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Terms and Conditions

Terms and conditions

These Terms and Conditions apply to international applicants to the Royal Roads University International Study Centre pathway programs for Undergraduate and Graduate degrees and for those seeking direct entry to Undergraduate and Graduate study.

Please review these terms and conditions carefully before signing and submitting the application. By signing the application form, these Terms and Conditions represent contractual obligations with Study Group Canada Limited ("Study Group").


All participants in the programs are subject to the rules of the university. Applicants are reminded that international students in Canada must comply with all laws in order to retain valid study permits. Should a student's study permit be revoked, they will be subject to dismissal from the program and may be required to return to their home country. In these circumstances, the student may also be subject to legal actions that may be commenced by the authorities.

Study plans

  1. Undergraduate students must enroll for a minimum of 2 consecutive semesters.
  2. Undergraduate students requiring English language preparation must enroll for their English program plus a minimum of two consecutive academic semesters.
  3. Graduate students who do not require English language preparation (as determined by Study Group), must enroll for their complete academic program.
  4. Graduate students requiring English language preparation must enroll for their English program plus their complete academic program.

Study plan changes

All students' English language and numeracy skills will be tested on arrival at Royal Roads University. Should it be determined that a student's English language and/or numeracy skills are below the level required for the student's program, the student's study period may be lengthened to allow for improvement to the student's English and/or numeracy skills. The student shall be responsible for any additional costs.


Students progress through the program upon successful completion of academic and attendance requirements. Program progression is semester by semester without breaks, unless authorized. For example, a student in a 3-semester program starting in fall would progress through the fall, spring and summer semesters before full progression into other programs the following fall.


In addition to tuition fees, additional cost items may include (but not be restricted to) one or more of the following:

  1. Personal spending money
  2. Insurance
  3. Meals and housing
  4. University textbooks and other necessary school supplies
  5. Travel costs including air fares and transfers
  6. University ancillary fees

Payment policy

Students are required to pay a deposit when accepting the offer from the University. A letter of acceptance will be issued upon receipt of the deposit. This letter is required when submitting a study permit/visa application.

Royal Roads University invoices and collects all tuition and ancillary fees. Internal Year 1 students are required to pay a $550 deposit to receive a CIC Letter of Acceptance. AThe deposit amount for all other programs is $5000.

Refer to the following link for details regarding credit and collection procedures.

Payment Plan

Payment plans are only available for study plans (not including preparatory English) of 2 semesters or more. All preliminary semesters of preparatory English must be paid in full. Payments are due on July 25th for the fall semester, December 15th for the spring semester and April 10th for the summer semester.

Tuition Refund Policy

All International Year 1 students are eligible for a refund of tuition deposit under the following circumstances:

  1. Student presents a study permit denial letter prior to start of their program
  2. Program is wait listed
  3. Student has failed to achieve the minimum academic (GPA) requirement for IY1 and, through submission of final transcript prior to the start of the program, is therefore unsuccessful in clearing their condition of admission
  4. Student meets academic admission requirement for IY1 but upon arrival (through assessment test administered by SG) scores below our entry-level pathway program (IEP1) language proficiency requirement
  5. IY1 students eligible for a refund will receive the refund less an administrative fee of $150
  6. All refund requests are approved by Royal Roads University

The Royal Roads University policy applies to all International Study Centre students and can be found at the following site:

Applying for a visa/study permit

The student must contact the nearest applicable Canadian Embassy or Consulate for a Visa application. Documentation and/or requirements vary from country to country. To apply for a study permit/visa, students will need to supply Canadian Immigration with 'Proof of Student Status'. This letter will be sent upon acceptance to the Programs.

Further information on Canadian study permits/visas.

It is recommended that all students apply for their study permit/visa as soon as possible, and notify Study Group directly as soon as the study permit/visa status has been confirmed.


Health insurance is required for all residents of British Columbia, including students. For this reason all Royal Roads University students are required to have basic medical insurance while studying in Canada. Please view the Student Healthcare Policy for more information.

Damage and liability

Students are responsible for payment for any damage caused by them to the facilities from which Study Group conducts any part of its program. Occupants of shared accommodation are jointly and severally liable for the proper care of rooms, fixtures and fittings, including costs for damage or exceptional cleaning. This responsibility is in addition to any obligation that the student may have as a result of any contract for accommodation with a third party.

Data Protection

Any information provided by the student shall only be used in accordance with privacy legislation law. Publicity of students (and their parents or guardians, where applicable) agree that their images, and achievements may be used by Study Group and/or the university, for promotional purposes only, without prior written consent or notification. This will include the passing on of images, sound and achievements to appropriate third parties (for example, agents and publications) for the specific purpose of publicizing the programs.


Students (and their parents or guardians, where applicable) agree that their images, sound and achievements may be used by Study Group and/or Royal Roads University, for promotional purposes only, without prior written consent or notification. This will include the passing on of images, sound and achievements to appropriate third parties (for example, agents and publications) for the specific purpose of publicizing the programs.


In order that communication with the student may be maintained at all times, the student is required to provide personal e-mail addresses and mobile telephone numbers. Any changes to personal contact information shall be communicated immediately. Study Group reserves the right to make any addition, amendment or alteration to these terms and conditions upon giving one semester's written notice of such change to the students.


Study Group reserves the right to make any addition, amendment or alteration to these Terms and Conditions upon giving one semester's written notice of such change to the students.

Scope of agreement

Submission of an application confirms agreement to abide by these stated terms and conditions, those stated within the application form and in any other documentation, issued by Study Group, the university or a housing or insurance provider. These terms and conditions supersede any prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written, between the parties pertaining to the subject matter hereof. There are no warranties, representations or other agreements between the parties in connection with the subject-matter of this agreement except as specifically set forth herein.

By submitting the online application form, you make the following agreement and declaration:


I apply to enroll the person named as a student of Study Group. I agree to pay all fees incurred by the student as they become due, and either give the required notice of cancellation or to pay the required fees in lieu of notice. I give permission for the administration of first aid and appropriate non-prescription medication to my child, and give permission to Study Group and designated university representatives to seek medical, dental or optical treatment when required. I am the parent or legal guardian named.

We, as parents/guardians of the undersigned student, do hereby authorise Study Group and its assigned agents, and any designated program representative, as agents of the undersigned parents, to consent to any x-ray examinations, anesthetic, medical or surgical diagnosis or treatment, or hospital care which is deemed advisable by, and is rendered under, the general supervision of any licensed physician or surgeon, whether such treatment or diagnosis is rendered at the office of said physician or surgeon or at a hospital. it is understood that this authorisation is not given in advance of any specific diagnosis, treatment or hospital care being required, but is given to provide authority and power on the part of aforesaid agents to give specific consent to any and all such diagnoses, treatments, or hospital care which the aforementioned physician or surgeon, in the exercise of her/his best judgement, may deem advisable.

We, the undersigned, agree that the student's images and sound, details and achievements may be used in any media for promotional purposes without written consent or notification. This includes permission to pass them on to third parties (agents, publications, etc) at our discretion as long as the images are used to publicise study group programs.

We, the undersigned, waive and release all claims against Study Group and its agents for any injury, loss, damage, accident, delay or expense resulting from the applicant's participation in the program. we also release Study Group and its agents and agree to indemnify them with regard to any financial obligations or liabilities that the applicant may personally incur or any damage or injury to the person or property of others that the applicant may cause while participating in this program. We understand that the program begins with the outbound flight to Canada and terminates when the return flights lands. We realize that any airline's liability for loss or damage to baggage or property, or for death or injury, is limited by the terms outlined by the airlines. We also understand that it is our responsibility to obtain a passport and any required visa. We understand that Study Group is not responsible for any loss or injury suffered by the applicant at any time while participating in the program, including but not limited to losses or injury suffered during periods of independent travel or absence from the program. If the applicant becomes ill or incapacitated, Study Group or its agents may take such action as it considers necessary, including securing medical treatment and transporting the applicant home at his/her own expense. we release Study Group from all liability related to such actions. We understand that the applicant's participation in the program may be terminated at the discretion of Study Group without any refund of fees and that the applicant may be sent home at his/her own expense if he/she does not adhere to national, provincial and local laws and university rules. We agree to accept full responsibility for personal expenses, books, any required additional language training and round trip air fare. in the event that Study Group or its agents advances or loans any funds to the applicant or incurs special expenses on his/her behalf, we agree to make immediate repayment to Study Group. We understand that this agreement cannot be modified except in writing signed by Study Group.


I have applied for a program of study in Canada. I confirm the following:

  1. I understand the relationship between Study Group and the agency that has submitted this application. I have given this agency permission to represent me in all matters related to my application and enrollment into the university to which I have applied.
  2. Prior to the release of the study permit application letter, I understand that I may be required to pay a confirmation deposit. I understand that this deposit is required in order to secure a place at the university, and is fully refundable only in the case of a visa denial. I further understand that by paying the deposit, I am acknowledging and agreeing to all terms and conditions not only of study group but of the university.
  3. Once the visa has been successfully obtained, I understand that I am required to pay the full tuition, and fees, per the Royal Roads University invoice, one month prior to arrival.
  4. I understand that if full payment according to the invoice has not been received, I may not be able to attend classes until payment arrangements have been confirmed.
  5. I understand that once I have confirmed my acceptance and have obtained a study permit, I will not be entitled to a refund of the application fee, confirmation deposit or paid tuition and fees, etc. associated with my academic program.
  6. I agree to abide by the terms and conditions of Study Group.

Royal Roads University gathers and maintains information used for the purposes of admissions, registration, and other fundamental activities related to being a member of the university community, and to enrolling learners in a public post-secondary institution in the province of British Columbia pursuant to the university act, (RSBC 1996), the Royal Roads University act (RSBC 1996), and section 26 of the freedom and information and protection of privacy act (RSBC 1996). Details may be obtained from the office of the registrar or may be found at

I hereby declare that all information I have submitted in this application for admission is true and complete, that all personal documents submitted have been authored by me, and that no information has been withheld to the best of my knowledge.

I understand that any omission or misrepresentation of information, including submission of false statements and/or documents, or failure to disclose attendance at another post-secondary institution at the time of submission or anytime thereafter, may result in the immediate and permanent cancellation of my admission or registration to Royal Roads University without reimbursement.

I understand that completion of this authorized application permits Royal Roads University to request and/or confirm any information necessary to support my application for admission.

I understand that information on falsifications may be shared with the association of registrars of universities and colleges of Canada.

I declare that I fully understand the above.

These Terms and Conditions were last updated May 1, 2015

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