Tuition Fee Internal Sponsorship Policy

Intent

This policy replaces JCU policies covering:

• Fee Waivers and Reductions and

• Fee-Waiving Scholarships for Internal HDR students at JCU.

and is set out to define:

• the areas of the University which will fund internal sponsorships of tuition fees under various circumstances;

• the approving authority for each category of internal sponsorship of tuition fees; and

• the circumstances under which internal sponsorship of tuition fees will be considered for approval.

Scope

This policy determines the circumstances surrounding internal sponsorship of tuition fees for Domestic and International students under specific categories. It is to be followed for all requests for adjustments to published fees for individual students.

Note that requests for adjustments such as discounts to published fees for groups of students are to be submitted to the Student Fees and Charges Sub-Committee for consideration. Once approved for either short-term or long-term application, the arrangements will form appendices to this policy. Approved long-term internal sponsorship categories will then be incorporated into future updates to the policy.

The following are excluded as categories of internal sponsorship:

A. University Error

Domestic students

When University error has been established, refund should be requested through the
Re-credit / Remission / Refund process required under the Higher Education Support Act 2003 and explained on the University website at http://www.jcu.edu.au/studying/entry/cost/recredit.html.

International students

Refer to the Tuition Fee Policy for Onshore and Distance International Students, available in the Policy Library.

B. Personal Circumstances

Domestic students

Requests for refund of fees based on personal circumstances should also be made through the Re-credit / Remission / Refund process. Note, however, that documentary evidence of special circumstances must be provided for any such refund to be considered. The Australian Government’s definition of ‘special circumstances’ is defined on the Re-credit / Remission / Refund webpage at http://www.jcu.edu.au/studying/entry/cost/recrediteligibility.html, and will be followed when considering refund requests.

International students

Refer to the Tuition Fee Policy for Onshore and Distance International Students, available in the Policy Library.

Note: A student’s personal financial hardship is not considered grounds for tuition fee reduction under this policy.

C. Overseas students on Exchange

The Commonwealth Grant Scheme Guidelines do not require higher education providers to charge tuition fees sufficient to recover the full cost of providing a course for students in formal exchange programs, as their tuition fees are paid to their overseas provider. Likewise, JCU students in formal exchange programs pay their student contributions or tuition fees to JCU, rather than the institution hosting their exchange studies.

Definitions

A co-tutelle (or conjoint enrolment) student is a higher degree by research student for whom a formal conjoint enrolment agreement has been entered into between James Cook University and an appropriate international partner university. Conjoint degree enrolment allows a student to concurrently complete a degree from JCU and an overseas university.

A template for co-tutelle agreements has been developed by JCU’s Graduate Research School for use by Faculties.

Tuition Fees are the full fee amount as approved by Finance Committee.

Policy and Procedures

1. Method and timing of application

All applications for internal sponsorship of tuition fees must be submitted on the appropriate application form, and must be accompanied by appropriate supporting documentary evidence.

Coursework students

Applications for internal sponsorship of tuition fees for coursework students must be made prior to the census date for the subject/s to be sponsored, allowing sufficient time for investigation, consideration and approval before the relevant census date. Recommended time frame is one month prior to the Census Date for the relevant subject/s.

Research students

Applications for internal sponsorship of tuition fees related to extensions to candidature for Higher Degree by Research students must be made prior to the end of candidature (two years full-time equivalent for Masters by research or three years full-time equivalent for PhD). The recommended time frame for submitting applications is at least two months prior to the end of candidature. More time than this is required for students on some programs, such as AusAID.

Applications for internal sponsorships that require students to be ranked on the JCU Order of Merit list must be submitted prior to 30 September for HDR studies commencing in Teaching Period 1 of the following year, and prior to 30 March for HDR studies commencing in Teaching Period 2 of the same year.

Applications for Faculty/School internal sponsorship of tuition fees must be submitted within the timeframe advised by the relevant Faculty/School for consideration prior to the relevant census date.

2. Funding

For categories of students required by the Australian Government to be charged tuition fees, internal sponsorship of tuition fees must be funded from a non-Commonwealth-source. As funding allocations to Faculties and Divisions does not differentiate between Commonwealth and non-Commonwealth funding, it is assumed that the total value of internal sponsorship of tuition fees will not exceed the University’s non-Commonwealth income.

Applications for internal sponsorships of tuition fees must:

• specify the source account for and the amount of the sponsorship funding, and

• include financial approval by the manager of the account to be charged

In order to capture the value of all fees not charged, University practice will be to raise fees for all students – regardless of category of internal sponsorship – to show the total fees for their studies, the amount sponsored by JCU, and the balance due, if any.

3. Approval Authority

Authority to approve internal sponsorships of tuition fees under the following categories is specified under each category. Applications must be initially approved by the relevant Head of School.

4. Categories

Internal sponsorship of tuition fees will be considered under the following categories:

• JCU staff development

• Postgraduate Research students

• International Coursework students

• Exceptional circumstances.

4.1 JCU Staff Development

4.1.1. Graduate Certificate of Education (Tertiary Teaching)

There will be an approved number of EFTSL per year of internal sponsorships of tuition fees for JCU academic staff to undertake the Graduate Certificate of Education (Tertiary Teaching).

Eligibility

Staff who meet the selection criteria detailed in the ‘Graduate Certificate of Education (Tertiary Teaching)’ policy will be considered for an internally sponsored professional development place in the Graduate Certificate of Education (Tertiary Teaching).

Funding

The University is required by the Australian Government to charge these students tuition fees. University central accounts will fund these internal sponsorships at the full postgraduate domestic tuition fee amount as approved by Finance Committee.

Load income will be distributed.

Approval

Authority for approval for internally sponsored places in the Graduate Certificate of Education (Tertiary Teaching) rests with the Senior Deputy Vice-Chancellor.

4.1.2. Other Staff Development

Requests for internal sponsorship of tuition fees for other staff development will be administered in accordance with a separate policy which is under development, and which will be presented to Vice-Chancellor’s Advisory Committee for approval.

4.2 Postgraduate Higher Degree by Research (HDR) Students

4.2.1 International HDR students who win JCU Postgraduate Research Scholarships (JCUPRS)

The Senior Deputy-Vice-Chancellor will determine the number of JCUPRS to be awarded to international HDR students, to a maximum of 5 commencing students each year. These scholarships will fund the students’ stipends for up to 2 years for Masters by research students and up to 3.5 years for PhD students.

To be eligible for consideration for JCUPRS, students must be ranked competitively on the biannual JCU Order of Merit list managed through the Board of Higher Degrees by Research.

Eligibility

All international students who win JCUPRS will receive internal sponsorship for their tuition fees, for the period covered by the scholarship.

Funding

The University is not required by the Australian Government to charge these students tuition fees, so internal sponsorship in this category does not require funding from either a Faculty/School or a central University account. However, in order to capture the value of all fees not charged, University practice will be to raise fees for all students to show the total fees for their studies, the amount sponsored by JCU, and the balance due.

There will be no load income distributed to Schools, Faculties or Divisions for these students.

Approval

Authorisation of internal sponsorship of tuition fees for JCUPRS students rests with the Dean, Graduate Research Studies, as Chair of the Research Committee, following the JCU Order of Merit process.

4.2.2. International HDR students who win Endeavour International Postgraduate Research Scholarships (EIPRS)

JCU is allocated EIPRS scholarships each year based on its performance in the Research Training Scheme. The University is awarded a block of funding to cover tuition fees for EIPRS winners and is required to offer a specified number of scholarships to commencing students. In practice, there is a shortfall between EIPRS funding and the tuition fees for EIPRS students.

To be eligible for consideration for EIPRS, students must be ranked competitively on the biannual JCU Order of Merit list managed through the Research Committee.

Students awarded EIPRS are also offered stipend scholarships which are jointly funded by the University and the relevant School.

Eligibility

Students who win EIPRS will receive internal sponsorship for the balance of their tuition fees not covered by EIPRS funding, for the period covered by the scholarship.

Funding

The Australian Government expects the University to fund the shortfall in tuition fees not covered by the EIPRS funding. In order to capture the value of all fees not charged, University practice will be to raise fees for all students to show the total fees for their studies, the amount sponsored by JCU, and the balance due.

The load income distributed to Schools, Faculties and Divisions will be limited to the fees paid for by the EIPRS scholarship fund.

Approval

Authorisation of internal sponsorship of the balance of tuition fees for EIPRS students rests with the Dean, Graduate Research Studies, as Chair of the Research Committee, following the JCU Order of Merit process.

4.2.3 International HDR students who win externally competitive stipend scholarships other than JCU Postgraduate Research Scholarships (JCUPRS) and Endeavour International Postgraduate Research Scholarships (EIPRS)

There will be a maximum of 15 EFTSL of internal sponsorships of tuition fees per year for students who win externally competitive stipend scholarships. These internal sponsorships may partially or fully fund tuition fees for up to two years for Masters by research students and up to four years for PhD students.

Distribution of these internal sponsorships of tuition fees will normally be:

2/3 to students starting in Teaching Period 1 and

1/3 to students starting in Teaching Period 2.

Eligibility

To be eligible for consideration, a student must be:

- the recipient of an externally advertised stipend scholarship:

- based on a competitive selection process, and

- worth at least $15,000 per year for the duration of the student’s degree studies, and

- ranked competitively on the biannual JCU Order of Merit list managed through the Research Committee.

The ranking will be done in November/December and June/July each year.

Funding

The University is not required by the Australian Government to charge these students tuition fees, so internal sponsorship in this category does not require funding from either a Faculty/School or a central University account. However, in order to capture the value of all fees not charged, University practice will be to raise fees for all students to show the total fees for their studies, the amount sponsored by JCU, and the balance due.

There will be no load income distributed to Schools, Faculties or Divisions for these students.

Approval

Applications will be considered only if first approved by the relevant Faculty Pro-Vice-Chancellor. Authority for approval of internal sponsorship of tuition fees for international HDR students who win externally competitive stipend scholarships rests with the Dean, Graduate Research Studies, as Chair of Research Committee, following the JCU Order of Merit process.

4.2.4 International HDR students enrolled in conjoint (co-tutelle) degrees

All conjoint degree enrolments are subject to formal agreement, signed by the Vice-Chancellor. For budgetary purposes, a notional number of 5 conjoint degree enrolments per year shall be assumed.

Eligibility

All students enrolled in conjoint degrees formally agreed to by the Vice-Chancellor are eligible to receive internal sponsorship of their tuition fees.

Funding

The University is not required by the Australian Government to charge these students tuition fees, so internal sponsorship in this category does not require funding from either a Faculty/School or a central University account. However, in order to capture the value of all fees not charged, University practice will be to raise fees for all students to show the total fees for their studies, the amount sponsored by JCU, and the balance due.

There will be no load income distributed to Schools, Faculties or Divisions for these students.

Approval

Following formal agreement by the Vice-Chancellor, authorisation of internal sponsorships for students enrolled in conjoint degrees rests first with the Faculty Pro-Vice-Chancellor and finally with the Dean, Graduate Research Studies.

4.2.5 International HDR students who win Faculty/School sponsorships

There is no quota established for Faculty or School sponsorships of tuition fees.

Eligibility

The Faculty/School must establish a selection process for awarding tuition fee sponsorships. The selection process must be competitive and transparent, and approved by the Research Committee.

Funding

The relevant Faculty/School:

- will fund these internal sponsorships of tuition fees from a non-Commonwealth source,

- will receive load income for these students, and

- may choose to partially or fully fund tuition fees for the duration of the students’ degree studies.

Approval

Applications will be considered only if first approved by the relevant Faculty Pro-Vice-Chancellor, and if accompanied by evidence of a competitive and transparent selection process approved by the Research Committee. Authority for approval of Faculty/School sponsorship of tuition fees rests with the Senior Deputy-Vice-Chancellor.

4.2.6 Enrolled International or Domestic HDR students exceeding their candidature period for any reason

There is no quota for this type of sponsorship; however, the amount of extra candidature time that will be considered for internal sponsorship of tuition fees under normal circumstances will be:

- six months beyond the normal candidature period of two years for Masters by research students, and

- one year beyond the normal candidature period of three years for PhD students.

Eligibility

International HDR students must have paid all agreed tuition fees for their normal candidature period (two years for Masters by research and three years for PhD, unless a four-year PhD degree was negotiated up front) in order to be considered for internal sponsorship of tuition fees for extra candidature time.

Domestic HDR students will not have paid tuition fees for their normal candidature period, as they would have studied under Research Training Scheme (RTS) places for that time. RTS limits candidature periods to two years for Masters by research and four years for PhD.

Normal circumstances

Students seeking internal sponsorship of tuition fees for extra candidature time will need to show satisfactory progress, confirmed by the Dean, Graduate Research Studies.

Special circumstances

For students seeking internal sponsorship of tuition fees for extra candidature time because of special circumstances, the School must submit a report to the Senior Deputy-Vice-Chancellor. If the reason that a student will exceed the agreed maximum candidature period is due to:

4.2.6.1 issues relating to the School’s management of the student’s supervision, the School must submit to the Senior Deputy Vice-Chancellor a report on the findings of an internal review of the situation and a plan to overcome the problems.

4.2.6.2 a University problem – for example, a power failure – the School must submit to the Senior Deputy Vice-Chancellor a report outlining the problem and the impact it had on the student’s ability to complete within the normal candidature period.

Funding

In order to capture the value of all fees not charged, University practice will be to raise fees for all students to show the total fees for their studies, the amount sponsored by JCU, and the balance due.

There will be no load income distributed to Schools, Faculties or Divisions for these students.

Approval

Normal circumstances

Authority for approval of internal sponsorship of tuition fees for extra candidature time rests with the Dean, Graduate Research Studies.

If a student seeks still more candidature time to complete, the Dean, Graduate Research Studies will formally investigate. If the Dean endorses the request, it will go to the Senior Deputy Vice-Chancellor for consideration.

Special circumstances

Authority for approval of internal sponsorship of tuition fees for extra candidature time because of special circumstances (see 4.2.6.1 and 4.2.6.2) rests first with the Dean, Graduate Research Studies and finally with the Senior Deputy Vice-Chancellor.

4.3 International Coursework Students

To support international marketing efforts, the University may allocate funds to the Deputy Vice-Chancellor, University Services & Registrar for internal sponsorship of coursework (including study abroad) students. These sponsorships are to be used:

- as a promotional device in international marketing;

- to support internationalisation and particularly the establishment of linkages with overseas universities; and

- to address the issue of unequal student numbers in student exchange agreements.

Funding

International Coursework sponsorships are funded by finances allocated to the Deputy Vice-Chancellor, University Services & Registrar for this purpose.

In order to capture the value of all fees not charged, University practice will be to raise fees for all students to show the total fees for their studies, the amount sponsored by JCU, and the balance due.

Load income will be distributed.

Approval

Authority for approval of internal sponsorship of tuition fees for international coursework students, up to the limit allocated for this purpose, rests with the Deputy Vice-Chancellor, University Services & Registrar.

4.4 Exceptional Circumstances

Where this policy does not adequately encompass a particular circumstance, the University may consider an individual’s case.

Any application for internal sponsorship of tuition fees under exceptional circumstances must include:

- documentary evidence of the exceptional circumstances, and

- recommendation from the relevant Faculty Pro-Vice-Chancellor.

The Director, Student and Academic Services will review all applications for tuition fee sponsorship for exceptional circumstances, and will seek advice from the Dean, Graduate Research Studies when assessing applications for HDR students, and from the Deputy Vice-Chancellor, University Services & Registrar when assessing applications for international students.

Funding

In order to capture the value of all fees not charged, University practice will be to raise fees for all students to show the total fees for their studies, the amount sponsored by JCU, and the balance due.

Load income distribution will be determined when assessing the circumstances.

Approval

If the Director, Student and Academic Services endorses an application, it will go to the Senior Deputy Vice-Chancellor for consideration.

The Senior Deputy Vice-Chancellor holds authority for approval of internal sponsorship of tuition fees under exceptional circumstances.

5. Reporting

The Director, Student and Academic Services will report twice each year to the Student Fees and Charges Sub-committee on the number and value of Tuition Fee Internal Sponsorships approved.

The Dean, Graduate Research Studies will conduct follow-up assessment of student outcomes for all HDR students who receive internal sponsorship of tuition fees to monitor the value of the sponsorships to the University.

Related documents, legislation or JCU Statutes

• Re-credit / Remission / Refund webpages

• Tuition Fee Policy for On-shore and Distance International Students

• Domestic postgraduate coursework tuition fee schedule

• International tuition fee schedules

• Application for Internal Sponsorship of Tuition Fees

• Higher Education Support Act 2003 (HESA)
  & related Administrative Information for Providers (AIP)

• Education Services for Overseas Students (ESOS) Act 2000s

Supporting procedures/guidelines:

• Internal Sponsorship Application and Workflow

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Approval Details

Policy sponsor:	Director, Student and Academic Services
Approval authority:	Finance Committee
Version no.:	06-1
Date for next review:	30/06/2009

Modification History

Version no.	Approval date	Implementation date	Details
06-1	01/06/2006	02/06/2006