Tuition Fee Policy for International Students
Intent
To specify the requirements for payment and refund of tuition fees for international students.
Scope
This policy applies to all JCU international students in Australia, and international students studying courses by distance delivery mode.
Definitions
Assurance Deposit
A non-refundable deposit may be levied for the principal course where a student receives a Package of Offers. This deposit will be credited towards the student’s tuition fees on qualifying to commence their principal course.
Census Date
The date on which a student’s enrolment in a subject is taken to be finalised.
Commencing Student
For the purpose of this policy, a Commencing Student shall be a student admitted for the first time in a particular course and who was not enrolled in another course at JCU in the previous teaching period/trimester.
Commencement Deposit (Advance Payment Required)
For students studying through campuses operating on a Semester-based calendar, the Commencement Deposit is payment equivalent to one-half of the annual tuition fee as specified in the Offer of Placement.
For students studying through campuses operating on a Trimester-based calendar, the Commencement Deposit is payment equivalent to 9 credit points of study towards their course, other than for students studying for a Postgraduate Certificate or Postgraduate Qualifying Program, where the Commencement Deposit is payment equivalent to one-half of the annual tuition fee as specified in the Offer of Placement.
Continuing Student
For the purpose of this policy, a Continuing Student shall be a student who is continuing their course enrolment (including enrolling in an Honours year), from a previous Teaching Period/Trimester or a student who was enrolled in another course at JCU in the previous teaching period/trimester
Course
A combination of subjects the successful completion of which, in accordance with the relevant requirements, will fulfill the prescribed requirements for a particular award.
Consumer Price Index (CPI)
CPI All Groups, Weighted Average of Eight Australian Capital Cities as reported by the Australian Bureau of Statistics for each calendar year for the quarter ending 30 June.
Cooling Off Period
A period of time within 10 working days of the date the student signed the acceptance and payment agreement, in which the student can withdraw their acceptance. Written notification of the change of mind must be received by the University within this 10 working day period.
International Student
A student or applicant who is not an Australian domestic student.
Package of Offers
A package of offers in a sequence of multiple courses. Courses are packaged where one is a prerequisite to another, or where one of the courses may only be taken upon successful completion of another of the courses.
Payment Due Date
The date on which tuition fee payment is due for all Continuing Students is the Census Date for the Study Period of the subject.
Sponsor
In certain circumstances, students may be sponsored by organisations and have their tuition fees paid by these entities. Application for sponsoring arrangements will require the approval of the Director, James Cook International, prior to admission.
Study Period
Each subject is allocated to a Study Period with a designated start and end date, Census Date, date for withdrawal without academic penalty, and date for release of subject results as publicised in the Student Handbook.
Subject
A discrete portion of a course identified by a code, title and credit point value.
Teaching Period
One half of an academic year. Teaching Period 1 is the first six months of the year and Teaching Period 2 is the second six months of the year. Subjects with a Census Date prior to 1 July fall within Teaching Period 1 and subjects with a Census Date on or after 1 July fall within Teaching Period 2.
Trimester
A study period of the academic year, generally consisting of 12 - 15 weeks of teaching, followed by a two week period, by the end of which final assessment is due. There are three trimesters in an academic year.
Policy and Procedures
Introduction
This policy meets the legislative and administrative requirements of the Education Services for Overseas Students (ESOS) Act 2000 (Commonwealth), and the relevant state government legislation. In particular the legislation states that JCU must not only protect the financial interests of both intending and admitted overseas students, but also provide access to this policy prior to entering into a contract.
This policy details the due dates for payment of tuition fees by international students, and the circumstances under which refunds are made and financial penalties incurred. This policy relates to contracts entered into with students after the implementation date for this policy.
Policy
The University charges tuition fees to international students admitted into its academic programs. Tuition fees are reviewed annually, approved by the Vice-Chancellor and registered with the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS).
1. Fees
1.1 International tuition fees are set for each calendar year and are quoted either for a single Teaching Period/Trimester or at an annual rate. The tuition fee liability is calculated in proportion with the credit point enrolment for coursework time-based study for research students.
For coursework students, tuition fees are charged pro-rata of the annual course fee based on 24 credit points. Exceptions to the pro-rata calculation of tuition fees are listed in APPENDIX I.
Research students are charged an annual fee based on full-time, full-year, enrolment. Where a research student’s enrolment dates vary from full-time full-year, a pro-rata calculation based on the period of enrolment will be charged. Students who fast-track a research degree may be liable for the total fee for the course as quoted on the Offer of Placement.
1.2 The tuition fee liability incurred by Continuing Students is subject to increase at a rate compounded annually based on the student’s year of commencement, in increments of not greater than 4 per cent or the annual Australian CPI rate. All subsequent increments are applied from 1 January each year, irrespective of the Teaching Period/Trimester in which the student commenced.
1.3 Commencing Students with direct entry into a degree program must pay their Commencement Deposit at the time of the acceptance of the offer. The applicant will not be admitted to the course until the Commencement Deposit has been received.
1.4 Exceptions to the requirement for full up-front payment of the Commencement Deposit are listed in APPENDIX II. In these instances, the balance of the Commencement Deposit remains payable and the student will remain liable for the balance of the Commencement Deposit in the calculation of outstanding liability and refunds. The balance of the Commencement Deposit must be paid by the Census Date of the main study period of the first Teaching Period/Trimester in which the student is enrolled.
1.5 Commencing Students with a Package of Offers must pay the required Assurance Deposit for the principal course in the package at the time of acceptance of the offer.
1.6 Commencing Students with a Package of Offers entering the principal course must pay the balance of tuition fees by the relevant Payment Due Date.
1.7 Applicants who either have a conditional offer, or have requested a change in their offer in any way, are required to make payment of the fee quoted in the final offer.
1.8 For Continuing Students, tuition fees must be paid by the Payment Due Date.
1.9 Withdrawal from any subject(s) or course after the Census Date does not reduce the fee liability due unless exceptional circumstances apply as per Clause 3.10.
1.10 Where bank fees are deducted from any amount paid, the student must pay the bank fees so that the University receives the full Tuition Fee amount.
2. Transfers and Deferments
2.1 A student who transfers from one of the University’s courses to another (including students continuing into Honours courses) will be required to sign a new Offer of Placement, and will be liable to pay the prescribed fee of the new course by the Payment Due Date.
2.2 A student who defers the commencement of a course will be required to sign a new Offer of Placement with the tuition fee liability updated to reflect the new commencement information.
Where a student defers the commencement of a course, the University will retain the full Commencement Deposit, until the student commences study.
3. Fee Refunds
3.1 All applications for a refund of fees must be submitted on the appropriate application form (APPENDIX III) to the Director, Student and Academic Services, in accordance with the instructions on the form. All refund requests must be accompanied by supporting documentary evidence.
3.2 The Director, Student and Academic Services shall consider and make determinations on refund applications.
3.3 Unless a student is registered with an approved sponsor which has paid the tuition fees on behalf of the student, refunds will be issued to student, unless the student gives a written direction to the Director, Student and Academic Services to pay the refund to another person or organisation.
3.4 Refunds of U.S. Federal Aid funds will be determined by JCU’s Financial Aid Administrator and returned in accordance with U.S. Department of Education Regulations as detailed in JCU’s U.S. Federal Aid Loans – Return to Title IV Policy.
3.5 Refunds will be paid in Australian Dollars, unless the nominated bank account will not accept Australian Dollars.
3.6 Refunds approved in accordance with this policy will be paid within four weeks of the Director, Student and Academic Services, receiving a written application from the student.
3.7 This agreement does not remove the right to take further action under Australia’s Consumer Protection Laws.
3.8 A full refund of fees will be payable when:
3.8.1 A student notifies the International Student Centre of their intention to withdraw their acceptance within 10 days of the date signed on the acceptance document. This is referred to as the ‘cooling off’ period.
3.8.2 An Offer of Placement is withdrawn or the University is unable to provide the course. However, if the Offer was made on the basis of incorrect or incomplete information being supplied by the applicant/student, the University reserves the right to retain 10 per cent of the fee.
3.8.3 A student who fails to meet course progression rules and is thus not permitted to re-enrol will be eligible for a refund of fees for the relevant Study Period if paid in advance of notification of exclusion or suspension.
3.8.4 A student fails to meet English language requirements for admission.
3.8.5 A student is unable to obtain a student visa and provides appropriate documentary evidence from DIAC.
3.8.6 A Commencing Student with a registered sponsor withdraws in writing before the designated start date for the first Study Period in which they were to enrol.
3.8.7 A Continuing Student withdraws in writing before the Census Dates for the subjects in which the student is enrolled.
3.8.8 A student is granted permanent resident status in Australia by the relevant Census Date (excluding students admitted in the Bachelor of Medicine/Bachelor of Surgery program) and:
- submits a written request for change of status with certified evidence of residency to the Director, Student and Academic Services or nominee by that date, and
- makes arrangements with the University to pay tuition fees or student contribution amounts as a domestic student in accordance with the Higher Education Support Act 2003, the University’s Domestic Tuition Fee Policy and Commonwealth Assisted Students – Policy for that study period.
3.8.9 Where bank fees have been deducted from a payment, the refund will be the net amount remaining in the student’s account.
3.9 A partial refund of tuition fees is available under the following circumstances:
3.9.1 Where, after accepting their offer, a Commencing Student is unable to undertake their intended course, and gives a minimum of four weeks written notice before the commencement of the first Study Period in which they were to enrol, the University reserves the right to retain an administration fee of $750 and will refund any remaining credit balance.
3.9.2 Where, after accepting their offer, a Commencing Student is unable to undertake their intended course, and gives less than four weeks written notice before the commencement of the first Study Period in which they were to enrol, the University reserves the right to retain 50 percent of the Commencement Deposit and will refund any remaining credit balance.
3.9.3 Where a commencing student withdraws from their admitted course, before the Census Date of the first Study Period in which they enrol, the University reserves the right to retain 50 percent of the Commencement Deposit and will refund any remaining credit balance.
Exemptions from partial refunds are listed in APPENDIX IV.
3.10 Grounds for refunds under “Exceptional Circumstances”.
A full or partial refund of a student’s tuition fee or Assurance Deposit may be granted if the exceptional circumstances that apply to the student were:
3.10.1 beyond the student’s control;
3.10.2 did not make their full impact on the student until on, or after the census date; and
3.10.3 made it impracticable for the student to complete the requirements for the subject in the period during which the student undertook or was to undertake the subject.
Applications for refunds on the basis of exceptional circumstances shall be considered by the Director, Student and Academic Services in consultation with the Director, James Cook International. Documentary evidence is required.
3.11 No refunds will be made under the following circumstances:
3.11.1 Withdrawal from subjects for whatever reason after the specified subject’s Census Date, unless extenuating circumstances apply as outlined in Clause 3.10.
3.11.2 Where written notification of withdrawal is received after the Census Date of the first Study Period in which a Commencing Student enrols.
3.11.3 Cancellation of a student’s visa, unless there are extenuating circumstances.
3.11.4 In cases where an offer was made on the basis of fraudulent documents the University reserves the right to retain the full Commencement Deposit.
3.11.5 When a Bachelor of Medicine/Bachelor of Surgery, Bachelor of Veterinary Science and Bachelor of Dentistry student’s residency status changes while studying this program, the student will not be entitled to a Commonwealth Supported (HECS) place and will be required to pay the domestic tuition fee (equivalent to International tuition fee) for the remainder of their studies in the course.
3.12 Where a student withdraws from a course before paying the required tuition fee for the Study Period or subject, their liability will be reduced in accordance with policy outlined in sections 3.11 and 3.12. The balance of the tuition fee will remain payable.
Note: JCU is obliged to advise the Department of Immigration and Citizenship (DIAC) when an international student studying under a student visa withdraws from a course.
4. Penalties for Non-Payment
4.1 Any student with an outstanding tuition fee liability will be flagged as a debtor in the University’s student system until that fee is paid in full.
4.2 When fees are not paid in full by the Payment Due Date the student’s enrolment may be cancelled and DIAC notified.
4.3 Rules pertaining to University Debtors as detailed in the Student Debtors – Penalties Policy also apply.
5. Special Circumstances
Variations to the tuition fee conditions outlined above will only be granted in extraordinary circumstances.
Where current University policy does not adequately encompass a particular circumstance, the University may consider an individual’s case. All applications must be in writing and addressed to the Director, Student and Academic Services who shall make a determination in consultation with the Director, James Cook International.
The University may choose not to consider applications for special consideration where the application was made after the completion of the relevant study period.
6. Appeals
Where a student is not satisfied with a decision made in relation to the policy, they have the right to lodge an appeal.
Appeals must be made within 20 days of receiving notification of the decision, and must be made in writing to the Director, Student and Academic Services. Where the Director, Student and Academic Services has participated in the decision against which the student is appealing, the appeal will be considered, and a determination made, by the Executive Director, (University Services) and Registrar.
Appendices
APPENDIX I: Exceptions to pro-rata calculation of tuition fees
The following programs have pre-set fees as detailed in the Offer of Placement:
- Study Abroad program
- Internship programs
APPENDIX II: Exceptions to the requirement for full up-front payment of Commencement Deposit prior to being admitted to the course.
- Commencing Students with sponsorship from an approved organisation.
- Commencing Students eligible for funding under the US Federal Family Education Loan program who are enrolling into a postgraduate course are required to pay 10 percent of the Commencement Deposit on acceptance of their offer.
- Commencing Students under a Swedish or Norwegian government loan scheme are required to pay a $500 deposit prior to their arrival.
APPENDIX III: Application for Refund Form
APPENDIX IV: Exceptions to partial refund of fees
Students with a Package of Offers who have paid a non-refundable Assurance Deposit.
Approval Details
|
Policy sponsor: |
Director, Student and Academic Services |
|
Approval authority: |
Vice-Chancellor |
|
Version no: |
09-2 |
|
Date for next review: |
19/07/2012 |
Modification History
|
Version no. |
Approval date |
Implementation date |
Details |
|
09-2 |
09/10/2009 |
10/10/2009 |
Approved by Vice-Chancellor |
|
09-1 |
06/08/2009 |
07/08/2009 |
Prior executive approval by VC ratified by Finance Committee. Approval authority changed to Vice-Chancellor |
|
09-1 |
26/06/2009 |
27/06/2009 |
Approved executively by the Vice-Chancellor |
|
07-1 |
19/07/2007 |
20/07/2007 |
|
|
06-1 |
14/09/2006 |
15/09/2006 |
|
|
05-1 |
31/10/2005 |