enrolment and registration.
• Accesses fee invoice(s), selects optional fees, saves and confirms invoice(s).
• Ensures that they are in good financial standing by adhering to due dates and/or payment agreements. 
  

Fee and related fee due dates are established and approved following the Ministry of College and Universities Tuition and Ancillary Fees policy.

1. The Office of the Registrar publishes the approved tuition, compulsory and optional ancillary fees on the Conestoga web site and ensures that student fee invoices are posted to student accounts approximately 4-6 weeks prior to the deposit due date
2. The student fee invoice includes the tuition deposit, tuition fee amounts, compulsory and optional ancillary fees, program specified fees if applicable and fee due dates by term and academic year
1. The tuition deposit is charged only once to students enrolled in consecutive terms of study during the academic year except in the case of:
1. students who take a term off from their studies. 
2. students on co-op work terms.
3. students who elect to switch their program of study at Conestoga.
2. The tuition deposit due date(s) for all full-time programs with a
1. fall start date or considered to be a fall intake is mid-June.
2. winter start date or considered to be a winter intake is early October.
3. spring start date or considered to be a spring intake is early February.
3. Subsequent tuition fee billing is based on the number of academic terms that the student is scheduled to participate in for the academic year.
1. If the total length of the study period is less than 21 weeks, there will be one (1) invoice billed for the academic year.
2. If the total length of the study period is between 21 and 40 weeks, there will be two (2) invoices billed for the academic year.
3. If the total length of the study period is more than 40 weeks, there will be three (3) invoices billed for the academic year.
4. Subsequent tuition fee due date(s) for students is one (1) month prior to the start date of the study period start except for the winter term when it is mid-November. 
3. Students must access each Student Fee Invoice(s) through the student portal (invoices are not mailed):
1. Log onto the Student Portal
2. Select 'Financial tab' and go to 'MyInvoices'
1. Select invoice for the appropriate term
2. Make optional fee selections, 'Save and Confirm' the invoice.
3. Invoice(s) must be saved for enrollment to be confirmed. Once selections are saved changes may not be made.
3. Go to 'MyFees' to view the final billing total for the term.
1. To pay a Student Fee Invoice select the 'Program Fees Payment' tab.
2. The program invoice will be displayed.
3. Follow the subsequent screen instructions to select and complete payment.
4. All payments must be made online.  In-person payments are not accepted. If web banking or mailing a certified cheque/money order is the preferred payment option, payment must be received by the due date (not submitted or mailed on the due date.)  Please allow 3-5 days for processing.
5. Payments received after the stated due date on the invoice will be assessed the late fee of $150. 
4. Year One/First-level domestic students are expected to pay the tuition deposit and fees by the due date or risk being removed from the program.
1. Students in levels beyond level one who have not paid the tuition deposit fee by the due date but prior to the due date for subsequent fee payments may submit the deposit provided the invoice is available through the student portal. 
2. A student who has not paid the deposit fee, saved and confirmed their invoice, paid fees by the deadline and wishes to be enrolled, they will be assessed the late fee upon enrolment. 
5. Year One/First-level (out of country) international students are expected to pay the tuition deposit within 30 days of date of acceptance or risk having their offer expire.  
1. Upon confirmation of deposit, fee invoice(s) will be generated and posted to the student portal.
2. Students must confirm, save invoice(s) and pay fees by the deadline provided in the Letter of Acceptance.  Late fees may be applied to payments made after the deadline date. 
6. Year One/First-level (in country – second program) international students
1. Must pay fees by the deadline provided in the Letter of Acceptance or risk having their offer expire.  
2. Students must confirm and save invoice(s).  Late fees may be applied to payments made after the deadline date. 
7. Students are not eligible for enrolment/registration in future term(s) until the invoice(s) have been 'Saved & Confirmed' and fees have been paid in full by the due date. 
   

​Date	​Details
​2015-05-27	​Policy and Procedure Committee
​2015-06-24	​Academic Coordinating Committee
​2019-12-11	​Academic Forum
​2020-01-13	​Academic Coordinating Committee